Improve Billing Process and Performance with Deltek Vision

Deltek Users
Group Meeting
March 2014

http://www.bcsprosoft.com
Improving Billing
Processes And
Performance

Today, we’re going to talk about
several areas in Vision that affect
Billing and Billing Processes and
Procedures.
The first is Timesheets…

• 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

The second area is the
Pre Billing Process.

• 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

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

• 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:

• 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:

Now, let’s look at Billing
Terms…

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

• 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)

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.

Billing Rate Tables…

• 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

Where do I enable Effective Dates?

New for Billing in v7…

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.

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

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

Where is the Biller Assigned?
New Biller Field

Enable Approvals in Configuration

Turn On By Project

Begin the Process in Interactive Billing

Biller Adds a Comment and Submits

• Preview – the Draft Invoice
• Comments
• Update Fees – if turned on in Security
• View Details
• Approve
• Reject
Options Available to Approver

On the Record Access Tab, set Billing
Terms to Full or Percent Complete.
Security Rights

• 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

There is a link to Project Review and
Project Info Center in Invoice
Approvals.
Project Links

• 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

Configure Invoice Approval Process

Credit Memos

Best Practice: Always Click Yes.

Credit the Correct Amount, Click OK

Assign a Number for the Credit Memo

Credit Memo can be Previewed and/or Printed.

Sample of Credit Memo

Credit Memo in Reporting

Vision Tips
Where do I find…

Where to find…
Reporting by Employee Realization
Tip #1

Where to find…Synchronize Fees
From Contract to Project.
Tip #2

Where to find…Project Budgeting
Categories
Tip #3

Where to enable Scheduled Billing…
Tip #4

Version 7.2 has expanded options for calculating
the Rate Method on a project (project info
center/budget and revenue tab).
Tip #5

After invoices are posted, run a report to
show labor and expenses that were written
off.
Tip #6

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.

Hawaii June 12, 2014
San Antonio June 17, 2014
Houston June 18, 2014
Next Users Group Meetings

Improve Billing Process and Performance with Deltek Vision

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