Transitions - What Is and Isn't Included in the Transition

Nov 4, 2021
Knowledge

How To

Each transition is unique and what is and isn't included depends on various aspects such as what legacy practice management system you are migrating from, how you have entered in the data and what type of transition you have selected.

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Not all legacy practice management system transactions will be able to perform exactly as below.

Automated transitions We can automate the transition of your data from compatible systems, using unique software that we've developed. Here we can review the data and compare against the reports you provide. We import your information into LEAP once reviewed and validated. Please note: Our data transition import limits are: Cards/contacts: 90,000 Matters: 65,000
Product options	Includes	Does not include
Basic (Standard) A Basic (Standard) transition is where we will import Client Names and Addresses as well as Matter Details, including associated staff and case types. Law firms mainly select this option when starting up or where the accounting information is not sufficiently up to date to be useful. It is also an option where the firm uses two products, one for case management and another for accounting and it is decided that it would be more beneficial to import the case data and key in the opening balances.	Matter details, client details, staff details	Opening balances, transaction history
Opening Balance An Opening Balance transition is where we import everything listed for a Basic (Standard) transition as well as a single opening brought forward figure for Trust Account, Billable Disbursement, Debtor and Work in Progress Balances per matter. Firms most commonly select Opening Balance transitions, where we collect the data by running standard reports from the current system, which must be saved in an Excel spreadsheet format.	Matter details, client details, staff details, opening balances	Transaction History
Transactional A Transactional transition builds on the Opening Balance transition to provide visibility of the detailed historical Trust and Operating Account transactions which make up the Brought Forward Balances. We list the practice management systems from which we can perform a transactional transition on the Transition to LEAP Order Form.	Matter details, client details, staff details, opening balances, transaction History
MS Excel transitions Where your system does not allow us to perform an Automated transition, we provide a set of template spreadsheets where you can enter any Trust Account, Debtor, Billable Disbursements and Work in Progress opening balances. The data entered in the templates can then be imported into our transition software. We can provide advice on how to collate this information, either from your current database or from reports saved to Excel. Your options are:
Product options	Includes	Does not Include
Assisted For Assisted Excel transitions, we support you in populating the template in Excel spreadsheets. We will remotely log on to your system and investigate the best option for your law firm. This may entail writing specific queries on your raw database or to find and run relevant reports which we can export to Excel. In either case, we would manipulate any information we are able to extract into a specific format required by our transition software.	Matter details, client details, staff details, opening balances	Transaction History
Non-assisted For a Non-assisted Excel transition, we provide a set of spreadsheets where you can enter the details for staff, clients and matters as well as opening balances if required. These are in a fixed format, and only the information requested can be imported. We provide instructions to explain the format of the information required We then load the information into our transition software and proceed from there.	Matter details, client details, staff details, opening balances	Transaction History

The following table represents the information that can be extracted where available and populated in the expected fields.

Type of Transition/ Details	Standard	Opening Balance	Transaction
Matter Details
Matter Reference (20 characters)	✓	✓	✓
Matter Type	✓	✓	✓
Matter Description (80 characters)	✓	✓	✓
Staff Member Acting	✓	✓	✓
Staff Member Responsible	✓	✓	✓
File Status	✓	✓	✓
Date Matter Opened	✓	✓	✓
Date Matter Completed/Archived	✓	✓	✓
Archive Number	✓	✓	✓
File Location	x	x	x
Comments	✓	✓	✓

Client Details: Company
Trading Name	✓	✓	✓
Business Type	✓	✓	✓
Business Number	✓	✓	✓

Client Details: People
First name	✓	✓	✓
Last name	✓	✓	✓
Salutation	✓	✓	✓

Client Details: Communication
Street Address	✓	✓	✓
Other Address	✓	✓	✓
Fax Number	✓	✓	✓
Cellular Phone Number	✓	✓	✓
Home Phone Number	✓	✓	✓
Email Address	✓	✓	✓

Contact/People Details
Gender	✓	✓	✓
DOB	✓	✓	✓
Place of Birth	✓	✓	✓
Marital status	✓	✓	✓
Occupation	✓	✓	✓
Maiden Name	✓	✓	✓

Staff Details
Name	✓	✓	✓
Surname	✓	✓	✓
Initials	✓	✓	✓
Email Address	✓	✓	✓
Chargeable Rates	✓	✓	✓

Opening Balances
Trust Account Opening Balances	x	✓	✓
Deposit Account Opening Balances	x	✓	✓
Debtors Opening Balances	x	✓	✓
Billable Disbursement Balances	x	✓	x
Billable Time/WIP	x	✓	x
Retainer/Operating Credit Opening Balance	x	✓	✓

Transactions
Trust Account Ledger	x	x	✓
Debtors Ledger	x	x	✓
Operating Account Ledger	x	x	✓
Billable Disbursements	x	x	✓
Billable Time/WIP Ledger	x	x	✓
Billed Time History	x	x	x
Draft Bills/Invoices	x	x	x

Other
Documents	x	x	x
General Ledger Balances	x	x	x
Customized Templates	x	x	x
Quickbooks Setup	x	x	x

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Any data not in the above list will not be migrated into LEAP

For further information you can request a Data Expectation Document specific to your practice management system from our Transitions Department via email (transitions@leap.us).

Last Modified Date

11/4/2021 6:35 PM

Title

Transitions - What Is and Isn't Included in the Transition

URL Name

What-is-and-isn-t-included-in-the-transition-US

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