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sgmtoigo

Firm split - how to separate database

SUGGESTED
Posted By

Hi,

We are using Timeslips 2015.

Our firm split, with some clients going to the new firm (I'll call the remaining firm, Firm A).  However, Firm A will continue to collect on all balances due up to the date of the split, which was February 10, 2017.

I have created a new Firm A database for all billing beginning on February 11.  Per the partner's request, all new billing in the old Firm A database will cease, and the A/R will run through February 10.  Going forward, however, he wants the new database to NOT include any A/R from the old database, and only have the A/R data from new billing starting February 11.

Some clients remaining with Firm A have previous balances through February 10 and new time starting February 11.  How can I include previous balances from the old database on new bills in the new database without including them on the new A/R report?  If this isn't possible, is there a way to create a third database with old balances and new billings and just run the bills out of that?

Any suggestions will be greatly appreciated.  Thanks in advance for your help!

Sharla Toigo

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  • 0
    SUGGESTED
    Well, it is a bit more nuanced than that, but I understand what you need.

    You may not necessarily need a whole new database, just stop billing any clients that leave your firm past February 10th and you will not have any new A/R in your database for those clients, but will continue to show prior balances as due.

    IF they just insist on a new database, that's fine, but you need to bring TWO things over from the old database. Previous balances for A/R and Funds AND any unbilled slips.

    You would use the new database based on current to create a new database with all of the names from the old database, but no balances and slips. Then you would purge out any clients that are leaving the firm to go with the departed partner, leaving you with only YOUR clients in the new database. Then you need to add in their starting A/R balances (read the help file re: Invoice A/R transactions) and bring forward any unbilled slips via an archive/combine (you do not have to rekey these slips).

    Hope that helps.
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  • 0
    SUGGESTED
    Well, it is a bit more nuanced than that, but I understand what you need.

    You may not necessarily need a whole new database, just stop billing any clients that leave your firm past February 10th and you will not have any new A/R in your database for those clients, but will continue to show prior balances as due.

    IF they just insist on a new database, that's fine, but you need to bring TWO things over from the old database. Previous balances for A/R and Funds AND any unbilled slips.

    You would use the new database based on current to create a new database with all of the names from the old database, but no balances and slips. Then you would purge out any clients that are leaving the firm to go with the departed partner, leaving you with only YOUR clients in the new database. Then you need to add in their starting A/R balances (read the help file re: Invoice A/R transactions) and bring forward any unbilled slips via an archive/combine (you do not have to rekey these slips).

    Hope that helps.
Children
  • 0 in reply to Nancy Duhon
    Thank you, Nancy. I'm still not clear, though. We don't want to bill any new time after February 10 to the old database because our firm name and ownership changed and it is for the old firm. We'll keep billing clients with only previous balances and no new time (even those that left) out of that database, and any payments will be credited to the old firm.

    Then, for our new firm name as of February 11, we'll bill the clients who stayed with us out of the new database, and any payments for work after that date will be credited to the new firm. This is why we need to have the A/R for the new firm NOT reflect any past balances that will be paid to the old firm.

    So, to keep the A/R for the old firm and new firm separate, it seems like I need a third database so I can bill previous balances from the old firm for the remaining clients who have new time as well. Is this correct? If so, I'm still not sure how to import A/R balances and funds transactions (there are no unbilled slips).

    Thanks so much!
  • 0 in reply to sgmtoigo
    If I understand you have two options:
    1. Keep the current database and then make a second database that is a complete copy. Change the firm name. Next I would close and purge all clients that you are not keeping. This will allow you to see history on these matters.
    2. Keep the current database and make a new database based on the existing. You can choose the clients you want and the expenses, timekeepers and activities. Then you would need to manually enter trust balances and AR balances in this database. History would stay in the old database.

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