Deltek Insight 2012: What is new in Costpoint 7 for Accounting?
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Transcript of Deltek Insight 2012: What is new in Costpoint 7 for Accounting?
What’s New in Costpoint 7 for Accounting?
Natalie Scicluna, Principal Customer Care Analyst, DeltekTom Potts, Senior Designer, DeltekGC-321
2 ©2012 Deltek, Inc. All Rights Reserved
What’s New?
Cash Receipts Preprocessor
Fixed Assets UID (FAR 45)
Fixed Assets Preprocessors
Vendor Master Preprocessor
Agenda
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Convert EDI and NACHA transaction files into cash receipt transactions using the Cash Receipt Preprocessor.
Generate and store the Unique Identifier (UID) in the asset master record for government furnished equipment (GFE) to comply with FAR 45.
Import fixed asset records and disposals using the Fixed Asset Preprocessor. Discuss the ability to export asset records between databases.
Discuss the ability to import or modify vendor master records.
Key Takeaways
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Purpose
Create a Cash Receipts Preprocessor to automatically create cash receipts from an electronic bank file in accordance with EDI (Electronic Data Interchange) and NACHA (National Automated Clearing House Association) formatting with transaction sets 820 and 823.
Provide a Cash Receipts Preprocessor Report to review the updates and/or modify data entry before importing cash receipts.
Ability to be run through the Job Server.
Cash Receipt Preprocessor
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File Format Options – Input File EDI (Electronic Data Interchange) NACHA (National Automated Clearing House Association) File Contains Hard Returns - are carriage returns used in the file after
each segment separator?
Transaction sets 820 and 823 are standardized file formats. An 820 file contains remittance advices from a vendor and comes
directly from vendor, bank, or third party agent. An 823 file contains actual payments from vendors and comes directly
from a bank. An 823 file can contain multiple vendor payments.
Manage Cash Receipt Preprocessor Settings
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EDI Delimiters – There are two different delimiters used in a bank file. These values are user defined.
Segment – delimiter (~) used to separate the data segments (ST, BPR, RMR, etc…)
Element – delimiter (*)used to separate the data elements (fields within the segment)
Manage Cash Receipt Preprocessor Settings
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EDI Matching Criteria – Unidentified/Unknown Invoice
Unidentified Invoice Number from Bank File – when an invoice number is found in the bank file, but does not exist in Costpoint, create the record in Costpoint. AR_HDR_HS is updated during posting of the cash receipts.
“UNK’ Invoice Assigned by the System – when the bank file does not contain an invoice number or payment reference, use an unknown invoice number assigned by the system.
Manage Cash Receipts Preprocessor Settings
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EDI Matching Criteria – Duplicate Invoice
Duplicate New Invoice for Different Customers – how to assign invoices when the same invoice number exists for multiple customers. Assign first invoice
number/customer combination using the input file; remaining invoice/customer combinations assigned ‘UNK’ receipt number, or
Assign all invoice number/customer combinations to ‘UNK’ receipt number.
Manage Cash Receipts Preprocessor Settings
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Customer Matching
Unidentified Customer Alias Match – option to match on an alternate customer name when the payers name does not equal Costpoint Customer.
Customer long name Customer alias is setup in the Manager Customers screen
Unidentified Customer to Default – option to match to a default customer when the bank file customer name does not match to a Costpoint customer ID, name, or alias.
Manage Cash Receipts Preprocessor Settings
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Extended Matching Options
Match Invoice on Non-Zero Numeric Portion – option to remove leading alpha and numeric values from an invoice number.
Invoice Number in EDI file is ‘INV#0000156901’.
Cash Receipt Preprocessor will try to match the following invoice numbers to the Costpoint invoice number:
INV#0000156901
156901
Manage Cash Receipts Preprocessor Settings
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Alternate Field Matching
Option for extended matching using a priority system with the AR_HDR_HS table and the following fields:
Invoice Amount – INVC_AMT Balance Due – BAL_DUE Customer – CUST_ID Bill Number – BILL_NO_ID
When used, at least two alternate fields must be used. Invoice Amount and Balance Due can not be used by themselves to satisfy the requirement.
Can use all four alternate fields for extended matching.
Manage Cash Receipts Preprocessor Settings
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Input File Options Use File Manager to Upload File (Location and File Name) File Format, Transaction Set, and File Contains Hard Returns defaults
from Cash Receipt Preprocessor Settings screen.
Import Cash Receipts
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Accounting Period – user defined to determine which Fiscal Year, Period, Subperiod to import the cash receipt transactions.
Receipt Processing Option to use System Cash Receipt Numbers or to provide a user
defined Cash Receipt Number. Option to enter Cash Receipt date to override dates in bank file.
Import Cash Receipts
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EDI Delimiters and Extended Matching Default from Manage Cash Receipt
Preprocessor Settings. All values can be edited. Delimiters and Matching criteria are identical to
Manage Cash Receipt Preprocessor Settings functionality.
Error Processing SettingsCheckboxes have been added because warning messages are not displayed for processing applications in the web.
Continue to Process with Error Records – option to process file if error is encountered. Cash Receipts Error Report will be provided. Transactions that have been matched will be imported.
Overwrite Existing Records – option to delete records from the temporary tables that have not been imported.
Import Cash Receipts
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UID (Unique Identifier) Purpose - Track government furnished equipment (GFE) and material
Auto-generate UID for new auto-created assets – Create valid unique identifier values painlessly
Control manual entry of unique identifier values to avoid duplicates
Track UID related data in addition to the UID value, and tie that data to the asset.
UID information may be extracted from the Asset table in the same manner as other Fixed Assets data is extracted for reporting to the government.
Overview of UID
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Addition of auto-generate UID buttons in three screens, fed by configuration fields:
A)Issuing Agency Code
B)Enterprise Identifier
C)UID Prefix
D)UID Type (Five alpha numeric)
UID1 = (A) combined with (B) plus Serial Number
UID 2 = UID1 combined with Model
Auto Generate buttons only create using UID1 and UID2 methods
Configuration fields updated in Fixed Assets or, if licensed, in Inventory
Initialization – Auto Generate UID Capability for New Assets
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Data Screens UID Auto-generation Capability
Materials - Manage Purchase Order Receipts Materials - Manage Quality Control Inspections Accounting Fixed Assets - Manage Autocreation Transactions
Manual UID Entry for Existing Assets and manually entered new assets Manage Asset Master Information – Govt Info Tab Manage Asset Government Information Manage Asset Master Global Changes
Where is Fixed Assets UID Information?
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Existing capability in Materials/Inventory
Process Fixed Assets/Configure Autocreation Settings
Read-only if Inventory is licensed – then enter settings in Inventory/Configure Serial/Lot Settings
Auto-creating assets Newly added Auto-generation button found in:
Materials/Manage Purchase Order Receipts
Materials/Manage Quality Control Inspections
Fixed Assets/Manage Autocreation Transactions
Not found in screens for existing assets
UID Auto-generation for Asset Auto-creation
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Four New Preprocessors in Costpoint 7 Asset Export Preprocessor Asset Import Preprocessor Disposal Export Preprocessor Disposal Import Preprocessor
Fixed Assets Export/Import
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Primary goal – Export asset data that can be imported into another CP database without bypassing validations or losing data integrity
Non-contiguous list Modify export records without affecting existing records Save and retrieve batches Simultaneously create disposal records Export File contains Posting Settings (Current Year, Period)
Secondary goal – Export for UID (or other reasons) Select assets with changes or enter a list
FA Asset Export
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Export Asset RecordsAsset Selection
Include Asset Additions and Disposals that occurred this period.
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Export Asset RecordsAsset Selection
Include additions, disposals, or if the Ownership Project changed.
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Export Asset Records -Prepare Records
Can change certain asset data for export, and disposal data for processing.
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Primary Goal – Import asset data that was exported out of another CP database without bypassing validations or losing data integrity
FA Administrator can handle export to import process Report identifies data issues Timing
Secondary Goal – Provide alternate method to import acquired/new assets
Tables or file Can process error-free records now using tables
FA Asset Import
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Goal – Support disposal edit record transfers between Costpoint databases
Export File contains Posting Settings (Current Year, Period) Fixed Assets Administrator can handle export-to-import process
Disposal data imports can be from tables or a file
Export/Import Disposal Data
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Purpose
Create a Vendor Master Preprocessor to insert or replace/update vendor data.
Provide a Vendor Preprocessor Report to review the updates and/or modify data entry before importing vendor information.
Ability to be run through the Job Server.
Vendor Master Preprocessor
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Input File
File Format Options: ASCII Table
Vendor : AOPUTLVU_INP_VEND Vendor Addresses: AOPUTLVU_INP_VENDA
Input File layout can be found in the Help screen
File Delimiter Options: Comma Semicolon Tab Tilde
File Name – name of file being processed and imported.
File Location – location of file.
Vendor Master PreprocessorImport Vendors
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Default Accounts
The Default A/P and Cash accounts are used if the A/P Account and Cash Account do not exist in the Vendor Master Preprocessor File.
Vendor Master PreprocessorImport Vendors
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Vendor Master Controls…
Vendor Approval Setting Approved — vendor is available for immediate use. Pending — vendor must be approved (if using Vendor Approvals in
‘Configure Accounts Payable Settings’). From Input File — manually assign approval code in input file (‘A’ or ‘P’).
Auto Assign Vendor Auto Assign — Sequentially assign vendor IDs based upon ‘Last
Vendor” field in ‘Configure Vendor Settings’. From Input File — Manually assign vendor IDs in input file.
Vendor Master PreprocessorImport Vendors
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Vendor Master Controls
Security Setting Record Vendor Info Update —
Enabled if control is selected in ‘Configure Accounts Payable Settings’. Changes to Vendor information (such as addresses, pay vendor IDs, bank account information) will be recorded in the VEND_INFO_AUDIT_HS table.
Vendor Update Password — Enabled if control is selected in ‘Configure Accounts Payable Settings’. The password entered in ‘Configure Accounts Payable Settings’ must be entered to update existing vendor records.
Options Allow Different Pay Vendor —
Enabled if control is selected in ‘Configure Vendor Settings’. Allows a different pay vendor than the Vendor ID. Example : paying American Express for employee travel expenses.
Hold Payment — Setting to hold payments to vendor.
Pay When Paid — Setting to hold payments to vendor until Cash Receipts have been entered for vendor.
Vendor Master PreprocessorImport Vendors
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Vendor Master Controls
Process Table Options (only enabled when File Format is ‘Table’)
Load Unprocessed Records — Process records in AOPUTLVU_INP_VEND and AOPUTLVU_INP_VENDA that have an S_STATUS_CD = ‘U’ (Unprocessed).
Reprocess Error Records — Reprocess records in AOPUTLVU_INP_VEND and AOPUTLVU_INP_VENDA that have an S_STATUS_CD = ‘E’ (Error).
Delete Imported Records — Delete records in AOPUTLVU_INP_VEND and AOPUTLVU_INP_VENDA that have an S_STATUS_CD = ‘I’ (Imported).
Vendor Master PreprocessorImport Vendors
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Error Processing Settings
Checkboxes have been added because warning messages are not displayed for processing applications in the web.
Continue to Process with Error Records – option to process file if error is encountered. Vendor Preprocessor Error Report will be provided. Records without errors will be imported.
Overwrite Existing Records – option to delete records from the temporary tables that have not been imported.
Vendor Master PreprocessorImport Vendors
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Natalie Scicluna [email protected] 703-885-9925
You can usually find Natalie at Meet the Experts. Come by and schedule a meeting!
Tom Potts [email protected] 703-885-9365
You can usually find Tom in the GovCon Usability Lab. Come by and visit and try using some of our new designs!
Keep in Touch!