features

images/bluebox-5px-by-5px.jpg Design your own export string. Name it what you want. Select it from a dropdown list.
images/bluebox-5px-by-5px.jpg Add variables not found in the database to the export string.
images/bluebox-5px-by-5px.jpg Charge different rates to different clients for copies and fax pages.
images/bluebox-5px-by-5px.jpg Export data to Time and Billing software or to Excel.
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 

images/add4pc images/add4-myexport-export-screen.jpg

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