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Legalmastertm 61 through 73

Generic Financial Transaction Data Import File Layout

This import file is designed to capture fees, costs and trust debits from any external software or cost recovery device. It may be supplied any name and may be stored in any folder. You may store its drive, path and file name in Legalmaster's Generic Import Table and may change it at run time.

Notice that there are two types of records in this file, financial headers and descriptions. Description records must follow immediately after the financial header with which they are associated. Each financial header may have from 0 to 12 (0 to 3 for versions prior to Legalmaster'62) description records following it.

Beginning with Legalmaster'67, we added the ability to convert any tab delimited file into this Generic Import format. And since any Lotus or Excel file may be stored as tab delimited, we can import data from Lotus and Excel, and hundreds of other software products, as well. If you want to import such a file, it is, of course, critical that the file contain the data fields required by Legalmaster to do its job.

 

Field name

Start

Length

Format

Comments

Record type

1

1

Single character

HEX 5E for financial data fields (this table)
HEX 7E for description (small table following)

Client code

2

7

left justified

One of three methods must be used to identify the matter with which a financial transaction is associated.

1. Both Client code and matter suffix

Case suffix

9

7

right justified

2. If it is unique across clients, the Matter suffix only

Alternate ID

16

20

left justified

3. The Alternative identifier (only if it is unique to each matter)

Transaction type

36

1

F for fee
I for indirect (soft) cost
D for direct (hard) cost
T for trust debit

Default is D

Date

37

8

1) YYMMDD
2) MM/DD/YY
3) MMDDYY
4) DD/MM/YY
5) DDMMYY

Corresponding number (1-5) must be entered as "Date format code" in Table of System Options. Default is 2.

A year value of less than 80 will be treated as occurring in the 21st Century, except, of course, the value 00, which will be considered to be the year 2000, the last year of the 20th Century.

Employee

45

4

required for fees, optional for costs, ignored otherwise

If present, will be edited against Legalmaster's Employee file. This field is usually left blank for Cost transactions.

Grouping code

49

4

optional

Overrides code provided in the Generic Import Table. Use only the first two character positions; the last two characters are reserved for our use.

Task/expense code

53

4

optional

fees and costs only

Activity code

57

4

optional

fees only, ignored if there is no task code

Hours or units

61

8

99999.99 (optional)

Set to 0 (zero) for trust transactions.

Rate

69

8

99999.99 (optional)

For Costs: Unit price in this record overrides unit price supplied at run time, which, in turn, overrides unit price in Table of System Options.

For Fees: Rate in this record overrides rate in Employee Rate Table. A zero or blank here calls for Legalmaster to look up the employee's rate in the Table.

Set to 0 (zero) for trust transactions.

Amount

77

10

9999999.99

Required for trust debits

Fees and costs: A zero or blank here results in Legalmaster multiplying Hours (or units) by Rate to calculate the amount.

Since a zero in this field tells Legalmaster to calculate the amount from its rate tables, we had to create a provision for users who actually want to send us a zero. Our convention is that a minus 1 (-1) in this field tells Legalmaster that you want this amount to be zero.

A value other than 0 or -1 is sent directly to Legalmaster, and rate is ignored.

Filler

87

4

for CSP use only

always leave this blank

Record delimiter

91

2

0D0A, CRLF

absolutely required



This table describes the second of the two record types permitted in Legalmaster's Import file, the record that stores descriptive text.

Field name

Start

Length

Format

Comments

Record type

1

1

Single character

HEX 5E for financial data fields (table above)
HEX 7E for description (this table)

Description

2

no more than 234

Text

May include Legalmaster narrative description codes.

Cannot contain CRLF (0D0A); those characters serve as the record terminator. Be not vexed if the 234th character is in the middle of a word, just continue the word on the next record. Do not right-pad with blanks.

Each header record may be followed by as many as twelve (12) of these description records, which means that each description may be as long as 2,808 characters before your narrative description codes expand it to many times that length. (This limit is three (3) records for Legalmaster'61 and earlier versions.)

Terminator

236

2

0D0A, CRLF

absolutely required, may precede position 236


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