Total Legal Accounting 3
SECTION 18.104.22.168 - CLIENT/TRUST MASTER-FILE ASCII EXPORT
USAGE: To export a file detailing, all or a subset, of the information on the Client/Trust Ledger information. This export file can then be used as input to other programs, such as Spreadsheets, Databases and Word-processors. This gives you the flexibility to format reports, etc. in ways not otherwise available in T.L.A.
DISCUSSION: When you choose this option, the screen will appear as follows:
Here you can choose the order in which you wish to export the file.
Hint: If you intend to limit the export to a range of files, it is most efficient to scan in the same order. Eg if you wish to limit the export to a range of file codes, the report will scan the master-file faster if you also export the file in file order.
Having chosen from the options, the following questions will appear:
INCLUDE ALL FILES If you answer Y here, all Client files will be printed and no further “limits” questions will be asked. Go directly to the OK TO PRINT question. If you answer N, the following question asks you to exit enter both a lower and upper limit. The upper limit must not be less than the lower limit. The default answers define the extreme limits of the field. You do not have to change all of these limits. Only change the ones you wish to, and tab past the others.
INCLUDE UNCOMPLETED FILES If you answer N here, any open Client files will not be included in the export.
INCLUDE COMPLETED FILES If you answer N here, any closed Client files will not be included in the export.
FILE RANGE This is the Client’s code.
SHORT NAME RANGE This is the upper and lower limits of the first 10 characters of the Client’s name. It corresponds to the search pattern in CLIENT ENQUIRIES (see SECTION 1.1).
MATTER-TYPE RANGE This is the upper and lower limits of the Matter-Type.
SOLICITOR RANGE This is the upper and lower limits of the Solicitor code as it appears on the Client’s file.
PARTNER RANGE This is the upper and lower limits of the Partner code as it appears on the Client’s file.
BILLING GROUP RANGE This is the upper and lower limits of the Billing-group code as it appears on the Client’s file. Note that the Billing-group may by blank. To print files that have a Billing-group only, enter the lower limit of a and the upper limit of zzz.
ASSOCIATE RANGE This is the upper and lower limits of the Associate code as it appears on the Client’s file. Note that the Associate may by blank. To print files that have an Associate only, enter the lower limit of a and the upper limit of zzz.
INTRODUCER RANGE This is the upper and lower limits of the Introducer code as it appears on the Client’s file.
OTHER KEY RANGE This may appear as a different literal depending on how you have defined the field in SYSTEM PARAMETERS.
TRUST BALANCE RANGE This is the current Trust balance.
CLIENT BALANCE RANGE This is the current total Client balance.
DISB. BALANCE RANGE This is the current Disbursement balance.
S&I BALANCE RANGE This is the current Investment balance.
DATE CREATED RANGE This is the date the file was created.
DATE LAST MOVEMENT RANGE This is the last Trust movement date.
In all cases, the default answers are the extreme limits of each range, so if you do not wish to limit the report on a particular field, just bypass it.
At each point when answering the above questions, you can press <ESC> and the program will reset and return you to the CLIENT/TRUST MASTER-FILE ASCII EXPORT MENU.
Next you will be presented with a page full of questions. These relate to the exact fields and nature of the proposed export file:
FILE NAME This field contains the name of the file you wish to create. The default name is #FTLA10.CSV (where # is replaced by the data directory name, eg. C:\TLA3DATA\COMP1\). However, this can be changed to any valid DOS (or UNIX) path name. Be very careful if you enter a name suffixed by DAT, KEY, BAT, EXE or COM as it is possible to overwrite normal files used by T.L.A.. In a DOS environment, it is also possible to choose a name such as PRN or COM1 so that the export will be sent directly to a printer or a communications port. T.L.A. will automatically truncate the name from the first space encountered, so do not leave embedded spaces or leading spaces in the name. T.L.A. will warn you if the file you are about to create already exists.
FIELD NAMES Each field available in the master-file may be individually chosen for export. Highlighted fields will be exported. Low-lighted fields will be skipped. To toggle a field from highlight to low-light, move the highlight bar over that filed and press <Enter> or the <Space> bar. You must choose to export at least one field.
There are also function keys available for manipulating FIELD NAMES:
<F4> This will return you to the FILE NAME entry.
<F5> This will highlight (export) all fields.
<F6> This will low-light (skip) all fields.
<F8> This will restore the field choices to the state that they were before you entered the program.
<F9> This will open a screen that allows you to choose the format of the fields exported. For further details, see APPENDIX B.
<F10> When you have finished choosing the fields you wish exported, press <F10> to start the export process.
When you have entered all the above information, press <F10> and you will be asked START FILE CREATION? If you answer N, the program will reset and return you to the CLIENT/TRUST LEDGER ASCII EXPORT MENU. If you enter Y, the screen will clear and the Client/Trust master-file will be read in. During this time the computer will be selecting account records according to the selection criteria you have just entered will start writing the selected fields to the export file.
Like other reports, it is possible to stop the export of the ASCII file by pressing <ESC>. However, the ASCII file will have been created up to the point where you stopped it.
When the report has completed, T.L.A. will return you to the CLIENT/TRUST LEDGER ASCII EXPORT MENU.