Deltek Vision User Group Meeting — June 2014

San Antonio, TXHouston, TXHonolulu, HI

(800) 882-6705www.bcsprosoft.com/deltek-vision

Deltek Vision Solution Providers & Consultants

IntroductionThanks for your interest Deltek Vision.

The following slides were presented by Vision Consultant, Nedra Roberson at our user groups in San Antonio, Houston, and Honolulu. If you’d like to attend one of our user groups you can attend for free by signing up on www.bcsprosoft.com/deltek-vision.

If you have any questions about the material presented or are interested in training or consulting, please contact BCS Prosoft.

Introduction

Nedra RobersonVision Consultant at BCS Prosoft

Nedra.Roberson@bcsprosoft.com

Agenda Lunch and Introductions Consultant Accruals Consultant Ledger and Vouchers by Project User Defined Options to Track Consultant Accruals Deltek Vision Tips & Tricks

Consultant AccrualsSome things you probably didn’t know about them.

Consultant Accruals• Calculate accrual amounts based on budget, estimate to completion (ETC) or

estimate at completion (EAC) amounts.• Post accruals as they are generated.• Suppress billing.• Update percent completes; you can drill down to compensation and billed

detail.• Send reports to process server before printing.• Save report settings.• Select single accounts, by account range, or by project.

Consultant AccrualsBefore running Consultant Accruals, you must establish a budget:

Accounting > Budgeting > Project Budgeting

Consultant Accruals

Consultant Accruals Toolbar

• Update %: Click this button to display the Update Percent Completes dialog box, on which you review budget versus spent amounts, and then update the overall percentage completes and/or compensation/fee amounts.

• Run: Click this button to produce accrual journal entries.• Schedule: Click this button to send your selected reports to the process server to be printed.

When a job is submitted, Vision places it in the selected process queue in the order that it was received. The process is then run based on the options specified on the Schedule dialog box.

Consultant Accruals Form

Consultant Accruals

• Saved Options: As with other Vision reports, you can load previously saved reporting selections in the Saved Options field. • Organize Button: Click this button to display the Organize Options dialog box, on which you can save options and specify

access by security role.• Default Button: Click this button to restore default settings. • Select Specific Projects: Enter a project number in this field to choose a specific project for which to accrue expenses or

click and use the Project Lookup to select a project. If you do not choose a specific project, then the All Projects default is implemented. If you use the Multi-company feature, the list of available projects is limited to those belonging to the active company.

Consultant Accruals

• All Accounts: Select this option to include all the accounts from your Chart of Accounts list. After you select this option, you can use Account Range fields to specify a filter.

• Account Selection: Select this option to choose a specific account. After you click this option, enter the account number in the corresponding field.

• Account Wildcards: Use this option if you want to enter wildcard characters and then enter the characters in the corresponding unlabeled field. Accounts included in the process will match your wildcard pattern.

Consultant Accruals• Account Range: Use the check

boxes in this section to select the accounts that you want processed. The accounts are Direct Consultants, Reimbursable Consultants, Direct Expenses, Reimbursable Expenses, and Indirect Expenses.

Consultant Accruals• Suppress Billing: Select this check box to suppress

the billing for each transaction. • Replace existing unposted consultant accrual

journal entry of the same file name: The process cannot run if there is an existing unposted journal entry file with the same file name and this option has not been selected.

• Post consultant accruals as they are generated: the journal entry will be posted automatically when the process has run.

• Journal Entry File Name: While the name can be modified, the file must always begin with ConAcc as the first six characters.

Consultant Accruals

From the drop-down list, select one of the predefined options to specify how your project accounts are going to be accrued. This is the basis for your calculations. • Options are:

– Budget minus (Percent Complete * Budget) minus Job to Date Spent – ETC (Estimate to Complete) minus (Percent Complete * Estimate to Complete) minus Job to Date Spent – EAC (Estimate at Completion) minus (Percent Complete * Estimate at Completion) minus Job to Date

Spent • Budget Source: If you use Planning, you can select Budget Worksheet or Project Planning as the budget

source. If you select Project Planning, select an option from the Basis for Planning Calculations field.

Consultant AccrualsIf you select Project Planning in the Budget Source field, select a date in this section. Options are: • Today's Date • Period End Date • Specific Date

Consultant Accruals FormSelect the date to use for currency exchanges. Options are: • Today's Date • Period End Date • Specific Date

Note: These options display on the Consultant Accruals form only if you use the Multicurrency feature.

Consultant Accruals

Click on Update % on the top toolbar.

Consultant Accruals

In the dialog box, enter the ExpenseComplete percentage. Then, click Run.

Consultant AccrualsForm selections to process Direct Consultants at 10% complete.

Journal Entry Posting Log

Consultant AccrualsForm selections to process Reimbursable Consultants at 10% complete.

Journal Entry Posting Log

Consultant Accruals

Review the Project Budget Worksheetto see the new JTD Spent amount.

Project Review, Direct Consultant

Project Review, Reimburse Consultant

Suppress Billing Option

Interactive Billing

If you do not check the suppress bill box, the 10% will flow through to billing (for the reimbursable consultants).

Interactive Billing Invoice Review

Other Options for Accruals

Vision has two reports that can be used to monitor Consultant Accruals. Both reports are under Project Reporting.

Agenda Lunch and Introductions Consultant Accruals Consultant Ledger and Vouchers by Project User Defined Options to Track Consultant Accruals Deltek Vision Tips & Tricks

Consultant Ledger,Voucher Detail View

Consultant Ledger,Vendor Summary Selection

Consultant Ledger,Vendor Summary View

Vouchers by Project

Vouchers by ProjectVendor Summary Selection

Vouchers by ProjectVendor Summary View

AP Payment Processing for Consultants

The 10% accrual is NOT reflected in AP Payment Processing. This must be entered manually.

AP Payment Processing

Checks were cut to both consultants for 10% of their total vouchers.

Vendor Review by Consultant

Another Look at theBudget Worksheet

The JTD numbers did not change after payments were posted to consultants. The same is true in the Project Review.

A Second Look at theVouchers by Project Report

Using the Office Earnings Report

Run the Office Earnings Report at Cost.

Office Earnings ReportGeneral Tab Options

Office Earnings ReportColumn Selection

Calculated Fields

Calculated Fields

Agenda Lunch and Introductions Consultant Accruals Consultant Ledger and Vouchers by Project User Defined Options to Track Consultant Accruals Deltek Vision Tips & Tricks

Tracking Consultant AccrualsBy Leveraging User Defined Options

Create a New Tabor Project Info Center

In the Project Info CenterEnter Data on the New Tab

Select the New Grid on the General Tab of Report Options

Project Report Using the New Grid

Custom Tab with Fields

Calculated Fields Created in Configuration

Project ReportUsing the New Fields

Agenda Lunch and Introductions Consultant Accruals Consultant Ledger and Vouchers by Project User Defined Options to Track Consultant Accruals Deltek Vision Tips & Tricks

Tips & TricksDeltek Vision Tips & Tricks

Deltek Vision Tips & Tricks

The Cash Flow Report Requires a Budget to be entered before forecasting data will

display.

Reporting > Accounting > Cash Flow Report

Another Budget Related Report

Deltek Vision Tips & Tricks

Use the Profit Planning Monitor to monitor performance against budgets. For each revenue and expense account, the report displays the budgeted and actual amounts for the current period and year to date. It also shows totals for actual and budgeted revenue and expense, and calculates actual and budgeted profit or loss.

Deltek Vision Tips & Tricks

The Profit Planning Monitor Report is found under the General Ledger Reports. General Ledger Budgets can be set up under:

Accounting > Budgets > General Ledger

Deltek Vision Tips & Tricks

The Office Earnings Report offers two columns, Budgeted Amount and Budgeted Hours,

that can be used with Navigator Plans.

On the Budget tab, select Budget Source: Project Planning

Reporting > Project > Office Earnings Report

Deltek Vision Tips & Tricks

To include user defined numeric fields in report totals, check the “Include in Report Totals” box.

Configuration > General > User Defined Components

Deltek Vision Tips & Tricks

Vision Navigator will only show Labor at Billing. While role security is supported throughout Navigator, as an extra safety precaution, JTD Labor Amounts are only

shown at Billing Rates.

Agenda Lunch and Introductions Consultant Accruals Consultant Ledger and Vouchers by Project User Defined Options to Track Consultant Accruals Deltek Vision Tips & Tricks

Prepare for Deltek Vision 7.3!

The next version of Deltek Vision, 7.3, is targeted to be released in June, 2014 and will include many great new benefits including:• Managing company paid credit cards • Expanded internationalization and localization features • Harvesting information from Linked In • Improved compensation break out • And more

Start Preparing Now! Because of Microsoft’s de-support of Windows XP in April 2014, Deltek can no longer support the Windows XP client operating system beginning with Vision 7.3 and extending to future releases.

The following client operating systems will be supported for Vision 7.3:• Windows 8 or 8.1 • Windows 7 • Windows VistaAdditionally, to use this new version you must ensure that .NET Framework 4.5.1 is installed on any workstation that runs Vision.

Deltek will also be de-supporting Microsoft SQL Server 2008 with the release of Vision 7.3 for both the Database and Reporting servers.

SIGN UP FOR YOUR LOCAL USER GROUPSAN ANTONIO, TX; HOUSTON, TX; HONOLULU, HI

SEPTEMBER, 2014

Click here to learn more:http://bit.ly/dvugm

Who We Are• 27+ years experience with accounting Software and ERP for

distributors, manufacturers, equipment & event rental companies, architects & engineers, and professional services firms.

• 1,500+ clients in all 50 states, Canada and Mexico.• Regional offices in San Antonio, TX; Houston, TX; Denver, CO; and

Honolulu, HI.• Award-winning partners with Sage Software, Deltek, and NetSuite.

So you have a problem with project accounting and you want to some help becoming more efficient …

can help with that.

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