On the scheduled data collection date, the LEAP Transitions Team will contact you and request to remotely connect to your server where the data is held using LogMeIn Rescue to obtain a copy of your data. Once access is granted, we endeavour to create a copy of your data. During this session, we require all users to exit from the legacy practice management system.

Your original data remains in place and should not be affected by this process. We never remove your original data. A compressed (zipped) copy of all required files is made and transferred to the LEAP AU office via the ‘LogMeIn Rescue’ link. Users can access the legacy practice management system immediately following the compression of the files. A LEAP Transitions Coordinator will notify you when this is possible; however, we always aim to minimise down time and disruption to your office.

If your data is hosted, you need to arrange access to where the data is held with your IT provider. Should this not be possible, you must instruct your IT provider to deliver a copy of the data to us. There may be costs involved in this, which you must cover.

You must contact your cloud provider to provide access to the data. They may supply this to you by:

1. providing a copy of your database or
2. exporting reports from the software.

You can usually request access to the cloud-based software/data for a period. The software provider’s terms and conditions ought to set out the terms of data ownership and retention.

You must ensure that you make a backup immediately prior to the collection of data and continue with your usual backup routines once we collect your data.

On receipt of your data and the completed Housekeeping Document, the data transition process commences. During this time, we undertake several steps. These include restoring, checking, verifying all files and balances, processing, backing up and reporting on your data. We do some of these steps multiple times to ensure the accuracy of your data. We furthermore complete some minor data cleansing steps. If there are any issues with the data, the LEAP Transitions Team will advise you as soon as they arise.

Once we complete the data transition process, we provide access to your new LEAP datafile to the LEAP Certified Consultant who will attend your office on the pre-arranged date to install LEAP.

All entries, updates and deletions are manually recorded. There are suggested recording formats at the end of this document.

1. Cheques and receipts are written out.

• Receipt books could be purchased for this purpose or a printed receipt form with the company letterhead could be used.
• Banking deposits are manual, and the content of each banking needs to be set up in detail.

2. NO edits are made to existing data.
3. Nothing at all is entered in the existing accounting system.
4. Once LEAP is implemented, all manually recorded entries are entered into the new system in strict order.

Advantages:

• Entries only have to be made once. This is countered by the fact that you need to record every detail anyway in a manual record so that entry into LEAP is correct.
• Everything is recorded.

Disadvantages:

• It is a completely different office process, which means that by the time LEAP is implemented, your staff will have moved through 3 different processes. This can create complications and opportunity for errors.
• Staff can become very unsure about exactly what process they need to follow. Clear process instructions can help here.

All entries are made into the existing system and a manual record is made of the entry for extra accuracy. The manual entry does not need to be a complete record of the item, just a “pointer” to say, “this entry was made” or “this entry was updated”.

1. After implementation all the entries recorded are printed out from the existing system and then entered into LEAP.
2. Cheque and receipt printing continue as before until all entries are made in your LEAP data and then LEAP takes on the printing function
3. Minimise entries that are edits of existing data. These are difficult to track and may be missed in the re-entry.

Advantages:

• Small change to existing procedure until implementation (the addition of manual recording)
• Stops the need for manual cheque and receipt printing
• Provides an order entry listing
• Each entry is counter checked ready for re-entry
• LEAP can be compared to the existing system

Disadvantages:

• Problem if cheque and/or receipt forms are running out for existing system
• Results in complete double entry for each item (although a good double check)

All entries are made in the existing system then printed for re-entry into LEAP after implementation. It is important to realise that entries made after the cut-off are NOT part of the transition.

Advantages:

• Stops the need for manual cheque and receipt printing
• No change to existing procedure until implementation.

Disadvantages:

• It can be difficult to track all entries, especially backdated ones and edits.

The Fully Manual Method and the Double Entry Method require some manual recording of transaction details.
You may need to have manual entry sheets for the following types of entries. (Please note this list is not exhaustive but suggested as a guide.)
Many people can quickly create printed forms from products such as Microsoft Excel with the required columns.

Time Recording

You will need to record the following details for all time entries:

Record:

• Date of activity
• Type of activity
• The staff member billing for the activity
• The staff member (recording) the activity (optional)
• Matter Number
• Billing Description and/or comments
• Whether the slip is chargeable or non-chargeable
• Type of units (1 minute, 6 minutes, etc)
• Number of units
• Rate
• Total (optional since the units multiplied by rate will give the total)

 
Disbursements

You will need to record the following details for all disbursement payments or disbursement journals:

Record:

• Date of transaction
• Bank account used (except for journals)
• Transaction type (P, R or J)
• Cheque/Receipt/Journal number
• Payee/Payer/Reason
• Type (Cash / Cheque / EFT / etc)
• Item description (e.g. Stamp Duty)
• Total Amount
• Total GST amount
• Matter Number
• If there are multiple matters for a single transaction, record the matter number and the split amount and GST for each (e.g. 06/0778: $100, $0; 06/0565: $220, $20)

 
Cost Recoveries

You will need to record the following details for all cost recoveries:

Record:

• Date of activity
• Type of activity
• Matter Number
• Billing Description and/or comments
• Whether the slip is chargeable or non-chargeable
• Number of units
• Rate
• Total (optional since the units multiplied by rate will give the total)

Trust Transactions

You will need to record the following details for all Trust Transactions:

Record:

• Date of transaction
• Bank account used (except for journals)
• Transaction type (P, R or J)
• Cheque/Receipt/Journal number
• Payee/Payer/Reason
• Type (Cash / Cheque / EFT / etc)
• Item description (e.g. Stamp Duty)
• Total Amount
• Matter Number
• If there are multiple matters for a single transaction, record the matter number and the split amount for each matter (e.g. 06/0778: $100, 06/0565: $220)

 
Bank Deposits (Trust and Office)

You will need to record the following details for all Bank Deposits, for both Trust and Office:

Record:

• The date of the banking
• The account details (Account name and number)
• Total cheque amount banked
• Total cash amount banked
• Total amount banked for each item in the bank deposit 
• Type of deposit of each item banked (cheque, cash)
• Receipt number
• Item amount