Actionstep can run a script to extract contacts, matters, and matter trust balances from LawBase and import this into a new Actionstep system. In order to do this you will need to provide Actionstep with access to the LawBase database files. These services are provided on a professional services basis. Please contact email@example.com for a cost estimate and to get the process under way.
During the import, actionstep will copy the entire LawBase database into your Actionstep system and these tables will be archived for future use (for example, they could be used to clarify why something is imported or not imported as the case may be). This data will not be available through the user interface so it is recommended you keep a copy of your LawBase database for legal/audit purposes.
Your Lawbase system must be running in "Project" mode as Client mode can cause discrepancies. Please call Lexis Nexus to check the mode and ask them to update if necessary. Changing this will affect your FIRMS balance.
Reconcile the trust bank accounts prior to import
Before importing your LawBase system into Actionstep, please ensure your Trust Bank Account(s) in LawBase are all reconciled. Process all batches to your FIRMS account and then transfer all funds from the FIRMS to your business account (these funds will be transferred back once the import is run).
We recommend that you run all your major reports before the import, especially your bank reconciliation, your trail balance report and your trust matters trial balance report.
Negative Matter Balances
LawBase puts a matter trust account into negative if an invoice is loaded against the matter and there are not enough trust funds in the matter to cover the invoice. To account for this in the import Actionstep will automatically create an invoice in each matter for the negative balance. The line item amounts are posted to a special balance sheet account under Assets (1-1779LB - Lawbase Negative Trust Balance) to ensure that P&L and GST are not affected. No GST is applied.
Only Matter Balances are Imported (not transaction detail)
Actionstep does not import the row-by-row transactions as the often go into overdraw (as above), also because it would be very complicated to reconcile once imported into Actionstep (as there may be many years of transactions that need to be reconciled).
After the Import
Once a LawBase system has been imported, it is critical that the trust account(s) are reconciled to the bank statements to ensure the trust balance is correct.
You should also reconcile the Accounts Receivable (Sales Invoices) that were created with your LawBase system and/or Accounting System to ensure they are correct and make any adjustments as needed as soon as possible.