deltek insight 2012: what is new in costpoint 7 for accounting?

What’s New in Costpoint 7 for Accounting?

Natalie Scicluna, Principal Customer Care Analyst, DeltekTom Potts, Senior Designer, DeltekGC-321

2 ©2012 Deltek, Inc. All Rights Reserved

What’s New?

Cash Receipts Preprocessor

Fixed Assets UID (FAR 45)

Fixed Assets Preprocessors

Vendor Master Preprocessor

Agenda


Convert EDI and NACHA transaction files into cash receipt transactions using the Cash Receipt Preprocessor.

Generate and store the Unique Identifier (UID) in the asset master record for government furnished equipment (GFE) to comply with FAR 45.

Import fixed asset records and disposals using the Fixed Asset Preprocessor. Discuss the ability to export asset records between databases.

Discuss the ability to import or modify vendor master records.

Key Takeaways

Cash Receipts Preprocessor


Purpose

Create a Cash Receipts Preprocessor to automatically create cash receipts from an electronic bank file in accordance with EDI (Electronic Data Interchange) and NACHA (National Automated Clearing House Association) formatting with transaction sets 820 and 823.

Provide a Cash Receipts Preprocessor Report to review the updates and/or modify data entry before importing cash receipts.

Ability to be run through the Job Server.

Cash Receipt Preprocessor


Manage Cash Receipts Preprocessor Settings


File Format Options – Input File EDI (Electronic Data Interchange) NACHA (National Automated Clearing House Association) File Contains Hard Returns - are carriage returns used in the file after

each segment separator?

Transaction sets 820 and 823 are standardized file formats. An 820 file contains remittance advices from a vendor and comes

directly from vendor, bank, or third party agent. An 823 file contains actual payments from vendors and comes directly

from a bank. An 823 file can contain multiple vendor payments.

Manage Cash Receipt Preprocessor Settings


EDI Delimiters – There are two different delimiters used in a bank file. These values are user defined.

Segment – delimiter (~) used to separate the data segments (ST, BPR, RMR, etc…)

Element – delimiter (*)used to separate the data elements (fields within the segment)

Manage Cash Receipt Preprocessor Settings


EDI Matching Criteria – Unidentified/Unknown Invoice

Unidentified Invoice Number from Bank File – when an invoice number is found in the bank file, but does not exist in Costpoint, create the record in Costpoint. AR_HDR_HS is updated during posting of the cash receipts.

“UNK’ Invoice Assigned by the System – when the bank file does not contain an invoice number or payment reference, use an unknown invoice number assigned by the system.



EDI Matching Criteria – Duplicate Invoice

Duplicate New Invoice for Different Customers – how to assign invoices when the same invoice number exists for multiple customers. Assign first invoice

number/customer combination using the input file; remaining invoice/customer combinations assigned ‘UNK’ receipt number, or

Assign all invoice number/customer combinations to ‘UNK’ receipt number.



Customer Matching

Unidentified Customer Alias Match – option to match on an alternate customer name when the payers name does not equal Costpoint Customer.

Customer long name Customer alias is setup in the Manager Customers screen

Unidentified Customer to Default – option to match to a default customer when the bank file customer name does not match to a Costpoint customer ID, name, or alias.



Extended Matching Options

Match Invoice on Non-Zero Numeric Portion – option to remove leading alpha and numeric values from an invoice number.

Invoice Number in EDI file is ‘INV#0000156901’.

Cash Receipt Preprocessor will try to match the following invoice numbers to the Costpoint invoice number:

INV#0000156901

156901



Alternate Field Matching

Option for extended matching using a priority system with the AR_HDR_HS table and the following fields:

Invoice Amount – INVC_AMT Balance Due – BAL_DUE Customer – CUST_ID Bill Number – BILL_NO_ID

When used, at least two alternate fields must be used. Invoice Amount and Balance Due can not be used by themselves to satisfy the requirement.

Can use all four alternate fields for extended matching.



Import Cash Receipts


Input File Options Use File Manager to Upload File (Location and File Name) File Format, Transaction Set, and File Contains Hard Returns defaults

from Cash Receipt Preprocessor Settings screen.



Accounting Period – user defined to determine which Fiscal Year, Period, Subperiod to import the cash receipt transactions.

Receipt Processing Option to use System Cash Receipt Numbers or to provide a user

defined Cash Receipt Number. Option to enter Cash Receipt date to override dates in bank file.



EDI Delimiters and Extended Matching Default from Manage Cash Receipt

Preprocessor Settings. All values can be edited. Delimiters and Matching criteria are identical to

Manage Cash Receipt Preprocessor Settings functionality.

Error Processing SettingsCheckboxes have been added because warning messages are not displayed for processing applications in the web.

Continue to Process with Error Records – option to process file if error is encountered. Cash Receipts Error Report will be provided. Transactions that have been matched will be imported.

Overwrite Existing Records – option to delete records from the temporary tables that have not been imported.


Fixed Assets UID (FAR 45)


UID (Unique Identifier) Purpose - Track government furnished equipment (GFE) and material

Auto-generate UID for new auto-created assets – Create valid unique identifier values painlessly

Control manual entry of unique identifier values to avoid duplicates

Track UID related data in addition to the UID value, and tie that data to the asset.

UID information may be extracted from the Asset table in the same manner as other Fixed Assets data is extracted for reporting to the government.

Overview of UID


Addition of auto-generate UID buttons in three screens, fed by configuration fields:

A)Issuing Agency Code

B)Enterprise Identifier

C)UID Prefix

D)UID Type (Five alpha numeric)

UID1 = (A) combined with (B) plus Serial Number

UID 2 = UID1 combined with Model

Auto Generate buttons only create using UID1 and UID2 methods

Configuration fields updated in Fixed Assets or, if licensed, in Inventory

Initialization – Auto Generate UID Capability for New Assets


Data Screens UID Auto-generation Capability

Materials - Manage Purchase Order Receipts Materials - Manage Quality Control Inspections Accounting Fixed Assets - Manage Autocreation Transactions

Manual UID Entry for Existing Assets and manually entered new assets Manage Asset Master Information – Govt Info Tab Manage Asset Government Information Manage Asset Master Global Changes

Where is Fixed Assets UID Information?


Existing capability in Materials/Inventory

Process Fixed Assets/Configure Autocreation Settings

Read-only if Inventory is licensed – then enter settings in Inventory/Configure Serial/Lot Settings

Auto-creating assets Newly added Auto-generation button found in:

Materials/Manage Purchase Order Receipts

Materials/Manage Quality Control Inspections

Fixed Assets/Manage Autocreation Transactions

Not found in screens for existing assets

UID Auto-generation for Asset Auto-creation


Fixed Assets UIDConfiguration Screen


Inventory UIDConfiguration Screen


Generate UID Buttons


Initialization – Existing Assets

Fixed Assets Preprocessors


Four New Preprocessors in Costpoint 7 Asset Export Preprocessor Asset Import Preprocessor Disposal Export Preprocessor Disposal Import Preprocessor

Fixed Assets Export/Import


Primary goal – Export asset data that can be imported into another CP database without bypassing validations or losing data integrity

Non-contiguous list Modify export records without affecting existing records Save and retrieve batches Simultaneously create disposal records Export File contains Posting Settings (Current Year, Period)

Secondary goal – Export for UID (or other reasons) Select assets with changes or enter a list

FA Asset Export


Export Asset RecordsAsset Selection

Include Asset Additions and Disposals that occurred this period.


Export Asset RecordsAsset Selection

Include additions, disposals, or if the Ownership Project changed.


Export Asset Records -Generate Disposal Records


Export Asset Records -Prepare Records

Can change certain asset data for export, and disposal data for processing.


Primary Goal – Import asset data that was exported out of another CP database without bypassing validations or losing data integrity

FA Administrator can handle export to import process Report identifies data issues Timing

Secondary Goal – Provide alternate method to import acquired/new assets

Tables or file Can process error-free records now using tables

FA Asset Import


Import Asset RecordsAsset Selection


Goal – Support disposal edit record transfers between Costpoint databases

Export File contains Posting Settings (Current Year, Period) Fixed Assets Administrator can handle export-to-import process

Disposal data imports can be from tables or a file

Export/Import Disposal Data


Export Asset Disposal Records


Import Asset Disposal Records


Purpose

Create a Vendor Master Preprocessor to insert or replace/update vendor data.

Provide a Vendor Preprocessor Report to review the updates and/or modify data entry before importing vendor information.

Ability to be run through the Job Server.



Vendor Master PreprocessorImport Vendors


Input File

File Format Options: ASCII Table

Vendor : AOPUTLVU_INP_VEND Vendor Addresses: AOPUTLVU_INP_VENDA

Input File layout can be found in the Help screen

File Delimiter Options: Comma Semicolon Tab Tilde

File Name – name of file being processed and imported.

File Location – location of file.



Default Accounts

The Default A/P and Cash accounts are used if the A/P Account and Cash Account do not exist in the Vendor Master Preprocessor File.



Vendor Master Controls…

Vendor Approval Setting Approved — vendor is available for immediate use. Pending — vendor must be approved (if using Vendor Approvals in

‘Configure Accounts Payable Settings’). From Input File — manually assign approval code in input file (‘A’ or ‘P’).

Auto Assign Vendor Auto Assign — Sequentially assign vendor IDs based upon ‘Last

Vendor” field in ‘Configure Vendor Settings’. From Input File — Manually assign vendor IDs in input file.


04/18/202345 ©2012 Deltek, Inc. All Rights Reserved

Vendor Master Controls

Security Setting Record Vendor Info Update —

Enabled if control is selected in ‘Configure Accounts Payable Settings’. Changes to Vendor information (such as addresses, pay vendor IDs, bank account information) will be recorded in the VEND_INFO_AUDIT_HS table.

Vendor Update Password — Enabled if control is selected in ‘Configure Accounts Payable Settings’. The password entered in ‘Configure Accounts Payable Settings’ must be entered to update existing vendor records.

Options Allow Different Pay Vendor —

Enabled if control is selected in ‘Configure Vendor Settings’. Allows a different pay vendor than the Vendor ID. Example : paying American Express for employee travel expenses.

Hold Payment — Setting to hold payments to vendor.

Pay When Paid — Setting to hold payments to vendor until Cash Receipts have been entered for vendor.



Vendor Master Controls

Process Table Options (only enabled when File Format is ‘Table’)

Load Unprocessed Records — Process records in AOPUTLVU_INP_VEND and AOPUTLVU_INP_VENDA that have an S_STATUS_CD = ‘U’ (Unprocessed).

Reprocess Error Records — Reprocess records in AOPUTLVU_INP_VEND and AOPUTLVU_INP_VENDA that have an S_STATUS_CD = ‘E’ (Error).

Delete Imported Records — Delete records in AOPUTLVU_INP_VEND and AOPUTLVU_INP_VENDA that have an S_STATUS_CD = ‘I’ (Imported).



Error Processing Settings

Checkboxes have been added because warning messages are not displayed for processing applications in the web.

Continue to Process with Error Records – option to process file if error is encountered. Vendor Preprocessor Error Report will be provided. Records without errors will be imported.

Overwrite Existing Records – option to delete records from the temporary tables that have not been imported.



Natalie Scicluna [email protected] 703-885-9925

You can usually find Natalie at Meet the Experts. Come by and schedule a meeting!

Tom Potts [email protected] 703-885-9365

You can usually find Tom in the GovCon Usability Lab. Come by and visit and try using some of our new designs!

Keep in Touch!

mailto:[email protected]

mailto:[email protected]

Thank You!

deltek insight 2012: what is new in costpoint 7 for accounting?

Technology

electronic bank file

thebank file

new invoice

standardized file formats

unk invoice

asset preprocessor

createcash receipts

thecash receipts