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How to Exchange Sage Timeslips Data

When you exchange Sage Timeslips data between the originating database (the database you use every day) and the exchange database, you can opt to exchange selected slips, new and changed clients and references, timekeepers, tasks, and expenses.

If you exchange slips, you can specify what Timeslips should do to the slips in the originating database after the exchange. It is suggested that you purge the slips that you transfer. If you follow this suggestion, you should

  • Back up the exchange database and the originating database before you exchange slips.

  • Use the Slip Transaction Date filter to set dates for the slips you want to transfer and purge. Set the Latest Date in the Filter for Slip Transaction Date dialog box to the date assigned to the last slips you want to purge. Don’t select any date for the Earliest Date.

When you opt to purge slips during an exchange, the slips don’t need to be closed as they do when you use the Purge feature.

To exchange slips between the originating database and the exchange database, back up both databases and then follow these steps:

  1. Choose File→Exchange.

    Timeslips displays the Exchange Data with Another Database dialog box.

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  2. Use the list at the top of the dialog box to specify whether you are in the originating (source) database or the exchange (destination) database.

    In the example, let’s start in the originating database, which is DATA02.

  3. In the Send to the Other Database section, select the types of information you want to transfer.

  4. If you opt to transfer slips, use the drop-down list to identify the slips you want to transfer.

    It is suggested that you select Use Filters, click the Filters button, and set the Slip Transaction Date filter to identify the slips to transfer by their end date.

  5. Open the Once Complete list and select Purge Slips.

  6. Select the check box beside other types of data you want to transfer.

    Timeslips doesn’t purge any data except slips.

  7. Click OK.

    Timeslips displays the Select the Destination Database dialog box.

  8. Navigate to the exchange database folder and click Open.

    Timeslips exchanges the selected data and, assuming you selected Purge Slips in Step 5, purges the selected slips.

Invariably, the situation arises where you need to produce a report that includes slips in both the originating database and the exchange database or the Purge database, if you purged and archived slips. Because you can’t produce a report across two databases, people suggest that you use the following workaround to get all the slips you need for your report into the exchange database (or the Purge database).

When you start this process, no slips appear in both the originating and the exchange or Purge databases. The process copies the slips from the originating database to the exchange or Purge database, leaving your day-to-day database untouched.

  1. In the exchange or Purge database, note the date of the newest (that is, the latest) slip.

  2. Choose File→Exchange to transfer all slips from the originating database to the exchange or Purge database.

    See the preceding steps for details on exchanging information.

    If you created a Purge database because you purged and archived and then combined slips into the Purge database, Timeslips might complain when you use the File Exchange command. During the process, Timeslips will prompt you for instructions on handling nicknames because the databases aren’t connected. Just click Add All whenever prompted. Timeslips won’t connect the two databases, but it will transfer the data.

  3. Make sure that you set the Once Complete option to Do Nothing.

    By setting the option to Do Nothing, you leave the originating database unchanged.

  4. Print the reports you need.

  5. Purge the exchange or Purge database — not the originating database — of the newest slips that you transferred into the database.

    Use the Slip Transaction Date filter to purge all slips with a date that is later than the date you noted in Step 1; when you set the filter, choose the date as the Start Date on the left side of the Filter for Slip Transaction Date dialog box. When you finish, the exchange or Purge database will once again contain only purged slips.

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