q1 deltek vision user group meeting

Deltek Users Group

MeetingMarch 2013

http://www.bcsprosoft.com

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• Award-winning partners with Deltek, Sage Software and NetSuite

• http://www.bcsprosoft.com

About BCS ProSoft

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Deltek Vision

Billing Rate Tables


An Overview of Billing Rate Tables

• Labor Rate Tables: used to assign rates based on the individual employee, the category, the activity/labor code or an exception to an employee’s typical rate

• Expense Tables: used to assign markups to individual account numbers, expenses grouped by category or by vendor


Examples of Organizing Rate Tables• By Type of Project: you might want different rate

tables based on the type of project, for example government or private work, commercial or residential work

• By Fiscal or Tax Year: you might set up new rate tables each year to be used on projects beginning in that year

• By Type of Employee: you might want an employee billed differently for a particular project based on the type of activity or task they are performing


TIP: Rate Tables for Fee Based Jobs

Labor rate tables can be assigned to fee based jobs. This allows project managers to review project reporting as if it were a time and materials job. The only additional step is to check the box “for reporting only” located at the bottom left of the labor tab in billing terms.


Use As Project Reporting Default Terms


Billing Module/Billing Rate Tables


Types of Labor Rate Tables• Rate Table – Rates for individuals are established

in a Labor Rate Table.

• Labor Category Table – Rates for categories are established in a Labor Category Table.

• Labor (or Activity) Code Table – Rates are established based on a labor code. Because of the complexity of some labor codes, Deltek recommends this method the least. The one distinction or advantage is that an individual can be billed at multiple rates on a single project


Create a Labor Category Table with all your categories listed and all rates are zero. Name this table Category Base Table. Then, you can create a table by selecting New/Select Table to Copy. Using this method, you can quickly create a new category table by only having to add the rates.

TIP:


If you are using Rate Tables and an employee gets an increase in their pay, you have to open each rate table and change their rate. If you are using Category Tables, the only thing you have to change is their Labor Category and their rate will automatically change to that rate, in every table.

TIP:


Labor Rate Table with Effective Dates


Enable Effective Dates for Labor Billing Rates


Most contracts will not allow rate increases. However, Effective Dates can be very useful with the Planning Module. You can set up a table with escalating dates and several rates per person based on the Effective Date.

TIP:


Using Effective Dates

The Effective Dates feature allows you to establish a schedule of rates at which employees are billed throughout the course of a project. This can be helpful for projects that span across several years. You can use one table for the entire project and have the rates change for different employees at various times.


TIP: To Disable Effective Dates…

After you enable the effective dates feature and create rate tables using effective dates, you cannot turn off effective dates until after you delete all effective dates from existing rate tables.


Override tables are exception tables that let you place in a separate table those employees who are being billed at a different rate or in a different category for a particular project. Using override tables you can also specify a maximum cost rate for an entire category (rather than an individual employee).

Override Tables


Adding an Override Table


Printing Rate TablesPrint Options:

• Print Current Labor Rate Table

• Print Active Group

• Select Labor Rate Table to Print


Additional Reporting Options

As with all reports within Vision, Rate Tables can be printed, emailed or downloaded to 5-6 file types including Adobe pdf, Word and Excel.


Search and ReplaceLocated under Utilities/Advanced Utilities, the search and replace feature allows you to change the rate table on multiple projects at one time.

Note: On the Labor tab of Billing Terms, the Labor Method must be the same as the type of table you are replacing the existing one with.


Search and Replace History Log


Security and Access Rights toBilling Rate Tables

As a Vision administrator, you can tailor an employee’s view of Billing Rate Tables so they only see the tables they use in association with their projects. There are two types of access rights that can be set for billing rate tables, Record Level View and Record Level Update.


Config/Security/Roles/General Tab


Security/Roles/Record Access Tab


• In the Access field, select: Add/Modify

• In the Record Level View field, select the Project Manager Number Is Me search

• In the Record Level Update field, select Same As View

Steps for Limiting Access to Projects


Select Access to Billing Terms andBilling Rate Tables

Searching for Existing Labor Rate TablesWhen William Berry clicks on Labor Rates, he has the option to add a new table. But, when he searches for existing tables, the search comes up empty.

Lower Section of the Labor Rate Table Set Up

Not only does the employee have to be listed as project manager in the project info center, he also has to be listed as project manager on the rate table. None of the options in the lower section of the Labor Rate Table Set Up are required fields. But, information must be added here to limit access through security roles.

Now, he can select one existing rate table and add new tables.

Now William Berry can select from two existing tables or create as many New tables as he needs.

Two restrictions on Billing Rate Tables:

Expense Tables

You establish expense account tables to apply multipliers to accounts when billing a project or a class of projects. These markups override the multiplier specified in the billing terms record if you are using the By Account method.

Global Table of AccountsUse caution when adding accounts and multipliers to the Global Table of Accounts. Deltek has created this table to Override the multiplier you establish in individual project Billing Terms.

For example: add postage to the Global Table with a multiplier of 1.0.

This would be used if your company has an across the board policy that postage will never be marked up.

Sample Invoice Using Expenses By Account

Sample Invoice Using Expenses By Category

Sample Invoice Using Expenses By Vendor

Sample Invoice Using Consultants Billed As Expense


Deltek Vision 7.0

Billing Overtime


There are three methods to bill overtime:1. Bill ovt as a premium cost2. Sep ovt with employee percentage3. Sep ovt with a project multiplier

Billing Overtime


Bills the premium part of the overtime at the end of the billing section as if it were a cost.

Bill ovt premium as cost


Sep ovt with employee percentBills hours at a multiple of the employee’s billing rate (from the employee info center) and separates regular, overtime and secondary overtime on the invoice.


Sep ovt with project multiplierBills hours at a multiple (set in billing terms) of the employee’s billing rate and separates regular, overtime and secondary overtime on the invoice.


Overtime with Labor Category Tables or Labor Code Tables

Overtime is tied to employee rates. In order to bill overtime when using categories or labor codes, you must set up a second sort by name and check timesheet detail.


Choose the overtime method that will work best in conjunction with the billing rate method you have selected for a project or with your contract terms.


Categories Without Second Sort by Name and Timesheet Detail


Categories With Second Sort by Name and Timesheet Detail


• Enable Billing Schedules in Configuration/Billing/General/Fees

• Schedules are only used with Lump Sum jobs

• Enter the dates and percentages to bill• When processing draft invoices in Batch

Billing and one of the dates hits, the draft as well as the final invoice will be included in the run.

Billing Schedules

This example is scheduled by percentage.

Schedules can also be set up by amount.

TIP:


Join us in June for the second quarter 2013Users Group Meeting

Deltek Vision


• For more information on how we can help your organization, give us a call at (800) 882-6705 or visit us on the web.

• For a list of upcoming events like quarterly User Groups, Training Opportunities, 29 Minute Webcasts and more, check out http://www.bcsprosoft.com/events

More Information

http://www.bcsprosoft.com/events

q1 deltek vision user group meeting

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