Q1 Deltek Vision User Group Meeting

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This slideshow was presented at our quarterly Deltek Vision User Group Meetings in San Antonio, Houston, Denver, Honolulu as well as our web-based version. If you would like to participate in one of these User Groups you can do so for free. Visit http://www.bcsprosoft.com/events for a list of all upcoming User Groups, training opportunities, webcasts and more.

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  • Open the Year End Guide Deltek will make the 2012 Year End Guide available on December 1, 2012.You can find the guide at support.deltek.com
  • Open Vision Utilities Initialization of UtilitiesYou can run separate initialization utilities to complete the year end process. For example, you can open the New Year without finishing the old year for Payroll and Accounts Payable purposes. You must only perform the initialization steps once. Performing more than once may make it necessary to restore your backup.When you run the separate initialization utilities, Vision records the process on the Posting Log as an AL transaction type, indicating an Audit Log posting. The transaction will appear in the period in which the action was performed.Open Vision Utilities.Open New Period/New Fiscal Year: Perform this at the beginning of the General Ledger fiscal year. (Utilities/Open New Period). Do not open a period until you are ready to post to it.Open New Benefit Year: this utility zeros out all year-to-date benefit hour information. If the benefits are to carry over, Vision adds the current year’s unused hours to the new benefit year’s starting balances, based on limits specified. (Utilities/Open new Benefit Year).1099 Initialization (for Accounts Payable Users): this utility resets the vendor year-to-date values to zero and transfers the Paid This Year amount to the Paid Last Year field. You must complete all Accounts Payable payment processing and adjustments before running the 1099 initialization. You cannot process the 1099-MISC forms before initializing a new 1099 year. (Utilities/1099 Initialization).Processing with Two Fiscal Years OpenIn Vision, it is possible to open and process in multiple periods spanning multiple fiscal years.In Accounts Payable, you must complete all Accounts Payable payment processing and Accounts Payable Disbursements before running the 1099 Initialization utility for the new 1099 year.Once the new 1099 year is open, it is possible to enter new Aps for the 2013 processing year. This ensures that the year-to-date figures are properly updated for the vendors.Payroll Processing in 2013: When two fiscal years are open, you must complete all Payroll processing and payroll related adjustments for 2012 in W-2 quarter 4 before running the Open New W-2 Quarter/Year.
  • Deltek strongly recommends that you develop a disaster recovery plan for your organization; including a maintenance plan for your Vision databases and that you test it periodically. Year end is a good time to review your backup and recovery procedures.Create two complete year end backup sets and keep them separate from your normal backup set. One year end set should be stored off-site in case of fire or other disaster. Ask attendees about what their disaster plans include.
  • Open Vision/Utilities/New Period/New Fiscal YearPrior to opening the New Period/New Fiscal Year, make a note of the last date that the process was run. Areas that Reset to Zero after You Open a New Fiscal Year:Time Analysis ReportProject Reports for Overhead Type ProjectsOverhead Allocation Calculation for the New YearYear to Date figures on Key Financial Metrics reportYear to Date values on accounting reports, such as the Cash Journal or Check RegisterIncome Statement accounts close out to the prior year’s Retained Earnings account on the Balance SheetWhen you open a new fiscal year, the year to date totals zero out or, are cleared out. The transactions are not gone; you can always go to a prior period, see the transactions and run the reports.Open Vision to Transaction Center/Posting Log Review report. Audit Trail Implications: When a new fiscal year is opened, Vision will record it and it will be visible on the Posting Log Review report. The entry will be an AL type. This information is useful as an audit trail for all changes that updated your database during a specific period. The transaction appears in the period in which the action was performed.
  • Open Vision Utilities/New Benefit Accrual YearWhen you open a New Benefit Accrual Year, Vision zeros out all Year-to-Date accrual totals for all employees. This process includes year-to-date hours earned and taken. Run this process only once.The benefit accrual year can be the calendar year or your company’s fiscal year. However, most benefit years match the payroll year and are therefore on a calendar year basis.Open the New Benefit Year only when it is needed to start tracking time earned and taken for 2013.Verify benefit accrual settings: check the carry over limits and check the employee info center for carry over amounts. Also in the Employee Info Center, you can override the default settings in Configuration.Note: If there are no carry-over or pre-accrue hours, you must process the first benefit accrual for 2013 to see the new benefit hour amounts.
  • Open Vision Utilities/1099 InitializationAs with the other initializations, Vision will record the process on the Posting Log Review report as an AL transaction type. Open Vision/1099 Processing/Show where to Generate a Work File.A work file can be generated as many times as necessary however, the previous work file will be deleted as will any manual edits to the previous work file.Note: if you generate a 1099 work file prior to completing all Accounts Payable processing in 2012, you must generate a new 1099 work file to include any updates since the last time the file was generated. If you do not re-generate the work file, your changes will not be reflected in the current 1099 file without manual updates.Vision only prints on the 1099-MISC form. The Gross Proceeds paid to Attorney (box 14) and Rents (box 1) must be entered manually on the 1099-MISC form.
  • PayrollOpen Vision Human Resources Drop-down list. With multi-period processing, Payroll is accessible in prior periods. Once the new W-2 Quarter/Year is opened, regular type Payroll runs, regardless of the period/year in which they are processed, are associated with the new W-2 Quarter/Year. Note: For this reason, it is important that you not open the New W-2 quarter/year until all Payroll payment processing and payroll adjustments are completed in the prior year first.Updating the FICA Tax Rates and Wage Base: Deltek recommends you use the System method for the FICA-OASDI and FICA-HI. The FICA-OASDI wage base for 2013 is $110,100.00. To update the tax rates, tax tables and wage base limits, you must install the Year End Update.You must verify withholding and contribution codes if their values should be reset to zero for the new calendar year. If you don’t reset the limits, vision continues to accumulate amounts until the limit is reached, instead of starting at zero for the new calendar year. (Configuration/Payroll/Withholding Codes (or Contribution Codes)).401K Withholding code Limit:For employees under the age of 50, the 2013 limit is $17,000.00 For employees over the age of 50, that want to catch-up, the 2013 limit is $22,500.00Opening a New W-2 Quarter/Year: You must open the new quarter/year after the last payroll and all benefit adjustments of 2012 have been completed and before processing the first payroll of 2013.
  • Payroll, cont’dOpen Vision to the W-2 generation section. Vision prints W-2s on the two-per-page form only. Before printing a final set of W-2s, you should print a test run. This test confirms that all of the W-2s print correctly and are properly aligned.Vision checks the FICA Taxable and Withheld amounts when generating the W-2 work file. If the amounts in Box 4 (Social Security Tax Withheld) and Box 6 (Medicare Tax Withheld) do not equal the amount expected based on actual taxable earnings times the appropriate percentages in the FICA settings, Vision will display a warning message. If this warning displays, you should investigate the reason for the difference between the actual and the expected amounts and resolve the discrepancy.Note: for Multicompany users, W-2s are generated for an employee within the active company only. You must perform the process within each company.Processing a Bonus Run: When processing a bonus run, Vision will increase an employee’s gross pay and apply the appropriate withholding amount for the taxes. There are two options for bonuses, use gross pay or net pay or use other pay. Note: You should process a taxable bonus before opening the new W-2 Year and before installing the Year end Update. Additional Taxable Income in the Form of a Benefit:To process additional taxable income in the form of a benefit, Vision increases an employee’s gross pay, applying the appropriate withholding for any selected Federal (including FICA), State, City and Local taxes. Examples of this type of benefit would include, but are not limited to, a company car, moving expenses, life insurance premiums over $50,000.00. This is also known as an “in and out” pay; the employee does not receive the amount of the benefit although taxable earnings are increased by the amount of the benefit. Note: You should process this taxable benefit income before completing the final payroll for 2012. Additional Non-Taxable Income in the Form of a Benefit:To process additional non-taxable income in the form of a benefit for an employee, vision increases an employee’s gross and net pay by the amount of the benefit, without withholding Federal (including FICA), State, City and Local taxes. Examples of this type of pay would include, but are not limited to, third-party sick pay, living expenses or health care benefits. Note: You must process this non-taxable benefit income before completing the final payroll for 2012.
  • Closing the 2012 Fiscal YearBefore Closing the Fiscal Year, Run the Open New Period Utility to open the New Fiscal Year. If using Vision to calculate overhead for regular projects, click Accounting/Overhead Allocation to run the allocation program. If using Vision to calculate revenue, click Accounting/Revenue Generation. Then, post the resulting journal entry.If applicable, run the Adjust Salary Job Cost process and the Consultant Accrual process.Print a full batch of Year End Accounting Reports. You can complete adjustments in a prior period. However, if those adjustment s affect 2012 amounts, you will need to re-run the financial reports.While it is not required in Vision that you close periods, Deltek recommends that you close a period after you process all data and print all reports for that period. This prevents users from posting transactions in the incorrect period and/or year.Audit Trail: When you close a period, Vision records the closing of the period on the Posting Log Review report as an AL transaction type.
  • Calendar Year End TasksRe-evaluate account number ranges for your General LedgerReview default account mappingsReview Accounts Receivable mapping of accountsIf applicable, enable Cash-Basis ReportingRe-evaluate the Overhead Calculations for the new yearRe-evaluate the Billing tables with the rates for the new yearReview Consultant AccrualsReview Adjust Salary Job costReview Labor Cross ChargeReview Timesheet periodsEnter the Holiday Calendar for the new year
  • Q1 Deltek Vision User Group Meeting

    1. 1. DeltekUsers Group Meeting March 2013
    2. 2. About BCS ProSoft• 27+ years experience implementing, supporting and providing consulting for business management software solutions• 1,500 clients in all 50 states, Canada and Mexico.• Award-winning partners with Deltek, Sage Software and NetSuite• http://www.bcsprosoft.com http://www.bcsprosoft.com
    3. 3. Deltek VisionBilling Rate Tables http://www.bcsprosoft.com
    4. 4. An Overview of Billing Rate Tables• Labor Rate Tables: used to assign rates based on the individual employee, the category, the activity/labor code or an exception to an employee’s typical rate• Expense Tables: used to assign markups to individual account numbers, expenses grouped by category or by vendor http://www.bcsprosoft.com
    5. 5. Examples of Organizing Rate Tables• By Type of Project: you might want different rate tables based on the type of project, for example government or private work, commercial or residential work• By Fiscal or Tax Year: you might set up new rate tables each year to be used on projects beginning in that year• By Type of Employee: you might want an employee billed differently for a particular project based on the type of activity or task they are performing http://www.bcsprosoft.com
    6. 6. TIP:Rate Tables for Fee Based Jobs Labor rate tables can be assigned tofee based jobs. This allows projectmanagers to review project reporting as ifit were a time and materials job. The onlyadditional step is to check the box “forreporting only” located at the bottom leftof the labor tab in billing terms. http://www.bcsprosoft.com
    7. 7. Use As Project Reporting Default Terms http://www.bcsprosoft.com
    8. 8. Billing Module/Billing Rate Tables http://www.bcsprosoft.com
    9. 9. Types of Labor Rate Tables• Rate Table – Rates for individuals are established in a Labor Rate Table.• Labor Category Table – Rates for categories are established in a Labor Category Table.• Labor (or Activity) Code Table – Rates are established based on a labor code. Because of the complexity of some labor codes, Deltek recommends this method the least. The one distinction or advantage is that an individual can be billed at multiple rates on a single project http://www.bcsprosoft.com
    10. 10. TIP:Create a Labor Category Table with allyour categories listed and all rates arezero. Name this table Category BaseTable. Then, you can create a table byselecting New/Select Table to Copy. Usingthis method, you can quickly create a newcategory table by only having to add therates. http://www.bcsprosoft.com
    11. 11. TIP:If you are using Rate Tables and anemployee gets an increase in their pay,you have to open each rate table andchange their rate.If you are using Category Tables, the onlything you have to change is their LaborCategory and their rate will automaticallychange to that rate, in every table. http://www.bcsprosoft.com
    12. 12. Labor Rate Table with Effective Dates http://www.bcsprosoft.com
    13. 13. Enable Effective Datesfor Labor Billing Rates http://www.bcsprosoft.com
    14. 14. TIP:Most contracts will not allow rateincreases. However, EffectiveDates can be very useful with thePlanning Module. You can set up atable with escalating dates andseveral rates per person based onthe Effective Date. http://www.bcsprosoft.com
    15. 15. Using Effective DatesThe Effective Dates feature allows you toestablish a schedule of rates at whichemployees are billed throughout thecourse of a project. This can be helpful forprojects that span across several years.You can use one table for the entireproject and have the rates change fordifferent employees at various times. http://www.bcsprosoft.com
    16. 16. TIP: To Disable Effective Dates… After you enable the effectivedates feature and create rate tablesusing effective dates, you cannot turnoff effective dates until after youdelete all effective dates fromexisting rate tables. http://www.bcsprosoft.com
    17. 17. Override Tables Override tables are exception tablesthat let you place in a separate tablethose employees who are being billed at adifferent rate or in a different category fora particular project. Using override tablesyou can also specify a maximum cost ratefor an entire category (rather than anindividual employee). http://www.bcsprosoft.com
    18. 18. Adding an Override Table http://www.bcsprosoft.com
    19. 19. Printing Rate Tables Print Options: • Print Current Labor Rate Table • Print Active Group • Select Labor Rate Table to Print http://www.bcsprosoft.com
    20. 20. Additional Reporting OptionsAs with all reports within Vision, Rate Tables can be printed,emailed or downloaded to 5-6 file types including Adobe pdf,Word and Excel. http://www.bcsprosoft.com
    21. 21. Search and Replace Located under Utilities/Advanced Utilities, the search and replace feature allows you to change the rate table on multiple projects at one time. Note: On the Labor tab of Billing Terms, the Labor Method must be the same as the type of table you are replacing the existing one with. http://www.bcsprosoft.com
    22. 22. http://www.bcsprosoft.com
    23. 23. Search and Replace History Log http://www.bcsprosoft.com
    24. 24. Security and Access Rights to Billing Rate TablesAs a Vision administrator, you can tailoran employee’s view of Billing Rate Tablesso they only see the tables they use inassociation with their projects. There aretwo types of access rights that can be setfor billing rate tables, Record Level Viewand Record Level Update. http://www.bcsprosoft.com
    25. 25. Config/Security/Roles/General Tab http://www.bcsprosoft.com
    26. 26. Security/Roles/Record Access Tab http://www.bcsprosoft.com
    27. 27. Steps for Limiting Access to Projects• In the Access field, select: Add/Modify• In the Record Level View field, select the Project Manager Number Is Me search• In the Record Level Update field, select Same As View http://www.bcsprosoft.com
    28. 28. Select Access to Billing Terms and Billing Rate Tables http://www.bcsprosoft.com
    29. 29. Searching for ExistingLabor Rate TablesWhen WilliamBerry clicks onLabor Rates, hehas the option toadd a new table.But, when hesearches forexisting tables, thesearch comes upempty.
    30. 30. Lower Section of the Labor Rate Table Set UpNot only does the employee have to be listed as project manager in the project info center, he also has to be listedas project manager on the rate table. None of the options in the lower section of the Labor Rate Table Set Up arerequired fields. But, information must be added here to limit access through security roles.
    31. 31. Now, he can select one existing rate table and add new tables.Now William Berry can select from two existing tables or create as many New tables as he needs.
    32. 32. Code
    33. 33. Two restrictions on Billing Rate Tables:
    34. 34. TIP:
    35. 35. Expense TablesYou establish expense account tables toapply multipliers to accounts when billinga project or a class of projects. Thesemarkups override the multiplier specifiedin the billing terms record if you are usingthe By Account method.
    36. 36. Global Table of AccountsUse caution when adding accounts and multipliersto the Global Table of Accounts. Deltek has createdthis table to Override the multiplier you establishin individual project Billing Terms.For example: add postage to the Global Table witha multiplier of 1.0.This would be used if your company has an acrossthe board policy that postage will never be markedup.
    37. 37. Sample Invoice Using Expenses By Account
    38. 38. Sample Invoice Using Expenses By Category
    39. 39. Sample Invoice Using Expenses By Vendor
    40. 40. Sample Invoice Using Consultants Billed As Expense
    41. 41. Deltek Vision 7.0Billing Overtime http://www.bcsprosoft.com
    42. 42. Billing OvertimeThere are three methods to bill overtime:1. Bill ovt as a premium cost2. Sep ovt with employee percentage3. Sep ovt with a project multiplier http://www.bcsprosoft.com
    43. 43. Bill ovt premium as costBills the premium part of the overtime at theend of the billing section as if it were a cost. http://www.bcsprosoft.com
    44. 44. Sep ovt with employee percentBills hours at a multiple of the employee’sbilling rate (from the employee info center)and separates regular, overtime and secondaryovertime on the invoice. http://www.bcsprosoft.com
    45. 45. Sep ovt with project multiplierBills hours at a multiple (set in billing terms) ofthe employee’s billing rate and separatesregular, overtime and secondary overtime onthe invoice. http://www.bcsprosoft.com
    46. 46. Overtime with Labor Category Tables or Labor Code TablesOvertime is tied to employee rates. In order tobill overtime when using categories or laborcodes, you must set up a second sort by nameand check timesheet detail. http://www.bcsprosoft.com
    47. 47. Choose the overtimemethod that will work bestin conjunction with thebilling rate method youhave selected for a projector with your contract terms. http://www.bcsprosoft.com
    48. 48. Categories Without Second Sortby Name and Timesheet Detail http://www.bcsprosoft.com
    49. 49. Categories With Second Sortby Name and Timesheet Detail http://www.bcsprosoft.com
    50. 50. Billing Schedules• Enable Billing Schedules in Configuration/Billing/General/Fees• Schedules are only used with Lump Sum jobs• Enter the dates and percentages to bill• When processing draft invoices in Batch Billing and one of the dates hits, the draft as well as the final invoice will be included in the run. http://www.bcsprosoft.com
    51. 51. TIP:This exampleis scheduledbypercentage.Schedules canalso be set upby amount.
    52. 52. Deltek VisionJoin us in June for the second quarter 2013Users Group Meeting http://www.bcsprosoft.com
    53. 53. More Information• For more information on how we can help your organization, give us a call at (800) 882- 6705 or visit us on the web.• For a list of upcoming events like quarterly User Groups, Training Opportunities, 29 Minute Webcasts and more, check out http://www.bcsprosoft.com/events http://www.bcsprosoft.com

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