Q1 Deltek Vision User Group Meeting

Deltek
Users Group
Meeting

March 2013

About BCS ProSoft

• 27+ years experience implementing,
supporting and providing consulting for
business management software solutions
• 1,500 clients in all 50 states, Canada and
Mexico.
• Award-winning partners with Deltek, Sage
Software and NetSuite
• http://www.bcsprosoft.com

http://www.bcsprosoft.com

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


TIP:
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.


Labor Rate Table with Effective Dates


Enable Effective Dates
for Labor Billing Rates


TIP:
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.

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
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).


Adding an Override Table


Printing Rate Tables
Print 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 Replace
Located 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 to
Billing 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


Steps for Limiting Access to Projects

• 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


Select Access to Billing Terms and
Billing Rate Tables


Searching for Existing
Labor Rate Tables
When 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 Accounts
Use 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


Billing Overtime

There are three methods to bill overtime:
1. Bill ovt as a premium cost
2. Sep ovt with employee percentage
3. Sep ovt with a project multiplier


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


Sep ovt with employee percent
Bills 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 multiplier
Bills 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


Billing Schedules
• 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.


TIP:
This example
is scheduled
by
percentage.

Schedules can
also be set up
by amount.

Deltek Vision

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


More Information

• 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


Q1 Deltek Vision User Group Meeting

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