CHAPTER 4 CLIENT UPLOAD MODULE 4.0 CLIENT UPLOAD OVERVIEW 4.1 INSTALLATION AND SETUP Hardware Requirements. 4.1.

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1 EXTENDED SERVICE OPTIONS 4.0 CLIENT UPLOAD OVERVIEW CHAPTER 4 The Client Upload Module automates the loading of debtors and accounts into Debt$Net. Your client provides you with a file of debtor/account information. The Client Upload Module reads the file and creates debtor and account records in Debt$Net. To upload a file you define a file layout and then process the file to be uploaded. These steps correspond to Build Client Upload and Run Client Upload described in the following paragraphs. The Client Upload Module can handle any number of clients. Simply define a new file layout for each client you need to process. Your client may create the upload file using the supplied Client Input Module. If your client uses the Client Input Module, the file layout is pre-defined for you. 4.1 INSTALLATION AND SETUP Hardware Requirements Installation The Client Upload Module is designed to run on any computer currently running Debt$Net. Depending on how your client transmits data to you (for example, on a diskette, through FPT or via ) you may require additional hardware (for example, a modem or a disk drive). The first step to install this ESO is to have all user s log out of the Debt$Net system. You must have exclusive access to Debt$Net so that the new menu options will install correctly. To install the Client Upload Module, select Install ESO s from the ESO s Menu ( ESO s ) (Figure 4-1). Debt$Net will then prompt you for the source directory for the Client Upload ESO install file (Figure 4-2). Copyright 2011 The Computer Manager, Inc. 4-1

2 EXTENDED SERVICE OPTIONS Figure 4-1. Install Eso s Menu Option. Figure 4-2. ESO Source Directory Prompt. The default source directory for installing Client Upload will be A:\. If this is incorrect (e.g., you have downloaded the install file to some other directory) right click to bring up the Select Directory Form. The default directory on this form is the directory where Debt$Net is currently installed. If the displayed location is still incorrect, specify a new location using the Drive drop down list at the bottom of the form. After selecting the correct drive, select the correct directory, then click the Select button to begin installation (Figure 4-3). 4-2 Copyright 2010 The Computer Manager, Inc.

3 EXTENDED SERVICE OPTIONS Figure 4-3. Select Directory Form. After the ESO installs, Debt$Net displays a message confirming installation. After selecting OK, exit and re-enter Debt$Net to complete the installation process. The Client Upload Module installation program enables a new Client Upload Menu option on the Debt$Net ESO s Menu (Figure 4-4). Build Client Upload lets you define or build an upload while Run Client Upload reads the file and creates the debtor/account information in Debt$Net. Figure 4-4. Client Upload Menu. Copyright 2011 The Computer Manager, Inc. 4-3

4 EXTENDED SERVICE OPTIONS 4.2 CLIENT UPLOAD FILE STRUCTURES Files Sample File To build a client upload, Debt$Net must be able to locate and identify information in the client upload file, such as the location of the debtor names. Before we examine the process to build the upload we need to look at the structure of a typical client file. Ideally, a client upload file contains a list of information (for example, debtors/accounts) stored as a unit. Each line in the list is called a record and holds all of the debtor/account information associated with one debtor. Each record is subdivided into sections called fields. A field holds a particular type of information (such as the debtor name), and the placement of the field (the position and size of the field) is the same in each record. This means the debtor name always begins in the same spot in the record and is always the same length. To build a client upload you specify the starting position and size of each field in the record. For example, the debtor name starts six characters from the beginning of the line and is twenty-six character long. The client should provide you with a layout containing this information Schmidtley, Jonathan Marc 221 Elder Street 0102 Hurly, Jane Hillary 2245 Main Blvd Field As indicated in the example above, each line contains a record and each piece of information (in this case, the debtor name) is contained in a field. The starting position of the Debtor Name field is 6 (six characters in from the beginning of the line), and the field length is 26 characters. A description of the placement and size of fields within a record is called a file layout. You must obtain a file and a file layout from your client. Once you obtain this information you can begin to setup an upload. 4-4 Copyright 2011 The Computer Manager, Inc.

5 EXTENDED SERVICE OPTIONS 4.3 BUILDING A CLIENT UPLOAD Select Build Client Upload from the Client Upload Menu option under the ESO s Menu to begin the build process (Figure 4-4). Enter the client number for the client for which you are building the upload (Figure 4-5). Select the Current button for a list of clients with existing uploads or Clients for a list of all clients. After entering the client number, select the Finish button. Figure 4-5. Entering Client Number. If you select a client who doesn t have a Client Upload Build on file (a client not listed under the Current button) Debt$Net displays a prompt asking to select where the data file originated. DOS Client Input would be used if the client inputs data in the original Dos based client input program. Client Input should be selected if your client uses the windows based Client Input utility. You have two options for forward file a prior to version 6.9 and a 6.9 option. Clone existing definition is to be used when you want to copy the definition from another client that provides the same data layout, if you choose this option you will be given a list of clients to select a definitions to clone from. Portfolio File is use with the Data mapping Service and finally None of the above would be used if you want to start a new build from scratch and the client has not provided the file in any of the above options. Copyright 2011 The Computer Manager, Inc. 4-5

6 EXTENDED SERVICE OPTIONS After making your selection, the Pre-Process Options Form displays (Figure 4-6). Use this window to enter preliminary information about the upload such as the name of the sample file to use and the size of a record in the file. Figure 4-6. Pre-Process Options Form. Enter the path and name and extension of the file to process in the field labeled, The File to Process is. To browse through your system and select the file, right click to display a directory selection form. If you answered Yes to any of the three message box questions discussed earlier, Debt$Net automatically enters the applicable information into the rest of the form. If you need to make changes you may do so and then select the Finish button. If you answered No to all three questions fill out the form according to the directions below. Enter the size of each record (number of characters and spaces) in the field labeled, The Record Length is. If you do not know the size of the record, entering a number you are sure is larger than the largest record may work. 4-6 Copyright 2011 The Computer Manager, Inc.

7 EXTENDED SERVICE OPTIONS NOTE: The maximum record size is 8,191 characters. The fields labeled, The Pre-Process defined is and The Post-Process is allow you to specify a program to use to alter the file (for example, by extracting transaction or notes data into another file) before (pre) or after (post) uploading it into Debt$Net. Pre- and Post-processing programs are written by programmers. If you anticipate needing one of these programs and you do not have programming knowledge, please contact The Computer Manager, Inc. for assistance. If you have a pre- or postprocessing program to use, enter the name in the appropriate field. If your client created the file using the Client Input Module, or if the file matches the Debt$Net default layout, you do not need to enter anything in these fields. Debt$Net can match new accounts to your existing debtors if the debtor assigned to the new account shares at least two matching fields with the existing debtor. Debt$Net provides space for you to specify up to four fields for Debt$Net to consider when attempting to make a match. Although Debt$Net only requires that two criteria match to make a match, you may specify up to four criteria for more matches. For example, if you instruct Debt$Net to match debtor name and phone number, Debt$Net considers only these two criteria. However, if you specify that Debt$Net should match name, phone number, social security number and an additional Debt$Net debtor file field (for example, spouse name), Debt$Net will match debtors that match on the on the name and either phone, social or spouse. If you would like Debt$Net to include an additional field when attempting to match existing and new debtors, enter the appropriate Debt$Net debtor file field name into the Additional Field field. If you do not know the name of the debtor file field, contact Debt$Net Technical Support for assistance. NOTE: Because Debt$Net requires at least two matching properties before matching a new account to an existing debtor, if you leave the Secondary Match, Third, and Additional Field fields blank, Debt$Net makes no matches and all debtors in the client upload file enter Debt$Net as new debtors. The bottom of the Pre-Process Options Window lists three additional options. Match on Full Name? corresponds with the Name (N) Copyright 2011 The Computer Manager, Inc. 4-7

8 EXTENDED SERVICE OPTIONS matching criteria. Flag this field to require that the entire contents of the debtor name field (rather than only the first twelve characters) match an existing debtor before considering the two debtors the same person. Checking this box will match on all forty (40) characters available for a debtor name. If you would like to recognize a debtor match on a partial character set (less than 40) enter the number of characters in the next field. Enter any number between 1 and 40 to match debtor name characters. If zero (0) is entered, Debt$Net will default to a 12 character match. This match setting will only apply if Name is the Primary match criteria. Flag the field labeled Capture New Address? to instruct Debt$Net to capture new address information when matching debtors. This information saves in Debt$Net as an extended reference unless you also flag the next field. Flag the Update Debtor File field to update current debtor address information in Debt$Net with any new information, when Debt$Net locates matching debtors. The old information saves as an extended reference. When you finish entering your information, select the Finish button, to display the Client Upload Screen (Figure 4-7) Client Upload Screen If your client created the upload file using the Client Input Module, if the client is a Debt$Net forwarding client, or if you cloned another client upload, you may select Save when the Client Upload Screen displays to complete the build process, as the field definitions are already completed. If you wish, you may change any field definition. 4-8 Copyright 2011 The Computer Manager, Inc.

9 EXTENDED SERVICE OPTIONS Figure 4-6. Client Upload Screen. To define a client upload, you need to indicate where to locate information from the client upload file, as well as where to load that data into Debt$Net. The Client Upload Screen allows you to define each field of the upload by specifying field placements within each record of the client upload file, one field at a time. The Client Upload Screen is divided into four boxes. The large box on the left side of the screen titled Input Data Field lets you define a field (see the following section Defining a Field for more information). The small box on the top right side of the screen labeled Debt$Net Data Field describes the nature of the Debt$Net field you are going to load. It displays the Debt$Net database field name, type of data stored in that field (TP C=character, N=numeric, M=memo, L=logical, D=date), the size of the field (LEN), and the number of decimal places (DEC) if the field is numeric. The Input File box displays the name of the input file and the number of characters and spaces in the record. The scrolling list on the bottom right titled Debt$Net Field Selection contains a list of Debt$Net debtor/account fields you may define. Copyright 2011 The Computer Manager, Inc. 4-9

10 EXTENDED SERVICE OPTIONS Defining a Field From the Client Upload Screen, we will define the debtor s name to show a typical scenario for defining fields. Locate the position and size of the debtor name in your client s file layout. 1. Choose a Debt$Net field to define: In the Debt$Net Field Selection box, use the scrolling list of Debt$Net fields to highlight the Debtor Name field in the list. The Debt$Net Data Field description box (upper right) displays DBTRNAM under the Field prompt. Selecting the field tells Debt$Net that this is the field we will define. 2. Build the definition for the Debt$Net field: After you select a Debt$Net field, move to the Variable field of the Input Data Field box. Decide on a label for the variable and enter it into the Variable field. Variable labels may contain up to ten characters and may not contain spaces or special characters. The label should also be different than the Debt$Net field label. For example, the variable label for the debtor s name cannot be DBTRNAM. Since we are building a definition for a variable corresponding to the Debt$Net Debtor Name field, we might label this variable DEBTORNAME. If you are using a Debt$Net default layout or cloning another upload, Debt$Net automatically enters this information for you. After labeling the variable, enter the size of the field (in this case, the debtor name) in the client upload file in the Size field. The size is the number of characters and spaces the field takes up. In the Offset field, enter the number of characters from the beginning of the record to the start of the field, in this case, the debtor name. The number entered in the Offset field should indicate the position where the field starts. For example, in the record example presented at the beginning of Section 4.2.2, the debtor s name starts on position six (six spaces in), so the offset would be six. NOTE: When the cursor is in any of the fields in the Input Data Field Box, right clicking will display a help message for that field Copyright 2011 The Computer Manager, Inc.

11 EXTENDED SERVICE OPTIONS 3. Review extracted sample data: The Output Data field now displays the data extracted from the sample file for the field you just defined. This is data from the file for the size and offset chosen. If it appears that Debt$Net is not capturing the entire field, or that Debt$Net is capturing too much of the field, adjust the Size and Offset until the data looks right. If the sample data matches Debt$Net conventions, you are done defining the field. However, if the field requires modification (for example, if the debtor names lists as first name/last name, instead of last, first) you need to use the Conversion Expression field to adjust the output to meet Debt$Net conventions. 4. Enter the conversion expression to adjust data output: The Conversion Expression field lets you convert the client upload data to match Debt$Net conventions. Examples of data that may require conversion are social security numbers displayed without dashes, dates formatted year, day, month, or debtor names formatted first name/last name. You can also right click in the conversion expression field to open a conversion expression help screen. Conversion expressions are programs Debt$Net runs to reformat the data. Conversion expressions consist of all FoxPro standard functions as well as special conversion functions provided by Debt$Net. Table 4-1 contains a partial list of Debt$Net conversion functions. Conversion functions beyond the scope of this table may require programming. If you do not have programming knowledge, contact your local programming staff or The Computer Manager, Inc. for assistance. TABLE 4-1. DEBT$NET CONVERSION FUNCTIONS FUNCTION cvt_csz(variable, C ) cvt_csz(variable, S ) cvt_csz(variable, Z ) EXPLANATION Extracts city information from city/state/zip code string contained in the stated variable field. Extracts state information from city/state/zip code string contained in the stated variable field. Extracts zip code information from city/state/zip code string contained in the stated variable field. Copyright 2011 The Computer Manager, Inc. 4-11

12 EXTENDED SERVICE OPTIONS TABLE 4-1. DEBT$NET CONVERSION FUNCTIONS FUNCTION cvt_date(variable, dmy ) cvt_namfl(variable) cvt_namlf(variable) cvt_phone(variable) cvt_ssn(variable) cvt_vnotes(variable, 1,65) cvt_zip(variable) EXPLANATION Converts dates contained in the stated variable field from the format specified after the variable, to the Debt$Net format (Month/Date/Year). If dates are currently formatted Day/Month/Year, for example, enter dmy after the variable to indicate current formatting. If dates are currently formatted Year/Month/Date, enter ymd after the variable. Converts names contained in the stated variable field from first, space, last format to last, comma and space, first. For example, John Doe reformats to Doe, John. Converts names contained in the stated variable field from last name/first name format to Debt$Net conventions (comma and space). For example, Doe John reformats to Doe, John. Converts phone number contained in the stated variable field from current format to Debt$Net convention. For example, or reformats to 505/ Converts social security number contained in the stated variable field from current format to Debt$Net convention. For example, reformats to Converts notes text contained in the stated variable field to lines of 65 characters and spaces each to fit Debt$Net notes fields. Converts zip code contained in the stated variable field to zip+four format (separated by a hyphen). NOTE: It is beyond the scope of this manuscript to instruct you on programming and the use of FoxPro functions. If you need further assistance contact your local programming staff or consult The Computer Manager, Inc. for information on custom programming options. In addition, training for client uploads is available. Again, please contact the Computer Manager, Inc. to set up a personalized training. To adjust the output of a field, enter the name of a conversion expression that formats the output according to your needs. A typical entry in the 4-12 Copyright 2010 The Computer Manager, Inc.

13 EXTENDED SERVICE OPTIONS Conversion Expression field consists of a function name (such as cvt_namfl), left parenthesis, variable label, and right parenthesis. Example: cvt_namfl(debtorname). In programming terms, we are entering a function that passes debtorname as a parameter to be used for conversion. When you enter a conversion function, the output immediately displays in the Output Data area. This lets you observe whether you entered the function correctly. If the Output Data field displays correctly, you are done defining the field. NOTE: Since most fields will not require special handling, define all easy fields first, then seek assistance for the ones you cannot handle from Debt$Net Technical Support. Repeat the field definition process for all data fields from the client upload file you wish to load into Debt$Net. Select Save when finished. NOTE: Many client upload files contain information not pertinent to your operation. Skip loading that information by not defining it. Debt$Net simply ignores information not defined Testing To test your client upload, select Run Client Upload from the ESO s Menu to display the Client Upload Build Form (Figure 4-5). Enter the client number in the field labeled Enter Client Number This Upload is For, or select the Current button to select from the list of clients with upload builds on file. After selecting the client, click Finish to display the Input File Selection Form (Figure 4-8). Enter the file name (if located in the Debt$Net directory, otherwise enter the full path and file name) and select OK to display the Upload Options Form (Figure 4-9). Flag the field labeled Do You Want to Review Upload Data Before Adding to Debt$Net Files? and select Finish to test the upload. Debt$Net displays the Upload Browse Form (Figure 4-10), allowing you to scroll through the debtor/account information to check field formatting. Copyright 2011 The Computer Manager, Inc. 4-13

14 EXTENDED SERVICE OPTIONS When on this form a user can tab through each record to preview or right click on the debtor name to preview one entire record, then click on the Close button in the upper left to return to the Preview Screen. The Quit button should be selected to exit out of the Preview Screen without completing the upload process. The Finish button should not be selected unless all of the data is correct. Changes to the client upload build may be required to correctly get data to appear into the right Debt$Net field, as seen on the Preview Screen. NOTE: Clicking on the Finish button will complete the client upload into Debt$Net. If data was not completely correct, the uploaded debtors and accounts can be manually deleted as well as activity numbers manually adjusted. Another option is to contact The Computer Manager, Inc. for assistance in removing accounts and correcting activity numbers. At this point you have the option to load the data into Debt$Net by clicking the Finish button or abandon the operation by selecting Quit. You should abandon the operation. Refer to paragraphs below for information on running the actual upload. 4.4 RUN CLIENT UPLOAD Running a client upload loads the information from the client upload file into Debt$Net. Selecting Run Client Upload from the Client Upload Submenu displays the Input File Selection Form (Figure 4-8). Enter the name of the file to upload if the file is located in the Debt$Net directory. If the file is located elsewhere, enter the full path and file name. If you previously ran an upload for this client, that file path and/or name displays by default. Select OK when finished. Figure 4-8. Input File Selection Form Copyright 2010 The Computer Manager, Inc.

15 EXTENDED SERVICE OPTIONS Selecting Continue displays the Upload Options Form (Figure 4-9). Here you specify whether to print an audit trail report of all data uploaded to Debt$Net. You also may indicate whether you want to review the upload data prior to updating the Debt$Net files (it is highly recommended that you flag this field). Finally, you may enter a unique upload batch number to assign to each account loaded. As the upload processes, Debt$Net displays the number of debtors loaded into Debt$Net. Figure 4-9. Upload Options Form. If you flag the field Do You Want to Review Upload Data Before Adding to Debt$Net Files?, the Upload Browse Form displays upon selecting the Finish button (Figure 4-10). This form allows you to review the upload data on the screen before completing the upload process. This is the only way to know if there is a problem with the file upload. If the data does not look correct, select the Quit button and begin again. If the data appears correct, select the Finish button to complete the process. If an upload is interrupted for any reason, you may be in a situation where some of the accounts have been loaded, and some have not. Do not run the upload again, as it will create duplicate account data. Instead, check the Restart Last Upload box. Checking this box allows you to re-run your last upload and pick up adding account where the upload process stopped. Copyright 2011 The Computer Manager, Inc. 4-15

16 EXTENDED SERVICE OPTIONS Figure Upload Browse Form Errors If there are errors in the client upload definition, a window displays and a report prints listing the types of errors discovered. You must correct all errors prior to loading debtors and accounts into Debt$Net. NOTE: Before uploading a client file for the first time you should back up your Debt$Net files. If a catastrophe occurs, you have the option to restore from backup. 4.5 DATA LAYOUT FOR CLIENT UPLOAD The Client Upload ESO can use the following layout with no definition modifications. This is the same format the Client Input System uses. Any deviation from this layout may require additional assistance from The Computer Manager, Inc. Please see the Client Upload Data Layout on the following page Copyright 2010 The Computer Manager, Inc.

17 EXTENDED SERVICE OPTIONS CLIENT UPLOAD DATA LAYOUT DATA FIELD SIZE TYPE DEC START STATUS EXAMPLE Debtor Name 26 C 0 1 Req. Presley, Elvis Debtor Address 1 26 C 0 27 Rec. 123 Graceland Dr Debtor Address 2 26 C 0 53 Opt City 20 C 0 79 Rec. Memphis State 2 C 0 99 Rec. TN Zip 10 C Rec Soc. Sec. # 11 C Rec Home Phone 12 C Rec. 615/ Employer 20 C Rec. Columbia Records Work Phone 12 C Opt. 615/ Birth Date 8 D Opt Spouse Name 20 C Opt. Presley, Priscilla Spouse SSN 11 C Opt Spouse Work Phone 12 C Opt. 615/ Debtor Remarks 26 C Opt. He s a hound dog! Client Account No. 16 C Opt. L-6178-A-435 Guarantor/Patient 26 C Opt. Jackson, Lisa Marie Total Outstanding 9 N Req (right justified) Date Incurred 8 C Req. 09/15/93 Filler (spaces) Brief Comment 16 C Opt. Acct s not dead! Note: The next 4 fields are for NSF checks, pad with spaces if not used. Check Number 5 C Opt Check Date 8 D Opt Bank Account Number 16 C Opt Bank Name 26 C Opt. Memphis Federal Original Client 26 C Opt. Blue Swade, Inc. Mail Returned Y/N 1 C Opt. N Copyright 2011 The Computer Manager, Inc. 4-17

18 EXTENDED SERVICE OPTIONS CLIENT UPLOAD DATA LAYOUT DATA FIELD SIZE TYPE DEC START STATUS EXAMPLE Account Memos 650 M Opt. Free Form Commands 4.6 MAINTAIN CLIENT CROSS-REFERENCES Some clients may upload files with data for multiple clients. This may happen when a client has been setup in Debt$Net several times to manage multiple locations, different types of accounts, or other reasons which support their business operations. Within the client upload data file, a field identifies the actual client. In order to accurately upload these files into Debt$Net, client cross-references must be created to identify the primary client (the one sending the data file), as well as the actual client (where the data is to be loaded). To create client cross-references, select Maintain Client Cross Reference from the Client Upload Menu. The client cross reference scrolling list will display (Figure 4-11). The hit the Add button to define the client cross reference data (Figure 4-12). Figure Client Cross Reference Scrolling List Copyright 2010 The Computer Manager, Inc.

19 EXTENDED SERVICE OPTIONS Figure Client Cross Reference Definition Form. In the field Definition Client No: enter the number of the primary client (i.e., the one that is sending the file). In the field Selection Criteria Value:, enter the alphanumeric character string that identifies the individual sub client. Debt$Net will match on this field to identify where the data is to be loaded. In the field Returned Client No:, enter the client number of the actual client for the data. Hit the Save button and another blank cross reference definition form will display. NOTE: Since data for the primary client will also be contained in the upload file, be sure to define the selection criteria value for data destined for this client s accounts. In this case, the Definition Client No: will match the Returned Client No: Because the purpose of this function is to allow a single file upload to contain information for multiple clients, for each primary client, there will be two or more sub-clients defined. Therefore, the client cross reference definition form will continue to display each time you close the form using the Save button. When all cross-references for this client have been defined, hit the Quit button. Debt$Net will then return to the cross reference scrolling list (Figure 4-11). Copyright 2011 The Computer Manager, Inc. 4-19

20 EXTENDED SERVICE OPTIONS Figure Client Cross Reference List. In the build under the client number field you would use the following expression which tells Debt$Net to use the Cross Reference Table: CLGETCL(V_CLNT,X), where X is the variable used in defining the location where the information the cross reference table will use to determine which client to load the debt under. 4.7 REORGANIZE CLIENT UPLOAD FILES Periodically, you may need to reorganize the Client Upload system files. You may be directed to do this by The Computer Manager, Inc. s Technical Support department, or other error messages in Debt$Net. As with other file reorganizations in Debt$Net, you must be the only one logged in at the time. To reorganize client upload files, select Reorganize Client Upload Files from the Client Upload ESO submenu. The files will be reorganized, followed by a message that the reorganization is complete Copyright 2010 The Computer Manager, Inc.