Deltek Insight 2011: What’s New in CP7 Projects

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  • Project Mapping – available only with “ACRN Only with Mapping” or ACRN/Line Item with Mapping”Project Level At and Below – editable only if “Use Project Mapping” is selectedInclude Schedule Bill – one row must be selected since schedule bill amounts are held at billing level and are not associated with an account in the billing tablesPLC Mapping – available only for LLR formulas, cannot overlap PLC within same project, PLC description is not project specific Account Mapping – can use summary or detail accounts, no overlapping of accounts within same projectRules for acct and plc mapping:Billing Requirement is ‘ACRN Only with Mapping’ or ‘ACRN/Line Item with Mapping’ and ‘Use Project Mapping’ box is unselected:Must have at least one line in the Account or PLC Mapping subtask for each Sequence NumberBilling Requirement is ‘ACRN Only with Mapping’ or ‘ACRN/Line Item with Mapping’ and ‘Use Project Mapping’ is selected: Mapping account or project labor categories is optionalException: If the same project number is used on multiple lines in the child table window and an account or project labor category exists for one sequence number, there must be at least one line in the ‘Accounts’ or ‘PLC Mapping’ subtask for all sequence numbers having the same project number
  • MappingACRN – will use ACRN mapping from Manage ACRN Bills screen – must have a record in Manage ACRN Bills and Billing Requirement must be ACRN/Line Item or ACRN Line Item with MappingDiscount and TaxesWAWF files are created using 4 line item types – 1 (CLIN – Contract Line Item), 2 (Fee – Other Charges), 3 (Discounts as computed on Standard Bills or entered on Project Product Bills), 4 (Tax – sales tax)User can separate or include taxes and discounts within the CLIN (MOCAS pay system will not allow taxes and discounts) – Allowed for CLIN mapping onlyUnits – applies to Standard Bills onlyMap Units by Account – unit transactions will be grouped by account mapped to the CLIN (UID and RFID info will not be used in Combo file) The unit quantity will be 1 and the unit price will be the total amount billed for the CLIN. Allowed for CLIN Mapping and ACRN MappingCombine Units by Transaction CLIN – unit transactions will be combined by entered CLIN/catalog. Quantity will be unit quantity and unit price will be computed as total billed for CLIN divided by unit quantity. (UID and RFID info can be used in Combo file). Allowed for CLIN Mapping and ACRN MappingUse Invoice ID - if selected the attachment name in the file will be the invoice ID. This is important since every file name must be unique or the WAWF file will be rejected.Fast Pay – available for Commercial Invoices and Combo only
  • CLIN Mapping - allows user to map projects, accounts and/or PLCs to CLINsOne row must have “Include Schedule Bill” selectedAccounts or PLC Mapping not required unless duplicate project with different CLIN is enteredIf no accounts or PLCs are linked to the project/CLIN, all billed costs for the entered project level and below will be grouped by CLIN within the WAWF fileAccounts and PLCs cannot be linked to the same line.Duplicate project numbers can be entered if linked to a different CLIN. However in that case, accounts or PLCs must be mappedPLC Mapping subtask is not available unless the billing formula of the WAWF project is an LLR type (CIMR, LLR, LLRCINBF, LLRCINL, LLRCINLB, LLRFNLBF, RSBFNLBF, RSMNLM)
  • Processing had to be modified to allocate any Over Ceiling and/or Retainage amounts from the Billing Level of the project to the transaction level of the projects. Fields are only populated for projects who have a record in Maintain ACRN Bills or Maintain Project WAWF Information.Special handling for Over Ceiling and/or Retainage Amounts.Reallocated Over Ceiling and Retainage Amounts not visible in ‘Edit Standard Bills’ screenEdits must occur in the ‘Maintain ACRN Bills’ screen – Current ACRN Allocation Amount field
  • Deltek Insight 2011: What’s New in CP7 Projects

    1. 1. CP173: What‟sNew in CP7ProjectsPresented by KimClark, Deltek and AnitaKnowles, Deltek
    2. 2. Enabling Success Project Human Financial Project Manufacturing Resources Management Management Do More Market Teaming CRM and Capture Win More Intelligence Solutions Management Know More Business Performance Management Winning More Increasing Project Improving Cash Reducing the Cost Business Visibility Flow of Compliance2 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    3. 3. Do More Project Human Project Financial Manufacturing Resources Management Management Do More Market Teaming CRM and Capture Win More Intelligence Solutions Management Know More Business Performance Management Project Execution Project & Corp Time, Expense, La Reporting, GRC & & Management Accounting bor, Payroll Compliance3 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    4. 4. Agenda Introduction New Projects Features  Improvements to WAWF and ACRN billings  Restricting revenue for closed periods  Status on Open Billing Detail  Changes to Invoicing for T&M Contracts  Questions4 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    5. 5. Key Session Takeaways  Understand new ACRN and WAWF functionality  Understand how ACRN and WAWF can be used together  Know how to restrict unwanted revenue in closed periods  See improvements to Open Billing Detail Report  Understand the new option for calculation of T&M contracts5 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    6. 6. Improvements to ACRN andWAWF Billing6 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    7. 7. Initialization of ACRN and WAWFConfigure WAWF Billing Settings Extensions were added for CAGE Code and DoDAAC codes7 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    8. 8. Manage ACRN BillsEnhancements:  Use Project Mapping  Project Level At and Below  Include Schedule Bill  PLC Mapping  Changes to Account Mapping8 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    9. 9. Manage Project WAWFInformationEnhancements:  Added extensions for CAGE code and all DoDAACs  Use ACRN Mapping, Default CLIN or CLIN Mapping  Option to Include Discounts and Taxes in CLIN  Map Units by Account or Combine Units by Transaction CLIN  Use Invoice ID as Attachment File Name or Browse for File Name  Added Fast Pay9 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    10. 10. Manage Project WAWFInformation CLIN Mapping Used for Standard Bills only If CLIN Mapping selected one row must exist Project number entered is “Level At and Below”  Cannot be “stacked” One row must have “Include Schedule Bill” selected Accounts or PLC Mapping not required unless:  Duplicate project with different CLIN is entered10 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    11. 11. Calculate Standard Bills No change to user interface Manage Project Billing Info and Manage ACRN Bills must be completed Normal Processing steps should occur prior to calculating bills  Load Labor Rates  Adjust Open Billing Detail Records  Update Cash Basis Information  Ceilings, Overrides, etc… Processing steps have been modified  Additional fields added to BILL_EDIT_DETL table  WAWF_CST_CEIL_AMT  WAWF_TOT_CEIL_AMT  WAWF_FEE_CEIL_AMT  WAWF_RTNGE_AMT  WAWF_SALES_TAX_AMT11 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    12. 12. Manage Standard Bills Edits to hours, direct amounts, units, burden, fee and/or cost of money amounts can be handled as usual Special handling for Over Ceiling and/or Retainage Amounts.  Reallocated Over Ceiling and Retainage Amounts not visible in „Manage Standard Bills screen  Edits must occur in the Manage ACRN Bills screen – Current ACRN Allocation Amount field  Edits to Over Ceiling and/or Retainage Amounts for ACRN/WAWF projects will prompt a warning message12 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    13. 13. Create WAWF Billing Files New selection “Use User ID/Timestamp as File Name” added  Default output location from Configure Billing Settings will be used along with the CP logged user id and timestamp.  ACCTNGAKNOWLES_10OCT2007_152.FTP13 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    14. 14. Post Standard Bills No changes to Post Standard Bills screen No changes to billing history screens Updates new history tables  PROJ_ACRN_HDR_HS  PROJ_ACRN_DETL_HS  No Costpoint user interface to view tables  Used to reverse bills Manage ACRN Bills is updated  Current ACRN Allocation Amount reset to 0.00  Previous ACRN Allocation Amount updated with Current ACRN Allocation amount14 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    15. 15. Restricting Revenue in ClosedPeriods15 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    16. 16. Configure Project Settings “Restrict Revenue for Closed and N/A Periods” must be selected  Affects entry of revenue adjustments  Affects ability to compute revenue  Default is for this option to be checked, but it can be unchecked to opt out at any time  Recommended that a period be reopened instead of turning off the feature16 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    17. 17. Manage Revenue Information Fiscal Year/Period/Subperiod is Closed or Not Available  Will be unable to save revenue adjustment  Will be unable to change existing revenue adjustment17 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    18. 18. Compute Revenue Fiscal Year/Period/Subperiod is Closed or Not Available  Will not be able to compute revenue  Can override in prior years by selecting “Process Closed Fiscal Years”18 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    19. 19. Open Billing Detail Report19 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    20. 20. Status on Open Billing DetailReport Added Status on report to show that an item is not being billed in whole or in part  „H‟ – transaction on hold or partial hold – transaction on hold if quantity/hours/amount is zero, partial if not equal to zero  „W‟ – transaction written off or partially written off – transaction written off if quantity/hours/amount is zero, partial if not equal to zero  „HW‟ – transaction has both hold and write-off amounts  Eligible amounts to be billed displayed in quantity/hours/amount columns with no status20 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    21. 21. Billing User Groups in OpenBilling Detail Report Added Billing User Groups  “Assign Bills to User Group” must be selected  Only projects linked to user will be included21 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    22. 22. Billing User Groups in OpenBilling Detail Report22 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    23. 23. Changes to Invoicing for T&MContracts23 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    24. 24. Why Use Billing Rounding andWhat is it? T&M-type standard invoices printed at billing formula level may not show correct calculation of labor rate times hours due to summarizing detail calculations Often invoices must be corrected off-line to receive payment  Invoice sent to customer does not agree with posted invoice  When invoice is paid, differences must be corrected in A/R Recalculation of invoice lines that are grouped together so labor rate times hours show correct calculation  Recalculation is for current amount to bill  Only largest detail row within each group may be recalculated  Only applies to labor portion of “Loaded Labor Rate” type bills  Previous amount billed will not be recalculated24 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    25. 25. How does it work? Based on selections in “Hours” subtask of Manage Generic Billing Formats:  Detail lines with a line type of Hours are grouped together and aggregated on billing level formula level (summary) bill  If labor rate times hours does not calculate correctly, largest detail line is adjusted  Any detail invoices or supporting schedules used as backup may have lines that do not “foot” across  In total detail invoices and supporting schedules will agree with summary level invoice Only affects projects with loaded labor formula computed using Standard Bills  Displaying hours and rate on invoice  No recalculation occurs for billing rate type „A‟25 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    26. 26. Configure Billing Settings Must select “Recalculate Detail Rows” Company-wide selection Once selected cannot be deselected26 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    27. 27. Manage Generic Billing Formats Lines grouped by selections in Hours subtask of Manage Generic Billing Formats  Will recalculate lines only if “Show Billing Rates” and “Show Current Period Hours Billable” are selected  Detail line with largest amount to bill will be recalculated within each group (Labor Category/Employee Vendor Name)27 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    28. 28. Five transactions billed with a PLC rate of 37.27/hour: TS Date Project Employee Hours Rate Billed Amt or Vendor 02/01/2011 RNDG.01 ASAKA 28.81 37.27 1,073.75 02/05/2011 RNDG.02 BEEMER 29.39 37.27 1,095.37 RNDG.02 ABC 30.23 37.27 1,126.67 02/10/2011 RNDG.01 ASAKA 24.91 37.27 928.40 02/10/2011 RNDG.02 BEEMER 26.32 37.27 980.95 Totals 139.66 5,205.14History table: Project Employee Hours Rate Billed Amt RNDG.01 ASAKA 51.16 37.27 1,906.73 28 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    29. 29.  Detail lines are grouped based on selections in the “Hours” subtask of Manage Generic Billing Formats Detail lines (hours and costs) are added together within each grouping (Labor Category and Employee/Vendor)  Current Hours times Rate is tested to ensure the Current Amount is calculated correctly Labor Employee/ Current Rate Current Cumulative Cumulative Category Vendor Hours Amt Hours Amt EN ABC Travel 30.23 37.27 1,126.67 30.23 1,126.67 Engineer ASAKA 53.72 37.27 2,002.15 104.88 3,908.88 Beemer 55.71 37.27 2,076.32 55.71 2,076.32 Totals 139.66 5,205.14 7,111.87 Lines that need to be adjusted (will be flagged as adjusted in tables):  ASAKA needs to be adjusted by -.01 (53.72 * 37.27 = 2,002.14)  Beemer needs to be adjusted by -.01 (55.71 * 37.27 = 2,076.31) The prior billed amounts are NEVER adjusted29 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    30. 30. New Summary Invoice Labor Employee/ Current Rate Current Cumulative Cumulative Category Vendor Hours Amt Hours Amt EN ABC Travel 30.23 37.27 1,126.67 30.23 1,126.67 Engineer ASAKA 53.72 37.27 2,002.14 104.88 3,908.87 (53.72 * 37.27) (2,002.14 + 1,906.73) BEEMER 55.71 37.27 2,076.31 55.71 2,076.31 (55.71 * 37.27) Totals 139.66 5,205.12 7,111.85  On each line the Current Hours times Rate = Current Amt  Each detail that was adjusted will be flagged (RECALC_DETL_FL)  Invoice total is adjusted to sum of current amounts  Cumulative amounts = current amount + prior billed amounts  Cumulative amounts are not adjusted so that the Cumulative Hours times Rate may not equal the Cumulative Amt30 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    31. 31. Detail Invoices RNG.01 Labor Employee/ Current Rate Current Cumulative Cumulative Category Vendor Hours Amt Hours Amt EN ASAKA 53.72 37.27 2,002.14 104.88 3,908.87 Engineer (53.72 * 37.27) (2,002.14 + 1,906.73) Total 53.72 2,002.14 104.88 3,908.87 RNG.02 Labor Employee/ Current Rate Current Amt Cumulative Cumulative Category Vendor Hours Hours Amt En ABC 30.23 37.27 1,126.67 30.23 1,126.67 Engineer Travel BEEMER 55.71 37.27 2,076.31 55.71 2,076.31 (55.71 * 37.27) Total 85.94 3,202.98 85.94 3,202.98 Invoice total on detail invoices must sum to the invoice total on the summary invoice Current Hours times Rate may not calculate correctly due to adjustment31 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    32. 32. Supporting Schedules RNDG Supporting Schedule Labor Employee/ TS Date Current Rate Current Cumulative Cumulative Category Vendor Hours Amt Hours Amt EN Engineer ABC Travel 30.23 37.27 1,126.67 30.23 1,126.67 ASAKA 02/01/2011 28.81 37.27 1,073.74 51.16 2,980.47 (1,073.75 - .01) 02/10/2011 24.91 37.27 928.40 928.40 BEEMER 02/05/2011 29.39 37.27 1,095.36 29.39 1,095.36 (1,095.37 - .01) 02/10/2011 26.32 37.27 980.95 26.32 980.95 Totals 139.66 5,205.12 190.82 7,111.85 Total on supporting schedule must sum to the invoice total on the summary invoice Some detail lines will not calculate correctly due to adjustment for summary invoice since they are printed at more detail (including timesheet date) No recalculation of supporting schedules if:  Using 1035 billing format and “Suppress (1035 Format Only) is selected  “Hours Only” box is selected32 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    33. 33. Supporting Schedules RNDG.01 Supporting Schedule Labor Employee/ TS Date Current Rate Current Cumulative Cumulative Category Vendor Hours Amt Hours Amt EN ASAKA 02/01/2011 28.81 37.27 1,073.74 51.16 2,980.47 Engineer (1,073.75 - .01) 02/10/2011 24.91 37.27 928.40 928.40 Total 53.72 37.27 2,002.14 51.16 3,908.87 RNDG.02 Supporting Schedule Labor Employee/ TS Date Current Rate Current Cumulative Cumulative Category Vendor Hours Amt Hours Amt EN ABC Travel 30.23 37.27 1,126.67 30.23 1,126.67 Engineer BEEMER 02/05/2011 29.39 37.27 1,095.36 29.39 1,095.36 (1,095.37 - .01) 02/10/2011 26.32 37.27 980.95 26.32 980.95 Total 85.94 37.27 3,202.98 85.94 3,202.9833 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    34. 34. Summary – Billing Rounding Used for T&M invoices displaying hours and rates that do not calculate correctly on the billing formula level (summary) invoice Must select “Recalculate Detail Rows” in Configure Billing Settings Recalculation based on selections in Hours subtask of Manage Generic Billing Formats (used to aggregate detail lines into groups)  Will recalculate lines only if “Show Billing Rates” and “Show Current Period Hours Billable” are selected  Adjustment made to line with largest amount to bill within group  Recalculation flag will be set on adjusted records  Not visible in any screens but exists in BILL_EDIT_DETAIL and BILLING_DETL_HIST  Edit bills in Manage Standard Bills will overwrite adjustments Recalculation for current amount to bill only  Detail bill lines and support schedules may no longer “foot” across due to adjustment but totals will support the summary invoice Previously billed amounts will not be recalculated34 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved
    35. 35. Questions www.twitter.com/deltek www.facebook.com/deltekinc www.linkedin.com/company/163414 www.youtube.com/user/deltekinc35 5/22/2012 ©2011 Deltek, Inc. All Rights Reserved

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