This article demonstrates how the Lexis Convey and GhostPractice integration works.
Overview
- In their separate entities, these two products are completely separate Systems, and the integration between the two was developed to assist Conveyancers with more transparency in regards to all movement on their files.
- First point of entry, for the integration between the two systems to work, you need to open your file in Lexis Convey, be it for Bonds, Transfers, etc., up to a point where you can actually print your documents for your client to sign. All details to be completed comprehensively.
- GhostPractice Support can assist in setting up the link between the two systems. You can speak to your System Administrator in your office to contact GhostPractice Support.
- Once you have set it up correctly, and Accounting tab will be visible on your Lexis Convey Matters when you open them.
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You will have two options:
- Add a new Matter in GhostPractice
- Link your Lexis Convey Matter to an existing Matter in GhostPractice
Linking a Lexis Convey Matter to an Existing Matter
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Open the Lexis Convey Matter.
If your Matter is open in Lexis Convey and has also already been opened in GhostPractice, you can link the two matters together.
| # | Field | Description |
| 1 | Lexis Convey Matter | Find and open the required Lexis Convey Matter. |
| 2 | Accounting | Click on the Accounting button. |
| 3 | Link | Select Link and Search for the Matter in GhostPractice. Press Go. |
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Link Lexis Convey Matter with Existing Matter found in GhostPractice
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A Confirmation will appear that the Matters are now linked
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Accounting button functions will change
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The Accounting Reference of your Lexis Convey Matter will also change to GhostPractice Matter Number
Adding a Lexis Convey Matter to GhostPractice Using Existing Client
In the instance where the Matter is not opened in GhostPractice, but was opened in Lexis Convey, you don't have to duplicate work by clicking Add, then searching and selecting an existing Client in GhostPractice, the Matter can be opened in GhostPractice automatically from without Lexis Convey.
To add the Lexis Convey Matter to GhostPractice:
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On the Accounting tab, click Add Matter
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Search for the existing Client in GhostPractice
| # | Field | Description |
| 1 | Select Client | To link your file to an Existing Client in GhostPractice, click Select an Existing Client. |
| 2 | Search |
|
| 3 | Search Results | The search will list the results found. Select the correct existing Client from the list. |
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Review if Client's details are reflecting correctly
| # | Field | Description |
| 1 | Legal Entity | Select the correct Legal Entity. |
| 2 | Title, Name & Surname | Check that the correct Title, Name and Surname pulled through correctly from Lexis Convey, otherwise amend to be correct. |
| 3 | ID Number | Check that the correct Identity Number pulled through from Lexis Convey, otherwise amend to be correct. |
| 4 | Legacy Account | A reference will generate, if incorrect and not applicable, amend the Legacy Account reference to the correct reference required. |
| 5 | Branch | If your firm has more than one branch, select the correct one. |
| 6 | VAT Number | Enter your clients VAT number, if any. |
| 7 | Owner | Select the correct owner to the Client from the drop down menu. |
| 8 | Trust Bank | If your firm has more than one Trust Bank account, select the correct one pertaining to this Client from the drop down menu. |
| 9 | Language | The language will affect the Client facing documents such as Statements, Invoices and Receipts. Select either English or Afrikaans. |
| 10 | Contact Details of Client | Review, enter or amend all Client particulars to be correct. |
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Add the Matter to GhostPractice
| # | Field | Description |
| 1 | Matter Name |
A Generic Matter name will be created from the particulars you entered when opening the Matter in Lexis Convey. See that it is correct or amend to Firms’ standard.
|
| 2 | Branch |
The same Branch Selected on the Client will reflect on the Matter. Change the branch should it be different according to your Firms’ preferences.
|
| 3 | Owner | If the Owner of the Matter will be different than what was selected on the Client, you can change it here. |
| 4 | Department | Select the correct department the Matter will belong to. |
| 5 | Language | Select the correct Language. |
| 6 | Legacy Account | Enter a Legacy Account reference should you be required to. |
| 7 | Description | Short Description of the Matter. |
| 8 | Your Reference | If the client has a reference, you can enter it here. |
| 9 | Trust Bank | If the Trust bank for the Matter is different than what you selected on the Client, you can change it here. |
| 10 | Address | Review if the address details are correct, otherwise add or amend. |
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Add a Contact to the Matter
| # | Field | Description |
| 1 | Add Available Contacts | Select and Add the available contacts that appears on the list and that you want to add as contacts in GhostPractice. |
| 2 | Edit and Save Contacts to GhostPractice | Once the selected Contact are added, you can press Edit, add or amend any details. |
| 3 | Save Contact and Press Finish | Once you are done, save the contact and press Finish. |
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A Confirmation will appear that the Matters are now linked
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The Accounting button functions will change
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The Accounting Reference of your Lexis Convey Matter will also change to GhostPractice Matter Number
Adding a Lexis Convey Matter without a client or Matter in GhostPractice
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On the Accounting tab, click Add Matter
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Add the correct party you want the Client to be in GhostPractice
| # | Field | Description |
| 1 | Select Client |
When you open your file in Lexis Convey, you will load all relevant parties to the Matter. Select “Select a client from List of Parties below” and choose the correct party to be the client. |
| 2 | Legal Entity | Select the correct Legal Entity. |
| 3 | Title, Name & Surname | Check that the correct Title, Name and Surname pulled through correctly from Lexis Convey, otherwise amend to be correct. |
| 4 | ID Number | Check that the correct Identity Number pulled through from Lexis Convey, otherwise amend to be correct. |
| 5 | Legacy Account | A reference from Lexis Convey will pull through, if incorrect, amend the Legacy Account reference to be correct. |
| 6 | Branch | If your firm has more than one branch, select the correct one. |
| 7 | VAT Number | Enter your clients VAT number, if any. |
| 8 | Owner | Select the correct owner to the Client from the drop down menu. |
| 9 | Trust Bank | If your firm has more than one Trust Bank account, select the correct one pertaining to this Client from the drop down menu. |
| 10 | Language | The language will affect the Client facing documents such as Statements, Invoices and Receipts. Select either English or Afrikaans. |
| 11 | Contact Details of Client | Review, enter or amend all Client particulars to be correct. |
- Add the Matter to GhostPractice (Refer to point 2.4 above)
- Add the Contacts to GhostPractice (Refer to point 2.5 above)
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Confirmation will appear that the Matters are now linked
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Accounting Button Functions will Change
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The Accounting Reference of your Lexis Convey Matter will also Change to GhostPractice Matter Number
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Once your Client and Matter have been linked/created, more functionality is available on the Accounting Tab
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If you later on need to add more details to your Matter, you can edit same by selecting Update Matter.
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Should you realise that you have Linked the Matter incorrectly or if you Added a Matter in error, and it is no longer going to be used, you can select Unlink Matter (On the condition that no Financial entries were done on the Matter).
| Please refer to How to Work on your Lexis Convey File via the Link document for further details. |