Processing Bills In Deltek GCS Premier

Processing Bills In Deltek GCS Premier

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Topics Overview NeoSystems Corp 2009-2012

TABLE OF CONTENTS PROCESSING BILLS IN DELTEK GCS PREMIER V18C 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 NeoSystems Corp 2011 Page 1 of 67

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 NeoSystems Corp 2011 Page 2 of 67

T-Account Overview NeoSystems Corp 2009-2012

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: NeoSystems Corp 2011 Page 8 of 67

Scenario: TRR = TAR = Preferred Method in most cases Set 000 to Inactive Suffix 2000-001 2000-002 30 Revenue 100 1 50 1 2000-001 2000-002 11 Billed 100 2 50 2 2000-001 2000-002 12 Unbilled 100 1 100 2 50 1 50 2 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 NeoSystems Corp 2011 Page 9 of 67

NeoSystems Corp 2009-2012 Flowcharts

PROCESS BILLS There are several types of bills that can be generated by the system: TYPE CONTRACT BILLINGS GENERIC BILLINGS WIDE AREA WORK FLOW SALES ORDERS PROGRESS PAYMENT /DD250 S DESCRIPTION Supports both 1034 and 1035 billing forms Manual bills calculated elsewhere and entered in GCS Electronic submission of invoices to the Federal Government Typically used with commercial contracts 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 Post Bills Journal Entries General Ledger Calc Bills Billing Edit Print Invoices Post Timesheets Labor History NeoSystems Corp 2011 Page 25 of 67

Step-by-Step Walkthroughs NeoSystems Corp 2009-2012

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. NeoSystems Corp 2011 Page 26 of 67

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. NeoSystems Corp 2011 Page 42 of 67

NeoSystems Corp 2009-2012 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. NeoSystems Corp 2011 Page 31 of 67