vpvi:86 - microsoft...vpvi:86 vision billing tips & tricks janelle leroux, simpson gumpertz & heger...

VPVI:86VISION BILLING TIPS & TRICKS

Janelle Leroux, Simpson Gumpertz & Heger

2

Agenda• Introduction

• Retainer and Retainage

• Invoice Format Tips

• Billing Groups

• Billing Term Templates

• Supporting Documents

• Scheduled Billing

• Billing Phase Grouping

• Batch Billing

• Security and Utilities

• AR Statement and Comments

• Vantagepoint Billing Improvements

3

SIMPSON GUMPERTZ & HEGER• SGH is a national engineering firm that designs, investigates, and rehabilitates structures,

building enclosures, and materials.

• Projects in the United States, Canada, and more than 30 additional countries

• Recipient of over 400 national and regional project awards and recognitions

• 600 employees in seven offices

photo by Hariri Pontarini Architects photo by Chris Ambridge

4

Retainer Setup

• Configuration > Accounting System Settings > General Tab

5

Retainer Receipt

6

Retainer

• Billing Terms >Add-Ons• Select refresh to view retainer balance

• Create add-on to apply retainer

• Select retainer check box

• Account field is retainer account

• Invoice posting will

debit retainer

account and credit

billed fee revenue

7

Retainer

8

Retainage Setup

• Enable• Configuration> Accounting

System Settings > General Tab

• Define GL Accounts • Configuration > Accountings>

Accounts Receivable

9

Retainage Overview

• A percentage of billings contractually withheld on an invoice, which will be billed in the future

• Define percent and limit by project

• Define GL account to track balance

• Reconcile GL balance to AR report balance

10

Retainage – Billing

• Billing Terms• Define percentage, limit, sections to include and Tax impact.

11

Retainage Releasing

• Releasing• Select which invoices to

release within Interactive Billing

13

Retainage Reports

• Accounts Receivable Aging• Option to include all

outstanding retainage

• Accounts Receivable Ledger• History of all invoices and

all retainage

14

Invoice Format

• Security Options• Configuration > Roles > General

• Access to modify/create

• Configuration > Roles > Record Access• Restrict editing or use of individual templates

15

Invoice Format

• Add logo to invoices• Print logo or footer automatically on invoices

• File format .jpg .gif or .png

• Use Images menu item to upload file to the server

• Select Image from drop down in Name column

• Preview template to test spacing and alignment

16

Invoice Format

• Why do you need multiple templates• Multiple office locations

• Different company/entity name

• Services through date options

• Different remittance address

• Total Now Due added

17

Billing Groups

• Billing > Billing Groups

• Allows combining of multiple WBS1s

onto one invoice

• Helpful if you do not have WBS2/3 setup

• Consolidated Printing

• Separate terms

• Print Group vs Project

18

Billing Groups

• Interactive Billing View• WBS1 in bill group shows in dropdown

• Pin drop down to see list

• Detail shown is for WBS1 selected only

19

Generic Projects Created for Billing Terms

• Created 3 projects to use as billing template placeholders• 999999.99-FEE1 Fee Template Billing Terms using Multiplier

• 999999.99-FEE2 Fee Template Billing Terms using Labor Rates

• 999999.99-TIME T&E Template Billing Terms using Labor Rates

• After opening a new project COPY billing terms from placeholder projects.

• Update fee and or labor rates if different than template

• Save & Done

21

Supporting Documents

• Generate backup for invoices electronically

• Can enable before or after invoice accepted

• Interactive billing include all documents added through posting• A/P Vouchers

• Expense Reports

• Units

• Supporting Documents are uploaded to Vision using Microsoft SQL Server FILESTREAM

22


• Billing Terms > Billing Backup Tab• Check A/P Vouchers

• Check Expense Reports

• Display Supporting Document Icon

23


• Interactive Billing > Expense Tab• Document icon with check

• Expand to view or upload additional doc

• Uncheck Print with Invoice to turn off

24


• Preview Options prompt• Final invoice or draft

• Will open as PDF with all documents

• Expense Backup• Icon shows next to charges with backup

25


26

Scheduled Billing

• Enable Scheduled Billing• Configuration > Billing > General > Fee tab

• Use when project has date based milestones for fee billing

• Set Date• Interactive Billing session options define date for fees to include on current

invoice

27

Scheduled Billing

• Billing fee projects on set schedule• Percent

• Amount

• Billing Terms > Fee tab• Check Scheduled billing

• Select line for schedule

• Insert date, percent or amount

• Draft Invoices• Scheduled fee will show on draft

if falls before/on date of invoice

28

Scheduled Billing

• CA monthly rate

29

Billing Phase Grouping

• Billing Terms > Fee Tab• Phase Grouping

• Group fee lines on invoice• Improve formatting

• Combine phases/tasks into one fee line

• SGH use for splitting profit centers but invoice client as one fee

31

Batched Billing

• Saved Options

• Email Invoices

• Draft Invoice Options• Do Not Create Report…

• Overrides

32

Batched Billing

33

Billing Related Security

• Limit Actions within Interactive Billing and Approvals

• Update Percent Completes Only

34

Billing Utilities

• Refresh Billing Extensions – updates transaction billing amount on project reports • Careful with project selection!

• Often only update unbilled transactions

35

AR Statement

• Send a statement to your client of their unpaid balance.

• Group report by client or by project

36

AR Statement

• Greater flexibility in designing AR statement. Create similar look as invoice

• Add a logo to your AR Statement

• Define margins for information printed in the heading

• Print project long name

37

AR Comments

• A/R Comments located in multiple places• Project Review/AR tab

• Invoice Review

• AR Dashboard

• Track all collection work with invoice• Collection actions

• Revisions to invoices

• Feedback from client

38

AR Comments

• A/R Aged Report > Options tab• Add Print AR Comments

• Set date range want to view

39

AR Comments

• A/R Comments• Report by client

• Report by project

• Report by user

• Filter on date range

40

Vantagepoint Billing EnhancementsBilling Terms

• Integrated within Project Hub

• Reorganized layout

• Simple search for projects missing billing terms

• Improved billing terms creation

• Easily navigate projects in a billing group

41

Vantagepoint Billing EnhancementsBilling Terms > Fees Tab

• Consistent solution with Interactive Billing

• Consistent view of Fee information

• Current Fee is always visible

• Easy solution to maximize rows displayed within billing phases grid

42

Vantagepoint Billing EnhancementsBilling Groups

• Easily navigate between projects in billing group within all Project Hub pages

• Main project specified

43

Vantagepoint Billing EnhancementsInteractive Billing

• Project record and Project search remembered when navigating between Project Hub and Interactive Billing

• Billing session options remembered

• More prominent Notes field

• Simpler edit of transaction comments

44

Vantagepoint Billing EnhancementsInteractive Billing (cont.)

• Update fee percent complete directly within Interactive Billing

• Email final invoices

45

Questions

Janelle LerouxSimpson Gumpertz & HegerSenior Project Accountant & Business [email protected]

Melissa CoffeyDeltekProduct [email protected]

mailto:[email protected]:[email protected]