powerpoint presentation€¦ · •unit price transactions only. common billing issues –fixed...

CP-19:Costpoint Setups –Understanding How Proper Setups Affect Your Billing

Katie Schlachter, The MIL CorporationStacey McCarver, Deltek

Introductions

• Stacey McCarver, Deltek• Select Care Advisor • Premium Support Services• 30 years experience with Government Contracting Software• 19 years at Deltek

• Katie Schlachter, MIL Corp• AP Manager/COSTPOINT Administrator• 17 years of GovCon experience• Contracts/Projects Set Up and Billing Expert• Time and Expense Administrator

Deltek Certifications

Take Away Goals:

• Help Solve the Annoying daily problems that slow down Billing

• Best Practices for Billing Formulas• Troubleshoot Billing

Billing formulas Available in Costpoint• Cost Incurred Plus Fee on Cost• Cost Incurred Plus Fee on Hours• Enter Bill Manually• LLR W/Fee Plus Non-Labor W/Burden W/Fee• Labor Cost Times Multiplier Plus Non-Labor Times Multiplier (Cost)• Labor Cost Times Multiplier Plus Non-Labor Times Multiplier (Hours)• Loaded Labor Plus Non-Labor Plus Burden on Non-Labor• Loaded Labor Plus Non-Labor W/Burden W/Fee• Loaded Labor Rate• Loaded Labor Rate Plus Cost Incurred on Non-Labor (T&M)• Loaded Labor W/Burden W/Fee Plus Non-Labor W/Burden W/Fee• Manual Bills with Unbilled Detail• Progress Payment• Rate Scheduled Times Multiplier Plus Non-Labor Cost Times Multiplier• Unit Transactions Only

Billing formulas Available in Costpoint

Billing formulas chosen by MIL:

Most Used Billing Formulas by MIL

• CPFC – Cost Incurred Plus Fee on Cost• CPFH – Cost Incurred Plus Fee on Hours• LLRCINLB - Loaded Labor Plus Non-labor Plus Burden On Non-labor• LLRCINL - Loaded Labor Rate Plus Cost Incurred On Non-labor (T&M)• UNIT – Unit Price Transactions Only

Billing Setup

Billing Setup Screen

Billing Setup Screen

Billing Setup Screen

Billing Setup Screen

Billing Formulas

Cost Plus Billing Formulas

Cost Plus Billing Issues

• Incorrect Setup can cause over-accrual of fee• LOE – Cost Plus fee on Hours• CPFF- Cost Plus Fee on Cost

• Special considerations when changing Billing formulas• Delete Open Billing Detail• Double Billing will occur

• Handling unbillable cost• Set up Unbillable Charge code for Labor• Move ODC’s/Travel to non-billable GL Account

Most Common T&M Billing Formulas

• Loaded Labor Plus Non-labor Plus Burden On Non-labor• Loaded Labor Rate Plus Cost Incurred On Non-labor (T&M)

Most Common T&M Billing Issues

• Has the Define Rate Sequence Been Completed• Were Rates Entered in Link Project Labor Category Rates to Project• Complete The Load Labor Rates Process• Are the hours within the POP• How to check if the rates are loaded

Common Billing Issues – T&M

Has the Define Rate Sequence been Filled out?

Common Billing Issues – T&MAre your Bill rates the same for all projects? If so use this screen to set them up.

Common Billing Issues – T&MWere the Rates entered in Link Project Labor Category Rates to Project?

Common Billing Issues – T&MWere the Rates entered in Link PLC Rates to Employee/Vendor?

Common Billing Issues – T&M

Has the Load Labor Rates Process been completed for the correct Period?

Common Billing Issues – T&M

• Are the hours within the POP?

Common Billing Issues – T&M

Most Common Fixed Price Billing Formula

• Unit Price Transactions Only

Common Billing Issues – Fixed Price

• Scheduled Billing

• Milestone Billing

• Once Setup typically not a lot of issues

• The Bill Date

Common Billing Issues – Fixed Price

• Does the Schedule have the correct Dates?• Is the bill date on or after the Date to bill in Manage Project Billing

Information

• Is there travel cost incurred? If so, 2 ways to handle it• Add a line to the schedule for the travel amount

• Set up billing at the lowest level, so that you can bill the fixed price Labor and the travel/ODC with Burdens

Fixed Price Billing

• Unit Transactions

Fixed Price Billing

Non-Contract Type Specific

Billing Setup Issues

• Other Lines – How to correct

• Transactions Not showing in Open Billing Detail

• Project Ceilings

OTHER Line

OTHER Line

OTHER Line

OTHER Line

OTHER Line

OTHER Line

OTHER Line

Transactions not in Open Billing Detail

Cause – Cost were posted before the billing formula was set up

How to fix it- Run Open Billing Detail Utility

Ceiling Issues

Are Ceilings on the Level with Funding?

POP QUIZ!!

Other Line Showing on the Invoice

T&M No Hours/Rates

Fixed Price – No Schedule Billing

Invoice is over Ceiling

Questions?

Need to contact us?

kschlachter@milcorp.com

staceymccarver@deltek.com