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

Deltek Vision
User Group Meeting
September 2013

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

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

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

Billing Configuration
Enable Invoice
Approval by company
Define Default
Approval Process

Invoice Approvals – Billing Terms
Enable/disable
by project

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.

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.

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

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

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

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

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.

Update Fee Security
Percent complete record
access allows user to only
update:
• percent complete
• fee to date
• Description

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

Batch Billing

Interface – Deltek Kona Color Scheme

Interface – Icon picker for nav tree nodes

Interface – Flat Dashboard Styling

Interface – Hiding the report toolbar

Interface – Photo Setting for PIC and OIC

Interface – Kona Integration

Interface – Navigator Integration

Security – Users Info Center

Security – Forgot User ID

Security – Forgot Password

Advanced WBS Search

Advanced WBS Search – Detail View

Advanced WBS Search – List View

Expanded WBS Search – Cheat Sheet

Transaction Auto Numbering

Auto Numbering - Receipts

Auto Numbering - Payments

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.

• 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

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.

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.

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.

Enabling Overhead Allocation
• To enable Overhead Allocation:
– Select Configuration / Accounting / Overhead Allocation:

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.

Overhead Rate

Overhead Variance Project

Additional Accounts

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.

Override Project OH Rate cont.

Questions?

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

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