We've outlined the data transfer process below to ensure we remain aligned on the expectations and outcome.
Jump to:
Process overview
There are many steps to ensure an accurate and consistent transition. Therefore, this process typically takes 30 days to complete, depending on the complexity and integrity of your data.
| CLEAN UP | >>> | REQUEST | >>> | CONVERT | >>> | TEST | >>> | IMPORT |
-
Clean up current AR - If you’d like to clean up your AR (i.e., writing off cases to bad debt), this would be the time to do that.
-
Request data from previous provider - Because your previous provider will not accept a data request from Passare, you will need to make the request.
-
Convert data - The data will need to be converted into the specific format and file structure required to import into Passare.
-
Import data into a Passare test environment - In order to ensure data integrity, it will need to be verified by you in a test environment and confirmation sent back as soon as possible.
-
Import data into production - Once the data is imported into production, any payments or adjustments to cases that occurred after the data was requested from the previous provider will need to be entered into Passare
Make sure you understand what data points Passare supports during the transfer process as well as what data points are NOT supported. Learn more here.
Accounts Receivable clean up
All cases with an outstanding balance in your previous system (FDMS, SRS, TDAW, etc.) will be transferred to Passare. Before this happens, it’s important to discuss if you’d like to clean up your current AR.
Example: If you have outstanding balances on cases more than two years old, the likelihood of collecting on them is minimal. This is a good opportunity to write those cases off to bad debt.
If you choose to clean up your AR, you’ll want to do so in your previous system BEFORE you request the data.
Data request
- At the time of "go-live" with Passare, you will need to request a backup of your data from your previous provider (FDMS, SRS, TDAW, etc.).
- The previous provider will email you the data or give you a link to download the data files.
- Download the file(s) provided and then upload all files received, without making any changes.
Your Passare team will provide a SharePoint link where you can upload these files.
No data should be added or updated in your previous system at this point.
Any changes made after the data request will NOT be present in Passare.
Updating Accounts Receivable cases in Passare
During the period where your data is being converted, tested, and imported into Passare, you will log the payments and adjustments received in the provided Excel template. This will then be imported into the corresponding cases upon completing the main import. By doing so, your AR will be up-to-date, and your reporting will be accurate.
To ensure successful importing, it is critical that you use Passare's Excel template.
Requirements for each column within the template:
-
Case Number [required] - Must match the original case number from your previous system.
-
Payment Date [required] - The date the payment was received in the format of MM/DD/YY.
-
Payment Type [required - cannot be changed] - All imported payments and adjustments will have the Adjustment type in Passare.
-
Payment Amount [required] - Do not include symbols such as $ or ( ), only digits and decimals.
-
Payment Details [optional] - This will appear in the Details box of each payment.
No payments or adjustments should be added to these cases in your previous system as that data will NOT appear in Passare.