improve billing process and performance with deltek vision

Deltek UsersGroup Meeting

March 2014

http://www.bcsprosoft.com

Improving BillingProcesses AndPerformance


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 Process2. Organizes and Automates the process

from Drafts to the Final Accepted Invoice3. Alerts Key Participants to the Next Step4. Documents and Retains Comments5. Allows Delegation of Approval6. Brings the Invoice Approval Process Into

Vision

Benefits of Invoice Approvals


1. Biller Submits the Invoice2. Alert is Sent to the Approver3. Invoice is Reviewed, Edited and

Approved4. Alert is Sent to the Biller5. 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, 2014San Antonio June 17, 2014Houston June 18, 2014

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