Automatic Disbursement Capture
Automatic Disbursement Capture transactions require a transaction code for each type of automatic capture device. e-Quinox supports multiple types of devices and multiple codes per device. For example, if you want to post different photocopy devices to different GL accounts, you would set up multiple codes with transaction type P and auto tran code of up to 3 characters.
The following steps must be taken when setting up your system to use the Automatic Disbursement Capture feature.
- Domain Definition Setup
- After the automatic disbursement capture devices have been enumerated, they will then need to be assigned codes.
- These codes then need to be entered into the system using the Maintain Domain Definitions form (the path for this form is Maintenance/ System Admin/Codes and Definitions/Maintain Domain Definitions).
- These codes are a combination of the Transaction Type and the Auto Tran Code in the table seen below. P, P1, C999 and S1 are all examples of possible codes.
- Disbursement Code Setup
- Disbursement codes are setup through the Maintain Disbursement Codes form (the path for this form is Maintenance/System Admin/ Codes and Definitions/Maintain Disbursement Codes).
- The important fields for the auto capture process in this form are the Auto Tran Code and the Auto Posting GL fields.
- The Auto Tran Code field houses an LOV which lists the codes that were previously setup in the Domain Definitions form (above).
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Automatic Disbursement Capture File Structure - see the table below.
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Installation Quirks - utl_file_dir = * must be entered as a parameter in the initEQx.ora file.
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The Com.in File
- Each night a file in the structure identified in the table seen below must be created. This file must be named com.in.
- This file will contain data from each of the automatic capture devices you are using.
- This file must be placed in a folder on your server named Auto_Disb and must be identified to e-Quinox from the perspective of the client machine running the Auto Disbursement capture processes and from the perspective of the server (this is done so through the Maintain Firm Parameters form).
- For example, if this folder is contained in a folder called e-Q_home on the D drive on the server, you would enter d:\e-Q_home in the Auto Disb Server Home field in the Maintain Firm Parameters form.
- If your server is a variant of UNIX, a possible entry could be /export/ home/e-Q_home. On the client, you must map a drive to the e-Q_home folder on the server.
- Assuming you have mapped this folder to Q on the client, you must enter Q:\ in the Auto Disb Server Home Client field in the Maintain Firm Parameters form.
- The Process
- As indicated above, com.in must be created each night.
- e-Quinox accesses this file using the Post Auto Capture Disbursements program.
- The Load and Post option in this form reads and posts the data in com.in. It then moves com.in to com.sav.
- If you wish to keep a backup of this file you must do so manually on a daily basis.
ASCII Format for e-Quinox Transaction Recorders
| Field Name | Start/End Position | Length | Explanation |
|---|---|---|---|
| Transaction Type | (01:01) | 1 | F - Fax T- Telephone P - Photocopy S - Postage C - Courier L - Laser Copies M - Motor Vehicle Searches B - Bankruptcy Charges |
| Auto Tran Code | (02:04) | 3 | 3 digits. This can be anything defined by the user in the disb_code table. This facilitates multiple General Ledger accounts for both Firm and Client expenses. If this is for a General Ledger account, E-Quinox automatically draws the GL account from the disb_code table. |
| CLGL | (05:05) | 1 | 0 for Client expenses. G for General Ledger/Firm expenses. |
| Client Number | (06:15) | 10 | Client Number - 1 to 10 alpha. |
| Matter Number | (16:23) | 8 | Matter Number - 1 to 8 alpha. |
| Year | (24:25) | 2 | Two digit year. |
| Month | (26:27) | 2 | Two digit month. |
| Day | (28:29) | 2 | Two digit day. |
| Price | (30:35) | 6 | Price in cents. Left pad with zeroes (i.e. $1.50 = 000150). |
| User ID | (36:45) | 10 | Ten digit user id. |
| Phone | (46:61) | 16 | Spaces if no phone number. |
| Copies | (62:69) | 8 | Zeroes if not used. |
| Reference/Comments | (70:149) | 80 | Right pad with spaces. |
Notes: Make sure you have move.pif in the Windows/pif folder, which has the 'Close on Exit' Property checked. The file structure has changed from the old one: auto_tran_code (char(3)) has been added immediately after tx_type (char(1)). Their combination is a value of the DISB_CODE's AUTO_TRAN_CODE column.