It's About Time

Timeslips Data Verification: Do's and Don'ts

Almost every Timeslips owner will need to run Timeslips Data Verification at some point.  On the surface, Timeslips Data Verification appears to be a simple and intuitive procedure, however there are some definite "Best Practices" procedures to follow that can make a big difference  in the results. In this article, I'm going to address the "what, where, when and how" aspects of Timeslips Data Verification

WHAT is Timeslips Data Verification?

Timeslips Data Verification is a diagnostic tool that is built into every version of Sage Timeslips.  It can find and repair Timeslips database errors.

WHERE is Timeslips Data Verification?

The location of Timeslips Data Verification depends on your Timeslips version. 

• In the older Timeslips versions, you will be able to access by clicking on FILE and selecting DATA VERIFICATION.  
• The newer Timeslips versions have something called "Timeslips Administrator".  You can access the Timeslips Administrator from your START menu or from within Timeslips by going to the "Special" drop-down menu and selecting "Timeslips Administrator".  Once you open the "Timeslips Administrator", you will see the "Data Verification" option in the "Other" section.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

WHEN should you run Data Verification?

In general, we do not recommend running Timeslips Data Verification as part of normal operating procedures.  There are some specific times when you should run this option:

• Any time you receive an error message in Timeslips, this is an indication that there could be database corruption.  Even if the error message goes away, you should still run Data Verification to determine if there are any error found.  Not all instances of Timeslips data corruption will produce an error.  Sometimes, you will just find inconsistencies or problems running the software.  Running Data Verification will help to troubleshoot the problem.  It should be noted that newer versions (Timeslips 2017 and newer) use a Firebird SQL database structure.  Data corruption issues are rare in these newer Timeslips versions.
• Timeslips Data Verification should always be run prior to converting your data when installing an upgrade.  If you have database errors, they must be corrected prior to converting your data.

HOW do you run Timeslips Data Verification?

Preparation:  

• Begin by Renaming the Timeslips database file.  

 

• Make a note of the drive letter and path that appears in the lower, left-hand corner of your screen.  The last segment of this path is the name of your database. 

 

• Close your Timeslips program once you have made a note of the database path.

 

• Create a folder on your LOCAL C DRIVE (NOT THE NETWORK DRIVE) called TSSAFE.

 

• Rename your database.  If you are not able to rename the database, someone still has Timeslips loaded on their workstation; a Timer is running or another program such as Amicus or TimeMatters is linking to Timeslips.  Exit all other programs if this problem persists.  This is an important step.  Do not Skip.

 

• Once the database has been renamed, you can copy it to the TSSAFE folder on your local C drive.

 

• Open the Database in the TSSAFE folder:  When you try to load Timeslips, you will get an error message that says the "database cannot be located" (Remember it has been renamed).  You will see a choice to select another database.  Choose the database that is located in the TSSAFE folder. 

You are now ready to run the Data Verification.  Here is where the process is slightly different depending on your version.

Running Data Verification on Older Versions:

Open the Data Verification and check the "Look for Errors" option.  Everything else should be unchecked.  

A report will appear on your screen listing any errors that are found during this process.  There is a temptation at this point to run one of the repair options such as Repair Validation errors or Repair Integrity errors.  We strongly recommend against trying to do one of these "repairs".  When this program "repairs", it can also permanently remove any bad records without giving you any indication of what records were removed.   It is also possible that the Data Verification process cannot repair the errors. 

Always print a copy of the report to a PDF file after running 

In all cases, we recommend having a data repair specialist fix the files.  They will be able to identify which records are corrupt and give you adequate information so that you can duplicate the records if necessary.  Please contact me if you need assistance ([email protected] or 561-289-4302).

If no errors are found (or after data has been repaired), you can rename the database back to the original name and copy it back to your network drive.  

 

 

Running Data Verification on Newer Versions:

On the newer versions, you will not have the option to rebuild Validation and Integrity errors separately.  You will only have the option to "Look for and Repair Errors".  Again, we strongly recommend against choosing the "Look for and Repair Error" option.  

All other procedures are the same as in the older versions.

Why Upgrade to Timeslips Non-Subscription Now

Most you have been using Timeslips for many years without paying any annual fees, other than a very nominal and optional support fee.  All of that is rapidly changing in the software world, and Timeslips is no exception. If you take a look at the Timeslips website, it becomes obvious that the only future Timeslips upgrade choice will be to purchase a subscription (Timeslips Premium) or change software (a costly choice, which would most likely still involve a subscription).  Sage is tightening the reins even more by no longer providing pay-as-go technical support or any technical support beyond the initial 30 days unless you have a Business Care Plan (exorbitantly expensive) or Timeslips Premium (subscription).  

In the meantime, Sage is allowing 3rd party Timeslips resellers and Timeslips consultants (like myself) to offer the non-subscription Timeslips 2018 to our clients.  We do not know how long they will continue to allow the sale of non-subscription Timeslips, but it certainly appears that time is running out.  We are strongly encouraging all of our Timeslips clients with versions older than Timeslips 2017 to consider upgrading as soon as possible if you want to avoid being forced into an annual subscription.  

The benefits to upgrading now to Timeslips 2018 are:

• Compatibility with Windows 10. 

  Timeslips versions earlier than 2016 are not considered compatible with Windows 10.  Some clients have been able to make it work, but there is no guarantee that future Microsoft updates will not cause issues.

• Firebird SQL database. 

  Versions older than 2017 use an old, outdated and obsolete Paradox database, prone to slowness and data corruption.  SQL databases are the current standard, providing superior speed and reliability, and will be considered up-to-date for many years, whereas the Paradox database has outlived its usefulness.

• Avoid purchasing a Timeslips subscription or switching software.

    Two years ago Sage has announced to the consulting community that they would be moving toward a subscription only software.  They are moving closer.  If you look on the Timeslips website, only the subscription (Timeslips Premium) is offered.  Sage is still selling the non-subscription product through 3^rd party resellers and consultants like myself, however this could change at any time.  By purchasing a Timeslips non-subscription upgrade now, you will own a software license that is compatible with the latest Windows operating system and using a state-of-the art database.  What this means is that you can keep using this software for many, many years without the need to purchase a subscription from Sage or change software, both costly options. 

• Cost of ownership.

    If you consider that you will keep the current version for at least 3 years (in all likelihood, you will keep it for much longer), the total monthly cost for 3 users is a little over $31/month.  That’s slightly more than $10/month/user.  You will not get this value with any subscription software.

• Purchase Additional Licenses.  

  Currently, Timeslips will only sell new licenses for the last two Timeslips versions:  Timeslips 2017 and Timeslips 2018.  If you need to add more licenses, you must upgrade.  If you upgrade to Timeslips 2018 now, you will have until Timeslips 2020 is release to add new licenses to your Timeslips 2018

The bottom line is that if you are using Timeslips 2016 or older, you may have a limited amount of time to upgrade to a non-subscription Timeslips version.  We certainly know that the Timeslips subscription software model is here to stay and will become inevitable at some point.  By purchasing the Timeslips non-subscription product now, you can buy yourself many years of Timeslips software use without the additional expense of an annual fee.

Please feel free to contact me if you would like a quote or would like to discuss in more detail.  When requesting a quote, I need the following information:

• Your current version number
• Current number of licenses that you now own
• In addition to your current number of licenses, do you want to add any additional licenses
• Are you currently using Electronic Billing (LEDES, etc.)

Email me at [email protected] or call (561) 289-4302

 

Unable to Load or Run Timeslips

You sit down at your computer and click on the Timeslips icon, the same way you always do, however, today, Timeslips just flashes on the screen and quickly disappears.  What happened?  Timeslips loaded and ran perfectly yesterday.  

The most likely culprit is a Windows 10 update.  Your workstation probably automatically updated Windows 10 overnight.  What happens on some workstations is that the update removes the default printer selection.  You need to go into your Windows Settings and set up your Default Printer.  Uncheck the the box that says "Let Windows Decide....".

Timeslips requires that a default printer be set up before it will load.  It doesn't need to be a physical printer, it could be Adobe PDF or something similar.

If you still have problems loading or running Timeslips from the Timeslips icon, then more troubleshooting may be required.  Feel free to contact me if you need additional assistance.  (561) 289-4302 or [email protected]

Create a "Top Client" List in Timeslips

At this time of year, many of my Timeslips clients ask how to create a list of their top clients.  One of the easiest way to do this is to print the Timeslips Slip Summary Listing to Excel and then sort by the Total Fees column.  Here's how:

Go to Timeslips Reports; Slips; Slip Summary Listing

• Enter date range criteria on the Timeslips criteria selection screen.

 

 

 

 

 

 

Click on "Options".  Check the boxes shown 

 

 

 

 

 

Click on the "Sort and Subtotal" tab.  Select Client Nickname 1 and Subtotal.  Next, Print to Microsoft Excel

 

 

 

 

 

Export Report Data in Columns and Include Column Titles.

Once the Report is displayed in Excel, you can sort the "Billed Slip Value" column from "Largest to Smallest" .

Timeslips "Help" Option: What's in There?

Sometimes the last place we think to look for something is in the "Help".  As it turns out, the Timeslips "Help" option is chock full of interesting and useful information.  Here are some examples of how you might benefit from Timeslips "Help".

• Online User Guides: Did you ever wonder what happened to the Timeslips User Guides now that they no longer ship anything?  Well here they are in digital format
• What's New:  After you purchased a Timeslips upgrade, the easiest and best way to find out what has been added or changed in the new version is to click on the "What's New" in Timeslips Help.  It lists the New Timeslips features found in all Timeslips versions going back to Timeslips version 9.1!
• Feature Tours:  This is the best place to go to get Timeslips training videos. Going back to Timeslips 2013, they show the new features in video format.  New users can get help with basics like setting up clients.  Find out how to use some features that may have slipped under your radar like TimeCapture and TAlPro.
• Product Documents:  This doesn't sound like much, but here is where you can find out about different bill layouts.  There are SO MANY reports in Timeslips.  The "Report Samples" will help to demystify some of this.  "Billing Arrangements" can also be very useful.  Sometimes people find they've been doing things "the hard way", when all it took was a change to the billing arrangement.
• Sage Support:  This is where you can link to the Knowledgebase.  If you have Sage technical support, this is where they want you to go before you call them.  I'm not sure if everyone has access to this option or only the users that have purchased Timeslips Premium or a Business Care Plan from Sage.  Go here also to check for Updates and Service Releases.  
• Submit a Product Idea:  Do you have a great idea for a new feature?  Do you wonder why Sage never "fixed" or updated an existing feature?  This is the place you go to submit your ideas.  Believe it or not, Sage does pay attention to these suggestions.  This is how new features get added or old features get updated.  It's the old "squeaky wheel" method.  If they hear from enough people about the same thing...guess what...it is usually included in the next service release or product enhancement.  

Hope this "helps" :-)

 

Install Timeslips on a Workstation

There are two basic ways to install Timeslips on a workstation.  Both methods are correct, but one is more correct.  

1. The most "intuitive" method to install Timeslips on a workstation is to copy the installation download to the workstation and install the same as you do on the server.  This will work, however it does create some issues that must be dealt with.  I will address that later in this article.
2. From the workstation, open the LOCLINST folder under your Timeslips folder on the server.  Select SETUP.EXE.  There are reason why this is the preferred method.

If you install Timeslips on a workstation using method 1, a timeslip.cfg file gets created on the workstation.  This creates a conflict with timeslip.cfg file on the server and results in the error message "another workstation is trying to access....."  This installation method is still valid as long as you remember to delete the timeslip.cfg file on the workstation.  

When you use method 2 to install Timeslips on a workstation, SETUP.EXE from the LOCLINST folder, the timeslip.cfg installation path is correctly installed on the workstation and no additional timeslip.cfg file gets created on the workstation.  The pretty much eliminates the problems with Timeslips error messages

REPLACING WORKSTATIONS:

When you replace an existing Timeslips workstation with a new one, it is important to remember to "clear" the Timeslips license that was used by the old workstation.  You will still install the new workstation using the SETUP.EXE from the LOCLINST folder on the server, however it is important that you clear the old license in order to avoid getting the "not enough licenses" error message.  

If you are on an older version, you will go to START; ALL PROGRAMS; Select Timeslips; Station Administrator and clear the license from there.  If you are on a newer version of Timeslips, you can go to the Timeslips Administrator from either the

"START" Programs or from within the Timeslips program by selecting "Special" and "Timeslips Administrator".  From there, you can select "View Licenses".  This will show you all the workstations that have been assigned a Timeslips license.  Just select the Timeslips workstation license that is being replaced and select "Clear".  If you aren't sure which workstation is being replaced, you have have everyone log out of Timeslips and select "Clear All".  Licenses get reassigned as each workstation logs back in.

Related articles

Timeslips: "Not enough licenses"

Timeslips Reports: Need More Options?

Timeslips "Stuck" Timer

It happens to almost all Timeslips "timer" users sooner or later.  You turn on the Timeslips timer in the Timeslips slip entry screen.  This is a great feature that will automatically calculate the
 time spent on an activity and record it on the Timeslips slip entry. 

Everything works great until one day you are distracted or need to handle some other urgent issue while your Timeslips timer is still running.  Chances are when you get back into your Timeslips, you most likely have forgotten all about the timer you turned on yesterday (or last week or last month).  The trusty Timeslips timer is nevertheless ticking away on the slip where the timer was originally turned on.  You now officially have a Timeslips run away timer that may have attributed hundreds of hours to one slip.  Even though you can access the slip, none of the normal commands seem to work to turn it off.  

What do you do?  You can no longer call Sage unless you have a subscription.  You can call Radiant (561-289-4302) since we still support all versions, however if you want to handle the problem yourself and are comfortable working with Timeslips commands, there is a fairly simple solution.  Always begin by making a Timeslips backup of your data.  

1. Locate the slip with the run away timer.  Make note of the Timeslips Transaction ID number
2. Make a duplicate of the slip with the run away timer. The timer on the duplicate slip should be in the "Off" position.  You can now correct the time spent.
3. Next, you want to Purge the slip that has the timer running.  NOTE:  Be very careful with this step.Go to FILE; PURGE
4. On the next screen, check "Slip Transactions".  Make sure everything else is unchecked.  Change the selection to "use filters"  Click on "Filters".
5. On the filter selection screen, change the "Filter Group" to "Slip"
6. Click on Slip Transaction ID
7. Enter the Transaction ID that you noted in Step 1.
8. After clicking OK, you will return to the mail Purge screen.  Press the "Purge" button.  

This process permanently removes the slip with run away timer from your Timeslips slip listing.  Since you have already made a duplicate of the slip in step 2, there is no danger of losing the original information.  The timer is now off and you should be able to go back to working in Timeslips as you normally would.

 

Reverse a Timeslips Write Off

Generally you "write off" a client balance in the Timeslips Accounts Receivable Transactions when there is no hope of receiving payment from the client.  Every once in a while, the "hopeless" client finally submits a payment.  Now what do you?  The balance has been written off in Timeslips so there is nothing to apply the payment to in the Accounts Receivable transactions.  

The best way to handle this is to use the Timeslips "Invoice" option in the A/R transaction screen.  You can enter the amount of the "invoice" that is equal to the write off amount.  You may even wish to enter the original Timeslips invoice number to give you a better audit trail.  Since this Timeslips A/R transaction "invoice" will never go to the client, you can enter an explanation for the "invoice" in the Timeslips A/R transaction Description field.  

Put an End to Annoying "Time Outs" in Timeslips

 

"Your Database has been Closed" can be a very annoying Timeslips message especially if you want to keep your Timeslips program open on your desktop all day.  When you first install your Timeslips program, there is a "time out" default that is automatically set.  This Timeslips automatic default is the culprit.  Fortunately, there is a very easy solution

If you have a newer version of Timeslips, go to "Special" and select "Timeslips Administrator".  Timeslips will display the screen shown on the left.  Go the the "Other" section and click on "Database Timeout".  Next to the "Amount of time before database timeout" change the setting to "No Timeout".  Click on OK.  

Your problem has gone away.  Timeslips will now stay open until you exit the program.

If you have an older version of Timeslips, you will need to click on the START button; select "All programs"; "Timeslips".  Then scroll down until you see the "Station Administrator".  Click on "Options" and select "Change Timeout Settings".  The next screen that appears will look very similar to the one on the left for "Database Timeout Settings."

Change an Approved Timeslips Invoice

The simple way to make a change on a Timelsips  invoice that has already been approved is to use the Timeslips "Undo Approved Bill" feature, found in the Timeslips "Bills" drop-down menu.  However, sometimes we find that the invoice you want to change is not on the "Undo" list.

What do you do then?

Very often, I see people resorting to all sorts of complicated duplication of slips and crediting out the old Timeslips invoice and generating new Timeslips invoices to get the results they need.  Granted this approach is often warranted, however not always.  There are some questions you need to ask yourself:

 - Is the balance on the original Timeslips invoice correct?

If the answer is yes, that tells me that you are trying to make a cosmetic change to the Timeslips invoice.  For example, you entered a bunch of A/R transactions to correct some previous user entry errors and you would rather these did not show up on the clients Timeslip invoice, however, there is no way to eliminate them without changing other parts of the Timeslips layout that you must keep.  In this instance, even undoing the bill wouldn't help.  

Easy Solution:

This is one of the times where  the Timeslips "Reprint" Bill" function can come in handy. Once again, select the  Timeslips "Bills" option from the toolbar and select "Reprint Bills".  Once you are in the Reprint Bills area, select the View by "Client".  You will see the invoice that you need to change on the list.  Check this invoice and then in the "Print to" option, select "RTF".  This will print your invoice to Word.  Once you have the invoice in Word, you can easily edit the invoice to make the corrections you want and send the invoice to the client.  It is suggested that you save a PDF of this invoice along with the original one so that you have a copy of what was actually sent to the client.  

Since the balance of the invoice was correct, no further adjustments to A/R Transactions are required.  

It is important to always keep PDF copies of all your invoices, even though Timeslips create a copy in the "Reprint Bills".  There are generally a limited number of copies that Timeslips keeps, so it is important that you have duplicate PDF copies.

Happy Billing!