After setting up the integration between Legalsense and Twinfield/Exact Online or Fortnox you can view the status of the synchronization on the status page. You can find this page under "Settings" and then the related settings page. (In the screenshot below Fortnox is selected but the settings page for Twinfield and Exact Online are the same):
The settings page shows:
- The status of the synchronization;
- The elements that are in the queue and the elements that are already synchronized;
- The configuration options for the ledgers.
- the email address of the Administrator
Under status, you will see the current status of the synchronization. It will show if the synchronization is currently syncing with the accounting software and when the last successful sync took place. Legalsense will perform a synchronization every 12 minutes (5 times an hour), so the last successful sync should not have happened more than 12 minutes ago.
When Legalsense can't perform a synchronization to the administration, Legalsense will display a notification containing the error message (if that is provided by the accounting software). You could then make the necessary corrections so that the synchronization can continue.
It also happens that the synchronization has stopped and no error message is displayed. You can see when that happens by looking at the "Last successful sync". If that is longer than 12 minutes ago and the synchronization is not running, then you will need to contact Legalsense support.
The queue displays the elements that are synchronized with the accounting software (in the screenshot above Fortnox is used as an example) and the items that still need to be synced to the accounting software.
You can click on the links ('11 elements have been synced to Fortnox' and 'There are 0 elements in the queue') to see a more detailed view of these elements. For the elements that are synced we display the 'remote_id'. The 'remote_id' is the number that the accounting software assigned to that element. This can either be the debtor number, creditor number but also the accounting number (booking number/id) that a journal entry received. This will make it easier for you to look for that specific item number in the accounting software.
Configuration options for ledgers
After the initial configuration of the synchronization, it is still possible to make changes to the configured ledgers. You can view and edit the configured ledgers by clicking on the button of "Ledger accounts" or "Turnover accounts per lawyer".
Under ledger accounts, you will find the "general" ledgers that Legalsense uses to book sales invoices and purchase invoices (in case that you have chosen to enter the disbursements in Legalsense and want to send them to the accounting software). The ledger numbers you have entered here are also used for importing the disbursements from the administration to Legalsense.
You can search for the ledgers that are available in your accounting software by entering the ledger name or ledger number in the number field. When the correct ledger is displayed, you can select it by clicking on the number.
When you are done making the changes, you can finish the setup by clicking on "Save".
Turnover accounts per lawyer
It is possible to book the revenue per lawyer to a different cost center or to different ledgers. In this way, you can easily report on the revenue per lawyer in your accounting software. When you want to do this, you need to set up the correct ledgers or cost centers under "Turnover accounts per lawyer".
You can specify whether to use:
- No accounts per lawyer: all the revenue would be booked on the ledger(s) that are set under "Ledger accounts" and grouped together;
- Specific ledgers or cost centers per lawyer: the revenue per lawyer will be booked on the ledgers and/or cost centers that you have configured per user.
When selecting the second option you are can set up the cost centers and/or ledgers. After you finished setting this up, click "Save" to store the values.
Alternative ways of booking the revenue
Legalsense supports alternative ways of booking the revenue to the administration. At this moment this is only configurable with support of Legalsense. Alternative ways of booking the revenue can be:
- Revenue per matter- or billing supervisor;
- Revenue per practice group;
- Revenue per practice area;
- Revenue per matter type.
When you would like to book the revenue in one of these alternatives, please let us know.
It is possible to import the available third-party funds from the administration into Legalsense and you can set this up under "Trust accounting". After you have set this up the amounts will be visible on the matter detail page and on the general list of available third-party funds which you can find under "Invoices".
In this overview, you can see the Trust accounts that already have been set up and you can add new ones (for example if you have multiple trust account bank accounts that fall in different categories.
When you click on "New Trust account" you can enter the name and the Account ( = ledger):
You can also define the permissions here: which security group can view the third party funds?
When you are done, you can click on "Save" to save the changes.
N.B. In order for Legalsense to be able to retrieve the transactions in the trust accounts from the administration, the bank entries must be processed as "final" in the administration. Also, for each entry, the relevant matter (project) must be specified.
Email address of the Administrator
If the synchronization fails because of an error, Legalsense will notify the Administrator by email. You can change the email address that is used for these notifications by clicking on "Change" and provide the new email address.
As a user, it is not possible to change certain things in the synchronization settings. For example, in the setup process, once you have selected the administration to connect with, it is not possible to change that anymore. If you want to make those kinds of changes, you can contact Legalsense support, to discuss the options.