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Improve Billing Process and Performance with Deltek Vision

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This presentation was the topic of the Houston, San Antonio, Denver and Honolulu Deltek Vision User Group Meetings held throughout March 2014. During the user group we spoke about daily entry of time …

This presentation was the topic of the Houston, San Antonio, Denver and Honolulu Deltek Vision User Group Meetings held throughout March 2014. During the user group we spoke about daily entry of time and expenses in Deltek Vision, the importance or following and enforcing the time and expense approval process, why billing procedures are started at the same time every month, compliance and the draft review period, and changes or corrections to accounting withing the review period. Then to top things off we ended by covering come of the newest features in Deltek Vision and covered some tips & tricks.

For more information about Deltek Vision for your project-based AE or consulting firm, Vision training or consulting, or joining one of our User Group Meetings visit http://www.bcsprosoft.com/deltek-vision.

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  • For those of you that attended Clark’s session on Improving Project Profitability, you will remember the emphasis on accurate and timely entry of timesheets. Expense reports are just as important. Implementing a Daily Entry policy not only saves time but increases the accuracy of all line items. Today we’re looking at the billing process but time and expense entry is the basis of billing. Principals, project managers and employees need to realize that just putting time in with little thought as to the correct project or what was actually done slows down billing. Transferring and modifying timesheet entries delays getting the invoices out to the client which delays getting the client’s payment.Every business is driven by its Cash Flow and Cash Flow is driven by getting Invoices to the Client as efficiently as possible.
  • Discontinue the use of spreadsheets for billing. Reports within Vision are always up to date and as current as the last posting by accounting. Spreadsheets required manual updating so why double your workload?
  • Using project, phase and task gives the project manager and others working on a project a way to track all work done on a project. It enables them to see when milestones are met and also when a project is over budget on behind schedule.Billing at the lowest WBS level might not be the best option. Unless a project requires multiple types of billing, enter billing terms at the project level. Not only does this streamline the invoice but it speeds up the billing process.For complex projects Vision offers the option of billing at every level. And, billing methods can be mixed between phases and tasks. Invoices can also be downloaded to Word, Excel, RTF or PDF files. Invoices for clients requiring a specific template can be created outside of Vision and entered through the Transaction Center or through Interactive Billing.
  • Often principals, project managers and marketing will want to review project financials on closed projects. Making the project dormant and keeping the rate tables intact allows them the flexibility to do this.Even though using Effective Dates can result in a long, extensive rate table, it does provide rate history that will tie back to the project reports.
  • Configuration/Billing/General/MiscTab
  • The project Biller is assigned in the Project Info Center, General tab. This field is a searchable field for projects in Interactive Billing and in Batch Billing. At this time, you cannot Sort Invoices by Biller in Batch Billing.
  • Configuration/Billing/General/Misc Tab
  • Invoice Approval can be turned on or off by project in Billing Terms on the Misc tab.
  • Accounting will review time and expense as usual. Then, for projects with Invoice Approval turned on, they will click Submit and it will alert the Approver that an invoice is ready for review.
  • Once the Biller submits the invoice, there is a place for them to enter any comments that the approver needs to be aware of, such as the date it should be returned to accounting.
  • From the Approval screen, the actual Invoice can be previewed, comments can be entered and if security allows it, the fee percent complete can be updated.
  • Configuration/Security/Roles/Record Access Tab/Billing Terms
  • After the Approver approves the invoice, the Biller will see the Invoice Status change from Submitted to Approved in Interactive Billing. Any comments made can also be reviewed here and necessary changes can be made so that the invoice can go out to the client.
  • The Interactive Approval screen has a button on the toolbar to go to the Invoice Approval screen.
  • These links allow the principal, project manager or other approver to go directly to the project review and see labor, expenses and accounts receivable for a particular project.The project info center link allows them to see all set up information including contract management, budget and revenue info and relevant dates.
  • Even with Invoice Approvals turned on, you can still take advantage of Batch Billing. There are several new fields added which will enable you to submit a group of invoices for approval.
  • Configuration/Billing/General/Misc Tab
  • Vision now has the option to create an actual credit memo. This replaces the old process of doing credits through cash receipts. The credits will show up under Tools with the project invoices. They can be previewed and printed for internal use or to send to the client. The format follows the same layout as the invoice.
  • Select the entire invoice to credit or select a particular area or amount for the credit.
  • You can have Vision assign the next number or manually assign a number for the credit memo.
  • Credit memos will show up on the AR reports. And posting the credit will adjust the subsidiary ledger for accounts receivable just as invoices post at the subsidiary ledger level.
  • To turn on/off Employee Realization Reporting:Configuration/Accounting/System Settings/Reporting Tab
  • To synchronize Fees From Contract to Project:Configuration/Accounting/System Settings/General Tab
  • Transcript

    • 1. Deltek Users Group Meeting March 2014
    • 2. http://www.bcsprosoft.com Improving Billing Processes And Performance
    • 3. http://www.bcsprosoft.com Today, we’re going to talk about several areas in Vision that affect Billing and Billing Processes and Procedures. The first is Timesheets…
    • 4. http://www.bcsprosoft.com • Daily Entry of Time and Expenses • Time and Expense Approval Process that is Strictly Followed and Enforced • Billing Procedures are Started at the Same Time Every Month • Draft Review Period is Complied With • Changes or Corrections Reported to Accounting Within the Review Period
    • 5. http://www.bcsprosoft.com The second area is the Pre Billing Process.
    • 6. http://www.bcsprosoft.com • Post all time and expense transactions to be billed • Run draft invoices and pre-bill reports • Have an invoice approval process in place • Make adjustments and get final invoices processed Pre Bill Process
    • 7. http://www.bcsprosoft.com Find an effective report within Vision for all principals and project managers to use for review: • Under Billing Reports –Fee Remaining Report –Unbilled Detail Report • Under Project Reports –Office Earnings Report –Project Earnings Report Billing Procedures
    • 8. http://www.bcsprosoft.com • User defined tab was added to the Project Info Center called “Billing Instructions” a memo field for PMs to enter notes for each of their projects • A Pre Bill report (created from the Office Earnings report) was saved as a global report, search was Project Manager is Me. • When accounting finished all time and expense postings, an email went out to the PMs to run their report and enter their notes • The PM sent accounting an email when this was done • Accounting made any changes and processed the final invoices Example 1 of Pre Bill Process:
    • 9. http://www.bcsprosoft.com • When accounting completes posting of all time and expenses, draft invoices and the unbilled detail report are run through Batch Billing, printed and given to the project managers • PMs mark up the drafts and return to accounting for final invoices to be processed Example 2 of Pre Bill Process:
    • 10. http://www.bcsprosoft.com Now, let’s look at Billing Terms…
    • 11. http://www.bcsprosoft.com Under Billing Terms/Labor Tab, assign a rate method and table. Check the box “For Reporting Only”. Then, run the Labor Detail Report to see the labor with a billing extension. This can be used to determine the percent complete on Fee Based Jobs. For Percent Complete Jobs
    • 12. http://www.bcsprosoft.com
    • 13. http://www.bcsprosoft.com • Using WBS for entering time and expense is an excellent way to track work as it’s done on the project • Billing at the lowest WBS might Not be the best option Work Breakdown Structure (WBS)
    • 14. http://www.bcsprosoft.com When a project is set up with phases and tasks and you try to bill at the project level, Vision will pull in the first phase name and number on the invoice. To avoid this problem, insert a 000 Phase called Project Accounting.
    • 15. http://www.bcsprosoft.com Billing Rate Tables…
    • 16. http://www.bcsprosoft.com • Maintaining billing rate tables is rarely a clear, clean process. Closed projects are tied to old rate tables and these rate tables need to be saved to refer back to. • Companies generally set up yearly rate tables for new projects but ongoing projects are often tied to the rate table agreed to at the time of the contract signing. • When a new rate has been negotiated for an ongoing project, Effective Dates are the best way to adjust the rate table. This shows a clear history of rates on the project. Billing Rate Tables
    • 17. http://www.bcsprosoft.com Where do I enable Effective Dates?
    • 18. http://www.bcsprosoft.com New for Billing in v7…
    • 19. http://www.bcsprosoft.com TDM Transactional Document Management: if a Reimbursable Account number is used and “Print Supporting Documents” is checked in Billing Terms, the document will print with the client’s Invoice.
    • 20. http://www.bcsprosoft.com 1. Speeds up the Invoicing Process 2. Organizes and Automates the process from Drafts to the Final Accepted Invoice 3. Alerts Key Participants to the Next Step 4. Documents and Retains Comments 5. Allows Delegation of Approval 6. Brings the Invoice Approval Process Into Vision Benefits of Invoice Approvals
    • 21. http://www.bcsprosoft.com 1.Biller Submits the Invoice 2.Alert is Sent to the Approver 3.Invoice is Reviewed, Edited and Approved 4.Alert is Sent to the Biller 5.Invoice is Sent to the Client Approval Steps
    • 22. http://www.bcsprosoft.com Where is the Biller Assigned? New Biller Field
    • 23. http://www.bcsprosoft.com Enable Approvals in Configuration
    • 24. http://www.bcsprosoft.com Turn On By Project
    • 25. http://www.bcsprosoft.com Begin the Process in Interactive Billing
    • 26. http://www.bcsprosoft.com Biller Adds a Comment and Submits
    • 27. http://www.bcsprosoft.com • Preview – the Draft Invoice • Comments • Update Fees – if turned on in Security • View Details • Approve • Reject Options Available to Approver
    • 28. http://www.bcsprosoft.com On the Record Access Tab, set Billing Terms to Full or Percent Complete. Security Rights
    • 29. http://www.bcsprosoft.com
    • 30. http://www.bcsprosoft.com • Invoice Approvals – Review Summarized List – Preview Invoices and Comments – Update Percent Complete – Approve and Reject • Interactive Approvals – Review One Invoice at a Time – Preview Invoices and Comments – Update Percent Complete – Review/Edit Labor, Expenses, Units in Transaction Detail – Review Key Project/Invoice Information – Approve and Reject Invoice Approvals vs. Interactive Approvals
    • 31. http://www.bcsprosoft.com There is a link to Project Review and Project Info Center in Invoice Approvals. Project Links
    • 32. http://www.bcsprosoft.com • Submit a group of Invoices for Approval • Accept a group of Approved Final Invoices • Send an Alert to the Approver(s) • Push Invoices to Approvers/PMs without Printing Invoice Approvals – Batch Billing
    • 33. http://www.bcsprosoft.com Configure Invoice Approval Process
    • 34. http://www.bcsprosoft.com Credit Memos
    • 35. http://www.bcsprosoft.com Best Practice: Always Click Yes.
    • 36. http://www.bcsprosoft.com Credit the Correct Amount, Click OK
    • 37. http://www.bcsprosoft.com Assign a Number for the Credit Memo
    • 38. http://www.bcsprosoft.com Credit Memo can be Previewed and/or Printed.
    • 39. http://www.bcsprosoft.com Sample of Credit Memo
    • 40. http://www.bcsprosoft.com Credit Memo in Reporting
    • 41. http://www.bcsprosoft.com Vision Tips Where do I find…
    • 42. http://www.bcsprosoft.com Where to find… Reporting by Employee Realization Tip #1
    • 43. http://www.bcsprosoft.com Where to find…Synchronize Fees From Contract to Project. Tip #2
    • 44. http://www.bcsprosoft.com Where to find…Project Budgeting Categories Tip #3
    • 45. http://www.bcsprosoft.com Where to enable Scheduled Billing… Tip #4
    • 46. http://www.bcsprosoft.com Version 7.2 has expanded options for calculating the Rate Method on a project (project info center/budget and revenue tab). Tip #5
    • 47. http://www.bcsprosoft.com After invoices are posted, run a report to show labor and expenses that were written off. Tip #6
    • 48. http://www.bcsprosoft.com When labor or expenses are marked to be written off instead of billed, in interactive billing enter a comment on the line item with the date and PMs name that requested the write off. Comments can be included on the Write Off Report.
    • 49. http://www.bcsprosoft.com Hawaii June 12, 2014 San Antonio June 17, 2014 Houston June 18, 2014 Next Users Group Meetings

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