Quickbooks /Quickbooks Pro Data Conversion Information Sheet

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Doris Jefferson
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1 Quickbooks /Quickbooks Pro Data Conversion Information Sheet Thank you for selecting PCLaw please review the following information regarding your data conversion. Are you using Timeslips for your time & billing? If you are using Timeslips as well as Quickbooks /Quickbooks Pro you should use our Timeslips conversion because Timeslips has more complete details on your client transactions and you can run this conversion yourself. If you are not using Timeslips our conversion department will convert your Quickbooks /Quickbooks Pro data at no charge to you. What gets converted from Quickbooks /Quickbooks Pro? Your Quickbooks /Quickbooks Pro data can be automatically converted to PCLaw to make the transition between systems much easier. The client names and addresses, the accounts receivable balances, details of unbilled time and unbilled costs, and Trust funds 1 can be converted into PCLaw without any data entry on your part. Job Names: For every Job in Quickbooks /Quickbooks Pro, a Matter is created in PCLaw with a unique matter nickname. This nickname, referred to as Matter Number in PCLaw, is used to look up matter and for sorting reports. The conversion program provides you with an option to use the Job Name as the Matter Number. You may use this option if you have used the Job Name to store a Matter Number in Quickbooks /Quickbooks Pro. Only the first twelve characters found (in the Job Name field) can be used to identify the Matter Number. If the first twelve characters of the job name are not unique for every matter, PCLaw will assign a new/unique Matter Number automatically. If you choose not to use the Job Name for Matter Number, the conversion program assigns a valid Matter Number automatically. Customer Names: For Customer Names PCLaw searches three fields, one after the other, until it finds a valid name. The sequence it performs the search in is as follows: First Choice COMPANY NAME Second Choice LASTNAME, FIRSTNAME Third Choice FIRST LINE OF BILLING ADDRESS The program only progresses its search to second or third choice if the previous choice was found blank. You can easily change client name & address information after conversion if required. 1 Trust entries can only be converted if they re associated to Customers/Jobs in Quickbooks /Quickbooks Pro. See TRUST ACCOUNTS section for further explanation on converting trust entries into PCLaw.

2 Responsible Lawyer: If you have used the Rep field in Quickbooks /Quickbooks Pro it will be converted as the Responsible Lawyer for the Matter. If you have not used the Rep field in Quickbooks /Quickbooks Pro you would have to tell us who you would like the Default Responsible Lawyer to be when the data is converted. The Default Responsible Lawyer will be assigned to any Customers/Jobs where the Rep field was left blank. Job Descriptions: The PCLaw conversion enables you to copy the Matter description from the Quickbooks /Quickbooks Pro Job Name field or the Job Name, or a Custom field (if used). The matter descriptions can easily be changed after conversion if required. Customer/Job Types: You have the option of converting Quickbooks /Quickbooks Pro Customer or Job Types to the Type of Law in PCLaw. If they are blank PCLaw will provide a list of common Types of Law and will use the first item on list for all Matters. These can easily be changed after conversion if required. Accounts Receivable: All amounts billed or paid are imported into PCLaw as invoices and client payments in Accounts Receivable. If you have any Pending Invoices you will be notified and you must cancel or finalize these pending invoices as PCLaw does not accommodate pending invoices. Payments will be applied to the oldest invoices. Unbilled Time and Costs: If you have recorded time and costs for customers, the details are brought into PCLaw in the form of time entries and client expense entries. To convert time entries each timekeeper must be set up as an Employee using the exact Name used when recording time. Any time entries for names that have not been identified as Employees will be set up under the Responsible Lawyer. Trust Accounts: All Trust entries 1 can be converted to PCLaw if you have associated each entry with a Customer or Job. If any Trust entries 1 are not associated with Customer/Jobs no Trust entries will be converted. You will then have to enter Trust balances forward after conversion. Chart of Accounts: Your Chart of Account descriptions, balances or transaction details will not be converted. You must enter the balances as at the 1 st day of the month chosen for conversion for each Profit and Loss and Balance Sheet item from the Quickbooks /Quickbooks Pro Trial Balance report. Pending Invoices: PcLaw does not have a Pending Bill function, therefore any Pending Invoices in Quickbooks /Quickbooks Pro cannot be converted (as Pending). All Pending Bills from Quickbooks /Quickbooks Pro can however be converted as Billed Invoices upon request. Inactive Customers: Customers marked as inactive will not have their balances converted to PCLaw. If you wish the entries be brought forward you must make the customer active before conversion. Timing for Conversion:

3 The best time to do your conversion is at the end of a month. PCLaw must start your general ledger as of the first day of a month. The best scenario for doing the conversion is for you to enter ALL data for the current month into your old system, and not enter any information for the next month. Send the data to our Data Conversion Department as soon as possible after the month-end. From the time you backup your data to send to us for conversion, any data entry you make in your old system, will need to be manually entered in PCLaw once the system is installed. Please make arrangements with a member of our Conversion Department as soon as you know when you would like to have the conversion done, and confirm one week in advance what day the data will arrive at our office. For more information please call Sophie at extension Action Required After Conversion: To enter General Ledger Opening Balances you simply go into the PCLaw data entry option called G/L Opening Balances and input each G/L account and it s corresponding balance from the Trial Balance report on your current system. Comparison of Terminology: PCLaw terminology differs slightly from that of Quickbooks /Quickbooks Pro. The following chart compares some of the differences: Quickbooks /Quickbooks Pro Customer Rep Customer/Job Type Job Job Description Employee Item Form Template Client Funds Chart of Account details PCLaw Client Responsible Lawyer Type of Law Matter Matter Description Lawyer Task Template Trust Funds General Ledger (G/L Accounts)

4 Quickbooks Data Conversion Requirements Please fill out this form and fax it to Sophie at (905) Firm Name: Contact Person at your firm: Tel: System Startup Date (must be the first day of a month): NOTE: No data can be entered into PCLaw prior to this date and no data should be entered into your existing system after this date. Type of Firm: Sole Practitioner Partnership Corporation Type of Accounting: Cash Modified Cash Accrual Number of Timekeepers in: Existing system: PCLaw system: Please list all timekeepers that are in your current system, whether they are active or not, if a timekeeper is not to be brought over to PCLaw put the word INACTIVE in the New ID column, or assign them to another timekeeper who is active. Timekeeper ID in existing system Timekeeper Name Timekeeper ID in PCLaw Partner ( )

5 Assign as a Responsible Lawyer (if Rep not used in QuickBooks). Trust Accounts Matter Number 1) Use the Job Name or 2) Assigned number by PCLaw Type of Law 1) From the Customer Type or 2) From the Job Type Job Description 1) From Job Description or 2) From Job Name or 3) From Custom Field QuickBooks Password Convert Quickbooks /Quickbooks Pro data using one of the following methods: Conversion Method# 1 Conversion Method# 2 Client/Vendor names & Addresses only Client/Vendor names & Addresses Chart of Accounts Item Codes Client related General Bank Checks & Receipts Trust Bank Checks & Receipts 1 Unbilled Time & Costs Accounts Receivable I hereby authorize you to proceed and understand that Lexis Nexis will be converting all of the Client related data at no charge, and that our staff will have to manually enter the year-to-date opening balances from the QuickBooks Trial Balance Report. Upon receipt of the converted data, I will have 2 weeks to review and accept the converted data. If I request another conversion I understand that this will be chargeable. Name (please print) Signature 1 Trust entries can only be converted if they re associated to Customers/Jobs in Quickbooks /Quickbooks Pro. See TRUST ACCOUNTS section for further explanation on converting trust entries into PcLaw.

TabsIII Data Conversion Information Sheet

TabsIII Data Conversion Information Sheet What Gets Converted Your existing data can be automatically converted to PCLaw to make the transition between systems much easier. Client names and addresses,