Merge Data Capture Transactions: Notes

Notes on Merging Data from Data Capture Devices

Keep in mind the following when importing data from data capture devices:

	If all transactions successfully merge and no error codes are generated, the ".REM" files in the Tabs3 working directory will be deleted. However, if errors are generated, you will be asked if you want to delete the remote data files (.REM). Each transaction that is successfully merged is marked as such. (Note: If errors of only 35, 36 or 37 are received, the files will be deleted.)
	The Merge Data Capture Transactions program will only import files containing less than 32,000 records. If the import file contains more records than this, the file will need to be split so that no import file has more than 32,000 records.
	If a fee transaction is imported with a zero (0) in the Category field, the Merge Data Capture Transactions program will automatically change the category to match the client's assigned category when the transaction is merged with the main Tabs3 data files.
	If a fee transaction was entered with both the Rate and Amount fields as zero (0), the Merge Data Capture Transactions program will automatically change the Rate and Amount fields by entering the default billing rate and then computing the Amount field by multiplying the Hours times the Rate. If you specifically want the Amount to be zero (0) and not computed by the Merge Data Capture Transactions program, then the transaction must be entered with 0 for the Hours.
	Billable transactions (i.e., transactions with a Bill Code of "0" or "3") that were entered for non-billable clients will be merged as non-billable transactions with a Bill Code of "2."
	Zero amount transactions are merged into Tabs3.
	Sales tax rate codes for each time and expense transaction are determined at the time the transactions are merged into Tabs3. For each transaction successfully merged into Tabs3, the merge program checks the client's Sales Tax options on the Billing Options tab of the Client file. If the client's sales tax rate code is 0 (nontaxable), the transaction code is merged with a sales tax rate code of 0 (nontaxable). If the client's sales tax rate code is 1-9, then the merge program checks the transaction code's Charge Sales Tax option as defined in the transaction code file. If the transaction code's Charge Sales Tax check box is selected, then the transaction is merged with the sales tax rate code as defined in the Client file (1-9). If the transaction code's Charge Sales Tax check box is cleared, then the transaction is merged with a sales tax rate code of 0 (nontaxable).
	The Timekeeper field for each cost transaction will automatically be set to the client's assigned primary timekeeper.
	Client Funds transactions cannot be imported.
	Transactions that are entered for task based billing clients are merged with blank task based billing codes. These codes must be edited after merging. Otherwise, the Data File Integrity Check will report error 81s.
	Transactions for secure clients cannot be merged unless the user performing the merge has access rights to the client. If the user does not have access rights to the secure client, the transaction will be rejected and will be included on the error list with an error 10.
	Transactions for all timekeepers are merged regardless of whether the user performing the merge has been assigned access rights for that timekeeper.
	The Create Validation Files program must be run once to initially allow integration. This program is also run on a periodic basis for those cost recovery systems that have the ability to use Tabs3's validation files directly or for creating their own validation files.