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MyExport Time and Billing Export Option for
ADD4PC
My Export is a feature of the ADD4PC Data Collection Program that creates
a user-defined ASCII file for exporting to various software packages not
mentioned in detail elsewhere. Each record contains one transaction per
line. Therefore, summarization of data needs to occur within the Time &
Billing Program.
The structure of the fields in My Export are defined in SETUP|User
Defined Export Format.
The sample screen below would produce an export file record that looks
like:
"Account","User","Trs.Code",Date(S),Ext.Cost
-or-
"1234-009","Bob","Photocopies",09/12/03,0.60
The table below explains what each button above means:
|
Button Name |
What it represents: |
Example |
| |
|
|
| Year(L) |
Long Year |
"2006" |
| Year(S) |
Short Year |
"99" |
| Month |
Month |
"08" |
| Day |
Day |
"12" |
| Date(L) |
Long Date |
09/28/2006 |
| Date(S) |
Short Date |
09/28/99 |
| Hour |
Hour |
"10" |
| Minute |
Minute |
"02" |
| Second |
Second |
"00" |
| Space |
Space (with Quotes) |
" " |
| Account |
Account, Client-matter, etc. (up to 15
characters) |
"1234-001" or "SMITH-JONES" |
| Acct.Desc. |
Account, Client-matter description |
"McCraw vs Jones" |
| User |
User (up to 4 characters) |
"009" or "ABC" |
| Usr.Desc. |
User description |
"Bob Jones" |
| Client |
1st half of Account or Client-matter
(parsed at dash as delimiter) |
"1234" or "SMITH" |
| Matter |
2nd half of Account or Client-matter
(parsed at dash as delimiter) |
"001" or "JONES" |
| Type |
Fixed 1 character ID for transaction type |
"C" = copies, "F" = fax, "P" = postage,
"M" = misc |
| Trs.Code |
User defined codes for transaction types,
usually dictated by Time and Billing Export (up to 20 characters) |
Copies or $Postage or 21 |
| Unit |
Unit ID |
"1" |
| Quantity |
Quantity (number of each type) |
10 |
| UnitCost |
Cost per unit |
0.15 |
| Ext.Cost |
Extended cost (Quantity X UnitCost) |
1.50 |
| |
|
|
General Rules on My Export Structure:
- Fields are comma delimited.
- Data is detailed - that is, each individual transaction creates one
record.
These fields are in quotes:
| Year(L) |
Account |
| Year(S) |
Acct.Desc. |
| Month |
User |
| Day |
Usr.Name |
| Hour |
Client |
| Minute |
Matter |
| Second |
Type |
| Space |
Unit |
These fields have no surrounding quotes:
| Date(L) |
Ext.Cost |
| Date(S) |
Quantity |
| Trs.Code |
UnitCost |
Below is an example of a My Export file with Date(L), Client, Matter,
Trs.Code,Quantity, UnitCost and Ext.Cost fields selected:
12/17/2006,"123","123",20,5,0.15,0.75
12/17/2006,"123","123",24,9,0.56,3
12/17/2006,"123","123",22,3,0.32,0.96
12/17/2006,"12345","111",20,5,0.15,0.75
12/18/2006,"123","123",20,5,0.15,0.75
12/18/2006,"1234","123",20,5,0.15,0.75
12/18/2006,"1234","145",22,3,0.33,0.99
12/18/2006,"12345","123",20,4,0.15,0.6
12/18/2006,"12345","123",22,3,0.36,1.08
Other methods of structuring the My Export file include surrounding a
field with quotes that normally would not include quotes or creating a fixed
length record by inserting an equal sign in the field and specifying the
length of the given field. For example [ CL=14] will create a field 14
positions in length, with the Client code right-justified with the field.
All fields using this format [X=Y] will be right justified, except for the
Acct.Desc and Usr.Name fields – which are left justified.
An example of a My Export file constructed with the following field
parameters:
[DL=11][AC=11][TS=11][E$=11] yields an export file that looks like:
| 12/17/2006 |
123-123 |
20 |
0.25 |
| 12/17/2006 |
123-123 |
24 |
0.55 |
| 12/18/2006 |
123-123 |
20 |
6.75 |
| 12/18/2006 |
1234-123 |
20 |
10.75 |
| 12/19/2006 |
1234-123 |
20 |
0.75 |
| 12/19/2006 |
1234-123 |
20 |
0.75 |
| 12/19/2006 |
6123-123 |
20 |
0.75 |
| 12/18/2006 |
123-123 |
22 |
10.75 |
| 12/19/2006 |
123-123 |
23 |
0.75 |
| 12/20/2006 |
123-123 |
20 |
0.75 |
| 12/19/2006 |
SMITH-JONES |
20 |
0.75 |
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