Consultant Accruals in Deltek Vision | Deltek Vision User Group Meeting | Q2 2014

Experience. Expertise. Results.Experience. Expertise. Results.
Deltek Vision User Group
Meeting — June 2014
San Antonio, TX
Houston, TX
Honolulu, HI
(800) 882-6705
www.bcsprosoft.com/deltek-vision
Deltek Vision Solution Providers & Consultants

Introduction
Thanks for your interest Deltek Vision.
The following slides were presented by Vision Consultant, Nedra
Roberson at our user groups in San Antonio, Houston, and Honolulu. If
you’d like to attend one of our user groups you can attend for free by
signing up on www.bcsprosoft.com/deltek-vision.
If you have any questions about the material presented or are
interested in training or consulting, please contact BCS Prosoft.

Introduction
Nedra Roberson
Vision Consultant at BCS Prosoft
Nedra.Roberson@bcsprosoft.com

Agenda
 Lunch and Introductions
 Consultant Accruals
 Consultant Ledger and Vouchers by Project
 User Defined Options to Track Consultant Accruals
 Deltek Vision Tips & Tricks

Consultant Accruals
Some things you probably didn’t know about them.

Consultant Accruals
• Calculate accrual amounts based on budget, estimate to completion (ETC)
or estimate at completion (EAC) amounts.
• Post accruals as they are generated.
• Suppress billing.
• Update percent completes; you can drill down to compensation and billed
detail.
• Send reports to process server before printing.
• Save report settings.
• Select single accounts, by account range, or by project.

Consultant Accruals
Before running Consultant Accruals, you must establish a budget:
Accounting > Budgeting > Project Budgeting

Consultant Accruals

Consultant Accruals Toolbar
• Update %: Click this button to display the Update Percent Completes dialog box, on which you
review budget versus spent amounts, and then update the overall percentage completes
and/or compensation/fee amounts.
• Run: Click this button to produce accrual journal entries.
• Schedule: Click this button to send your selected reports to the process server to be printed.
When a job is submitted, Vision places it in the selected process queue in the order that it was
received. The process is then run based on the options specified on the Schedule dialog box.

Consultant Accruals Form

Consultant Accruals
• Saved Options: As with other Vision reports, you can load previously saved reporting selections in the Saved Options
field.
• Organize Button: Click this button to display the Organize Options dialog box, on which you can save options and
specify access by security role.
• Default Button: Click this button to restore default settings.
• Select Specific Projects: Enter a project number in this field to choose a specific project for which to accrue
expenses or click and use the Project Lookup to select a project. If you do not choose a specific project, then the All
Projects default is implemented. If you use the Multi-company feature, the list of available projects is limited to
those belonging to the active company.

Consultant Accruals
• All Accounts: Select this option to include all the accounts from your Chart of Accounts
list. After you select this option, you can use Account Range fields to specify a filter.
• Account Selection: Select this option to choose a specific account. After you click this
option, enter the account number in the corresponding field.
• Account Wildcards: Use this option if you want to enter wildcard characters and then
enter the characters in the corresponding unlabeled field. Accounts included in the
process will match your wildcard pattern.

Consultant Accruals
• Account Range: Use the check
boxes in this section to select
the accounts that you want
processed. The accounts are
Direct Consultants,
Reimbursable Consultants,
Direct Expenses, Reimbursable
Expenses, and Indirect
Expenses.

Consultant Accruals
• Suppress Billing: Select this check box to
suppress the billing for each transaction.
• Replace existing unposted consultant accrual
journal entry of the same file name: The
process cannot run if there is an existing
unposted journal entry file with the same file
name and this option has not been selected.
• Post consultant accruals as they are
generated: the journal entry will be posted
automatically when the process has run.
• Journal Entry File Name: While the name can
be modified, the file must always begin with
ConAcc as the first six characters.

Consultant Accruals
From the drop-down list, select one of the predefined options to specify how your project accounts are going to
be accrued. This is the basis for your calculations.
• Options are:
– Budget minus (Percent Complete * Budget) minus Job to Date Spent
– ETC (Estimate to Complete) minus (Percent Complete * Estimate to Complete) minus Job to Date Spent
– EAC (Estimate at Completion) minus (Percent Complete * Estimate at Completion) minus Job to Date
Spent
• Budget Source: If you use Planning, you can select Budget Worksheet or Project Planning as the budget
source. If you select Project Planning, select an option from the Basis for Planning Calculations field.

Consultant Accruals
If you select Project Planning
in the Budget Source field,
select a date in this section.
Options are:
• Today's Date
• Period End Date
• Specific Date

Consultant Accruals Form
Select the date to use for currency
exchanges.
Options are:
• Today's Date
• Period End Date
• Specific Date
Note: These options display on the
Consultant Accruals form only if you use
the Multicurrency feature.

Consultant Accruals
Click on Update % on the top toolbar.

Consultant Accruals
In the dialog box, enter the Expense
Complete percentage. Then, click Run.

Consultant Accruals
Form selections to process
Direct Consultants at 10%
complete.

Journal Entry Posting Log

Consultant Accruals
Form selections to process
Reimbursable Consultants at
10% complete.

Consultant Accruals
Review the Project Budget Worksheet
to see the new JTD Spent amount.

Project Review,
Direct Consultant

Project Review,
Reimburse Consultant

Suppress Billing Option

Interactive Billing
If you do not check the suppress bill box, the 10% will flow through to
billing (for the reimbursable consultants).

Interactive Billing Invoice Review

Other Options for Accruals
Vision has two reports that can be
used to monitor Consultant
Accruals. Both reports are under
Project Reporting.

Consultant Ledger,
Voucher Detail View

Consultant Ledger,
Vendor Summary Selection

Consultant Ledger,
Vendor Summary View

Vouchers by Project

Vouchers by Project
Vendor Summary Selection

Vouchers by Project
Vendor Summary View

AP Payment Processing for
Consultants
The 10% accrual is NOT reflected in AP Payment Processing. This
must be entered manually.

AP Payment Processing
Checks were cut to both consultants for 10% of their total vouchers.

Vendor Review by Consultant

Another Look at the
Budget Worksheet
The JTD numbers did not change after payments were posted to
consultants. The same is true in the Project Review.

A Second Look at the
Vouchers by Project Report

Using the Office Earnings Report
Run the Office Earnings Report at Cost.

Office Earnings Report
General Tab Options

Office Earnings Report
Column Selection

Calculated Fields

Tracking Consultant Accruals
By Leveraging User Defined Options

Create a New Tab
or Project Info Center

In the Project Info Center
Enter Data on the New Tab

Select the New Grid on the
General Tab of Report Options

Project Report
Using the New Grid

Custom Tab with Fields

Calculated Fields
Created in Configuration

Project Report
Using the New Fields

Tips & Tricks
Deltek Vision Tips & Tricks

The Cash Flow Report Requires a Budget
to be entered before forecasting data will
display.
Reporting > Accounting > Cash Flow Report

Another Budget Related Report

Use the Profit Planning Monitor to monitor performance
against budgets. For each revenue and expense account, the
report displays the budgeted and actual amounts for the
current period and year to date. It also shows totals for
actual and budgeted revenue and expense, and calculates
actual and budgeted profit or loss.

The Profit Planning Monitor Report is found under the General
Ledger Reports. General Ledger Budgets can be set up under:
Accounting > Budgets > General Ledger

The Office Earnings Report offers two columns, Budgeted
Amount and Budgeted Hours,
that can be used with Navigator Plans.
On the Budget tab,
select Budget Source: Project Planning
Reporting > Project > Office Earnings Report

To include user defined numeric fields in report totals, check the
“Include in Report Totals” box.
Configuration > General > User Defined Components

Vision Navigator will only show Labor at
Billing. While role security is supported
throughout Navigator, as an extra safety
precaution, JTD Labor Amounts are only
shown at Billing Rates.

Prepare for Deltek Vision 7.3!
The next version of Deltek Vision, 7.3, is targeted to be released in June, 2014 and will include many great new benefits including:
• Managing company paid credit cards
• Expanded internationalization and localization features
• Harvesting information from Linked In
• Improved compensation break out
• And more
Start Preparing Now! Because of Microsoft’s de-support of Windows XP in April 2014, Deltek can no longer support the Windows XP client operating
system beginning with Vision 7.3 and extending to future releases.
The following client operating systems will be supported for Vision 7.3:
• Windows 8 or 8.1
• Windows 7
• Windows Vista
Additionally, to use this new version you must ensure that .NET Framework 4.5.1 is installed on any workstation that runs Vision.
Deltek will also be de-supporting Microsoft SQL Server 2008 with the release of Vision 7.3 for both the Database and Reporting servers.

SIGN UP FOR YOUR LOCAL USER GROUP
SAN ANTONIO, TX; HOUSTON, TX; HONOLULU, HI
SEPTEMBER, 2014
Click here to learn more:
http://bit.ly/dvugm

Who We Are
• 27+ years experience with accounting Software and ERP for
distributors, manufacturers, equipment & event rental companies,
architects & engineers, and professional services firms.
• 1,500+ clients in all 50 states, Canada and Mexico.
• Regional offices in San Antonio, TX; Houston, TX; Denver, CO; and
Honolulu, HI.
• Award-winning partners with Sage Software, Deltek, and NetSuite.

So you have a problem with project accounting and
you want to some help becoming more efficient …
can help with that.

Start a dialogue towards better business efficiency to
by visiting us online at www.bcsprosoft.com or by
calling us at (800) 882-6705 today.
Request a FREE, no-obligation
assessment of your business
software systems!

Consultant Accruals in Deltek Vision | Deltek Vision User Group Meeting | Q2 2014

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Editor's Notes