VPVI-56:The Magic of AP Approvals In Vantagepoint and Vision

Pam Conlon, Foresite GroupRon Mertes, Foresite Group

Jessica Daniele, Stambaugh Ness

Presented By

Pam Conlon

Vice President of Finance

15 Years with Foresite Group

6 Years Using Deltek Vision

Ron Mertes

Controller

12+ Years of A/E/C Accounting

6 Years Using Deltek Vision

Jessica Daniele

Senior Consultant with Stambaugh Ness

15+ Years working with Deltek Systems

Project Accounting/Billing/Payroll/Asset Management/Reporting

About Foresite Group

Office Locations

Land Development

Landscape Architecture

Broadband Engineering

Structural Engineering

Traffic Engineering

Wireless Services

Vision 7.6 (Cumulative Update 41)

*

About Stambaugh Ness

Provides Professional Services Firms with a Future-Ready

approach that aligns services to our client’s needs

Years of Professional Experience

in the Architectural and Engineering industries

Years of Experience working with Deltek solutions

Nationally Recognized Deltek Platinum Partner

Clients in 43 States & Canada

Agenda

Why Use A/P Approvals?

Determine Your Needs

Set Up

Accounts Payable Entry

Approvals

Create A/P Vouchers

Why Use A/P Approvals in Vision?

Approval Tracking

Approval Escalations

Easier for Reviewers

Automation (Using Work Flows)

Progress is Reviewable

Approval is Transferable

Invoices Aren’t on Desks Anymore

Determine Your Needs

At Foresite Group, we decided we wanted an easy way to get vendor invoices entered and to

be able track their approval process. We also wanted to be able to have various levels of

approval escalation for approval. Finally, we wanted the ability for this to effortlessly roll into an

A/P Voucher for posting.

Setting Up Configuration - Vision

Areas that you will need to update in configuration

Setting Up Configuration - Vantagepoint

Areas that you will need to update in Settings

Things to consider as you prepare to set up your workflows

Workflows can have as many or as few steps as you need. Just like other workflows, you

can add conditions.

Who will enter each AP Invoice? (AP clerk, controller, each project manager, ???)

How do you want the invoice to be routed? (by employee or by project?)

Are there additional approvals required at certain dollar levels or for certain projects?

(Maybe certain overhead projects require dual approval. Maybe a new team needs someone

to double check behind them.)

Do you want a final approval before the voucher is created? (maybe a controller or CFO)

Who will create the voucher? (AP clerk, controller, ???)

Which security roles in your company will need access to AP Approvals?

Setting Up the Workflows – Vision & Vantagepoint

Click New to create and give it a

name.

Approval Admin (only one

person can be assigned here,

this is the person doing the

high-level AP entries)

Allow approver to reassign

(works well if the project

manager wants to send to a

supervisor or a task manager)

Step 1: How Do You Want the Invoice to Be Routed? – Vision

In our case, we have an AP clerk enter all invoices. She routes to either a specific employee or

to the project – which gets delivered to the PM.

Step 1: How Do You Want the Invoice to Be Routed? – Vantagepoint

In our case, we have an AP clerk enter all invoices. She routes to either a specific employee or

to the project – which gets delivered to the PM.

Step 2: Notify the Recipient - Vision

You will want to set up

notifications, reminders, and

possibly escalations

Here is an example of our

standard notification

Step 2: Notify the Recipient - Vantagepoint

You will want to set up

notifications, reminders, and

possibly escalations

Here is an example of our

standard notification

Step 3: Add Any Additional Approval Conditions – Vision

Here are a couple of

examples we use if

invoices are greater

than a certain

amount.

You can route to a

higher level

manager or a

specific person.

Step 3: Add Any Additional Approval Conditions - Vantagepoint

Here are a couple of

examples we use if

invoices are greater

than a certain

amount.

You can route to a

higher level

manager or a

specific person.

Step 4: Add Final Review by Accounting, if needed – Vision

This allows controller or approvals administrator to verify all dollar amounts are accounted for

and properly coded before creating the voucher. If you don’t add this step, the catch we’ve

found is that the approval admin has to reject the invoice, and the process starts over with the

person who originally submitted the invoice. The Approval Admin can walk through the steps of

the workflow and get to final review.

Step 4: Add Final Review by Accounting, if needed - Vantagepoint

This allows controller or approvals administrator to verify all dollar amounts are accounted for

and properly coded before creating the voucher. If you don’t add this step, the catch we’ve

found is that the approval admin has to reject the invoice, and the process starts over with the

person who originally submitted the invoice. The Approval Admin can walk through the steps of

the workflow and get to final review.

Step 5: Create Voucher – Vision

Regardless of how many steps you have in your workflow, the last one needs to be Create

Voucher so your Action can be set to create the voucher.

Step 5: Create Voucher - Vantagepoint

Regardless of how many steps you have in your workflow, the last one needs to be Create

Voucher so your Action can be set to create the voucher.

Other Things to Know – Vision

Set up your workflow in your Sandbox database to test!

Once you get the steps in place and save the workflow, it is live for those with permissions to

access the AP Approvals area of Vision. Be aware: If you need to edit the workflow, any

approvals in process will be started over. Only the Approval Admin can edit the workflow.

Other Things to Know - Vantagepoint

Set up your workflow in your Sandbox database to test!

Once you get the steps in place and save the workflow, it is live for those with permissions to

access the AP Approvals area of Vantagepoint. Be aware: If you need to edit the workflow,

any approvals in process will be started over. Only the Approval Admin can edit the workflow.

Overview of the A/P Invoice Approvals – Vision

Overview of the A/P Invoice Approvals - Vantagepoint

Starting the A/P Approval Process – Vision

Click A/P Invoice

Approvals

Click on the

“Upload” button

(next to the Save

button)

Select the file to

upload

Starting the A/P Approval Process - Vantagepoint

Click A/P Invoice

Approvals

Click on the

“Upload” on the

far right side

Select the file to

upload

Getting Started (Continued) – Vision

Notice the PDF is attached and viewable

Enter Vendor

Include the Number

Date

Amount

Note, the Invoice amount can change when the approver approves the invoice

Restricting Entry

Getting Started (Continued) - Vantagepoint

Notice the PDF is attached and viewable

Enter Vendor

Include the Number

Date

Amount

Note, the Invoice amount can change when the approver approves the invoice

Restricting Entry

Getting Started (Continued) – Vision

Determine how you are going

to route the invoice

Do you know who the PM is?

Do you know the project?

Enter as much data as you can

for the approver

Ensure your vendors are set up

with G/L account numbers

Click Submit

Getting Started (Continued) - Vantagepoint

Determine how you are going

to route the invoice

Do you know who the PM is?

Do you know the project?

Enter as much data as you can

for the approver

Ensure your vendors are set up

with G/L account numbers

Click Submit

The Approval – Vision

The approver will receive the email mentioned earlier in the presentation

The approver can access the AP invoice through the email or by logging in to

Vision/Vantagepoint

The ability exists to search AP approvals using a standard search much like the other

searches in Vision/Vantagepoint

The approver can also set up a “saved search” (We call ours “Mine”)

The Approval – Vision

Click on the File Name to

view invoice, this will open a

new window

Review the Invoice attached

Determine if you are the

appropriate approver

(reassign if you’re not)

Enter the description (if not

already provided)

Enter the project (if not

already provided)

Split (WBS 1, 2, or 3)

The Approval - Vantagepoint

Click on the File Name to

view invoice, this will open a

new window

Review the Invoice attached

Determine if you are the

appropriate approver

(reassign if you’re not)

Enter the description (if not

already provided)

Enter the project (if not

already provided)

Split (WBS 1, 2, or 3)

The Approval: Quick Tip – Vision

For Invoices which are long

with pages of line data, you

can import the description and

WBS breakdown.

Click on Import.

Review the required fields.

Format your CSV file to match

the fields to import.

Browse for your file, and

select.

Click Import.

The Approval: Quick Tip - Vantagepoint

For Invoices which are long

with pages of line data, you

can import the description and

WBS breakdown.

Click on Import.

Review the required fields.

Format your CSV file to match

the fields to import.

Browse for your file, and

select.

Click Import.

The Approval – Vision

Note: Make sure your invoice total

matches the sum of all the lines you

have entered. Vision doesn’t have a

control total, so you could enter too

much or too little.

After all is entered click the approval

drop down box.

Click approve

Note: This is where you’d reject the

invoice or reassign it.

Once approved the invoice will be

routed back to the administrator.

The Approval - Vantagepoint

Note: Make sure your invoice total

matches the sum of all the lines you

have entered. Vantagepoint doesn’t

have a control total, so you could

enter too much or too little.

After all is entered click the approval

drop down box.

Click approve

Note: This is where you’d reject the

invoice or reassign it.

Once approved the invoice will be

routed back to the administrator.

Back to the Administrator – Vision

Two Options to review Approvals.

First Option: Go to Approvals Review.

Click Approvals and Assignments.

For Application, select AP Invoice Approvals.

Click on the hyperlink for each invoice.

Limited: can only do one at a time.

Back to the Administrator - Vantagepoint

Only one location to review AP

Approvals.

Go to AP Invoice Approvals.

Click on appropriate record icon,

or search for “My assignments”

Un-Limited: can approve all at

once, but can only view one at a

time.

A Quick Tip for the A/P Administrator – Vision

Option 2: Using the search box; my preferred method

Set up a search filter to only show the step you are reviewing

We use a “mine” saved search: only brings up your assignments

Select all

Vision will bring up all you have selected and will auto advance when you go through each approval

When finished, create vouchers

Back to the Administrator – Vision (continued)

Review the coded data

Compare it to the invoice

If everything matches, then

you’re ready to approve for

A/P Voucher Entry

Create or Select an A/P

Voucher

If it doesn’t match, this is

where we would use the

extra layer of approval for the

administrator (Ex. On Next

Slide)

Back to the Administrator –Vantagepoint (continued)

Review the coded data

Compare it to the invoice

If everything matches, then

you’re ready to approve for

A/P Voucher Entry

Create or Select an A/P

Voucher

If it doesn’t match, this is

where we would use the

extra layer of approval for the

administrator (Ex. On Next

Slide)

Example of Invoice Total error: this is what the approver received from the

A/P Clerk when she uploaded the invoice for approval.

Example of Invoice Total error: this is what the approver coded and

submitted as an approved invoice.

Creating an A/P Voucher – Vision

In the A/P Approval screen, after all levels of approval are done, click the Voucher Options Tab

When the drop down box appears, either add this to an existing voucher or create a new one and click OK

Next, Click Approval for it to move to the A/P Voucher

Be careful of which period you are creating the voucher in

When complete, go to A/P vouchers to check the file and enter the control total

Post the A/P Voucher

Creating an A/P Voucher - Vantagepoint

In the A/P Approval screen, since the last level of approval is the create voucher, when you click approve, the Transaction Center Voucher Options opens

When the drop down box appears, either add this to an existing voucher or create a new one and click OK

Next, Click Approve for it to move to the A/P Voucher

Be careful of which period you are creating the voucher in

When complete, go to Transaction Center> A/P vouchers to check the file and enter the control total

Post the A/P Voucher

A/P Voucher – Vision

Be careful when the A/P

Voucher comes up, the

control total won’t match

Confirm and enter the

control total

Make sure you’re in the

correct period

Click OK

Post the voucher as you

usually would

A/P Voucher - Vantagepoint

Be careful when the A/P

Voucher comes up, the

control total won’t match

Confirm and enter the

control total

Make sure you’re in the

correct period

Click OK

Post the voucher as you

usually would

Review of the A/P Invoice Approvals – Vision

Review of the A/P Invoice Approvals - Vantagepoint

Vendor Review – Vision

The approval ID carries over to Vendor Review. After the invoice is posted, you can click the

approval ID number and it will take you to the A/P Approval Screen for review.

Vendor Review - Vantagepoint

The approval ID carries over to Voucher Review. After the invoice is posted, you can click the

approval ID number and it will take you to the A/P Approval Screen for review.

Some key takeaway thoughts…

Think about what your organization’s goals are

Consider what steps you want to have in the approval workflows

Review the coded data for errors before creating the voucher

Double check the Invoice total: this is not a controlled total and can be incorrect

Create the A/P Voucher in the correct period

Invoices are no longer on someone’s desk

The TDM (Transactional Document Management) is there from the start

Invoices flow into Interactive Billing for billing back up

Contact Information for Questions

Pam Conlon

Vice President of Finance

pconlon@fg-inc.net

770-368-1399 Ext. 315

Ron Mertes

Controller

rmertes@fg-inc.net

770-368-1399 Ext. 320

Jessica Daniele

Senior Consultant

jdaniele@stambaughness.com

717-840-2454