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A&E Finance Leaders Took Control in 2020 According to Deltek Clarity

Posted by Ryan Felkel on September 22, 2021

During the onset of the COVID-19 pandemic, businesses across all industries were forced to make quick and decisive decisions. For A&E firms, determining the best plan to keep projects profitable and on schedule became the priority. While many departments were able to quickly adjust to working from home and figuring it out as they went, finance leaders had to determine how to maintain financial controls immediately. The 42nd Deltek A&E Clarity highlights the success of these efforts in addition to providing some insights on other key financial metrics.

Deltek Clarity Report logo

Numbers that Improved

Across the board, A&E firms of all sizes had increased utilization rates in comparison to the previous year. With small firms reporting a little over two percent increase and large firms showing over a one-percent increase. While this increase seems small, it’s actually significant when viewed as a change over a one-year period. Additionally, net revenue per employee also increased for A&E firms of all sizes. When looking back over the last year and comparing other relative information, it’s reasonable to link this improved utilization rate to the fact that firms had minimal growth of personnel. Meaning existing employees are being worked more and firms need to be aware of the negative effects of employee burnout. Make sure to learn about exception reporting and how this can help identify employees that are at risk of burnout.

The overhead rate for A&E firms dropped in comparison to last year which can be linked directly to the decrease in travel and other in-person related expenses. Obviously, this can be attributed to restrictions created by the pandemic, but it also leaves room to wonder if this can be maintained in the future as the world transitions to the “new normal.” Which itself is still unclear, many are predicting a hybrid variation of a remote and in-person work environment. This is even highlighted in the 42nd Deltek A&E Clarity report as something firms need to evaluate in the future.

The largest indicator of success is the firm’s earnings after all operating expenses are taken out which is referred to as the operating profit on net revenue. Unsurprisingly, A&E firms that responded to the Deltek A&E Clarity survey overwhelmingly indicated an increase with small firms reporting an eleven percent increase over the previous year. Looking back to overhead rate, the pandemic related changes firms were forced to make is a clear connection between these two numbers making it difficult to determine if this will be sustained in future years.

Numbers that Suffered

While success is easy to celebrate, shortcomings also need to be reviewed and given attention. Starting with the net labor multiplier, firms that responded to the 42nd Deltek A&E Clarity study reported a decline to a minimal increase. Which actually breaks a ten-year trend and reverted net labor multipliers being realized by firms to similar rates of five and six years ago.

An A&E firm’s most consistent indicator of operating performance is the total payroll multiplier. On face value, the total payroll multiplier remained unchanged from the previous year which seems like a win. And might as well be when considering the challenges firms were presented with as a result of the pandemic.

Future Financial Initiatives

Across the board, respondents to the 42nd A&E Deltek Clarity study stated their top priority is business process improvements which is a consistent leader year after year. Furthermore, this seems like a vague statement that lacks an actual plan action and is likely the yearly list leader for this reason. With all the adversity firms faced throughout the last year, it might be a good time to start implementing a business process improvement plan by first mapping out firm processes to see how these changes have impacted firm operations.

Further down the list of financial initiatives firms wish to address are better managing growth, organizational change, and increasing spending for talent acquisition and retention which are ranked fourth, fifth and sixth respectively. Lumped together, all of these are a component of human capital management. From an employee perspective, this is promising to know that A&E firms are realizing that their value proposition is their people.

Gain Financial Clarity

In the face of uncertainty, A&E financial leaders buckled down by tightening finance controls by embracing technology to keep teams connected. Similar to what other departments within the firm did which is detailed in the technology trends section of the A&E Deltek Clarity report. Further, it’s exciting and promising to see that A&E firms weathered the initial impact of the pandemic fairly well. While the future still has some uncertainties, A&E industry has once again proven to be resilient and capable of overcoming adversity.

Benchmark your firm! Use the link button below to download the 42nd Deltek A&E Clarity report and scorecard for free.

Link to download the 42nd Deltek A&E Clarity Report

Solve Common Problems with Deltek Vantagepoint AP Voucher Lookup

Posted by Terri Agnew, CPA on September 01, 2021

For accounting professionals, the AP voucher is the single source of truth for tracking supplier invoices. An AP voucher has information from a supplier like the firm amount that is due, terms for payment, signatures of authorized firm representatives, and more. Keeping this information up to date and correct is critical, however, errors and other changes do occur.

  • Is there an invoice that was accidentally entered twice and one needs to be voided/reversed one?
  • Was tax, shipping or another amount missing on an invoice and now it is already posted?
  • Is an entered invoice amount incorrect and need to be corrected?

AP Voucher Review image

If this sounds familiar, it’s because these are all common issues that come up in the AP world. Typically, AP associates will enter a new voucher to correct these items and then reverse or add/subtract to the value of an original invoice. By doing this, two vouchers are entered for the same invoice number, often by adding a letter or number to the original invoice number. When the invoice is paid, the associate needs to remember to select both vouchers to pay the entire correct amount of the invoice. In the case of a duplicate invoice, there isn’t a “void voucher” option like there is void check or void client invoices.

However, there is a better solution - utilize “Voucher Lookup” to edit an AP voucher easily & smoothly!

Using Deltek Vantagepoint AP Voucher Lookup

Once an AP Voucher is posted Deltek Vantagepoint, it isn’t very evident that there is an option to edit the voucher. But there is! Voucher lookup is a great tool that is not as widely used as it should be.

When using AP Voucher lookup, Vantagepoint “attaches” the new voucher detail lines to the original voucher by utilizing the same voucher number and voucher header. When the corrected voucher is attached to the original there won’t be two vouchers for the same invoice to reconcile in vendor review or select in payment processing! As a result, vendor records are kept clean!

Examples of Deltek Vantagepoint AP Voucher Lookup:

Issue 1: Whoops! Two vouchers were entered for the same invoice and one of them needs to be reversed.

Deltek Vantagepoint AP Voucher Tips Solution: Enter a new AP transaction, use voucher lookup, and reverse the original lines. This AP entry will be linked or “attached” to the original voucher, not creating a new voucher but editing the original, making a zero-dollar total invoice. The steps are as follows:

  1. Go to Transaction Center > Transaction Entry > AP Vouchers. Either start a new batch (if using batches) or a new transaction (if using single transaction posting).
  2. Select the vendor. Don’t enter the rest of the header data!
  3. Go to the top right under “Other Actions” and select “Voucher Lookup”.
    1. A list of the vouchers for this vendor will appear.
    2. Select the original voucher for the invoice that needs to be edited.
    3. In the top of the list there is a search box that can be used to find an amount, voucher or invoice number and it will search for any matches from the existing vouchers.
  4. Next, select the voucher that requires editing. The voucher header information will populate from the original voucher… this is where the linking comes in.
  5. At this point, anything entered in the voucher details below will add to the original voucher line items. If the original entry had three lines and another it added, four lines will appear in the voucher review.
  6. In this example, the original voucher needs to be reversed entirely.
    1. To reverse lines, go back to “Other Actions”, select “Copy/Reverse Lines”.
    2. Check the box in the top header row to select all voucher detail lines.
    3. Click “Reverse All”.
    4. This selection will bring these lines into the voucher detail as a negative, using the same project coding. Which is simple, FAST, and does not require re-keying of line items!
    AP Voucher 2
  7. Post voucher as usual.
  8. In voucher review, the original line items and the additional link items entered during the Voucher Lookup will appear.
  9. In this example, the overall voucher is now zero and the total lines in the voucher are 12.

Deltek Vantagepoint AP Voucher Tips

Issue 2: Need to add an additional line for tax, shipping or other charges missed on original entry?

Solution: Do all steps from above, except line 6, don’t use the Copy/Reverse function. Simply add the lines needed to add to the voucher detail. Any lines that are added will link/attach to the original voucher and add/subtract to the original voucher amount.

Issue 3: Need to correct an amount in the original voucher?

Solution: Do everything above, including Copy/Reversing Lines. It is suggested to reverse the line(s) that were entered incorrectly and then enter the correct amount so there is a good audit trail. After reversing the line(s) that were entered in error, add the correct lines in the same voucher. Every line that is reversed and/or add will still link/attach to the original voucher and add/subtract to the original voucher amount.

Solve Common Accounting Challenges with Deltek Vantagepoint

Deltek Vantagepoint does more than making AP voucher corrections easy. Need to bill a client interest on a past due invoice? Check out this mini demonstration to learn how and make sure to explore all the free Vantagepoint content available on the Full Sail Partners’ website. Additionally, Full Sail Partners is dedicated to the success of its clients. Use the image link below to contact Full Sail Partners with questions about Vantagepoint.

Reach Full Sail Partners

 

 

5 Ways Deltek Vantagepoint Simplifies Billing, Time, Expense, and Transaction Entries

Posted by Theresa Depew on July 21, 2021

Why do project-based firms struggle with billing, time, expense, and transaction entries? Simply stated, firms lack the systems to support the unique challenges of professional services firms. Accounting professionals at project-based firms depend on the timely billing of their projects for the success of their firms’ bottom line. By streamlining accounting processes with Deltek Vantagepoint, project-based firms can increase cash flow and profitability.

Deltek Vantagepoint logo

1. Efficient Entering of Timesheets and Expense Reports

Using Deltek Vantagepoint, project-based firms can reduce the time it takes for employees to enter timesheets and expense reports using the Time & Expense Mobile App. Using the Vantagepoint Time & Expense App, employees can submit timesheets and expense reports while travelling. As a result, there is no more waiting until employees are back in the office to scan receipts; just snap a picture on a mobile device and the app will use intelligent character recognition (ICR) to start the expense line. Now, submitting and approving time and expenses on the go is simple which reduces the burden for employees as they enter time and expenses. Ultimately, this improves the process of client invoicing.

2. Improved Firm Cash Flow with Document Management

Project-based firms can improve their cash flow with Deltek Vantagepoint by speeding up the invoice process with document management. Within Vantagepoint, users can utilize the database to store receipts and AP Invoices by attaching them to each transaction. Additionally, they can utilize billing terms to include back-up documentation with the client invoice which greatly reduces the time it takes for billers to search and copy all supporting documentation that needs to be sent to the client.

Another added bonus of a virtual document management solution within Deltek Vantagepoint is that there are no more piles of papers needing to be recycled. If receiving AP invoices electronically or journal entry requests via email, there is no need to print; simply save and attach in Vantagepoint. Documents can be attached in AP vouchers, expense reports, units and journal entries. Vantagepoint is bringing firms a lot closer to a paperless and remote-working world!

3. Digitized Client Invoices Speed Up Billing Process

The interactive and batch billing tools in Deltek Vantagepoint digitize the client invoice process which speeds up the billing process and shortens average collection time. Vantagepoint allows billers to submit draft invoices electronically and use saved searches in batch billing to group invoice by project manager, principal, or by invoice approver. The billing tools notify invoice approvers electronically that a draft is ready for review, and approvers can use the draft invoice approval feature to mark-up and enter comments using the new PDF editor function.

Approvals also happen electronically with no more paper approval or emails to keep track of any longer. The system will keep an approval audit trail, and billers can see all comments and mark-ups made to drafts in Interactive Billing. Billers make the changes and produce the final invoice in either Batch or Interactive Billing. Ensuring all firms have a billing contact, invoices can be emailed, with back-up attached, directly to the billing contact out of the database.

4. Reduced Manual Data Entry with Workflows and Approvals

With Deltek Vantagepoint, leveraging workflows and approvals streamline transaction processing, and reduce manual data entry. Vantagepoint users can utilize electronic approvals for timesheets and expense reports. Furthermore, approval workflows are flexible and can accommodate many steps if needed, and approvers can approve timesheets and expense reports anywhere by using the mobile app. The accounts payable workflow provides an electronic approval audit trail and document management within the database leaving no stacks of papers. Even more, the absence request workflow allows managers to keep track of each employee’s schedule which helps with ensuring coverage on projects when needed.

5. Streamlined Repetitive Tasks Using Recurring Transactions

Recurring transaction entries can be done to streamline repetitive tasks for Deltek Vantagepoint users. Utilizing recurring transactions in Deltek Vantagepoint will reduce the time it takes each month to enter the same transaction. Additionally, using transactional imports for multi-line transactions will ensure accuracy and allow more time for other tasks.

Save Time, Save Paper, Save Money with Deltek Vantagepoint  

Interactive billing, automation, and leveraging workflows means less wasted time and more time to focus on the bottom line. These features are all available with Deltek Vantagepoint, and with this intuitive solution, managing billing, time, expense, and transaction entries becomes that much easier saving firms lots of money. Not to mention so many trees! Don’t forget to check out the other features offered to users by Deltek Vantagepoint.

Link to webinar about Vantagepoint 4.0

 

Accounting Made Easier for Project-based Firms with Deltek Vantagepoint 4.0

Posted by Scott Gailhouse on June 02, 2021

What is better than a purpose-built modern ERP with functionality to streamline and consolidate business processes? More features! With the latest release of Vantagepoint 4.0, Deltek offers even more features to make it easier for firms to deliver better projects, analyze business performance, and create more accurate invoices. Let’s check out some of these new features and see how they will be beneficial to Vantagepoint users.

Deltek Vantagepoint logo

Digital Markup of Draft Invoices

Clients have been asking for the ability to markup draft invoices for some time. Now with the latest Vantagepoint release, draft invoices can be digitally marked up. This allows the biller to view and edit annotations within interactive billing and markups are saved for future reference. As a result, the digital markup feature allows for improved collaboration between project managers and accounting.

Expanded Interactive Billing Capabilities

This newest version of Vantagepoint continues enhancing the user experience and ease of use. With enhanced interactive billing, you can view marked up drafts including comments from final invoices in prior periods. Also, when invoices are voided, Vantagepoint will keep a record of the void and the date the invoice was voided.

Store Final Invoices as PDFs in Vantagepoint

With Deltek Vantagepoint 4.0, final invoices can be stored as a PDF when they are accepted in interactive billing or final creation in batch billing. Since a PDF is created at the time of final invoice creation, you actually have a duplicate record of what you sent to the client originally. Now, with this enhancement, all invoices stored in Vantagepoint will exactly match the invoices that you sent to your client.

New Expense Report Screen Designer Capabilities

Deltek Vantagepoint 4.0 features now help with increasing expense report accuracy. Now, the Expense Report has a “lite” screen designer. This allows users to build in business rules within the expense report. Also, you can add additional columns or choose the columns you want to display on the expense report and change their descriptions. You can even make tool tips to help with accurate reporting by users. Additionally, screen designer changes apply to mobile expenses as well.

Expanded Expense Approval Features

The latest version of Vantagepoint focuses on increased usability. For expense report approvals, there is a new toggle to show all approval types or completed approvals. This gives the approver the ability to just see expense reports that need to be approved. Also, there is a new Print Lines Approval Report button for both timesheets and expense reports. This report gives the approver, at a glance, line items that still require approval.

Timesheet Status Update with Floor Checks

Vantagepoint 4.0 also helps with managing employee timesheet completion. If you are responsible for making sure employee time entry is completed on time, you can do a “floor check” to review the status of time entry for your employees for a specific timesheet period or day. This feature allows users to quickly see which employees still have outstanding timesheets and includes the ability to create a reminder email template to send to employees.

Mobile Enhancements Including Biometrics

In previous versions of Deltek Vantagepoint, users could upload receipts from a mobile device using Intelligent Character Recognition (ICR). With 4.0, users can now automatically match a line created from a receipt with a credit card charge. Biometric authentication has also been added to Time & Expense and CRM mobile capabilities. Using this new feature, users can now utilize fingerprint ID or face recognition to make it more convenient and more secure to access their Vantagepoint system. These new enhancements simplify the process making it easier for end users to complete their expense reports. Therefore, allowing for more accurate reports which benefits accounting.

Dashboard Enhancements for Clearer Insights

With Vantagepoint 4.0, Deltek continues to provide more improvements to filters, dashparts, and dashboards for ease of use for the end user. The latest release provides further visibility into project details and labor planning. One of those enhancements to dashparts is the ability to drilldown to the details to see unposted labor hours at cost and/or billing rates.

Always Looking Forward with Deltek Vantagepoint 4.0 

With each release of Vantagepoint, Deltek seeks to reimagine functionality and leverage innovation to provide usable and practical value for accounting. The latest release steps up with features that work on improving user experience, ease of use and accuracy. As always, the newest Vantagepoint 4.0 enhancements make managing and delivering projects that much better for all users and there are many more to come.

Link to webinar about Vantagepoint 4.0

What You Need to Know About OCR and ICR Technologies

Posted by Ryan Felkel on February 17, 2021

For project-based firms, document management is vital, and with a document management system in place, these firms can organize all relevant information with ease. However, many firms use scanning technologies that only create an image of the document. As a result, the image lacks the metadata contained within the document such as client name, dates, invoice amounts and more unless a firm associate adds this information manually.

Artificial Intelligence

Today, new scanning technologies have been introduced to the market that have the capabilities to “read” a document and collect the pertinent metadata making the file searchable. This technology eliminates the time required by an employee to manually gather and enter that information. Before your firm decides to invest into this technology, it’s important to get a basic understanding of how these technologies work.

What is OCR and ICR?

In short, OCR, or Optical Character Recognition, is a software that scans text in documents and is usually used for translating long documents into electronic files. ICR, or Intelligent Character Recognition, by comparison, is a software that recognizes fonts and styles of handwriting. With this basic understanding, let’s take a deeper dive into the differences.

It is commonly accepted that OCR technology was first introduced by Emanuel Goldberg in 1914 to read characters and convert them to a telegraph code to help the blind read. During the following decades, OCR capabilities continued to grow to what we have and use today. You may not even realize it, but you probably use OCR technology on a weekly basis. If you travel through an airport, send a letter in the mail, or deposit a check in the ATM, you have used OCR technology. While OCR technology is used regularly and effectively, there is a newer technology emerging as the leader.

In the early 1990’s, ICR technology took OCR capabilities to the next level. Basically, it is a smarter OCR which can focus on details. While OCR is normally used for retrieving typed documents that can be categorized and searched, ICR handles handwriting with more complicated styles than OCR can manage. Even more, ICR is a self-learning technology that teaches itself to recognize new handwriting patterns and improve data capture from scanned documents.

Benefits of ICR

OCR software is generally less expensive than ICR because you get fewer features. For some firms, the advanced features of ICR may not be necessary. However, for the majority of project-based firms, the cost of ICR is worth it as it will save countless hours spent on document management. Since ICR can read handwritten notes, and virtually any font, it can be used to manage many more documents than just OCR alone. Not to mention, the automatic retrieval of this relevant data no matter the handwriting prevents human input error which is a common problem with manual entry.

ICR and Accounting Data

Specifically, when it comes to accounting data, using ICR is extremely beneficial. ICR can be used for scanning various accounting documents such as accounts payable, invoices, purchase orders, onboarding payroll forms, and travel expenses. Larger firms that process hundreds of forms each month will be able to reduce numerous hours spent by team members having to manually enter all that data.

Expense Retrieval on the Go With ICR

Since Deltek is the leading provider of project-based ERP systems, it has already begun adopting ICR technology in Deltek Vantagepoint. Currently, Deltek is utilizing ICR in its mobile expense feature which allows users to take a picture of their receipts which can be read by Vantagepoint. The printed or handwritten text auto populates into the fields in Vantagepoint eliminating the manual entry of this information. Accounting can then see where the budgets stand throughout the project lifecycle keeping everyone on track. Stay tuned as Deltek is continuing to test this capability in other capacities to help streamline your business operations!

Watch demos of Deltek Vantagepoint now!

Manage Your Employee Expenses Like A Pro

Posted by Theresa Depew on June 03, 2020

Expense management

When employees seek reimbursement for employee-paid expenses, chances are good that far too much time is spent looking for receipts. Often, there is also the question of limits, processes, and details around submitting an expense report. Wouldn’t it be great if there was a software that could manage employee expenses with a seamless process, helping you navigate expenses like a pro? Fear not, as such automation is possible with SAP Concur. Even more, SAP Concur integrates with Deltek Vision and Vantagepoint through the Blackbox Connector to simplify your expense reporting processes.

With SAP Concur, you can see all expense data in one place, offering the big financial picture while making the process easier for your employees. Yes, it can be a win-win for all. Let us look at some of the advantages an automated and integrated expense management tool can offer.  

Makes the Process Easier for Users

While submitting an expense report can be a very frustrating task, it is a necessary business process that cannot be overlooked or eliminated. Usually, it does take administrative or overhead time for some often-extensive searching. Fortunately, SAP Concur can give employees an easier method of submitting expenses on a routine basis with the following features: 

  • Mobile Tools – Users have full access to expense report functions via a mobile device, allowing employees to submit, review, and approve on the go. Having full expense functions on a mobile device makes submitting expenses quick and easy. There is no more waiting until you are back at your desk to complete expense tasks.
  • Receipt Capture – SAP Concur removes the need for a scanner, and never having to use a scanner to upload receipts one by one is priceless. Simply snap a picture of a receipt using your mobile phone camera and start a report from your mobile device, saving processing time.
  • E-Receipts – Transaction data from airlines, hotels, restaurants, and car companies can be automatically captured to create accurate, detailed expense reports. Receipts can be sent directly to your SAP Concur profile, allowing you to quickly add the expense details without having to organize receipts. As soon as the receipt is emailed, it appears on the home expense screen.
  • Credit Card Feeds – Your corporate or travel card transactions are directly fed into SAP Concur for expense processing. This functionality is marvelous; firms no longer need to manually import charges into an ERP or expense program for users to expense or for reconciliation. When a charge is made, the bank sends the transaction to SAP Concur. From there, users will see it on their home expense screen, and it is ready for expensing.

As you can see, the expense management process can be more efficient for employees, allowing them to focus their efforts on earning new business, serving the client, or working on current business. With an easier process, employees can submit their information timelier, and accounting can invoice clients sooner on billable expenses, helping to shorten the invoicing cycle.

Even Accounting Thinks This is Snazzy

Accounting teams are often the ones tracking down the missing details or having to reject submissions for details that were overlooked. By automating expense management and integrating it with your accounting system, SAP Concur can be implemented with workflows, ultimately helping everything flow more smoothly. Here are some of the features that accounting teams can look forward to:

  • Automated Travel Policy – Workflows can be set to warn or stop expenses from being submitted based on your company’s expense/travel policy. Using the audit rules takes the guess work out of policies. Workflows allow the expense audit/approval process to move quickly and efficiently. Auditors and approvers do not need to spend hours verifying every policy detail; most can be set up as a rule and not allowed.
  • Reporting – SAP Concur offers simple spend monitoring, schedule reports, and customizable reporting. The software offers out-of-the-box reporting, which is quick and easy to use. Reports can also be downloaded in different formats – Excel, Word, PDF. If the report needed is not available, it can typically be created and saved for future use.
  • Integration – A comprehensive financial picture and reliable reporting can be gained by connecting to your enterprise resource planning system (ERP), Deltek Vision/Vantagepoint. Integrating SAP Concur with Deltek Vision/Vantagepoint allows a constant and consistent flow of financial data. New or changed employees and projects can be pushed into SAP Concur through an automated feed. Also, expense reports that are approved/processed in SAP Concur will be fed into Deltek Vision/Vantagepoint nightly and be ready for posting. So, no more need for double entry at many levels.

Wins All Around

As you can see from the highlighted features, SAP Concur can eliminate many pain points that come with expense reporting. The right expense management software creates a smoother process for firms, which benefits the employees, supervisors, and accounting team alike. We can all agree that any process that can be automated and ultimately improve a business should be given consideration. Everyone will be pleased with timely expense reimbursement so start managing your expenses like a pro with SAP Concur.

Concur Spend Management

Preparing for 2019 Year-End

Posted by Jennifer Renfroe on November 27, 2019

Year End 2019

Year-End is coming! Don’t let year-end bring you down - create a plan and stick to it. A great way to start is by creating a checklist and calendar. Make sure your calendar includes all year-end deadlines: final AP and Expense payment processing, final timesheets due, and final bank reconciliation are all important items to include. Deltek issues a checklist yearly, and this is an excellent starting point to create the plan for your company. Once issued, it will be available on the Support Center site.

Top Items to Consider Adding to Your Year-End Checklist

  • Reconcile all cash accounts – Post all transactions in Deltek Vantagepoint or Vision. Verify your general ledger balances match your bank statements. Make all adjustments as needed.
  • Final Invoicing – Process all client invoices for the fiscal year.
  • Review outstanding Accounts Receivables – Follow-up with clients who have outstanding accounts receivables beyond 30 days. Send past due statements and/or simply give them a call. Enter the results of your collection efforts in the comments section of Deltek Vantagepoint or Vision Invoice Review. Year-end is an excellent time to collect your outstanding receivables. If you determine there is uncollectable AR, be sure to write those invoices off.
  • Review Unbilled detail - Time and expense transactions that cannot be invoiced to clients should be written off at this time.
  • Fixed Assets – Fixed Assets are larger purchases that are made throughout the year (i.e. equipment, automobiles, furniture, computers, etc.). This is the time to make sure all fixed assets are reported on the balance sheet if they are still owned. If not, record the sale or disposal of these fixed assets. Additionally, verify the depreciation on your fixed assets as well and make any necessary adjustments.
  • Employee Expenses and AP - Verify that all accounts payable vouchers have been recorded in Deltek Vantagepoint or Vision. Make your 401(k), SEP IRA, and Simple IRA contributions have been made, if you have not done so. Try and pay all your vendors and employee expense reports by year-end.
  • Notes Payable - Verify notes payable (i.e. loans) amounts on your balance sheet match the statements from your lenders and make all adjustments as needed.
  • W-9s – Order 1099 forms as soon as possible. Furthermore, make sure all W-9s from your vendors and/or contractors that have been paid $600 or more to throughout the year are on file. Don’t forget 1099s should be mailed on January 31st. 1099 forms can be purchased from most office supply stores, or you can order them for free from the IRS.
  • W-2s – If you run payroll in Deltek Vantagepoint or Vision, order W-2 forms. W-2s should be mailed by January 31st. W-2s can be purchased from most office supply stores.
  • Budget for next year - Create your GL budget for 2019.

Communication and Organization is Key to Success

Make sure all in the firm know what their role is for year-end, i.e. when final timesheets and expense reports are due. Put a year-end process in place, create a manual and checklist to use yearly, and you’ll be ahead of the game next year! Please note: Deltek will be issuing year-end updates for Vision 7.6 and Vantagepoint. If you are on 7.5 or older, you must upgrade to a supported version to receive a 2019 year-end update. If you are still on Vision 7.5 or an older version, contact Full Sail Partners if you have questions about upgrading to Vision 7.6.

Deltek Customer Care

Now is the Time to Move to the Cloud

Posted by Wes Renfroe on January 02, 2019

 

Move to the Cloud

As a small to medium business owner, IT management can be a big headache. Your real work is often disrupted by IT issues such as adding new employees, getting your staff’s machines and apps running, and updating software and support. Moving to the cloud with hosted apps and desktops is the best solution for your firm. Let’s look at the benefits of cloud hosting.

Mobilize the Workforce

With a hosted virtual desktop service, employees have access to apps, documents and other resources from anywhere. All that is necessary is an internet connection and an end point device. Employees can get work done on the go and feel like they never left their workstations.

Business Continuity

Data is safe and always available with a hosted service. If there is a power outage or natural disaster, the offsite data center provides firms with no disruption of service. Data is always secure in the virtual data center which ensures protection with built-in data encryption.

Reduced IT Costs

With a hosted solution, no IT expertise is needed by the firm. Firms will end up spending less on licensing fees and off-site data storage and backup. Anti-spam and virus management is also provided in addition to 24x7 help desk support.

Focus on Growing Your Business

Moving to the cloud with hosted apps and desktops leaves time for your firm to focus on your real work and growing your business. Using the cloud solution, the days of having to manage apps, desktops and servers are in the past. Instead, all the updates and patches are handled for you. Are you ready to move to the cloud?

Thinking Out Cloud  

Get Your Firm and Deltek Vision Ready for Year-End 2018

Posted by Theresa Depew on December 06, 2018

 

Year End 2018 v2

As year-end rolls around, it is vital to prepare for year-end close well in advance. Some may be wary of the task ahead, but do not get overwhelmed. Here are some things to consider to make this daunting task easier.  

Use A Year-End Checklist

Using a checklist will help you track activities that are complete and those that still need your attention. Some items you may want to add to your checklist are:

  • Reconcile all cash accounts - Verify all transactions have been posted into Vision/Vantagepoint to ensure your general ledger balances matches your bank statements. Make adjustments as required.
  • Final Invoicing – Process all client invoices for the fiscal year.
  • Review outstanding accounts receivables - Follow up with clients who have outstanding accounts receivable beyond 30 days. Send past due statements and/or simply give them a call. Enter the results of your collection efforts in the comments section of Vision Invoice Review. Year-end is an excellent time to collect your outstanding receivables. If you determine there is uncollectable AR, be sure to write those invoices off.
  • Review Unbilled detail - Time and expense transactions that cannot be invoiced to clients should be written off at this time.
  • Fixed Assets – Fixed Assets are larger purchases that are made throughout the year (i.e. equipment, automobiles, furniture, computers, etc.). Are all fixed assets reported on the balance sheet still owned? If not, record the sale or disposal of these fixed assets. Verify the depreciation on your fixed assets as well. Make any necessary adjustments.
  • Employee Expenses and AP - Verify that all accounts payable vouchers have been recorded in Vision/Vantagepoint. Make your 401(k), SEP IRA, and Simple IRA contributions, if you have not done so. Try and pay all your vendors and employee expense reports by year-end.
  • Notes Payable - Verify notes payable (i.e. loans) amounts on your balance sheet match the statements from your lenders. Make adjustments if necessary.
  • W-9’s – Order 1099 forms. Make sure all W-9’s from your vendors and/or contractors that are paid $600 or more throughout the year are on file. Don’t forget 1099’s should be mailed on January 31st. 1099 forms can be purchased from most office supply stores or you can order them for free from the IRS (gov).
  • W-2’s – Order W-2 forms if you run payroll in Vision/Vantagepoint. W-2’s should be mailed by January 31st.
  • Budget for next year - Create your GL budget for 2018.

Bonus Year-End Tips

Here are just a few tips to make your year-end close just a little easier:

  • Communication – It is vital to communicate to the rest of the firm that year-end is approaching and the important dates that they should be aware of: final timesheet due date, final expense report due date, etc.
  • Create a calendar – Your calendar should contain all of your year-end deadlines: final AP check run, final timesheet due, final bank rec are all dates you may want to add to your year-end calendar.
  • Create a year-end manual – Given that year-end procedures change very little from year to year, create a manual. With a manual to refer to, you no longer have to rely on your memory or cryptic notes you may have taken in years past.
  • Reconcile on a monthly basis. Stay on top of your monthly reconciliations. Nothing adds to the stress of year end more than performing several months of reconciliations that could be done monthly.
  • Recurring transaction files – If there are yearly JE’s or other transactions that you only post once a year, consider creating a recurring transaction file. Each year those files will already be in place so you don’t have to re-create them from year to year.
  • Order year end forms well in advance. Why wait until the last minute to order your 1099 and W-2 forms? By ordering your forms in advance you know they are on hand when you are ready to process.

Get Ready for 2019

Deltek publishes the Year-End Bulletin each year. This is an excellent resource for preparing for year-end. Make sure to visit the Deltek Customer Care site to ensure you close out 2018 properly and your firm is ready for 2019.

Deltek Customer Care  

Top Reasons to Automate the Accounts Payable Process

Posted by Ryan Felkel on December 05, 2018

 

AP AutomationOne of the most time-consuming processes for accounting is accounts payable (AP). In fact, the entire process from receiving and reviewing invoices to paying the vendor is riddled with opportunities for errors. To make matters worse, 77% of invoices received by companies are in a manual format such as hard copies, PDFs and emails, and the average cost to process one invoice is $34. There is, however, a way to put an end to these ever-present accounting woes – automate the AP process.

Reasons to Automate the AP Process

Let’s look at the benefits of automation:

  • Save Time – Using optical character recognition (OCR) technology, AP automation software reduces the need for manually inputting information from an invoice into your firm’s accounting system
  • Eliminate Errors – With less reliance on manual input, the element of human error is greatly reduced
  • Faster Processing – AP automation software allows for faster approval since the software will flag invoices that have inaccurate information
  • Reduce Double Payments – AP automation software will flag a duplicate invoice when on the rare occasion a company accidentally sends two or more of the same invoices
  • Gain Greater Insight – With invoices in one system, firm leaders and the entire accounting staff can quickly evaluate spending using easy to read dashboards
  • Improved Relationships with Vendors – By paying invoices faster, your firm will have a better relationship with vendors and even possibly get an early payment discount
  • Better Staff Utilization – Instead of having accounting experts processing AP, they can work on more important accounting tasks

AP Automation Solution for Deltek Vision & Vantagepoint Users

For Deltek Vision and Vantagepoint, SAP Concur integrates with these ERP systems utilizing the Blackbox Connector integration. When you begin using Concur, you can have all your vendors email invoices to one specific email address. Concur will then use OCR technology to collect the information contained in the invoice which can be reviewed by a member of the accounting staff to approve or deny payment. Once approval has been given, a check or ACH payment can be made.

It’s important to note that Concur then uses Expense Types to link all invoices to the correct GL account. This information is then extracted on a nightly basis into your Deltek system keeping it up-to-date. See, it is actually quite simple. Let Concur AP automation work for your firm!

AP Automation