What's New in Deltek Vision 7.3 | Deltek Vision User Group Meeting

Deltek Vision
Users Group Meeting
September 2014

New
Features in
7.3
http://www.bcsprosoft.com

Changes to
Compensation:
New Breakout
Options

Compensation Breakout
Defining The Full Scope of the Contract
• Compensation / Fees / Contract – The contract amount of a project
• In Vision 7.2 and prior, compensation was made up of the following
component parts:
1. Compensation – Defined as Fee for Labor and Direct Expense
2. Consultant Fee – Defined as Fee for Direct Labor
3. Reimbursable Allowance – Defined as the contractual amount for
pass through expense and consultants
• In Vision 7.3, compensation is broken out into its sub-parts
1. Labor
2. Direct Expense
3. Direct Consultant
4. Reimbursable Expense
5. Reimbursable Consultant

Compensation Breakout
Main Entry Areas
1.Project Info Center: Budget and Revenue Tab
2.Project Info Center: Contract Management Tab
3.Project Planning: Analysis Tab & Labor Tab

Budget & Revenue Tab
Rev Gen not
currently
included in
Rev Gen not
currently
included in
scope
scope

Contract Management Tab

Project Planning

Project Review – At Cost (New Tab)

Options (Accounting / Project Review)
Defaults to
Planning

Options (Accounting / Project Review)
Must change to
Project Budget
to Update %
Complete

Project Review – At Billing (New Tab)

Impact on Reporting
The four new compensation fields were
included in all compensation related reports
Project Reports:
• Contract Management Report
• CRM Project Summary
• Office Earning
• Project Audit
• Project Audit Detail
• Project Earnings
• Project List
• Project Progress
• Project Summary
• Project Template Audit
• Project Template Audit Detail
Planning Reports:
• Labor Plan EVT Charts
• Project Planning Analysis
• Project Planning Schedule
• Project Planning Performance

Also New…
View Supporting
Documents in Project
Review – both AP vouchers
and employee expense
report receipts.

New Options
For
Dashboards

AR Invoice
Review
Dashpart

This New System Dashpart
uses a project search to let
you pick the projects you
want to review.

AR Invoice Review Dashpart
CONFIDENTIAL ©18 2014 Deltek, Inc. All Rights Reserved

Dashpart Column Selection
Info Center Dashparts -
Security Rights Enforced.
View just the data you
need.

Project Dashpart Advanced
WBS Search
• Project Dashpart Advanced WBS
Search: now you can view WBS2
and WBS3 Records in the
Dashpart
• Same Project Advanced WBS
Search Lookup as the Project
Info Center

New in Opportunities
• Opportunity Forecast Report can be
Based on your Fiscal Year.
• Closed Reason field and Closed
Notes field have been added to the
Opportunity Info Center

New For Activity Grids
The Activity Grids can now be
edited directly in the Info
Centers.
Note: Start and End Date/Time
must still be edited by using the
Activity Manager Form.

New For
Timesheets

The week number
can be added to
timesheets.

New
For TDM:

New in Expense Reports
Print
Supporting Documents
in
Expense Reports

The Help/About Screen

Text Editor Changes
• The new text editor features are
available in all Memo Fields
(unlimited text).
• Mispelled words will be underlined
with a red squiggly line.
• New words can be added to the
dictionary.

The most
exciting new
feature:
Credit Cards

Overview
• Create credit card statements in Vision
and import credit card charges from
your credit card company into them.
• On expense reports, employees can add
a charge that they made with a company
issued credit card by selecting the
charge from the list of imported charges.
Only charges they made will be on their
list.

Prerequisites:
Before you can turn on the credit
card feature, you must select the
allow entry of company paid items
check box on the Setup tab in
Configuration/Time &
Expense/Company Expense.

Configuration – Company Expense Report

Set Up
• From the Vision Navigation menu, click
Configuration/Accounting/Company Settings
• On the General Tab of the Accounting Company
Settings form, select the Enable use of Credit Cards
check box

Set Up – Accounting
Company Settings

Set Up
• Click Save and close Accounting
Company Settings
• From the Vision Navigation menu, click
configuration/Accounting/Credit Card
• On the toolbar on the Credit Card form,
click New/New Primary Credit Card

Set Up
• On the General tab, set up and enter basic
information for a primary credit card that your
company uses.
• In the Secondary Credit Cards grid, add one or
more cards associated with the primary card; for
each, enter the employee authorized to use it
• Open the Import tab and enter settings for the
import file; you enter formatting information and
select fields
• Click Save; repeat for each card holder

Set Up

Set Up – Credit Card Import
Define the value within the
imported text file that will
represent that secondary credit
card.
For example:
Cardholder Name =
Joanne Smith
Sample
file from
credit
card
company

Set Up for Credit Card Import
• Single import for
each primary credit
card.
• Vision will use
import value to
parse records from
file into secondary
account.
• 5 User define fields
for additional
information on
charge (i.e. location
of charge)

Import Credit Card
Import Credit Card charges from within Credit Card Reconciliation

Alerts
The following alerts, in the Expense folder:
Configuration/General/Company Alerts,
can be set up to notify employee about the
imported charges:
• New Credit Card Transactions Available
• Past Due Credit Card Transactions

Alerts
• Improve timeliness
of expense report
submission.
• Alert employee
when new charges
are available.
• Alert provides link
to enter expense
report.

Alert – Past Due Charges
Alert employee they
are late in entering
their expense report.
Alert employee’s
supervisor of past
due charges.
Define past due (15
days, 30 days, etc.).

Expense Reports
• Expands on company paid feature.
• Credit Card selection on company paid
records.

Expense Report – Credit Card Charges
Imported credit
card charges
Add imported credit card charges to
the main expense report

Expense Report - Credit Card Pane
What charges will show in credit card pane?
Included:
• New imported
charges
• Old imported
charges not
associated with
expense report
• Charges with a
remaining balance
Excluded:
Charges with zero
remaining balance amount
Charges cleared within
reconciliation

Expense Report Posting
Debit:
project
expense
Credit:
Company
Paid account
defined in
Secondary
credit card.

Split Charges
• Split charges (if credit card charge needs to shared
between multiple projects)
• Process:
1. Add credit card charge to Expense Report.
2. Adjust amount in expense report amount column.
3. Remaining balance available to add to expense report
again
• Credit Card Reconciliation
• All charges associated with original imported record.
• Reconciliation will summarize
• Details dialog will show all details of the transactions.

Personal Charges
• Employee reimbursing through payroll or third party payroll.
– Setup expense category for personal charges to define the GL account.
– Employee adds charge to expense report specifying personal charge
category.
– At time of payroll, review personal charges GL account. Enter in
personal charges withholding amount by employee or provide
information to outside payroll service.
• Employee reimbursing through employee expenses.
– Setup expense category for personal charges.
– Employee adds charge to expense report specifying personal charge
category.
– Employee adds second line to expense report specifying personal
charge category with negative amount (reducing reimbursement
amount).

Multicurrency
• Configuration
– Define currency of Credit Card
• Currency of statement, currency credit card will be paid.
– Must import payment amount (amount in credit card
currency).
– Can also import transaction amount.
• Expense report
– Show both amount in transaction currency and
payment amount(credit card currency).
• Credit Card Reconciliation
– Credit card currency (payment currency)

Processing Credit Card
Expenses in Vision
You record expenses paid
with a company credit card in
these places:
• Expense Reports
• AP Disbursements

AP Disbursement
Pay vendor invoices by
credit card.
Define payment method of
credit card on the entire AP
disbursement file.

AP Disbursement Posting
• Credit company paid credit card account rather than cash account
associated with bank when payment method credit card.
• No cash basis posting for payment method credit card.
• AP Disbursement does not update Paid this Year (i.e. does not impact 1099)

Vendor Review

Reconciliation
Available in Account/Credit Cards/Reconciliation
• Create the credit card statement and import
charges from the credit card company into the
statement – this is done before the actual
statement is finalized which allows you to
import credit card charges on an ongoing basis
throughout the month.
• Imported charges are matched automatically
with the credit card charges that are posted on
the employee expense reports and AP
disbursements.

Reconciliation
• Charges that have a matching imported
charge can be cleared automatically by Vision
or you can clear manually.
• Identify charges not yet entered into Vision
and when all charges are reconciled and
cleared, you close the statement.
• A cash-basis journal entry (for all cleared
company paid charges) can be entered when
the statement is completely reconciled.

Credit Card Reconciliation - General
• Create statement
to reconcile with
statement from
credit card
company.
• Define associated
transactions with
range of dates.

Credit Card Reconciliation - Import
• Import charges – daily,
weekly, monthly.
• Imported charges
available to
cardholders in
Expense Reporting to
add to expense report
• Review history of
import and any errors
during import.

Credit Card Reconciliation - Summary
• Summary by
secondary
credit card.
• Reconcile
primary credit
card balance
to the sum of
all secondary
accounts.

Credit Card Reconciliation - Charges
• Pinpoint missing charges.
• Review details of posted records.
• Automate the reconciliation process by
transaction ID.

Credit Card Reconciliation
Missing Charges
With import:
Missing charges are imported charges without a matching
posted record.
Filter to focus on just missing charges.
View charges associated with in-progress expense reports.
Option to include missing charges from prior statements.
Without Import:
Missing Charges are inserted charges.
Enter missing charges in grid.
Amount displays in separate column for clarity.
Clear both missing charge and posted record when missing
charge is entered by card holder.

Credit Card Reconciliation
Create Cash Journal Entry
Cash only Journal Entry to
updated cash basis with
company paid
transactions.
Create JE when statement
is reconciled.
Debit the original
accounts on expense
reports and AP
disbursements.
Credit company paid
credit card account.

Credit Card Review
• Answer credit card charge questions:
• When was last time I paid my AA membership?
• How much has the firm spent at Marriott over the past year?

Overview of Postings
Expense report posting (credit card AMEX)
debit project expense (meals) 100
credit company paid account 100
Expense report posting (credit card AMEX)
debit project expense (travel) 200
AP disbursement posting (payment method credit card)
debit project expense (office supplies) 250
AP voucher to pay AMEX – manual entry
debit company paid account 550
credit liability account 550

Navigator 1.9
•Available since June, 2014
• Compatible with 7.2 and
7.3 – however much of the
new functionality is seen
after upgrading Vision to
7.3

Navigator is
all about the
Project Managers

• Navigator Plans can now be set up by
Cost, Billing or Both (but, will still follow
your security rights)
• Now, the Direct Consultant and Direct
Expenses fields will be grayed out – they
will be controlled by Accounting
• Promotional Projects and Overhead
Projects can now be viewed in
Navigator, even if the fields are blank.

Additions to the Navigator
Tab in Security/Roles

Accounting Tab in Security/Roles
• Selecting Subtotals Only,
Navigator will show WBS
totals only.
• Selecting Final Totals,
Navigator will show Project
totals only.
• If the Include cost amounts
in spent and profit
calculations is checked, labor
cost will be included in Labor
EAC profit, profit % and
Labor EAC multiplier

Note: for employees
without security rights
to see labor cost,
those columns will
contain: ***

New buttons, top right, will show if the Plan is Billing, Cost or Both.
The information displayed when you click on the Blue Circles will change
depending on whether Billing is selected or Cost is selected.

The “Column Earned” tracking has
been renamed to “Estimated Earned”

Red Indicator Circle
The Red Indicator Circle will now include EAC information on
Labor, Expenses and Consultants.

Existing Navigator Plans
• When you upgrade to 1.9, existing
Navigator plans will convert to
Billing to preserve security.
• Existing Planning plans can be
converted to whatever the plan is,
cost, billing or both.

New Invoice Tab for Navigator
Invoices are sorted by Invoice Date

Invoice Details Column
Click on the magnifying glass to see the
details of the Invoice

View Invoice Column
Click on the Invoice Page symbol to see
a copy of the actual Invoice

Comment Column
Clicking on the Comment bubble will open a dialog
box where you can enter your comments
regarding this project’s invoice

Orange Sunburst Symbol
Clicking on the number in the
orange sunburst will show
projects that you have invoice
approvals pending; click on
the project name to go
directly to the project and
invoice.

Approve or Reject Invoices
Click the green check
mark to approve the
invoice
Click the ! to reject
the invoice

Other Updates in Navigator 1.9
• Billing information will be displayed with Orange
• Cost information will be displayed with Blue
• You can now search for projects using the Long
Name however, only the Project Number and
the Short Name will be displayed
• The Client Name will now show

Navigator and the new
Vision 7.3 Credit Card Feature
• You will need to assign the credit card
charges in your Expense Report in Vision but
they will be visible in Navigator Expense
Report
• You can change the amounts in Navigator
• You cannot delete a credit card line item in
Navigator

Tips And
Tricks

To update Vendors on the Team Tab in the
Project Info Center
Check Update Project Vendor Association
when Posting Vouchers:
Configuration/Accounting/System Settings/General Tab

New Credit Card Feature
The credit card feature can be
used by importing the
statement from your credit
card company or, it can also be
used by manually entering the
charges.

New Credit Card Feature
You can Undo a
Credit Card Import

Cost Pay Rate Tables
Cost/Pay Rate Tables not only give
you the option to Pay an employee
multiple rates but also to have
different Job Cost Rates associated
with the different Pay Rates. These
can be assigned by Project.

Configuration/Accounting/System Settings

Project Info Center

Line Item Approval for Timesheets
Line Item Approval for
Timesheets can be turned on
project by project – a great help
to those project managers that
wish to keep a close eye on who
is working on their projects.

Next Users Group Meetings:
Hawaii – December 11
San Antonio – December 16
Houston – December 17

What's New in Deltek Vision 7.3 | Deltek Vision User Group Meeting

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