VPVI-93: Get Ready for Vantagepoint Accounting and Billing Mike Klaus - Deltek
VPVI-93:Get Ready for Vantagepoint Accounting and Billing
Mike Klaus - Deltek
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Agenda
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» Accounting Navigation Menu
» Transactions
» Vendor/Employee Payments
» Bank and Credit Card Reconciliation
» Billing Terms
» Interactive Billing
» Draft Invoice Approval
Navigation
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» Logically grouped similar activities
» Accounting Menu in Vantagepoint
» Cash Management
» Accounting
» General Ledger
» Transactions
» AP Invoice Approvals
» My Stuff
» Approval Review
Navigation Hubs
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» Firm Hub
» AR Review
» Vendor Review
» Project Hub
» Project Review
» Budget
NavigationChange Company/Change Period
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» Change Company
» Change Period
Transactions
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Transactions Highlights
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» Robust functionality within a more efficient user flow
» Single location to take all actions on transactions: create, edit, print,
and post
» Single location to review in progress and posted transactions
» Option to use files to group transactions or not
» Improved process for recurring entries
» Posting Review – track both create user and post user
Simplified Transaction Navigation
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Vision Vantagepoint
Transaction Entry: Create, Print, Post
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TransactionsOption to use files to group transactions or not
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Highlights of Entry Without Files
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» Simpler process to enter new
transaction
» Single step to create, edit
and post
» Valuable details available in
summary view
HighlightsSimpler Process to Enter Transactions
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Single step
to enter
and post
transaction
HighlightsValuable Details in Summary View
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VendorInvoice
Number
Amount
Individual Transactions or Files?Summary of Differences
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Action Entry without
Files
Using
Files
Summary page to view in progress and posted
transactions
X X
Summary page includes valuable transaction details
(vendor name, amount, reference number, etc.)
X
Enter Control total to tie to transactions in file X
Transaction approvals support X X
Transaction entry security support X X
Enter and Post in one screen/one step X
Individual Transactions or Files? Creating new transactions
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Entering Individually
You immediately go to the entry form
Using Files
You create a new file name and control record
Transaction Settings: To Use Files
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» Settings > Accounting > Transactions
» If Multicompany database, company
decision
» Setting will upgrade from Vision as
YES (continuing to use files).
Transaction Settings: Disable Files
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» Considerations
» All In Progress transactions
need to be posted
» Recurring transactions will need
to be recreated
» Unpost utility – will need to
manually recreate transactions
posted prior to changing setting
TransactionsSummary View
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Transaction Summary ViewSingle Location for all Transaction Activities
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» Create New
» Edit Existing
» Approve/Reject
» Print Transaction List
» Print Posting Log
» Post or Schedule to Post
Transaction Summary View – One Location
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» In Progress and Posted transactions for current period and current
company.
Transaction Summary – One LocationGrid Actions - Filter
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Create New Transaction File
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» File Name no longer needs to be unique
TransactionsEasier Entry
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Transaction EntryExamples
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Transaction EntryRecord Descriptions
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» Option to include record descriptions as columns within the grid
Record DescriptionProject Name or Project Number
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Display
value is
project
name
Display
value is
project
number
Posted Record
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View only access to
posted records
TransactionsRecurring Entries
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Recurring Entries Highlights
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» Similar functionality to Vision
» Recreate action creates a copy rather than opening previous file
» New status – Available
TransactionsSecurity
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Simplified Transaction Navigation
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Vision Vantagepoint
Simplified Transaction Navigation
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Transaction SecurityConsiderations
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» Single location for all transaction activities requires
review of transaction security
» Posting is controlled by
transaction type security
and not by menu access
» Security is combination of
menu access and
transaction type security
In Summary
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» Exciting enhancements around streamlined user flow!
» Most accounting processing available within browser rather than desktop client.
» Transactions
» Transaction activity streamlined (enter, edit, review, report, post)
» Option to enter transactions individually.
» Data Upgrade – all transactions (in progress and posted) will convert from Vision to Vantagepoint.
» Review Transaction Security
Vendor/Employee
Payments
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Vendor Payments
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» Manual or
Automatic now
just starting point
» Ability to make
adjustments to
automatic run
» Open last in-
progress run
Vendor Payments
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» Better process
flow
» Summary view of
all expenses
available for
payment based on
selection criteria
» Filter on any grid
column
Vendor Payments
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» New option to
autonumber
only electronic
payments
Employee Payments
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» Better process
flow
» Summary of
employee
balances
Void Check within Payment Review
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Bank/Credit Card
Reconciliation
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Bank and Credit Card ReconciliationSummary view
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» List view
» New process flow to
select or create new
statement
Credit Card Reconciliation
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» Import Charges
» Grid filters,
maximize grid
UDF in Timesheets
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UDF in TimesheetsHighlights
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» Provide a new dimension to
analyze time entries
UDF in TimesheetsConfiguration
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BillingHighlights
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Billing HighlightsBilling Terms
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Billing Terms
» Integrated within Project Hub
» Reorganized layout
» Simple search for projects missing
billing terms
» Improved billing terms creation
» Easily navigate projects in a billing
group
Billing HighlightsInteractive Billing
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Interactive Billing
» Project remembered when navigating between Project Hub and Interactive Billing
» Billing session options remembered
» Simpler edit of transaction comments
» Update fee percent complete directly within Interactive Billing
» Draft Invoice Approvals
» Email final invoices
BillingBilling Terms
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Billing TermsIntegral Part of Project Hub
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» Maintain the same project
record as you navigate
menu within Project Hub
» Maintain the same saved
search as you navigate
within the Project Hub
Billing TermsNavigating within the WBS/Billing Group
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» Navigate WBS structure
using
» Navigate Billing Group
using
» Undock (move) the Project
Structure Dialog or Billing
Group Dialog to easily
navigate the structure
Billing TermsNew Creation
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» New interface to
create new billing
terms
» Manually
» From Project
Billing TermsSummary Pane
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» Billing Client
» Notes Section
» Project Manager
» Invoice Approvals
Billing TermsRates Tab
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» Includes Labor,
Expense and
Consultant rate
calculations
» Rates for Reporting
(Not Invoicing)
» Previously
Billing TermsFormat Tab
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» Includes all invoice format/display options including level of detail, sorting, additional text
» Text on invoice
» Invoice templates
» Labor Invoice Display
» Sorting
» Level of detail
Billing Terms Fee Tab
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Billing Terms Fee TabHighlights
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» Consistent solution with Interactive
Billing\Draft Invoice Approval
» Consistent view of Fee information
» Current Fee is always visible
» Easy solution to maximize rows
displayed within billing phases grid
Billing Terms Fee TabAvailable in Interactive Billing
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Billing Terms Interactive Billing
Billing Terms Fee TabFees Grid
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» Consistent fee entry and
display across fee methods
» Includes Show Fee dialog
calculations including
current fee
» Fee Grid Columns
» Fee/Percent complete/Fee to Date
» Editable based on fee method.
» Calculation Fee based on fee method
» Previous fee billing/Current Fee
» Same as value on invoice (Show Fee
Button from Vision 7.6)
» Previous - Editable based on Billing
Settings.
Billing Terms Fee TabFee Billing Phases
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» Maintains consistent
functionality as Vision 7.6
» Enable/Disable posting by
phase
» Phase Grouping
» Maximize grid to view more
rows at once
» Phase grid Totals
Batch Billing
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» Intuitive layout of
options
» Invoice date and
presentation dates
visible
Interactive BillingHighlights
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Interactive BillingHighlights
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» Project record and Project search remembered when navigating between
Project Hub and Interactive Billing
» Billing session options remembered
» Simpler edit of transaction comments
» Update fee percent complete directly within Interactive Billing
» Email final invoices
Interactive BillingEasily Navigate to Project Hub
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Interactive BillingBilling Session Options
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» Options remembered by user and
company.
» Project view setting is
remembered
» Billing Settings options honored
» Invoice date is always current
date
» No regular prompt to update unless
diaries are enabled.
Interactive Billing General Tab
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» Expanded Internal Notes
» Review/Edit invoice
description field directly
within Billing
» Review invoice approval
comments using “more…”
Click more to
view comments
Edit invoice
description
from
Interactive
Billing
Interactive Billing Labor, Expense & Unit Tabs
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» Update comments directly within detail grid.
» Comment updates no longer create a separate modified billing record
Interactive Billing Labor, Expense & Unit Tabs
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» Choose columns to include in
unbilled detail grids
» Ability to include descriptions
in addition to code
» Breakout of hours
» Taxes overrides
Interactive BillingLabor, Expense & Unit Grid Actions
100
» Use grid maximize action to
see the most unbilled records
on the screen
» Use grid filter to quickly find a
record or ensure all records
have billing extension
» Use shift key to select multiple
records
Billing edits
Billing insert
Maximize
Filter
Interactive BillingFees Tab
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» Fee integrated within Interactive
Billing
» Consistent with Fee tab within
Billing Terms
» Update percent complete
» Current Fee consistent with invoice
current fee
Interactive BillingEmail Final Invoice
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» Select Final Invoice to email
» Email multiple project roles
» Define From address
» Enter subject and message
body.
Draft Invoice
Approval
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HighlightsDraft Invoice Approval
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» Improved process for
Approvers/Project
Managers
» Integrated within Project
Hub
» Invoice Preview
» Update Fee
Approve Draft Invoice Approvals
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» Easily navigate to key project plan or financials to expedite approval process
» Predefined search to focus on projects that require approval
» Editing invoice description honors Billing Terms security record access
ApproveDraft Invoice Approvals
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» Update percent complete
directly within Draft
Invoice Approvals
» honors Billing Terms
(percent complete)
security record access
» Includes fee billing
phases, scheduled billing
details and Current Fee
ApproveDraft Invoice Approvals
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» Review unbilled labor and expense details associated with draft
ApproveDraft Invoice Approvals
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» Preview Draft Invoice
» Enter draft invoice
comments
» Approve/Reject
Invoice
ApproveInvoice Approvals
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» Open in Draft Invoices will open Projects > Draft Invoice Approvals
» Grid actions to Print Invoice, Comment and Approve/Reject
» Update Fees within Draft Invoice Approvals
Interactive BillingDownload for Editing
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» Downloaded file will
follow the default
browser and browser
settings
» Link to edited file on
General tab
Example
using Chrome
Summary
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» All billing processing activities within the browser
» Streamlined user flow for biller and approver
» Fee percent complete update within Billing
Usability Lab @ Insight» Visit the Kiosk in the Xpo hall between
Customer Showcase and Customer Care
» Sign up in the Xpo Hall for 1:1 usability
testing sessions with a UX Designer
» Take a self-directed usability test at the kiosk
» Relevant Topics related to this session:
» Credit Card Support in Mobile App
» Hey Deltek Time Entry in Mobile App
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Download the Content from these Vantagepoint Sessions (if you didn’t attend in person)
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» VPVI-02 Get Ready for Vantagepoint: Vision to Vantagepoint
» VPVI-03 Get Ready for Vantagepoint: DPS to Vantagepoint
» VPVI-05 Get Ready for the Convergence of Opportunities and Projects in Vantagepoint
» VPVI-06 Getting Ready for CRM In Vantagepoint
» VPVI-07 This is Vantagepoint
» VPVI-08 Welcome to the Projects Hub in Vantagepoint
» VPVI-12 To Vantagepoint 3.0 and Beyond!
» VPVI-13 Introduction to Vantagepoint Resource Planning
» VPVI-14 Introduction to Vantagepoint Dashboards
» VPVI-15 Creating Executive Dashboards in Vantagepoint
» VPVI-16 Create Winning Proposals with Vantagepoint
» VPVI-20 How to Apply Design Thinking to Your Vantagepoint
Configuration
» VPVI-24 Tips and Tricks Multi-Company in Vantagepoint
» VPVI-25 Thinking Out Cloud
» VPVI-26 Streamline Information Management with Deltek
PIM & Vantagepoint/Vision
» VPVI-27 Security, Screen Designer and UDFs
» VPVI-28 Manage Project Progress with Planning Reports
and Alerts in Vantagepoint
» VPVI-30 Getting the Most out of Vantagepoint T&E
» VPVI-41 Preparing for Deltek Vantagepoint CRM
» VPVI-46 How will Vantagepoint Impact your Consulting Firm
» VPVI-76 The New Vantagepoint Export Utility