what's new in deltek vision 7.1, invoice approvals, overhead allocation and 5 tips & tricks

Deltek Vision User Group Meeting

September 2013

http://www.bcsprosoft.com

• Vision 7.1 new features– Invoice Approvals– Interface– Security– Advanced WBS Search / List View– Transaction Auto Numbering– Transactional Document Management

• Overhead Allocation

AGENDA


Invoice Approvals

• Speeds up the invoicing process by organizing and automating the steps from Draft Bill to Final Acceptance of the invoice.

• Provides alerts to move along the invoice approval process

• Provides electronic comments and retains a history of the communication

• Allows delegation of the approval process when primary approver is absent


Approval Process

Biller submits invoice

PM reviews: previews invoice online, reviews summary information, adjusts transaction detail, updates percent complete, enters comments and approves invoice

Alert is sent to approver (Project Manager)

Alert is sent to Biller

Invoice is final accepted and sent to client

Draft Invoice

Final Invoice


Billing Configuration

Enable Invoice Approval by company

Define Default Approval Process


Invoice Approvals – Billing Terms

Enable/disable by project


AlertsDefine the workflow for the Invoice Approval Process

• Alert Project Manager when invoice is ready to be approved.• Alert Biller when invoice is ready to be final accepted.• Alert Biller if invoice is rejected with reason.


Submit Invoices for Approval

• Invoices can be submitted through either Interactive Billing or Batch Billing.

• Submit process will kick off alerts to PM to review and approve invoices.


Comments

• Submit - alert Approver (PM) to deadline for invoice approvals or specific issues on an invoice.

• Approve – alert Biller to any adjustments before finalizing invoice

• Reject – alert Biller to why invoice is not acceptable


Approval Applications• Invoice Approvals

• Review a summarized list of all invoices in the current approval process. • Preview invoice, review approval comments, update fees• Approve and Reject• Submit alert sends user here here.

• Interactive Approvals• Review one invoice at a time. • Preview Invoice, review comments• Review labor, expense and unit transaction detail• Update transactions (transfer, hold, write off), update percent complete• Include new transactions on submitted invoice• Review Billed-to-Date invoice values, current invoice summary

information , and project financial information. • Approve and Reject


Invoice ApprovalsSummary screen to view and update invoice status on invoices in the approval process

• PM can preview submitted invoice• PM can enter comments • PM can approve or reject his/her invoices.• Biller can review status of all invoices in approval process


Interactive Approvals - General

Preview invoices

Review and enter comments

Current invoice and Billed to Date information

Project Fees

Project Financial Info

Include New transactions

Approve and Reject


Update Fees

• Approvers can update percent completes as part of the approval process.

• New billing terms record access security allows the PM to ONLY update percent complete within fee billing terms.


Update Fee Security

Percent complete record access allows user to only update:• percent complete• fee to date• Description


Interactive Approvals- Details TabPM can individually review submitted invoices

• PM can review labor and expenses associated with submitted invoice.• PM can review any NEW transactions• PM can make adjustments (transfer, hold, write off) with security

access


Batch Billing


Interface – Deltek Kona Color Scheme


Interface – Icon picker for nav tree nodes


Interface – Flat Dashboard Styling


Interface – Hiding the report toolbar


Interface – Photo Setting for PIC and OIC


Interface – Kona Integration


Interface – Navigator Integration


Security – Users Info Center


Security – Forgot User ID


Security – Forgot Password


Advanced WBS Search


Advanced WBS Search – Detail View


Advanced WBS Search – List View


Expanded WBS Search – Cheat Sheet


Transaction Auto Numbering


Auto Numbering - Receipts


Auto Numbering - Payments

• A/P Disbursements also create a voucher number. The voucher number will also be auto assigned if AP Vouchers have been configured for auto numbering.


Auto Numbering – Payment Processing

• Payments for bank 001 are configured for auto numbering. The assign numbers button is disabled. The check numbers (reference numbers) have been automatically assigned.

• The user still needs to assign numbers for bank 004 because it has not been configured for auto numbering of payments.


• Transaction Document Management is designed to allow you to attach supporting documents to A/P Voucher and Expense Report transactions in Vision.

• The supporting documents will be available for review in Interactive Billing. You can choose which supporting documents should be printed with the invoice when it is accepted.

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

TRANCATIONAL DOCUMENT MANAGEMENT


What is Overhead?

Overhead — which is the sum of indirect labor and expenses — can represent 25% to 50% of all of the expenses incurred by your firm. Overhead charges include the cost of accounting and administrative time, employee benefits, rent, utilities, insurance, and other expenses associated with the firm as whole.


What is Overhead Allocation?

• Overhead allocation is the practice of distributing your indirect costs to revenue producing projects.

• Overhead allocation does not impact the general ledger but is reflected on project reports run at cost or burden.


Why Use Overhead Allocation?

• To see a true picture of project cost, you must allocate overhead among your firm’s regular, revenue-producing projects, so that each project absorbs its share of the total overhead cost.

• After indirect costs have been distributed, the revenue from your projects supports the total cost of doing business.


Enabling Overhead Allocation • To enable Overhead Allocation:

– Select Configuration / Accounting / Overhead Allocation:


Overhead Allocation Methods

Note: when Organization is selected as the Scope, Method is automatically greyed out because the method will be established at each Organization.


Overhead Rate


Overhead Variance Project


Additional Accounts


Override Project OH Rate

• Enter the budgeted overhead rate for the project, phase, or task. Use the following steps if wanting to override the company's standard overhead rate, which is defined on the Main Tab of Overhead Allocation Setup. A budgeted overhead rate for the projects.

• If selecting to use the assignment method for overhead allocation, Vision uses the budgeted overhead rate for both budgeting and allocation purposes. For all other overhead allocation methods, Vision uses the budgeted overhead rate to calculate the overhead amount only for the project's budget.

• If a project contains phases or tasks, specify the budgeted overhead rate at the phase or task level, not at the project level.


Override Project OH Rate cont.


Questions?


Upcoming User Group Meetings

• December 11 – Honolulu, HI• December 18 – Houston, TX• December 19 – San Antonio, TX• To register please visit

www.bcsprosoft.com/deltekugm

http://www.bcsprosoft.com/deltekugm

what's new in deltek vision 7.1, invoice approvals, overhead allocation and 5 tips & tricks

Business

invoice review

invoice alert

biller invoice

submitted invoice

previews invoice

invoice pm reviews

update invoice status

comments current invoice