Tools Accounting Can Provide for Project Managers | Q1 2015 Deltek Vision User Group

Deltek VisionUsers GroupMarch 2015

http://www.bcsprosoft.com

Tools that Accounting can provide to help

Project Managers

Suggestions for Saved Searches:•Project Manager Is Me•Organization Is Mine

VisionReviews

•Project Review•Vendor Review•Invoice Review

• The Project Review can be used to review project numbers (at Cost and/or at Billing). The drill down displays supporting detail.

• The Project Review follows the users security role which will determine if they can see labor at cost.

• Tabs available for the Project Review are: Cost, Billing, Accounts Receivable, Purchasing and Inventory

For Project Review to Include Unposted Labor

Vendor ReviewUse the Vendor Review

to view information about vouchers posted

to a consultant or contractor

On the project managers role, use this saved search for Vendor

Record Level Access

Find the Vendor Review under Accounting/Accounts Payable/Vendor

Review (access to Vendor Review will also need to be added to the project managers

security role)

Invoice Review

• The Invoice Review is sorted by Client – all projects for one client with open invoices will show in the list.

• You can click on Status and display by All, Paid in Full or Unpaid.

• You can select invoices by period or date range.

• You can view detail, preview the invoice or enter comments.

InvoiceApproval

The Invoice Approval feature allows you to efficiently move draft invoices through the submittal, rejection, approval, and acceptance stages to produce final invoices. Electronic alerts are sent automatically to the appropriate employees to notify them that the next action in the approval process is ready for them to complete. You can enter approval comments for invoices that can be shared easily with others.

• In Invoice Approval – all invoices to be approved can be seen on one screen

• In Interactive Approval – invoices will be selected by project; the approver can see the tabs available in billing (labor/expense/units)

• Both allow the approver to toggle to the project info center and project review

With additional Security Rights,

project managers can Update the

Fee Percent Complete in Interactive

Invoice Approval

See Pending Invoice Approvals

in Navigator too – the orange sunburst shows how

many need approving

Vision Dashparts

To Add A System DashpartClick the drop down arrow by Configure; Name the dashpart and select the dashpart from the Dash Part Type drop down arrow

To Add Projects

Adding Alerts to the Dashboard lets the project manager know as soon as a timesheet

or expense report has been submitted.

Add My Reports – make accessing saved reports quick for the project managers

The Project Visualization is a graphical representation of key metrics for your projects, such as job-to-date revenue, billing, accounts receivable, profit, or

spent amounts. The Project Visualization is available if your firm uses Vision

Accounting and Customer Relationship Management (CRM).

Visualization Dashboards

•Select a project report – set the options•SAVE THE OPTIONS as a favorite

Creating a Visualization Dashboard

Setting up the Project Report

Preview the Report

Save Your Search Criteria

Save the Report as a Favorite

Select Visualization Reporting

The Scroll Bars Allow You To Change The Metric Values

Create the Dashpart

Using the Scroll Bars

The Scroll Bars are primarily used for the

Reporting Option rather than the

Dashboard Option

Hover over a project box to see the tips

Right Click on a Project to bring up the Menu Options

• From this menu, you can run any of the reports you selected on the drill down tab•You can magnify or demagnify

a project

VisionTips &Tricks

Vision Tip #1The Vendor “Paid This Year” field on the accounting tab updates when payments are processed not when vouchers are posted.

Vision Tip #2

The Project Detail Report can be sorted by Billing Status (selected on the General

Tab). You can run a report to see the labor hours and amounts that have been

written off.

Note: Any billing items that have been Modified before Writing Off

(example – to add a comment indicating who initiated the write off) will show with a Billing Status of M not X.

You can create a Bad Debt Write Off Report by using the General Ledger Account Analysis Report -

Vision Tip #3

Vision Tip #4

By using the record access tab/record level view field, you can limit the Clients that an employee will see. Example - only the clients on certain projects.

If you’re having trouble importing credit card

charges into Vision – copy and paste into Notepad and then import (as a .txt file).

Vision Tip #5

Second Quarter User Group Meetings:Hawaii June 9, 2015

San Antonio June 16, 2015Houston June 17, 2015

Baton Rouge June 23, 2015

Let us help you with your Deltek Vision consulting and training needs.

Nedra’s Email: nedra.roberson@bcsprosoft.comShawns’s Email: shawna.dillard@bcsprosoft.com Blog: www.bcsprosoft.com/blog

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