Processing Bills In Deltek GCS Premier - NeoSystems · PDF fileProcessing Bills In Deltek GCS Premier. COPYRIGHT INFORMATION While NeoSystems has made every attempt to ensure the accuracy

Processing BillsIn Deltek GCS Premier

COPYRIGHT INFORMATION

While NeoSystems has made every attempt to ensure the accuracy of these materials, some errors may exist. NeoSystems is not responsible for any loss as a result of using these materials. The information in this document is subject to change without notice.

This publication contains proprietary information which is protected by copyright. All rights are reserved. No part of this document may be electronically reproduced or transmitted in any form or by any means without the prior, written consent of NeoSystems, Corp.

©Copyright NeoSystems 2011. All rights reserved.

All other trademarks are the property of their respective owners.

© NeoSystems Corp 2009-2012

Topics Overview

© NeoSystems Corp 2011 Page 1 of 67

PROCESSING BILLS IN DELTEK GCS PREMIER

V18C

TABLE OF CONTENTS

Learning Objectives ......................................................................................................................... 3 Login instructions ............................................................................................................................ 4 Billing the Government ................................................................................................................... 5

Format ........................................................................................................................................ 5 Submission Method ................................................................................................................... 5 Withholding ................................................................................................................................ 5

Contract-specified (Retainage) ............................................................................................. 5 Billing Computations ....................................................................................................................... 6

Cost incurred plus fee ................................................................................................................ 6 Time & Materials ........................................................................................................................ 6 Progress Payments (rarely used) ................................................................................................ 6 Delivery Invoices (rarely used) ................................................................................................... 6 Manual Invoices ......................................................................................................................... 7

Billing Master File (BMF ................................................................................................................... 7 Task Revenue and Task A/R Required ........................................................................................ 7

What comes in from the Contract Master File (CMF) setup? ............................................... 8 Preparing to Set Up Billing ............................................................................................................. 12 Billing Setup in GCS ........................................................................................................................ 14

Exercise 1 .................................................................................................................................. 21 Setting up Ceilings ......................................................................................................................... 21 Billing Subcontractor Time on T&M Contracts as if they are employees ...................................... 21 Set up a new customer .................................................................................................................. 21

Exercise 2 .................................................................................................................................. 24 Process bills ................................................................................................................................... 25

Processing Contract Billings Overview ..................................................................................... 25 Compute Bills ........................................................................................................................... 26

Step-by-Step ........................................................................................................................ 26 Print Bills Using Premier Billing ........................................................................................... 38 Post bills .............................................................................................................................. 45 Print Aged A/R Report ......................................................................................................... 46 Exercise 3 ............................................................................................................................ 49 Processing Manual Bills ....................................................................................................... 51 Print Manual Bills ................................................................................................................ 53 Post Manual Bills ................................................................................................................. 54 Exercise 4 ............................................................................................................................ 55

Enter Cash Receipts ....................................................................................................................... 56 Printing the Cash Receipts Register ......................................................................................... 57


Posting Cash Receipts ............................................................................................................... 58 Exercise 5 .................................................................................................................................. 59

Answers to Exercises ..................................................................................................................... 60 Exercise 1 .................................................................................................................................. 60 Exercise 2 .................................................................................................................................. 62 Exercise 3 .................................................................................................................................. 63 Exercise 4 .................................................................................................................................. 64

Appendix ........................................................................................................................................ 65 Example of Billing Format A ..................................................................................................... 65 Example of Billing Format B ..................................................................................................... 66

Feedback........................................................................................................................................ 67


T-Account Overview


TRR? TAR? IMPACT SFX

11

SFX

12

SFX

30

CV

& FV

SET UP 000 TASK IN CMF?*

# OF BILLS

SET UP 000 TASK IN BMF?*

Revenue and billing post by task

All tasks

All tasks

All tasks

All tasks

No One/ task

No

Revenue posts by task, billing by contract

000 000 All tasks

All tasks

Yes One Yes

Revenue and billing post by contract

000 000 000 000 Yes One Yes

Notice there is not an option for TRR = and TAR= . This is because if you do not select Task Revenue, the system will not allow you to check Task A/R Required.

* If the TAR checkbox is not checked, you must set up a record for the 000 task in both the CMF and the BMF. The 000 task is required in the CMF in order to have the correct GL accounts added i.e. XXXX-000-30, XXXX-000-11 and XXXX-000-12. The 000 task is required in the BMF because although the billing posting takes place at the 000 level, the billing calculation still takes place at the task level.

WHAT COMES IN FROM THE CONTRACT MASTER FILE (CMF) SETUP?

The following information is automatically imported or set up when a record is entered in the CMF

• Accounts are set up in the General Ledger

• Suffixes (see table above)

• Address

• TRR & TAR impacts (see table above)

• Contract and Funded values

• Contract Type (FFP, CPFF, or T&M)

• Header Information

How one contract would handle Billing and Revenue amounts of $100 on Task 001 and $50 on Task 002 depending on the set up of TRR and TAR:


In this scenario the revenue and billing are tracked at the task level so the job status reports can be run for both the contract and tasks and the information is accurate.

TRANSACTION 1 - RECOGNIZE REVENUE: TRANSACTION 2 – RECORD BILLING:

2000-001-12 $100 2000-001-11 $100

2000-002-12 $50 2000-002-11 $50

2000-001-30 $100 2000-001-12 $100

2000-002-30 $50 2000-002-12 $50

2000-001 2000-002

2000-001 2000-002

Scenario: TRR =

TAR =

1001 501

1002 502

2000-001 2000-002

1001 501 1002 502

Suffix

30

11

12

Preferred Method in most cases

Set “000” to Inactive

Revenue

Billed

Unbilled


Flowcharts


PROCESS BILLS

There are several types of bills that can be generated by the system:

TYPE DESCRIPTION

CONTRACT BILLINGS Supports both 1034 and 1035 billing forms

GENERIC BILLINGS Manual bills calculated elsewhere and entered in GCS

WIDE AREA WORK FLOW Electronic submission of invoices to the Federal Government

SALES ORDERS Typically used with commercial contracts

PROGRESS PAYMENT /DD250’S Required on specific government contracts usually for manufacturers of large deliverables i.e. tanks, airplanes

In this document we address Contract Billings and Generic Billings. If you have a contract that requires one of the other billing types, contact your NeoSystems consultant for help.

PROCESSING CONTRACT BILLINGS OVERVIEW

The goal is to have the system compute as many of the contract’s bills as possible. You should review all the contracts so you are familiar with the billing requirements of each contract.

First to give you a general sense of how the contract billing process works, here is a flowchart of the process:

Vouchers

Journal Entries

Timesheets

General Ledger

Labor History

Post

Billing EditInvoices

Calc Bills Print

Post Bills


Step-by-Step Walkthroughs


COMPUTE BILLS

Below are the steps you go through to process contract billings in GCS:

1. Post all transactions

2. Run G/L reconciliation toolkit

3. Compute/post revenue, print JSR’s

4. Compute bills

5. Print billing worksheets

6. Reconcile JSR’s and billing worksheets

7. Edit bills

8. Select bills

9. Print bills

10. Print bills using Premier Billing

11. Post bills

12. Print A/R Aging report

13. Print Unbilled report

STEP-BY-STEP

POST ALL TRANSACTIONS

Post all journals before calculating bills. Go into all the posting screens and choose all options to ensure that there are no journals left unposted. You can run a “test” close in the Print G/L and Close Accounting Period screen by clicking on the Test button. The system will provide a list of unposted journals. Typically, correcting timesheets, recurring vouchers or reversals of journal entries are the types of transactions that can be “discovered” after the billing process has started. Eliminate the possibility of having to start over by ensuring that ALL transactions have been posted.


Notice that template has labels and field names in the cells.

Notice there are labels in the two cells on the left. The two cells on the right contain field names, distinguishable as field names

by the brackets around the words.

The template can edited to suit your purposes and saved under a different name.

Once you have set up the template you want to use, you must map it to the contract. This is done through the Map Template icon:

On the right side of the screen, the following will display:

To set up the mapping, highlight the contract you want to map a template to and click the

button to access the

templates.

Select the template from the list and click Open to assign it to the contract.


Reconciliations


More detail on the labor charges are spelled out in the T&M Supporting Schedule report. The circled amounts on all reports should tie.

EDIT BILLS

Once you have reviewed the billing worksheets there may be adjustments needed on the invoices. The adjustments will fall into one of two categories: 1) permanent and 2) temporary adjustments.

A permanent adjustment is one in which a cost has been charged to the contract that should never be billed. This could be a misclassification of costs, or an unallowable expense. The Edit Bills screen will allow you to make “on-the-fly” adjustments to the bill if there is an amount that should not be billed. However, the billing calculation for the FFP and CPFF contracts is YTD Costs – YTD Billed = Amount to Bill. If you don’t make a correcting entry via timesheet, voucher or journal entry, as appropriate, and post it through to the general ledger, the system will try to bill the amount again next month. To have the adjustment be permanent you should enter a correcting transaction, post it and recalculate the bill.

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Processing Bills In Deltek GCS Premier - NeoSystems · PDF fileProcessing Bills In Deltek GCS Premier. COPYRIGHT INFORMATION While NeoSystems has made every attempt to ensure the accuracy