Transitions - How Will My Imported Data Be Displayed?

24/09/2021
Knowledge

How To

Your Data will be imported as follows:

Opening Balances Transition

Client Account Opening Balances

Your Client Opening Balances will display as a one-line entry on the ledger, dated as of the transition date and a with a description of ‘Opening Balance’.

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Debtors Opening Balances

Your Debtor Opening Balances will display as a one-line entry on the ledger, dated as of the transition date and with a description of 'Invoice created by Conversion Import on the dd/mm/yyyy (date of the transition)'. It can be adjusted or written off.

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Double-clicking on this entry shows a breakdown of outstanding Fees (Costs), Disbursements and VAT brought forward. It is therefore vital to provide this information at the point of data collection.

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Office Account Credit Opening Balances

Your Office Account Credit Opening Balances will display as a one-line entry on the ledger, dated as of the transition date and with a description of 'Retainers Opening Balance'.

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You can apply the credit to an invoice or refund your client from the “Credits Ledger” screen.

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Unbilled Disbursement Opening Balances

Your Unbilled Disbursement Opening Balances will display as a one-line entry on the ledger under the "Payments" section, dated as of the transition date and with a description of 'Opening Balance'. You can invoice or reverse it from here.

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Cost Recovery Balances

Your Cost Recoveries Opening Balances will display as a one-line entry on the ledger, dated as of the transition date and with a description of 'Opening Balance'. You can invoice or amend it from here.

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Unbilled Time (WIP) Balances

Your Unbilled Time (WIP) Opening Balance will display as a one-line entry on the ledger, dated as of the transition date and with a description of ‘Opening Balance’. You can invoice or amend the entry from here. If there is an unbilled time balance, it will be shown as a one line ‘Opening WIP Balance’ entry.

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Transaction Transition

Imported historical transactions, if applicable, will appear as read-only entries and cannot be edited. Corrections, however, can be made in LEAP.

Client Account History

If there is a client account balance, it will be shown as a one line ‘Opening Balance’ entry on the ledger.

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Outstanding Debtors

Your Outstanding Debtor invoices will display as individual entries per outstanding invoice (where available), dated as per the transaction date in your database, and with a description of ‘Invoice created by Conversion Import on the dd/mm/yyyy (date of the transition)’. It can be adjusted or written off.

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Office Account History

Imported historical transactions, if applicable, will appear as read-only and cannot be edited. If you need to make corrections to a historical entry, you can do so by adding a new entry in LEAP.

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Unbilled Disbursements

Unbilled Disbursements will appear under ”Payments” in LEAP. These entries can be invoiced or reversed.

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Unbilled Time (WIP)

These entries can be amended, billed, deleted or made not billable.

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Archived Matters

Matters archived within the last 7 years will be transferred to LEAP. Matters archived before this will not unless specifically requested in writing. If a matter has been archived and has any transactional balances, i.e. client, office, Debtor or WIP transactions, the status of the matter will change to 'in progress'.

Matter Documents and Correspondence

We offer a document extraction and import option from most Practice Management Software systems; however, this process happens after we complete your data transition. We can export documents associated with your matters where the folder path is available in your current database. LEAP, or your firm, can import the documents/correspondence into LEAP once exported from your current database. The document extraction excludes any documents that are not attached to matters in the database.

There are various reasons why the transition does not automatically include Documents/correspondence (including forms, PDFs, Word files, emails, pictures and sound recordings) associated with Matters, such as:

Server applications: Data, i.e. information such as client details, matter details and financial transaction details, is stored in a database. Documents/correspondence are typically stored outside of the database and only the document path, i.e. where it is on your server, is available in the database.
Cloud applications: Documents/correspondence is held by your cloud provider and would, therefore, need to be:
1. Downloaded by yourself; or
2. Extracted by your provider.

Both of these options are resource-heavy and can be costly.

Customised Precedents

LEAP does NOT import or set up your customised precedents. You can add these to LEAP once live.