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

Deltek Vision Users Group Meeting

September 2014

http://www.bcsprosoft.com

New Features in

7.3


Changes to Compensation:New Breakout

Options


Compensation BreakoutDefining 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 Expense2. Consultant Fee – Defined as Fee for Direct Labor3. 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. Labor2. Direct Expense3. Direct Consultant4. Reimbursable Expense5. Reimbursable Consultant


Compensation BreakoutMain 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 scope

Rev Gen not currently

included in 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


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

Also New…


New OptionsFor

Dashboards


AR Invoice Review

Dashpart


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


AR Invoice Review Dashpart

CONFIDENTIAL ©2014 Deltek, Inc. All Rights Reserved18


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

Dashpart Column Selection

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• 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

Project Dashpart Advanced WBS Search

http://www.bcsprosoft.comCONFIDENTIAL ©2014 Deltek, Inc. All Rights Reserved22


• 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 in Opportunities


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 Activity Grids


New ForTimesheets


The week number can be added to timesheets.


New For TDM:


Print Supporting Documents

in Expense Reports

New in Expense Reports


Help!


The Help/About Screen


• 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.

Text Editor Changes


The most exciting new feature:Credit Cards


• 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.

Overview


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.

Prerequisites:


Configuration – Company Expense Report


• 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


Set Up – Accounting Company Settings


• 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


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 CardImport Credit Card charges from within Credit Card Reconciliation


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


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

Add imported credit card charges to the main expense report

Imported credit card charges


Expense Report - 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

What charges will show in credit card pane?


Expense Report Posting

Debit: project expenseCredit: 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)


You record expenses paid with a company credit card in these places:• Expense Reports• AP Disbursements

Processing Credit Card Expenses in Vision


AP DisbursementPay 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


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.

Reconciliation


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 ReconciliationCreate 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) 100credit company paid account 100

Expense report posting (credit card AMEX)debit project expense (travel) 200

credit company paid account 200

AP disbursement posting (payment method credit card)debit project expense (office supplies) 250

credit company paid account 250

AP voucher to pay AMEX – manual entrydebit company paid account 550

credit liability account 550


•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 1.9


Navigator isall 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 NavigatorTab 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.


• 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.

Existing Navigator Plans


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


• 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

Other Updates in Navigator 1.9


• 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

Navigator and the new Vision 7.3 Credit Card Feature


Tips AndTricks


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


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

New Credit Card Feature


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.

Cost Pay Rate Tables


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 16Houston – December 17

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