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  • GENERIC DISBURSEMENT IMPORT

    Practice Management

  • Generic Disbursement Import | Practice Management

    Reckon Limited | PAGE 2 OF 21

    Author

    Created and Published by Reckon Limited Level 12, 65 Berry Street North Sydney NSW 2060 Australia ACN 003 348 730 All Rights Reserved Copyright © 2015 Reckon Limited

    Copyright & Trademarks

    No part of these materials may be reproduced or transmitted in any form or by any means, including photocopying, without written permission of Reckon Limited.

    Every effort has been made to ensure the accuracy and completeness of this manual. However, neither Reckon Limited, its subsidiaries, employees and agents, are liable for any errors or omissions. This document should not be relied on as a detailed specification of the system. In addition, Reckon Limited reserves the right to issue revisions, enhancements and improvements to Reckon APS software or any other Reckon software at any time without notice. Every effort will be made to ensure that the manual is updated concurrently and that the user is not inconvenienced as a result of any change.

    Reckon, Reckon logos, R logos, Reckon APS, Advance and Accountable Technology are trademarks of Reckon Limited.

  • Generic Disbursement Import | Practice Management

    Reckon Limited | PAGE 3 OF 21

    CONTENTS

    Overview ................................................................................................................................. 4

    Creating a new Template Specification ................................................................................ 5

    Defining the criteria for the Import Template Specification ................................................... 7

    Appendix A ........................................................................................................................... 12

    Appendix B ........................................................................................................................... 13

    Appendix C ........................................................................................................................... 14

    Appendix D ........................................................................................................................... 15

    Appendix E ............................................................................................................................ 16

    Appendix F ............................................................................................................................ 17

    Sample 1 ................................................................................................................................ 18

    Sample 2 ................................................................................................................................ 20

  • Generic Disbursement Import | Practice Management

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    Overview

    A pre-requisite for this application is Practice Management Version 8.5. SP3 or above.

    This ‘generic’ model requires a comma delimited csv file to be available in the appropriate folder

    for import into Advance. Certain mappings need to be created. That is the purpose of the property page to be prepared in conjunction with your APS consultant. The csv file contains

    rows whose columns are delimited by commas.

    The spec needs to be designed with joins between the third party system and Advance PM in

    mind. In order to create a disbursement transaction in Advance, the very least we need is a

    matter ID and an amount/quantity and rate. Please look over the samples at the end of the document.

    The import will create an ACTIVE batch of disbursements, ready for review and posting in the Advance system. Any entries in the csv file that are not valid will be passed into an error log for

    review. Once the import has been successful, the original csv file will be deleted. If you wish to keep a backup of these files, we suggest you create a folder structure to hold these for archive

    purposes before you import them.

    Having assigned the appropriate JOE rights for the application, Central will offer the Data Import/Export application.

  • Generic Disbursement Import | Practice Management

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    Creating a new Template Specification

    Use your right mouse to Create New Disbursement Import Template

    Give this template a name. It is possible to have different templates for different imports. For example, you may import from a Tolls Calls system, there may also be a different import spec

    for a Photocopier system.

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    This import spec is now visible in the Imports panel.

    Double click on the Import spec name and you will be shown the following property form.

  • Generic Disbursement Import | Practice Management

    Reckon Limited | PAGE 7 OF 21

    Defining the criteria for the Import Template Specification

    Review the function of each property in the table later in this section.

    Give the template a better name and set the default folder. This folder will be the location of

    your csv files prepared by third party systems ready to import into Advance.

    Every column of a csv file that our import is to use requires a property definition. For each property name that you want to use, please enter the column number that it will be in your csv

    file. For example, your client ID may be in the third column in your csv file. In that case the Value on colClient will be 3.

    Property Name: colClient

    Description: Client ID

    Value: the column position of the code in the csv file

    The unique code of the client must match a field in cdbClient. This is typically ClientID. This is

    not mandatory if you have a colMatterID.

    Property Name: colDate

    Description: Date

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    Value: the column position of the date in the csv file.

    Format for the csv file is yyyy-mm-dd. When you do the actual import, you will be asked to

    select a period from PM’s calendar. If the dates in your csv file are outside of this period batch, there is an option as you do the import to correct this. If you choose not to, these invalid date

    records will be passed to the error log. Appendix E.

    Property Name: colDisbID

    Description: Disbursement ID

    Value: the column position of the disbursement ID in the csv file.

    This is not mandatory if you have a default Disbursement ID later in your spec.

    Property Name: colFEID

    Description: Fee Earner ID

    Value: the column position of the fee earner ID in the csv file

    The csv file may contain the ID of the fee earner for each disbursement transaction in the batch. This matches ocsPtrMgrDeptStaff, pmdObjectInstID. This is not a mandatory field.

    Property Name: colGross

    Description: Gross

    Value: the column position of the gross amount in the csv file

    The csv file could contain the amount of the disbursement to be created. The gross amount

    format should be 99999.99. The only valid non-numeric character is a decimal (.). This is not a mandatory field if there are quantities and rates later in your spec.

    Property Name: colMatterID

    Description: Matter ID

    Value: the column position of the matter ID in the csv file.

    The matter ID in the csv file must match ocsMatterMaster, objInstID. Appendix C. This is not a

    mandatory field if you are using a Standard Matter map in conjunction with a Client ID.

    Property Name: colQty

    Description: Quantity

    Value: the column position of the quantity in the csv file.

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    Practice Management only accepts whole numbers for quantity. This is not a mandatory field in

    the csv file. However, if you use quantity make sure that you have a rate associated, either on the PM Disbursement ID or within the csv file.

    Property Name: colRate

    Description: Rate

    Value: the column position of the rate in the csv file.

    The rate to be applied if required, format 9.99, no other special characters. If there is no gross

    amount and there is a quantity, this rate will be used to derive the gross. If no rate is entered but a quantity is provided, the rate of PM’s disbursement record will derive the amount. This is

    not a mandatory field. However, if you use quantities, please make sure that you can resolve rate for the calculation of gross.

    Property Name: defClientAttribLink

    Description: Link to Client Object

    Value: must be the value of aobAttribID (e.g. 702)

    This value is necessary if your third party system uses a field other than a direct map to

    ClientID. For example, if the Client Code is the join, find the aobAttribID of the field ‘Code’. This will supply your spec with the join criteria to retrieve the ClientID for the disbursement entry

    record. In this case, 702. See Appen