Timeslips to Tabs3 Conversion
Software Technology has developed a program named TSCONV to convert data from Timeslips into Tabs3. The TSCONV program converts client name and address information, aged accounts receivable balances, and unbilled transactions. This document includes instructions to convert data from Timeslips Version 2007, 2006, 2005, 2004, and Version 11 into Tabs3 Version 14 using the TSCONV.EXE program. If you need to convert data from an earlier version of Timeslips, please contact our Technical Support Department. Please read through these instructions carefully before attempting to use the TSCONV program.
Note: When printing this document, you will also need to print an additional set of instructions for the specific Timeslips version you are using. Steps 2 and 3 of the Procedures section of this document contain links to these instructions.
Note: Data conversions from Timeslips to Tabs3 can be handled in various ways. One way is to use our TSCONV program to convert the data. You can do it yourself, or hire a Tabs3 consultant in your area to do it for you. The other way is to have Software Technology, Inc. perform a custom conversion for you. There are pros and cons to either conversion method.
TSCONV: The advantage of using the TSCONV program to convert your Timeslips data is that it can be used right away instead of waiting for a custom conversion. However, there are several disadvantages as well. Timeslips is not very flexible when it comes to exporting data that can be easily converted. This means the TSCONV program was written to convert data that is formatted very specifically. There are no options to customize the TSCONV program to meet the specific needs for your firm. Also you can only convert one set of data from Timeslips.
Custom Conversion: Software Technology has a conversion department that specializes in performing conversions between other billing systems and Tabs3. The main advantage is the ability to customize the conversion to meet the unique requirements of your data. Disadvantages include scheduling (it may take several weeks before the conversion could be done) as well as cost (costs typically fall in the $2,000 - $3,000 range, depending on how much data there is to convert).
The TSCONV program should only be used if you have been experiencing error free conditions in Timeslips. If you currently have problems with your Timeslips system due to missing or corrupt data, the TSCONV program may behave unpredictably or convert corrupt data into Tabs3. If corruption has occurred, it should be repaired in Timeslips before proceeding with the conversion. If there is data corruption in Tabs3 following the conversion, there will be a charge for Software Technology to evaluate what is wrong with the data and attempt a repair.
Many of the steps involved in converting your Timeslips data into Tabs3 are dependent on which version of Timeslips you currently use. If you are unsure of which Timeslips version is being used, there is an easy way to find out. Start Timeslips and click the Help menu option. The last menu item displayed in the Help box will be either About Timeslips by Sage 2007, About Timeslips 2006, About Timeslips 2005, About Timeslips 2004, or About Timeslips v11.x….
About Timeslips by Sage 2007: If the last menu item displayed in the Help box is About Timeslips by Sage 2007, you are using Timeslips Version 2007.
About Timeslips 2006…: If the last menu item displayed in the Help box is About Timeslips 2006…, you are using Timeslips Version 2006.
About Timeslips 2005…: If the last menu item displayed in the Help box is About Timeslips 2005…, you are using Timeslips Version 2005.
About Timeslips 2004…: If the last menu item displayed in the Help box is About Timeslips 2004…, you are using Timeslips Version 2004.
About Timeslips v11.x…: If the last menu item displayed in the Help box is About Timeslips v11.x…, you are using Timeslips Version 11.
The TSCONV program converts Timeslips data into the following Tabs3 data files:
Timekeepers: This file contains a generated Tabs3 timekeeper number and the Timeslips user nickname only. The file will contain only those Timeslips users that are used in the custom fields (see more information about "Timeslips Custom Fields" in a following section) or from any unbilled slips. After the conversion is complete, you will have to go into each timekeeper record in Tabs3 and add timekeeper initials, names, rates, and levels.
Categories: Since Timeslips doesn’t have a field that can be converted into the Tabs3 category field, a generic category number 1 with a description of "Only Tabs3 Category" will be converted for all clients.
Transaction Codes: This file contains a generated Tabs3 transaction code number and the Timeslips activity nickname only. The file will contain Timeslips activity codes that are used on any unbilled slips. After the conversion is complete, each transaction code will need to be edited by adding codes, rates, and descriptions.
Clients: This file contains the client/matter information from Timeslips including nicknames, client names, address lines, city/state/zip, contact name, "In Reference To" text, and phone numbers.
Note: Tabs3 Client ID’s are converted from Timeslips nicknames. Since Timeslips nicknames allow spaces and punctuation characters and Tabs3 does not, those characters are stripped from the nickname as they are converted into Tabs3. Also, Timeslips nicknames can be up to 15 characters long whereas Tabs3 Client ID’s are allowed a maximum of 12 characters. Any Timeslips nicknames longer than 12 characters (after stripping spaces and punctuation) will be truncated.
Duplicate Client ID’s Note: Sometimes, as Timeslips nicknames are stripped of spaces and punctuation and are truncated, multiple clients are left with the same Tabs3 Client ID’s. Since all Tabs3 Client ID’s must be unique, an algorithm has been devised to eliminate duplicates that occur. When a duplicate is generated, the left-most 8 characters of the Client ID are combined with a counter which starts at 1. This new Client ID (composed of the 8 characters plus the counter) is converted as the Tabs3 Client ID. Multiple duplicates from Timeslips would result in the counter being incremented by 1 for each duplicate found.
Timekeeper Conversion: Tabs3 Primary, Secondary and Originating Timekeepers are converted from Timeslips in the following manner. If the custom "user" field is converted, the information in that field will determine the timekeeper fields in the Tabs3 Client file. If this field is not converted, is empty, or contains invalid information, the timekeeper fields will contain timekeeper #1.
Client Notes: The Timeslips "In Reference To" field is always converted into the Tabs3 Work Description and is sometimes converted into the Client Notes. The Work Description has a 50 character limit while the Client Notes has a 10,500 character limit. Sometimes the "In Reference To" field exceeds 50 characters. If this occurs, the left-most 50 characters are converted into the Work Description (truncated after the last word that doesn’t exceed the 50 character limit) and the entire "In Reference To" field is converted into the Client Notes. If the "In Reference To" field does not exceed 50 characters, it is only converted into the Work Description.
Accounts Receivable: The Timeslips aged accounts receivable balances are converted into the Tabs3 client ledger file. A separate client ledger record is created for each aged balance, with the date on each record aged according to the date specified when you run the TSCONV program. Since Timeslips doesn’t provide aged balances that are split into fees and costs, each balance converted into Tabs3 is converted as fees only. Furthermore, all fees will be allocated to the timekeeper that is converted as the primary timekeeper for the client.
Note: In Timeslips it is possible to convert just the client information without the Accounts Receivable balances. The Accounts Receivable balances can then be entered into Tabs3 manually if necessary. If you do not want the Accounts Receivable balances to be converted, make sure you follow step 7 during the Client Export (step 6 is exporting from Timeslips 2004 or Version 11).Example: If a client owes $200, $150 of which was billed 30 days ago and the other was billed 60 days ago, two client ledger records will be created for this client.
Work-In-Process: This file contains the unbilled slips from Timeslips including timekeepers, dates, transaction codes, hours, rates, amounts, statuses, and descriptions.
Timeslips allows you to customize some field labels that are displayed on data entry screens and that print on reports. Some of those fields are specifically referenced in these instructions. The instructions refer to the default field labels, so if some of those labels have been changed, you need to be aware of them. To see the current labels, select Setup from the menu options at the top of the screen, then select General..., and then click the Terminology tab. Following is a list of the labels that can be customized, the default labels, and some common alternatives:
Timeslips Label Tabs3 Default Common Alternatives Timekeeper Timekeeper Attorney, Controller, User, Worker Client Client Account, Company, Customer Time Activity Task Fee, Time Expense Activity Expense Cost, Disbursement Any Activity Activity Transaction Code, Work Code Reference Reference Work Description Project Project Case, Matter Slip Custom Field Extra Category Category Type, Division Phone Fields Phone, Fax, Home, and Other Pager, Cell, or Car Phone. Address Line 4 Country Attn Split Bill Information Split bill information Note: Only the client and timekeeper labels are referenced in the instructions.
Timeslips has the capability of defining what are known as custom fields. These are fields that can hold any extra data that a firm cares to track per client. The TSCONV program was designed to convert data from two of these custom fields, provided they are available. To see if they are available in Timeslips , select Setup from the menu options at the top of the screen, and then select Custom Fields…. The fields will be on the Client tab.
The two desired custom fields are a "User" field (which may have been renamed to Attorney, Controller, Timekeeper, Worker, etc., as described in the "Timeslips Terminology" section above) and an "Open Date" field (sometimes known as an Inception Date). Look for the text "User:1" (which may also be Timekeeper, Attorney, etc.) in the Type column for the user field and the text "Date" in the Type column for the Open Date field. If both fields are available, they can be converted. The Client Export instructions found later in this document will explain how to actually select these fields for exporting.
Note: If only one of the two fields are available and you want to export the data for it, you can "trick" Timeslips into having both fields available. Simply add a new field to the custom fields list for the custom field that is missing. That field will then be available when you export client data, even though you will not have entered any "real" data on any your Timeslips clients.
Note: If you plan to convert custom fields from Timeslips, you need to make note of the actual field names that are used. One of the steps in exporting the data requires that you select the custom field names in the appropriate fields on the report template.
If you plan on converting negative balances from Timeslips, you need to make sure that the Windows setting for "Negative currency format" on the Currency tab in the Custom Regional Options dialog box is set correctly, otherwise the balances will be ignored. This is because TSCONV requires a minus sign (i.e. -100.00) in front of the balance in order to recognize it as a negative balance. To verify this please open the Control Panel from the Start menu. In Control Panel open Regional and Language Options. On the Regional Options tab, click the Customize button. On the Currency tab make sure your "Negative currency format" option is set to "$-1.1". Click OK on both windows to save the change if a change was required. (In Windows Vista, from the Control Panel, open Regional and Language Options. On the Formats tab, expand the Currency group. Click the Customize this format button, and make sure your "Negative currency format" option is set to "$-1.1". Click OK on both windows to save the change if a change was required.
If you have unbilled slips in Timeslips that have more than 999 unique Task and Expense nicknames, please contact our Technical Support Department before you proceed. Failing to address this will result in Tabs3 Data File Integrity Check error 80's in the Transaction Code File after the conversion that can only be fixed by having Software Technology perform a billable data fix.
Many of the steps involved in converting data from Timeslips to Tabs3 involve running certain programs in Timeslips and following the step-by-step instructions. When running Timeslips, you will need to log in as a user that has full access to all functions of Timeslips.
The following is a brief outline of the various procedures that will be performed in order to convert Timeslips data to Tabs3. Each procedure is linked to a section of this document with detailed step-by-step instructions.
You need to install System Configuration, Tabs3, and TSCONV into a new directory on a local or network drive. Use the following steps to do this.
Note: During the Tabs3 installation in Step 1 below, there is an option to Install Starter Data. You will want to make sure to not install the Starter Data.
Note: The Setup program will install the TSCONV.EXE program into the Tabs3 program directory. It will also install the CLIENTA.RPT, CLIENTB.RPT, and the WIP.RPT report template files into your Timeslips directory. These Timeslips report templates were created by Software Technology, Inc. for the express purpose of converting your data from Timeslips to Tabs3. We have provided you with the templates to make it easier for you to export the data and to reduce the chance of incorrect data fields being selected if you were to create the templates yourself.
The Client Export file contains client demographic information as well as aged accounts receivable balances. Because different versions of Timeslips store and report information in different ways, separate instructions are provided for each version.
The WIP Export file contains unbilled transactions. Because different versions of Timeslips store and report information in different ways, separate instructions are provided for each version.
The next step is to run the TSCONV program (select Timeslips to Tabs3 Conversion in the Software Technology group). If this option is not available in the Software Technology group, you can manually run the TSCONV program by running TSCONV.EXE from the Tabs3 program directory. After logging into TSCONV, you will be presented with the Timeslips to Tabs3 Conversion dialog box. You will need to designate which Timeslips fields you want used for the Tabs3 Client ID and Name Search fields, as well as the date to use for accounts receivable information.
Client ID: You have the option of converting Timeslips Client Nickname 1 or Nickname 2 for the Tabs3 Client ID. If either of the nicknames is numeric, you may want to select the appropriate nickname for the Client ID.
Name Search: You have the option of converting Timeslips Client Nickname 1 or Nickname 2 for the Tabs3 Name Search. If either of the nicknames is alphabetical, you may want to select the appropriate nickname for the Name Search.
A/R Date: This date will be used for calculating the appropriate date to use on each Tabs3 client ledger record. You must select the same date that the export files were created from Timeslips in order for the conversion to create accurate client ledger records.
After selecting the options, click OK.
Note: If you have converted the Timeslips data before or are converting another set of Timeslips data into Tabs3, you will be presented with the message "Warning: Tabs3 data already exists. Do you want to delete existing data?". Click Yes if you are converting the same data a second time; otherwise, click No if you are converting another set of Timeslips data into Tabs3. Click Cancel if you are mistakenly running the TSCONV program a second time.
Note: If you click No in response to the "Warning: Tabs3 client data already exists. Do you want to delete existing client data?" message, the following message will be displayed: "Duplicate Client ID’s may be generated. Generate new Client ID’s for duplicate ID’s that are found?". Click Yes if the new set of Timeslips data contains different clients than the original set. Click No if the new set of Timeslips data contains the same clients (but different transactions) than the original set. Click Cancel if you mistakenly clicked No in response to the prior message.
Important: If you clicked No in response to the "Duplicate Client ID’s may be generated. Generate new Client ID’s for duplicate ID’s that are found?" message, all aged accounts receivable balances from the new set of Timeslips data will not be converted.
Note: If errors were generated as a result of double quotation marks, these errors can be corrected in several ways. The error message will indicate whether the error occurred in the Client or WIP file. You can either correct the errors in Timeslips or correct them in Tabs3. If you choose to correct them in Timeslips, you will have to go back to step 1 and re-export the data from Timeslips and rerun the TSCONV program. If you correct the errors in Tabs3, you will have to reenter any missing data caused by the errors.
Note: Some errors in the TSCONV.LOG file may reflect instances where carriage returns have been entered in the "In Reference To" field. Carriage returns (in addition to extra double quotation marks) will cause the TSCONV program to convert data incorrectly. If it looks like some of the messages in the TSCONV.LOG refer to client ID’s that are really other fields (such as more "In Reference To" text or an accounts receivable balance), you will have to do the following to correct the error:
Run a Data File Integrity Check in Tabs3 before proceeding. If the Data File Integrity Check has errors, please refer to our Knowledge Base article R11111, "Data File Integrity Check Errors (Ver. 14)", or contact our Technical Support Department to determine if the errors can be resolved. All Data File Integrity Check errors must be resolved before proceeding with the data verification between Timeslips and Tabs3.
We recommend you perform data verification between Timeslips and Tabs3 by running the following reports in Tabs3:
After verifying information between Tabs3 and Timeslips, edit individual Timekeepers (add initials, names, rates, and levels), Categories (add categories for the kinds of law you practice), and Transaction Codes (add codes, rates, and descriptions) in Tabs3.
At this time, you can use your Tabs3 Installation CD to install any other Tabs3 or PracticeMaster programs.
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