Data transfer - our process

We've outlined the data transfer process below to ensure we remain aligned on the expectations and outcome.

Process Overview

Accounts Receivable Clean Up

Data Request

Updating Accounts Receivable Cases in Passare

Process Overview

The data transition process is as follows. There are many steps along the way to ensure accuracy and consistency. Therefore, this process typically takes 30 days to complete, depending on the complexity and integrity of your data.

  1. 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.

  2. Request data from previous provider
    Because your previous provider will not accept a data request from Passare, you will need to make the request.

  3. Convert data
    The data will need to be converted into the specific format and file structure required to import into Passare.

  4. Import data into a testing environment in Passare
    In order to ensure the integrity of the date, it will need to be verified by you in a test environment and confirmation sent back as soon as possible.

  5. 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.

IMPORTANT - Ensure you have a thorough understanding of what data points Passare supports during the transfer process as well as what data points are NOT supported, which can be viewed here.

Accounts Receivable Clean Up

All cases that have an outstanding balance in your previous system (FDMS, SRS, TDAW, etc.) will be transitioned 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 that are more than two years old, the likelihood of collecting on these cases is minimal. Therefore, this is a great opportunity to write those cases off to bad debt.

IMPORTANT - 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 either 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.
    • NOTE: Your Passare team will provide a SharePoint link where you can upload these files.

IMPORTANT - 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 completion of the main import. By doing so, your AR will be caught up and your reporting will be accurate.

  • NOTE: It is critical that you use the Excel template provided by Passare to ensure proper importing.

The following are important details regarding the data requirements for each column within the template:

  • Case Number - Must match the original case number from your previous system verbatim. 

    • Required

  • Payment Date - The date the payment was received in the format of MM/DD/YY (i.e., 01/10/21).

    • Required

  • Payment Type - All imported payments and adjustments will have the type of Adjustment in Passare.

    • Required (cannot be changed)

  • Payment Amount - Do not include symbols such as $ or ( ), only digits and decimals.

    • Required

  • Payment Details - This will appear in the Details box of each payment.

    • Optional

IMPORTANT - No payments or adjustments should be added to these cases in your previous system as that data will NOT appear in Passare.