Processing Bills In Deltek GCS Premier

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Processing Bills

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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.

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PROCESSING BILLS

IN DELTEK GCS PREMIER

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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

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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

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© NeoSystems Corp 2011 Page 8 of 67 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

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© NeoSystems Corp 2011 Page 9 of 67 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 1002 501 502 Suffix 30 11 12

Preferred Method in most cases Set “000” to Inactive

Revenue

Billed

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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 Edit Invoices

Calc Bills Print

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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

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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.

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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.