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What's New in Deltek Vision 7.1, Invoice Approvals, Overhead Allocation and 5 Tips & Tricks
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What's New in Deltek Vision 7.1, Invoice Approvals, Overhead Allocation and 5 Tips & Tricks


These slides are from BCS Prosoft's 2013 third quarter Deltek Vision User Group Meetings held in San Antonio, Houston, Denver and Honolulu. To register for your local UGM please visit …

These slides are from BCS Prosoft's 2013 third quarter Deltek Vision User Group Meetings held in San Antonio, Houston, Denver and Honolulu. To register for your local UGM please visit http://www.bcsprosoft.com/deltekugm

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  • A new Deltek Kona color scheme has been added to the Settings drop down within the Display Setting dialog.After selecting Deltek Kona, select Apply, then Save, and then log out and log back in to see the changes take affect.
  • Users can now select an icon from a predetermined list for any item within the navigation tree, including custom nodes.
  • Users can now set their dash parts to use flat dashboard styling. When using flat dashboard styling, the dashpart can be set to any color.
  • Users can now hide the toolbar for a web dashpartConfigure the web dashpart and then select the Hide Toolbar check boxSave the change and then refresh the dashboard by clicking the dashboard button on the main menu
  • Users can now select an image to be displayed for Projects and Opportunities in the same manner as they do for employees.
  • Users can now enter their Kona credentials into the Misc tab of User OptionsUsers can select a Kona Space for Projects and OpportunitiesThe Kona button has been placed into the Main Menu of VisionThe user can click the Kona button from any app in Vision – if the app is project or opportunity specific, and a Kona space has been identified, then Kona will open to the identified space.Kona will open directly within Vision if IE9 is installed
  • The Navigator button has been placed into the Main Menu of VisionSelecting the Navigator button will launch Navigator within Vision if IE9 is installed.If a user is on a project that is associated with a Navigator plan, then clicking the Navigator button will bring the user directly to that plan in Navigator.If the associated Navigator plan as an image associated with it, then the image will display in place of the Project Photo
  • The Users application has been changed to make it more like an info center.Ability to force users to reset their passwords.
  • Users can now reset their own passwords or be reminded of their User IDs.Email must be configured in System SettingsUsers must be associated to an employee record that has an email address.
  • Users can now reset their own passwords or be reminded of their User IDs.Email must be configured in System SettingsUsers must be associated to an employee record that has an email address.
  • Ability to limit access to users so they can only make certain changes:Enable/disable usersChange passwords for users
  • Available in the Project Info Center OnlyAdded Any Level to the Project Level drop downAdded the Display drop down located above the search results gridThe selected search results will be loaded into the Detail or List View
  • The selected WBS records will be loaded into the detail view and users can scroll from WBS to WBS without needing to use the WBS navigation icon.The VCR drop down will display the Phase and Task number.
  • The selected WBS records will be loaded into the list viewThe Refresh List button is used to refresh the list after changes have been made to records in the grid. For example, if the user changes the compensation for a task, then clicking refresh will show the updated “rolled up” compensation at the WBS1 level.The Refresh List button refreshes the records that are currently displayed in List View. It does not re-load the grid with records based upon the advanced search.
  • Added a new tab to Accounting System SettingsTransaction auto numbering auto assigns the reference number for all receipt and payment transactions per configured bank code.Transaction auto numbering also auto assigns the reference numbers for JE & AP Voucher** transactions per the configured company.Receipts:Cash ReceiptsEmployee RepaymentsPayments:AP DisbursementsCash DisbursementsAP Payment Processing *Employee Payment Processing *Payroll Payment Processing ** All reference numbers are automatically assigned at the time of posting except payment processing check numbers. Those are assigned when the user clicks “Process Checks”.** AP Vouchers can only be configured for auto number IF the “Require entry of voucher numbers” check box is NOT checked in System AP Configuration.
  • Unlike cash receipts, employee repayments requires the bank be entered into the grid.“The bank assigned for this transaction has auto numbering enabled. This transaction will not use the reference number 00ER0001 when posted”


  • 1. Deltek Vision User Group Meeting September 2013
  • 2. 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
  • 3. http://www.bcsprosoft.com 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
  • 4. http://www.bcsprosoft.com Approval Process Biller submits invoice PM reviews: previews invoice online, reviews summary information, adju sts 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
  • 5. http://www.bcsprosoft.com Billing Configuration Enable Invoice Approval by company Define Default Approval Process
  • 6. http://www.bcsprosoft.com Invoice Approvals – Billing Terms Enable/disable by project
  • 7. http://www.bcsprosoft.com Alerts Define 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.
  • 8. http://www.bcsprosoft.com 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.
  • 9. http://www.bcsprosoft.com 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
  • 10. http://www.bcsprosoft.com 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
  • 11. http://www.bcsprosoft.com Invoice Approvals Summary 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
  • 12. http://www.bcsprosoft.com 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
  • 13. http://www.bcsprosoft.com 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.
  • 14. http://www.bcsprosoft.com Update Fee Security Percent complete record access allows user to only update: • percent complete • fee to date • Description
  • 15. http://www.bcsprosoft.com Interactive Approvals- Details Tab PM 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
  • 16. http://www.bcsprosoft.com Batch Billing
  • 17. http://www.bcsprosoft.com Interface – Deltek Kona Color Scheme
  • 18. http://www.bcsprosoft.com Interface – Icon picker for nav tree nodes
  • 19. http://www.bcsprosoft.com Interface – Flat Dashboard Styling
  • 20. http://www.bcsprosoft.com Interface – Hiding the report toolbar
  • 21. http://www.bcsprosoft.com Interface – Photo Setting for PIC and OIC
  • 22. http://www.bcsprosoft.com Interface – Kona Integration
  • 23. http://www.bcsprosoft.com Interface – Navigator Integration
  • 24. http://www.bcsprosoft.com Security – Users Info Center
  • 25. http://www.bcsprosoft.com Security – Forgot User ID
  • 26. http://www.bcsprosoft.com Security – Forgot Password
  • 27. http://www.bcsprosoft.com Security – Forgot Password
  • 28. http://www.bcsprosoft.com Advanced WBS Search
  • 29. http://www.bcsprosoft.com Advanced WBS Search – Detail View
  • 30. http://www.bcsprosoft.com Advanced WBS Search – List View
  • 31. http://www.bcsprosoft.com Expanded WBS Search – Cheat Sheet
  • 32. http://www.bcsprosoft.com Transaction Auto Numbering
  • 33. http://www.bcsprosoft.com Auto Numbering - Receipts
  • 34. http://www.bcsprosoft.com Auto Numbering - Payments
  • 35. http://www.bcsprosoft.com 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.
  • 36. http://www.bcsprosoft.com • 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
  • 37. http://www.bcsprosoft.com 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.
  • 38. http://www.bcsprosoft.com 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.
  • 39. http://www.bcsprosoft.com 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.
  • 40. http://www.bcsprosoft.com Enabling Overhead Allocation • To enable Overhead Allocation: – Select Configuration / Accounting / Overhead Allocation:
  • 41. http://www.bcsprosoft.com 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.
  • 42. http://www.bcsprosoft.com Overhead Rate
  • 43. http://www.bcsprosoft.com Overhead Variance Project
  • 44. http://www.bcsprosoft.com Additional Accounts
  • 45. http://www.bcsprosoft.com 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.
  • 46. http://www.bcsprosoft.com Override Project OH Rate cont.
  • 47. http://www.bcsprosoft.com Questions?
  • 48. http://www.bcsprosoft.com 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