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VPVI:86VISION BILLING TIPS & TRICKS
Janelle Leroux, Simpson Gumpertz & Heger
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Agenda• Introduction
• Retainer and Retainage
• Invoice Format Tips
• Billing Groups
• Billing Term Templates
• Supporting Documents
• Scheduled Billing
• Billing Phase Grouping
• Batch Billing
• Security and Utilities
• AR Statement and Comments
• Vantagepoint Billing Improvements
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SIMPSON GUMPERTZ & HEGER• SGH is a national engineering firm that designs, investigates, and rehabilitates structures,
building enclosures, and materials.
• Projects in the United States, Canada, and more than 30 additional countries
• Recipient of over 400 national and regional project awards and recognitions
• 600 employees in seven offices
photo by Hariri Pontarini Architects photo by Chris Ambridge
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Retainer Setup
• Configuration > Accounting System Settings > General Tab
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Retainer Receipt
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Retainer
• Billing Terms >Add-Ons• Select refresh to view retainer balance
• Create add-on to apply retainer
• Select retainer check box
• Account field is retainer account
• Invoice posting will
debit retainer
account and credit
billed fee revenue
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Retainer
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Retainage Setup
• Enable• Configuration> Accounting
System Settings > General Tab
• Define GL Accounts • Configuration > Accountings>
Accounts Receivable
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Retainage Overview
• A percentage of billings contractually withheld on an invoice, which will be billed in the future
• Define percent and limit by project
• Define GL account to track balance
• Reconcile GL balance to AR report balance
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Retainage – Billing
• Billing Terms• Define percentage, limit, sections to include and Tax impact.
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Retainage Releasing
• Releasing• Select which invoices to
release within Interactive Billing
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Retainage Reports
• Accounts Receivable Aging• Option to include all
outstanding retainage
• Accounts Receivable Ledger• History of all invoices and
all retainage
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Invoice Format
• Security Options• Configuration > Roles > General
• Access to modify/create
• Configuration > Roles > Record Access• Restrict editing or use of individual templates
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Invoice Format
• Add logo to invoices• Print logo or footer automatically on invoices
• File format .jpg .gif or .png
• Use Images menu item to upload file to the server
• Select Image from drop down in Name column
• Preview template to test spacing and alignment
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Invoice Format
• Why do you need multiple templates• Multiple office locations
• Different company/entity name
• Services through date options
• Different remittance address
• Total Now Due added
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Billing Groups
• Billing > Billing Groups
• Allows combining of multiple WBS1s
onto one invoice
• Helpful if you do not have WBS2/3 setup
• Consolidated Printing
• Separate terms
• Print Group vs Project
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Billing Groups
• Interactive Billing View• WBS1 in bill group shows in dropdown
• Pin drop down to see list
• Detail shown is for WBS1 selected only
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Generic Projects Created for Billing Terms
• Created 3 projects to use as billing template placeholders• 999999.99-FEE1 Fee Template Billing Terms using Multiplier
• 999999.99-FEE2 Fee Template Billing Terms using Labor Rates
• 999999.99-TIME T&E Template Billing Terms using Labor Rates
• After opening a new project COPY billing terms from placeholder projects.
• Update fee and or labor rates if different than template
• Save & Done
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Supporting Documents
• Generate backup for invoices electronically
• Can enable before or after invoice accepted
• Interactive billing include all documents added through posting• A/P Vouchers
• Expense Reports
• Units
• Supporting Documents are uploaded to Vision using Microsoft SQL Server FILESTREAM
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Supporting Documents
• Billing Terms > Billing Backup Tab• Check A/P Vouchers
• Check Expense Reports
• Display Supporting Document Icon
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Supporting Documents
• Interactive Billing > Expense Tab• Document icon with check
• Expand to view or upload additional doc
• Uncheck Print with Invoice to turn off
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Supporting Documents
• Preview Options prompt• Final invoice or draft
• Will open as PDF with all documents
• Expense Backup• Icon shows next to charges with backup
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Supporting Documents
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Scheduled Billing
• Enable Scheduled Billing• Configuration > Billing > General > Fee tab
• Use when project has date based milestones for fee billing
• Set Date• Interactive Billing session options define date for fees to include on current
invoice
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Scheduled Billing
• Billing fee projects on set schedule• Percent
• Amount
• Billing Terms > Fee tab• Check Scheduled billing
• Select line for schedule
• Insert date, percent or amount
• Draft Invoices• Scheduled fee will show on draft
if falls before/on date of invoice
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Scheduled Billing
• CA monthly rate
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Billing Phase Grouping
• Billing Terms > Fee Tab• Phase Grouping
• Group fee lines on invoice• Improve formatting
• Combine phases/tasks into one fee line
• SGH use for splitting profit centers but invoice client as one fee
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Batched Billing
• Saved Options
• Email Invoices
• Draft Invoice Options• Do Not Create Report…
• Overrides
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Batched Billing
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Billing Related Security
• Limit Actions within Interactive Billing and Approvals
• Update Percent Completes Only
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Billing Utilities
• Refresh Billing Extensions – updates transaction billing amount on project reports • Careful with project selection!
• Often only update unbilled transactions
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AR Statement
• Send a statement to your client of their unpaid balance.
• Group report by client or by project
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AR Statement
• Greater flexibility in designing AR statement. Create similar look as invoice
• Add a logo to your AR Statement
• Define margins for information printed in the heading
• Print project long name
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AR Comments
• A/R Comments located in multiple places• Project Review/AR tab
• Invoice Review
• AR Dashboard
• Track all collection work with invoice• Collection actions
• Revisions to invoices
• Feedback from client
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AR Comments
• A/R Aged Report > Options tab• Add Print AR Comments
• Set date range want to view
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AR Comments
• A/R Comments• Report by client
• Report by project
• Report by user
• Filter on date range
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Vantagepoint Billing EnhancementsBilling 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
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Vantagepoint Billing EnhancementsBilling Terms > Fees Tab
• Consistent solution with Interactive Billing
• Consistent view of Fee information
• Current Fee is always visible
• Easy solution to maximize rows displayed within billing phases grid
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Vantagepoint Billing EnhancementsBilling Groups
• Easily navigate between projects in billing group within all Project Hub pages
• Main project specified
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Vantagepoint Billing EnhancementsInteractive Billing
• Project record and Project search remembered when navigating between Project Hub and Interactive Billing
• Billing session options remembered
• More prominent Notes field
• Simpler edit of transaction comments
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Vantagepoint Billing EnhancementsInteractive Billing (cont.)
• Update fee percent complete directly within Interactive Billing
• Email final invoices
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Questions
Janelle LerouxSimpson Gumpertz & HegerSenior Project Accountant & Business [email protected]
Melissa CoffeyDeltekProduct [email protected]
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