Advantage Project Control and Accounting
Deltek Advantage Project Control and Accounting

Deltek Advantage is a fully integrated project control and accounting system. You can use the applications—independently or together—to produce project and financial reports to monitor the profitability of your firm.

The following list contains an overview of the processes in the Project Control and Accounting applications:

•	System tables let you define firmwide parameters for running Deltek Advantage.

•	Maintenance tables let you store information about your projects, employees, clients, accounts, and units.

•	Data entry and posting forms let you enter, review, and post employee timesheets, adjustments to labor, cash disbursements and/or receipts, journal entries, units, and manual invoices directly to the database.

•	Budgeting components let you maintain individual project budgets as well as corporate budgets for your firm.

•	Reports let you monitor the projects and financial data in your firm.

•	The Project Control application is the central component of Advantage. This application provides you with project, employee, account, client, and unit information to generate reports on the profitability of your projects. This application uses labor, expense, and project budgeting data to produce reports that help your firm monitor and control your project costs.

•	The Accounting application is completely integrated with the Project Control and other Advantage applications. An industry-standard Chart of Accounts is included with the Accounting application, which you can change (to a certain extent) to fit your firm’s needs. You can even set up automatic posting accounts to simplify data entry and ensure that accounts balance.

The Accounting application also provides essential reports (such as the Balance Sheet and Income Statement) that present you with firmwide financial data. In addition, the Office Earnings report shows you financial data on a project basis. This report gathers the most vital figures on each of your projects, including profitability figures. You can count on the accuracy of your Advantage financial statements because of the integration between the applications; all transactions are posted automatically to the general ledger and are reflected in the Balance Sheet and Income Statement.


Getting Started with Advantage

Advantage is a fully integrated project management and accounting system. The following topics will help you become familiar with Advantage:

What is Advantage?

The Advantage work breakdown structure.

Moving around the screens in Advantage.

Performing lookups in Advantage.


What is Advantage?

Advantage is a project control and financial management system designed to give you flexibility in designing your reports. You can use Advantage as a stand-alone product, or integrate it with other programs that use ODBC (Open Database Connectivity) standards.

Features of the Standard Applications

Some features in the standard Advantage Project Control and Accounting applications are:

•	Ability to process data in multiple periods (for example, you can switch easily between periods for processing and reporting).

•	Flexible project and corporate budget functionality.

•	Posting logs that can be recalled, examined, and printed at any time.

•	Extensive use of the Note/Memo fields, which print on reports and billing invoices.

•	Drill-down from summary to detail information in reporting and processing.

•	Validation of all data entered into the system.

Features of the Optional Applications

In addition to the standard applications, you can opt to purchase optional applications such as Billing, Accounts Payable, Payroll, Timekeeper, Expensekeeper, and Profit Center Reporting.

Some features in these applications include:

•	Templates for control of bill format and presentation.

•	Billing for labor, fees, expenses (reimbursable and consultant), and units.

•	Ability to withhold a portion of a client’s invoice for billing at a later date (retainage).

•	Ability to enter billing-only adjustments (adjustments that do not affect your general ledger).

•	Flexible billing cycles.

•	Support for all types of payment strategies, including Pay When Paid (PWP).

•	Ability to enter discount terms by vendor.

•	Online review of vendors and vouchers.

•	Ability to enter miscellaneous vendors for easy one-time payments.

•	Automated void check processing.

•	Review payroll information online for each employee.

•	Ability to track an unlimited number of withholdings for employees.

•	Direct deposit support for multiple accounts.

•	Accrual and benefit hour tracking.

•	Automated time and expense tracking systems (installed on all individual employee’s desktops). These applications are automatically linked to Advantage.

Interactive Reporting Applications

If you are running Advantage with an MSDE database or a SQL Server database, you can implement interactive reporting applications:

•	Interactive Project Reporting

•	Interactive General Ledger Reporting

•	Interactive Accounts Receivable Reporting

For more information, see the individual descriptions for each application.


The Advantage Login Form

The Advantage Login form appears when you first open Advantage. This form appears only if multiple users are set up in Security Setup Maintenance.

What do you want to do?

Log in to Advantage.

Change your password.

View your current database information.

See who else is currently logged in to Advantage.

Log in to Advantage as a different user.


Logging in to Advantage

To log in to Advantage:

1.	Select Programs, Deltek Advantage, Advantage from the Start menu, or double-click on the Advantage icon on your desktop.

The system displays the Advantage Login form.

2.	Enter your Advantage username in the Username field.

3.	Enter your Advantage password in the Password field.

4.	Click on the OK button to log in to Advantage.

Advantage opens and then displays the Select Processing Period dialog box. Once you choose a processing period, the full main menu displays along the top of the screen.

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Viewing Your Current Database Information

To view your current database information:

1.	Select Programs, Deltek Advantage, Advantage from the Start menu, or double-click on the Advantage icon on your desktop.

The system displays the Advantage Login form.

2.	Click on the Database button. Advantage displays the Database Configuration form

3.	Review the type of the current database as well as the locations of your link file and database file locations.

4.	Click on the OK button when you finish viewing the database information.


Seeing Who Else is Currently Logged in to Advanage
Seeing Who Else is Currently Logged in to Advantage

To see who else is currently logged in to Advantage:

1.	Select Programs, Deltek Advantage, Advantage from the Start menu, or double-click on the Advantage icon on your desktop.

The system displays the Advantage Login form.

2.	Click on the Who button. Advantage displays the Current Users form.

3.	Review the list of workstations that are currently connected.

4.	Click on the OK button when you finish reviewing the information.


Using the Advantage Tip of the Day Feature

The Advantage Tip of the Day feature is a great way to stay current on all of the latest tips and tricks compiled by our Advantage Support Staff. A new tip will appear each time you log into Advantage!

If you want to learn more about the tip on your screen, open the online help and search for the topic. For example, if you see the tip:

Use the process server to offload some processing jobs, such as batch billing, to help free up your workstation.

Open the online help, click on the index tab, and search on process server. It’s that easy!

Do you have a tip or a trick that you think would be useful to share with other clients? If so, contact us at tips@ma.deltek.com and we will add it in the next release of Advantage.


Logging in to Advantage as a Different User

To log on as a different user from your workstation:

1.	Select File, Log On as a Different User from the Advantage main menu. A new logon form appears.

2.	Enter your Advantage username in the Username field.

3.	Enter your Advantage password in the Password field.

4.	Click on the OK button to log in to Advantage with the new password.


Advantage Work Breakdown Structure

Because Advantage is a fully integrated system, it is important to understand the work breakdown structure and how each individual component is defined and maintained. These components are the basis of Advantage, and all data that is entered, posted, or processed relies on them.

The following components are included in Advantage:

Project numbers (default format, 98001.00)

Task numbers (no default format)

Employee numbers (default format, 12345)

Labor codes (default format, 1)

Account numbers (default format, 123.00)

Client numbers (default format, ABC1234567)

Unit numbers (default format, 12345)

We’ll take a look at the individual components of Advantage and how they relate to each other. You can always change the default formats of the above listed key fields at a later time.


Project Numbers

Projects are the individual jobs in your firm. This component is the backbone of Advantage and the basis on which financial and profitability data is tracked. A project number is required with every transaction in Advantage. A project can be one of the following:

•	A regular, revenue producing job. See the diagram below for examples.

•	A proposal for a contract bid. These projects may include proposals for projects or development.

•	A way to collect overhead information. For example, you may set up a Vacation project, a Sick project, a General Overhead project, and so on.

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Determining the Project Type

The project’s type determines the data to charge to the project, the account number to use when entering data for the project, and the reports on which the data appears. There are three available project types in Advantage:

•	Regular—A project that produces revenue. Costs charged to regular projects include direct labor, direct expense, and reimbursable expense.

•	Overhead—A project that is not revenue-producing. You charge all indirect labor costs (accounting/admin time) and indirect expenses to overhead projects (for example, rent and utilities). Advantage then distributes these overhead costs to all regular projects using the Overhead Allocation program. Overhead projects are cleared out each year.

•	Promotional—A type of overhead project; a proposal project that overlaps fiscal years. Promotional projects differ from other overhead projects in that Advantage does not zero out year-to-date costs at the start of the year.


Determining the Structure of Your Project Numbers

You must determine the length and appearance of your project numbers. For example, the project number, 12345.78, consists of five characters, followed by a period (.) delimiter in the sixth position, and ending with a two-character subnumber.

Typically, the subnumber is used for additional work orders within the basic job number, especially for costs beyond the basic scope of services. Project reports are printed in project number order. In addition, when using subnumbers, you have the option to print a separate invoice for the subproject or to include it in the base invoice number.

Overhead projects (four of which have been predefined for your use in Project Control) typically have numbers between 00001.00 and 00099.00 so they are grouped together and thus can be identified easily.

Changing the default project structure

The default structure for your project numbers in Advantage is seven characters, with one delimiter in the sixth position. If you want to increase the number of characters, change the delimiter, change the delimiter position, or add a delimiter, use the Project Number Key Conversion utility.


Task Numbers

A task is an explicitly defined phase or independently managed component of a project. Tasks group labor and expense activity within a project. Unlike labor codes, which are defined on a firmwide basis, tasks are defined on a project-by-project basis. The task code fits between the project number and the labor code or account number in the standard sorting hierarchy of the Advantage reports.

Normally, each project has its own set of tasks. A task is usually a discrete activity that must take place to complete the project. Tasks may be presented as separate sections on a bill and recorded financially as separate entities. One of the elements that you should use to factor whether or not you use tasks is Project Budgeting. You can budget projects using Advantage. Generally, if you need to strictly budget a project by phase, segment, or discipline, using tasks would be the best approach.

Many firms, who have smaller and less complicated contracts, do not need to define or use tasks.

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Determining the Structure of Your Task Numbers

The length of your task numbers can be between one and five characters. By default, when you create a new Advantage database, tasks are not turned on for any projects. Typically, using a three-character task number format is sufficient for most firms.

There is no default structure for your task numbers when you install Advantage. If you want to use tasks, you can turn them on and specify the format using the Task Number Key Conversion utility.

  Note


Determining the Task Numbering Method

Once you decide to use tasks, you will need to decide on the task structure. Basically, the task structure is the way in which you identify (or number) the individual tasks within your project. We have provided three common ways of structuring your tasks:

•	Segmentation

•	Sequencing

•	Disciplines

Remember that tasks and task structure can differ from project to project, so please read all of the following sections. Even if you decide to use segmentation as the main task structuring method, there may be instances where you would want to use one of the other methods.

Segmentation

Project segmentation allows different components of the project to be separated on project reports. This is useful if each segment involves more than one discipline or phase, or it the segments have different project managers. Segmentation is also appropriate if contract amounts have been defined for each segment. An example of segmentation appears below:

100	High-rise Block

200	Parking Structure

300	Shopping Level

400	Forecourt and Plaza

Sequencing

Project sequencing is helpful for projects that benefit from being budgeted in separate stages, or are going to have different billing terms for each stage. An example of sequencing appears below:

010	Feasibility Study

020	Site Analysis

030	Design Services

040	Construction Documents

050	Construction Administration

060	Additional Services

Disciplines

Dividing a project by discipline is appropriate if there is a different manager responsible for the work in each department. It is also useful for seeing profitability for each discipline. An example of disciplines appears below:

0A	Architectural

0C	Civil

0S	Structural

0M	Mechanical

0E	Electrical


Labor Codes

Labor codes can be a new concept to your firm and are required with all timesheet transactions. In Advantage, all labor costing and project labor budgets are based on labor codes. These labor codes classify work on a project/task in categories, or levels, that you define, such as department, phase (level of progress), service, or staff level. Labor codes are referenced on timesheets to identify each hour of labor and are required for each timesheet transaction. Project managers typically use labor codes to track the hours, and dollars both spent and budgeted on a contract.

To think about it another way: much like general ledger accounts determine the project expense, labor codes define the labor activity. Advantage lets you establish a labor code structure that is configured for your firm. You may decide to have a simple approach of a one-level labor code for activity. Or, you can create a more complex structure, such as a three-level labor code.

Whatever you decide, you can create as many labor codes as you want. Since labor codes are firm-specific, no labor codes are pre-defined with Advantage.

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Viewing Costs Associated with Labor Codes

Labor codes are reflected on the Project Progress report, which is the key project management tool. You can also use labor codes as a basis for billing, using the Billing application.

Generally, if you bill labor based on activity rather than based on employee or employee level, you should give serious consideration to the setup of your labor codes. In addition, if your firm bills labor based on "category" or "staff level" and for a given job an employee can wear multiple hats and be billed at multiple rates, you will need to have a labor code for staff-level. This structure is typical of smaller firms.

For example, you can bill for the type of work performed by employees. Therefore, you may want to consider your billing requirements before establishing your labor codes, even if you are not installing the Billing application at this time.


Determining the Structure of Your Labor Codes

Although there are no default labor codes that come with the system, there is a default labor code structure. This is a one-level structure, with one position in the first (and only) level. A major decision you must make during installation concerns the labor code structure. Is the default structure useful for your firm, or do you want to establish a different structure?

It is important to give the structure a great deal of thought and consider future needs, because once you have posted a file of timesheets, the changes you can make to your labor code structure are restricted.

While changing your labor code structure has serious consequences, you can add a labor code to an existing labor code level and begin entering timesheets for that labor code at any time. If you are unsure, we strongly suggest that you start simple with a one-level labor code. You can always reformat your labor codes at a later point.

Labor codes should be as detailed as necessary to obtain meaningful information on project management reports. At the same time, you should keep labor codes as simple as possible so employees will fill out timesheets accurately and on time.

If your firm does not want to track labor with any labor code breakdown, you can set up just one labor code, and call it General (G), Labor (L), or whatever is most convenient for speedy timesheet entry.

It is helpful to include a "general" category for each level of your labor codes. This catchall category is especially useful for charging time to overhead projects and also can be used for budgeting and historical purposes.

You can keep the concept of labor codes separate from tasks by remembering that labor codes are available on a global basis in the system. Tasks are project-specific.

You enter the following information about your labor code structure in the Labor Code Key Conversion utility:

•	Total number of labor code levels - enter the total number of labor code levels for your firm. This number must be between one and five with the total labor code length not exceeding five characters.

•	Number of characters in each labor code level - Enter the number of characters in each labor code level. You cannot exceed five characters in the total labor code length.

•	Character to add if full labor code is not entered - Enter the alphanumeric character to add to the right of the labor code if the user does not enter the full labor code.


Sample Labor Code Levels

Labor codes are structured by levels. While you can create up to five levels of labor codes, most firms need only one, two, or three levels. You may want to devote levels to:

•	Departments, such as Architectural and Environmental. This is usually a one-digit level.

•	Phases, such as Pre-Design and Survey. This is usually a one-digit level.

•	Services, such as Marketing Studies and Field Survey. This is usually a two-digit level.

•	Staff Level, such as Principal, Non-Technical, Senior Engineer, Engineer. This is usually a one-digit level.

•	Non-billable labor code. Some firms designate a level to distinguish billable from non-billable labor. This would only be necessary if you bill for time and materials contracts and typically do not bill for most of your labor. You can always select not to bill labor during the Interactive Billing cycle. This is usually a one-digit level.

Whatever structure you decide on, you will have the flexibility you need to fill the reporting requirements of your firm.

Labor Code Example

The labor code itself is an abbreviated representation of the labor that takes place. The code can include letters or numbers. For example, you can choose to assign A as the labor code for Architecture, and S as the labor code for Survey. If you have a long list of items that you want to code, you can assign numbers; for example, 63 could represent Model Construction and 58 could represent Hydrogeological Survey.

The code for each level can have up to five characters total. For example, if you define a three-level labor code structure, you may have the following breakout of positions:

Level	# of Positions	Example 1	Example 2
Department	1	Architectural (A)	Environmental (E)
Phase	2	Design Develop (04)	Survey (SV)
Service	2	Model Construction (63)	Hydrogeologic Survey (58)
Totals	5	Labor Code A0463	Labor Code ESV58

As part of the installation process, you determine the number of levels, the names of the levels, the number of positions within each level, and the codes and their representations for each position using the Labor Code Setup utility.

Again, if at the time of installation, you are unsure about the labor code structure, we suggest keeping it simple. You can add levels at a later time.


Difference Between Labor Codes and Tasks

Before you decide whether or not your firm should use tasks, you should understand the difference between tasks and labor codes.

•	Tasks let you break out the individual components of a project (or job) and track financial reports and the project’s profitability by each individual component. When a project has tasks and you enter expenses or labor for a project, you must also specify the piece/task (or component) of the project to which to charge the labor or expense amount.

•	Labor codes let you classify work on a project into categories. Whenever an employee enters time for a specific project, they must charge the time to a specific labor code. This labor code specifies the type of work the employee performed on a specific project or task. Much like the general ledger chart of accounts specifies an expense transaction, the labor code specifies a labor transaction.


Employee Numbers

Your employees track the labor costs of the projects in your firm. During timesheet or labor adjustments data entry, your employees must post their hours to an active project and task (if tasks are used). In addition, time is additionally charged to a labor code.

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Standard Employee Types

Deltek provides you with two standard employee types, Employee and Principal. To add additional employee types, such as Management, use Employee Types Setup Maintenance.

There are two main benefits to using employee types:

•	Labor is posted to the general ledger based on the employee type specified for this employee. You establish accounts to which to post in Employee Types Setup Maintenance.

•	You can sort and select information on employee reports using the employee type.


Determining the Structure of Your Employee Numbers

The length of your employee numbers can be between three and ten alphanumeric characters. You can include a dash (-) or a period (.) as part of your employee numbers, but no other special characters are allowed. Typical employee numbers can be the employee’s social security number, the employee’s last name, or a simple sequential numbering system. Based on the method you choose, you can then determine your employee number length.

The default length for your employee numbers in Advantage is five characters. If you want to use the employee’s social security number, you will want to increase the employee number using the Employee Number Key Conversion utility.


Account Numbers

Your accounts track the expenses incurred by the projects in your firm. Whenever you post data in Advantage, the accounts in the general ledger are affected by the posting.

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Expense Account Types

Advantage divides expenses into three categories

•	Reimbursable Expenses  (500.00 through 599.99)

These are the expenses that you expect to be reimbursed for by the client. They are associated with a revenue producing regular type of project.

An example of a reimbursable expense is your firm must hire an outside consultant to work on a project, you will pay the consultant for their services performed and in turn bill the client for the consultant’s fees. Another example is transportation or meal charges associated with a project and the client is responsible for paying these.

In the Advantage Standard Chart of Accounts, the reimbursable expense account range is between 500.00 and 599.99. This range is divided into two subranges, reimbursable consultant expense accounts (500.00 - 519.99), and reimbursable other expense accounts (520.00 - 599.99).

•	Direct Expenses  (600.00 through 699.99)

These are the expenses that you do not expect to be reimbursed for by the client. These expenses may be part of a negotiated fee or may be beyond the scope of the contract and not reimbursable. They are associated with a revenue-producing regular type project.

Examples of direct expenses may be unexpected travel, phone charges, or charges that were not specified as not part of the fee.

In the Advantage Standard Chart of Accounts, the Direct Expense Account range is between 600.00 and 699.99. This range is divided into two subranges, direct consultant expense accounts (610.00 - 619.99), and direct other expense accounts (620.00 - 699.99).

•	Indirect Expenses  (700.00 through 799.99)

These are the expenses that are associated with overhead or promotional type projects.

Examples of indirect expenses include electricity, office supplies, payroll benefits, and vacation time. These expenses are not directly associated with any one project, rather they are the general operating costs of your firm.

In the Advantage Standard Chart of Accounts, the indirect expense account range is between 700.00 and 799.99.

  Notes


Reviewing the Standard Chart of Accounts Format

The Standard Chart of Accounts is the recommended account numbering method for your firm. You may decide to use different numbers for the accounts in each category; however, it is necessary for the primary number in each category to follow the format listed in this table:

Account Type	Primary Number Must  Fall in this Range:
Assets	100.00 to 199.99
Liabilities	200.00 to 299.99
Net Worth	300.00 to 399.99
Revenue	400.00 to 499.99
Reimbursable Expenses	500.00 to 599.99
Reimbursable Consultant Expenses	500.00 to 519.99
Direct Expenses	600.00 to 699.99
Direct Consultant Expenses	600.00 to 619.99
Indirect Expenses	700.00 to 799.99
Deltek strongly recommends that you use this numbering system. This structure was created in conjunction with Arthur Andersen and the American Institute of Architects.


Determining the Structure of Your Account Numbers

The length of your account numbers can be between three and ten characters. The default is five positions (for example, 123.45). A standard chart of accounts is included with your Advantage system.

You can change the starting and ending account numbers for a range of accounts (for example, liabilities in your firm may be account numbers 150.00 through 250.00). See also Rules for Changing the Chart of Accounts Structure.

The default length for your account numbers in Advantage is five characters, with a period (.) delimiter in the fourth position. If you want to increase/decrease the account number length, change the delimiter, or change the delimiter’s position, use the Account Number Key Conversion utility.

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Client Numbers

This is an optional feature. Your clients are the firms for which you complete your projects. For example, you may have a client such as the City of Cambridge. Within this project you could have several projects (which may or may not be related). Using the client option lets you better organize your projects. You can sort, select, and subtotal reports based on client.

Using clients is common for firms that do repeat work for a client or for firms that have several jobs for a given client. Clients are assigned to projects in Project Table Maintenance, and invoices are then generated for your clients during Invoice Data Entry or Billing (if installed).

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Determining the Structure of Your Client Numbers

The length of your client numbers can be between three and ten characters. The default length of your client numbers is ten characters with no leading zeros. If you specify leading zeros, you can change the length of the client number. If you do not specify leading zeros, your client number can vary in length (between three and ten characters) from client to client.

The default length for your client numbers in Advantage is ten characters with no leading zeros. This is the most flexible of all options in that your client numbers can vary in length from three to ten characters. If you want to decrease the client number length, or add leading zeroes so that the numbers align properly on reports, use the Client Number Key Conversion utility.


Unit Numbers

Units are goods or services that are billed at the same rate for most or all of your projects. In addition, units are used to "recover" internal (overhead) expenses and charge them directly to the project (whether or not the expense is reimbursable). For example, lab tests are always billed at $60.00 per test, regardless of who performs the test. Each test would be considered one unit.

Units are used to bill expenses to projects, cost expenses to projects, or both bill and cost expenses to projects. They are similar to expenses posted through cash disbursements, journal entries, or accounts payable vouchers in that they can record expenses on projects and can be billed. They are different from these other data entry types in that they can be invoiced showing both a quantity and a rate on the invoice. Units are also used to bill labor for multiple people as a group/unit (for example, 3-person field crew or survey crew).

Units are firmwide, however, unit tables can be assigned to projects in Project Table Maintenance. Unit tables let you assign different rates to units for specific projects.

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Determining the Structure of Your Unit Numbers

The length of your unit numbers can be between three and ten characters. The default is ten positions with no leading zeros. If you specify leading zeros, you can change the length of the unit number. If you do not specify leading zeros, your unit number can vary in length (between three and ten characters) from unit to unit.

The default length for your unit numbers in Advantage is ten characters, with no leading zeros. This is the most flexible of all options in that your unit numbers can vary in length from three and ten characters. If you want to decrease the unit number length, or add leading zeroes so that the numbers align properly on reports, use the Unit Number Key Conversion utility.


Date Formatting in Advantage

When thinking about how dates should appear on your reports, invoices, and checks many questions probably come into mind.

•	Do I want to show the full year or an abbreviated two-digit year?

•	Does the international office have different date formatting requirements?

•	How can I be sure that my PC will compute the century correctly?

We have included features that let you have complete formatting flexibility to meet all of your date requirements. The date formatting in Advantage is totally customizable based on your firm’s needs.

Click on the area you want to know more about:

Entering two-digit vs. four-digit years.

International date format compliance.

Specifying the short date format.

Specifying the medium date format.

Specifying the long date format.


Entering Two-Digit vs. Four-Digit Years

With the turn of the century upon us, there has been concern over whether your PC will be able to determine the century. This issue has brought up the discussion of whether you will need to enter the full four-digit year when specifying a date in Advantage.

By default, Advantage only requires you to enter the last two digits of the year and, if necessary, you can use the date lookup to override the derived century. However, in most cases, Advantage should determine the century correctly.

If desired, you can elect to enter all four digits in Advantage.

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How Advantage Determines the Century

Advantage derives the century using a Microsoft Y2K windowing DLL. If you enter a year between 00 and 29, the system automatically derives the first two-digits as 20. If you enter a year between 30 and 99, Advantage automatically derives the first two-digits as 19.

Microsoft has recently updated the Y2K windowing DLL (version 2.40.4275 is shipping with Windows 98) to provide the user with the flexibility to change the window. The window still defaults to 00 - 29 being 2000 - 2029, but this window can now be changed on each workstation and on SQL Server. If you decide to change this window, keep it consistent on all of your Advantage workstations and on the SQL Server.

Advantage reports will always display only the last two digits of the year due to a requirement to provide as much information as possible in a limited amount of space. However, since the full-four digit years are stored, the information sorts and calculates correctly on the report.

Examples


Examples for Deriving the First Two Digits of a Year

•	If you enter 03/25/21 in an Advantage date field, Advantage derives and stores March 25, 2021 in your database.

•	If you enter 03/25/86 in an Advantage date field, Advantage derives and stores March 25, 1986 in your database.


International Date Format Compliance

Advantage fully supports international date formatting on all reports, invoices, and checks based on the Microsoft Windows date format.

Advantage determines the date format in the following way:

•	When you open Advantage, the system looks into your workstations’ Regional Settings to find the short date format.

•	Advantage then uses this format as a basis for all dates in the system.

If you want to change the medium date style used on checks, invoices, and reports, or the long date style used on the first page of reports, see Dates Tab of General System Setup Maintenance. Advantage always uses the short date style from your Regional Settings.


Specifying the Short Date Format

Advantage uses the short date format in many areas of the system. For example, Advantage displays this date on the initial Select Processing Period form, on the Close Period form, and on all reporting forms. By default, Advantage uses the date format specified in the Short date style field in the Microsoft Windows Regional Settings Properties form (or wherever the date style is specified). You cannot change the short date style from within Advantage.

To change the system-defined short date style:

1.	Select Settings, Control Panel, Regional Settings from the Start menu. The system displays the Regional Settings Properties form.

2.	Click on the Date tab.

3.	Select the desired short date format in the Short date style field.

4.	Select the separator to use when formatting dates, if desired.

5.	Click on the Apply button to apply your changes.

6.	Click on the OK button to exit the Regional Settings Properties form.


Specifying the Medium Date Format

Required. Advantage displays today’s date based on the medium date style format defined in the Medium date style field.

You cannot modify the information in this field. The sample can only be changed by selecting a different style at the Medium date style field.

Select the date style to use when printing Advantage checks, invoices and reports.


Specifying the Long Date Format

Advantage uses the long date style format on the first page of all reports.

By default, Advantage uses the date format specified in the Long date style field in the Microsoft Windows Regional Settings Properties form (or wherever the date style is specified). You can specify to use a different long date style on the Dates tab of General System Setup. However, we recommend using the long date style that is used with other applications on your workstation.

To specify the long date style:

1.	Select Settings, Control Panel, Regional Settings from the Start menu. The system displays the Regional Settings Properties form.

2.	Click on the Date tab.

3.	Select the desired long date format in the Long date style field.

4.	Click on the Apply button to apply your changes.

5.	Click on the OK button to exit the Regional Settings Properties form.


Creating Desktop Shortcuts for Advantage

There are several ways to create shortcuts to access the Advantage programs. Shortcuts to the following Advantage components are created in your Start menu when you install Advantage:

•	Backup and Restore

•	Billing Template Editor (if the Billing application is installed)

•	Advantage online help

•	Advantage

•	Conversion software from the previous version of Advantage

•	Data Import Utility

•	Interactive Project Reporting

•	Interactive General Ledger Reporting

•	Interactive Accounts Receivable Reporting

•	Expensekeeper and Expensekeeper Administration (if installed)

•	Timekeeper and Timekeeper Administration (if installed)

To create a shortcut on your desktop for any or all of these Advantage applications:

1.	Place your cursor on the Start button in the bottom left corner of your desktop.

2.	Click on your right mouse button. The system displays a popup menu.

3.	Select the Explore option from the popup menu. The system opens Windows Explorer.

4.	Double-click on the Programs folder on the right side of the Explorer window.

5.	Double-click on the Advantage x.x folder, where x.x is the Advantage version number.

6.	Click on the Advantage icon.

7.	Click on your right mouse button. The system displays a popup menu.

8.	Select the Create Shortcut option. The system creates a duplicate Advantage icon at the bottom of the list.

9.	Drag the shortcut to your desktop.

10.	Repeat steps 1-9 for all Advantage applications for which you want to create shortcuts.

  Note


Deleting Desktop and Start Menu Shortcuts for Advantage

To delete a desktop shortcut:

1.	Select the desktop shortcut icon that you want to delete.

2.	Press the <Delete> button on your keyboard. The system displays the following message:

Are you sure you want to send ‘desktop shortcut name’ to the Recycle Bin?

3.	Click on the Yes button. The system deletes the desktop shortcut icon.

To delete a Start menu shortcut:

1.	Place your cursor on the Start button in the bottom left corner of your desktop.

2.	Click on your right mouse button. The system displays a popup menu.

3.	Select the Explore option from the popup menu. The system opens Windows Explorer.

4.	Double-click on the Programs folder on the right side of the Explorer window.

5.	Double-click on the Advantage x.x folder, where x.x is the Advantage version number.

6.	Click on the Start menu shortcut you want to delete.

7.	Press the <Delete> button on your keyboard. The system displays the following message:

Are you sure you want to send ‘desktop shortcut name’ to the Recycle Bin?

8.	Click on the Yes button. The system deletes the Start menu shortcut.


Moving around the screens in Advantage

Advantage is a Microsoft Windows-based program that utilizes standard Microsoft Windows technology, including selection of fields and buttons with your left mouse button.

Advantage also utilizes many of the keyboard functions available to you in other Microsoft Windows programs:

Keystroke	Description
Tab  Shift+Tab  Ctrl+Tab	Moves to the next/previous field.
Home  End	When you are entering data in a field, press Home to return to the beginning of the field or press End to go to the end of the field.
Ctrl+Home  Ctrl+End	Moves to the first/last record in your database table. For example, if you have five projects in your database, 1.00 through 5.00, and you press Ctrl+Home from project 2.00, the system brings you to project 1.00. If you press Ctrl+End, the system brings you to project 5.00.
Page Up Page Down	Scrolls up or down one page. If you are in a form with multiple pages (for example, Employee Table Maintenance), press on one of these buttons to go to the previous/next page.
Ctrl+Page Up Ctrl+Page Down	Moves to the next record in the table. For example, if you press Ctrl+Page Down in Project Table Maintenance, the system brings you to the next available project in your database.
F6	Moves you from one section of the form to another. For example, in data entry routines there are three sections to each form: the general information, the data entry lines, and the form options. This keystroke moves you between these sections.
Esc	Undoes the changes to the current field or record.
Up Arrow key	Replaces the value in a field with the value of the same field in the previous record.
Alt+Down Arrow	Opens a combo box list to display the choices for the field.
Shift+F2	Opens the current field in the Zoom box.
F9	Refreshes the displayed records.
Shift+F9	Re-queries underlying records to reflect changes.


The Advantage Toolbar

Click on the area of the toolbar you want to learn more about:


Performing Lookups in Advantage

In many Advantage data entry fields, you can perform a lookup to access a list of appropriate values for the field in which you are entering data.

To access a lookup:

•	Click on the drop-down arrow in a data entry field to access a drop-down list of values.

•	Double-click in a data entry field to access a lookup list of values.

•	Double click in a data entry date field to access a calendar lookup.

Lookups are helpful when you cannot remember the exact value to enter in a specific field.

 Note


Selecting a Value from a Drop-down List

When you click on a drop-down arrow in the field for which you want to perform a lookup, Advantage displays a drop-down list of valid entries for that field. Use this list to select the desired value for the field.

To select a value from the drop-down list, scroll through the list, as needed, and then click on the desired valued. Advantage closes the drop-down list and enters the selected value in the data entry field.

 Note


Using the Advantage Lookup Windows

In Advantage, many fields in the database are directly related to Table Maintenance and/or System Setup routines. To access a lookup of values for these fields, you must double-click in the field, or click in the field and then press the <F3> key on your keyboard. When you do this, Advantage displays a lookup list window that allows you to search for and select the desired value for the field.

Once you access this lookup, you can either select the appropriate value from the list, or specify information that will help limit/sort the values displayed in the lookup.

The following lookup windows are available in Advantage:

Account Lookups

Account Group Lookups

Client Lookups

Employee Lookups

Labor Code Lookups

Project Lookups

Task Lookups

Unit Lookups

Vendor Lookups


Using the Project Lookup List

Click on the area of the form that you want to learn more about:

  Notes


Using the Task Lookup List

Click on the area of the form that you want to learn more about:


Using the Employee Lookup List

Click on the area of the form that you want to learn more about:

 Notes


Using the Client Lookup List

Click on the area of the form that you want to learn more about:

 Notes


Using the Account Lookup List

Click on the area of the form that you want to learn more about:

 Notes


Using the Account Group Lookup List

Click on the area of the form that you want to learn more about:

 Notes


Using the Labor Code Lookup List

Click on the area of the form that you want to learn more about:

 Notes


Using the Vendor Lookup List

Click on the area of the form that you want to learn more about:

 Notes


Using the Unit Lookup List

Click on the area of the form that you want to learn more about:

 Notes


Using the Profit Center Lookup List

Click on the area of the form that you want to learn more about:

 Notes


Specifying a Date Using the Calendar Lookup

In Advantage, for all date fields, a calendar lookup is provided. To access the calendar lookup, simply double-click in the Date field. Advantage displays a calendar from which you may select the desired date.

You can change the month and year of the calendar by clicking on the drop-down arrows in those fields on the Calendar lookup. The calendar then adjusts to the month and year specified. Date lookups are great to use for accrual date changes.


Open forms in Advantage

In Advantage, you can have multiple forms open on your screen at the same time. This can cause updating problems if you make database changes that affect these open forms. To ensure that this does not occur, you should close all open forms prior to making any database changes.

For example, assume you have the Voucher Review form open to a specific vendor. If you open the A/P Payment Processing form (without first closing the Voucher Review form) and process vouchers for the specific vendor, Advantage will not update the Voucher Review form until you close and re-open the form.

 Note


Transaction Types in Advantage

The Advantage posting routines automatically assign a transaction type to every transaction. This information helps you identify transactions for a more secure audit trail. The following list contains the standard transaction types available in Advantage.

Most of these transaction types are referenced on the General Ledger Account Analysis report and are also stored in the ED and LD tables:

Type	Subtype	Description
AL		Indicates one of the following: key conversion posting, open new period, open new W-2 quarter, open new benefit accrual year, or close period.
AP		Accounts Payable Voucher - implicit credit entry.
AP	L	Accounts Payable Voucher - line item debit entry.
AX		Converted Accounts Payable voucher detail line with no matching Accounts Payable entry. This transaction type can only be created by converting to Advantage from MICRO/CFMS.
AX	X	Converted Accounts Payable voucher detail line with no matching Accounts Payable entry. This transaction type can only be created by converting to Advantage from MICRO/CFMS.
BA		Benefit Hours Accrual or Accrual Adjustment.
BE		Interactive Billing Expense Transfer.
BL		Interactive Billing Labor Transfer.
BU		Interactive Billing Unit Transfer.
CD		Cash Disbursement.
CD	V	Voided Cash Disbursement Check.
CE		Converted Cash Disbursement for an Existing Voucher Transaction. This transaction type can only be created by converting to Advantage from MICRO/CFMS.
CN		Converted Consultant Expense Transaction. This transaction type can only be created by converting to Advantage from MICRO/CFMS.
CP		Change Project’s Profit Center.
CR		Cash Receipt – implicit entry to cash.
CR	R	Cash Receipt – credit entry to Accounts Receivable (invoice receipt detail).
CR	X	Converted Project Financial Receipt Data. This transaction type can only be created by converting to Advantage from MICRO/CFMS.
CT		Converted transaction indicating when the conversion from a previous release was performed.
CV		Accounts Payable Disbursement.
CV	V	Voided Accounts Payable Disbursement Check.
EP	A	Employee Advance.
EP	R	Employee Reimbursement.
EP	V	Employee Advances and Reimbursements Voided Check.
ER		Employee Repayment.
EX		Employee Expense Report (from Expensekeeper or Employee Expenses data entry).
EX	A	Employee Applied Advance.
HA		Account History.
HB		Employee Benefit Hours History.
HE		Project Expense History.
HL		Project Labor History.
IH		Converted Billing Terms Billed-to-date Amount. This transaction type can only be created by converting to Advantage from MICRO/CFMS.
IN		Invoice.
IN	I	Invoice Interest Entry. There is no account number associated with this transaction, it is for Accounts Receivable Reporting purposes only.
IN	X	Converted Project Financial Project Billings. This transaction type can only be created by converting to Advantage from MICRO/CFMS.
IX		Converted Invoice General Ledger Entry. This transaction type can only be created by converting to Advantage from MICRO/CFMS.
JE		Journal Entry.
LA		Labor Adjustment.
MI		Miscellaneous Expense.
PG		Purged.
PP		Accounts Payable Payment Processing or Void Check implicit entries.
PP	A	Accounts Payable Payment Processing - Automatic Check.
PP	C	Accounts Payable Disbursement Check.
PP	V	Voided Accounts Payable Check.
PR		Prints and Reproduction Expense.
PX		Converted General Ledger Detail. Accounts Payable Payment Entries with no Matching Accounts Payable Entry. This transaction type can only be created by converting to Advantage from MICRO/CFMS.
PX	X	Converted General Ledger Detail. Accounts Payable Payment Entries with no Matching Accounts Payable Entry. This transaction type can only be created by converting to Advantage from MICRO/CFMS.
PY		Payroll Processing Posting.
TS		Timesheet, Regular and/or Timekeeper.
UN		Unit - implicit entry.
UN	B	Unit - billing (and any associated cost) entry.
UN	C	Unit - cost only entry
XD		Converted Account Data, General Ledger Account Activity. This transaction type can only be created by converting to Advantage from MICRO/CFMS.
XD	X	Converted Account Data, General Ledger Account Activity. This transaction type can only be created by converting to Advantage from MICRO/CFMS.
XE		Converted Expense Summary Project Expenses. This transaction type can only be created by converting to Advantage from MICRO/CFMS.
XE	X	Converted Expense Summary Project Expenses. This transaction type can only be created by converting to Advantage from MICRO/CFMS.

Note that if you converted from a previous version of MICRO/CFMS, you may have additional transaction types created by the conversion. They are either transactions that are no longer created in Advantage (for example, CN - Consultant Expenses), or transactions created by the conversion.


Add

Click on the Add button to enter new information into the database. When you select this option, the fields on the screen turn white, indicating that you may enter new data into these fields.


Delete

Click on the Delete button to remove table maintenance information from the database. When you select this option, a message box appears asking you to confirm the removal of the data.

•	If the Accounting Application is installed, you cannot delete projects, tasks, accounts, profit centers, bank codes, A/P liability codes, and discount codes.

•	You cannot delete employee numbers, account numbers, bank codes, and A/P liability codes if they contain year-to-date information.

The Key Conversion Utilities (on the Utilities Menu) allow you to close out these types of data without compromising your database.


Save

Click on the Save button to save information in the database. Use this button when adding or modifying records in table maintenance.


Cancel

Click on the Cancel button to cancel the action you are currently performing without making changes to your database. Use this button when you do not want to save additions or changes you have entered in table maintenance.


Close

Click on the Close button to close the routine you are currently working in and return to the Advantage main menu. You can close a routine at any time.


Lookup

Click on the Lookup button to perform database lookups for selected fields. The lookups are a direct result of the information entered in other table maintenance routines.


Report

Click on the Report button to print a report of the table maintenance data. The report is based on the information currently saved in the database. If you entered information without saving, it will not appear on the report.


Employee Number

If you choose to sort the Employee reports by employee number, Advantage sorts the Time Analysis and Employee List reports by ascending employee number (for example, number 00001, 00002, 00003).


Last Name

If you choose to sort the Employee reports by last name, Advantage sorts the Time Analysis and Employee List reports alphabetically by the last name (for example, Apple, Bartlett, Gonzalez, Stone).


Status

If you choose to sort the Employee reports by status, Advantage groups employees by status on the Time Analysis and Employee List Reports.


Select Codes

If you choose to sort the Employee reports by a user-defined select code (for example, qualifications, affiliations, department, etc.), Advantage groups employees by the select code defined.


Cash-Basis Reporting

A method of financial reporting in which revenue is not recognized until cash is received, and expenses are not incurred until cash is disbursed.


Default Unit Table

When you initially add a unit table, Advantage automatically adds the unit and the unit’s rate information to the default unit table. You must add all units to the default table prior to copying them to project-specific or referenced unit tables.

If you select a project in Unit Data Entry that does not have a project-specific or referenced unit table defined, Advantage uses the information located in this default table.

See Unit Table Hierarchy for more information.


Project-Specific Unit Tables

You can copy units from the default table to Project-specific tables. Project-specific tables are tied to a specific project and must have the same name as the project. For example, you could create a project-specific unit table 9200500 for project number 92005.00.

If you specify a project in Unit Data Entry that has a project-specific unit table defined, Advantage automatically displays that table in the Table field (which you can modify).

Notes

•	You do not enter any delimiters when specifying the project-specific unit table’s name.

•	You must add leading zeros to the table’s name if they appear in the project number. For example, project-specific unit table 0000100 for project number 00001.00.

See Unit Table Hierarchy for more information.


Referenced Unit Tables

You can copy units from the default table to referenced tables. You can select a Referenced table for each project through Project Table Maintenance.

If you specify a project in Unit Data Entry that has a referenced unit table but no project-specific table defined, Advantage automatically displays the referenced table in the Table field (which you can modify).

Notes

•	You can name the referenced table using up to 12 characters of free text.

•	If a project does not have a project-specific or referenced unit table defined, Advantage automatically displays the Default table in the Table field.

See Unit Table Hierarchy for more information.


Staff-Level Administration

If an employee has staff-level administration, they cannot access the Timekeeper Administration application. Employees with this type of access can only run the Timekeeper application; they cannot modify any system-level or group-level settings.


System-Level Administration

System-level administrators have access to all the functions in the Timekeeper Administration application. They can:

•	Define Timekeeper Categories

•	Establish employee groups and global comments.

•	Set employee access to Timekeeper.

•	Enable passwords for Timekeeper users.

•	Set Timesheet options.

•	Monitor and change the status of timesheets.

•	Open and enter data in other employees’ timesheets.

Because the system-level administrator has complete access to the Timekeeper Administration application, at least one employee in your firm must have system-level access. If you have not defined an employee to have system-level access, you cannot use Timekeeper or Timekeeper Administration.


Group-Level Administration

Group-level administrators have access to all the functions in the Timekeeper Administration application that are related to the group. They can:

•	View all Timekeeper Administrator settings.

•	Review and change the status of timesheets for employees in their group.

•	Change the passwords of employees in their group.

•	Open and enter data in the timesheets of employees in their group.


Sort by criteria options

Click on one of these buttons to determine the order by which the system will sort the data items in the lookup list. If you select the Retrieve Automatically option, Deltek Advantage automatically updates the lookup list each time you choose a new sort method. If you do not select the Retrieve Automatically option, you must click on the Retrieve button to update the lookup list.


Search field

Enter a partial or full value by which to search for data items in the lookup list. If you select the Retrieve Automatically option, the cursor automatically highlights the first item in the lookup list that matches the criteria entered. If you do not select the Retrieve Automatically option, you must click on the Retrieve button to return a list of values that match the criteria entered.

If you are sorting the list by Number, you must enter a valid number in this field.


Retrieve button

Click on this button to produce the entire list, to search for a value entered in the Search field, or to manually retrieve a list after changing the sort by criteria (for example, from Name to Number).

This button only appears when the Retrieve Automatically option is not selected. When you click on the Retrieve button, it becomes disabled until the criteria for the lookup list changes.


Find Next button

Click on this button to find the next item in the lookup list that matches the criteria entered on this form.


Active <key field> only option
Active Projects Only option

Select this option to view only projects with a status of Active.

Note, if you are using a Project Lookup in Timekeeper or Expensekeeper, and your System Administrator has selected the Treat inactive projects/tasks as dormant option in Timekeeper Administration and/or Expensekeeper Administration, the Active Projects Only option does not display on the Project Lookup form.


Active Tasks Only
Active Tasks Only option

Select this option to view only tasks with a status of Active.


Active Employees Only
Active Employees Only option

Select this option to view only employees with a status of Active.


Active Vendors Only
Active Vendors Only option

Select this option to view only vendors with a status of Active.


Retrieve Automatically option

Select this option if you want the system to retrieve the entire list automatically each time the lookup is opened. The system also automatically updates the list each time you change the lookup sort.

If you have large lists that take a long time to open, you should not use this option.


Retrieve Automatically option

Select this option if you want the system to retrieve the entire list automatically each time the lookup is opened. The system also automatically updates the list each time you change the lookup sort and when you select or deselect the Active Employees Only option.

If you have a large employee list that takes a long time to open, you should not use this option.


Retrieve Automatically option

Select this option if you want the system to retrieve the entire list automatically each time the lookup is opened. The system also automatically updates the list each time you change the lookup sort and when you select or deselect the Active Vendors Only option.

If you have a large vendor list that takes a long time to open, you should not use this option.


Retrieve Automatically option

Select this option if you want the system to retrieve the entire list automatically each time the lookup is opened. The system also automatically updates the list each time you change the lookup sort and when you select or deselect the Active Projects Only option.

If you have a large project list that takes a long time to open, you should not use this option.


Retrieve Automatically option

Select this option if you want the system to retrieve the entire list automatically each time the lookup is opened. The system also automatically updates the list each time you change the lookup sort and when you select or deselect the Active Tasks Only option.

If you have a large task list that takes a long time to open, you should not use this option.


Project Type lookup option

Use this option to limit the projects in a lookup list to a specific type of project: all projects, regular projects only, overhead projects only, or promotional projects only.


Task Type lookup option

Use this option to limit the tasks in a lookup list to a specific task type:  all tasks, regular tasks only, overhead tasks only, or promotional tasks only.


Employees with Unpaid Expense Reports option

This option appears only on the Employee Lookup form. This option lets you limit the employees in a lookup to only those with unpaid expense reports (from Expensekeeper or Employee Expenses Data Entry).This option is especially useful in Employee Advance/Expense Processing.


Vendors with Unpaid Vouchers Only option

This option appears only on the Vendor Lookup form. This option lets you limit the vendors in a lookup to only those with unpaid vouchers. This option is especially useful in A/P Payment Processing.


Rows

This field appears in the bottom right corner of all lookup lists. It displays the number of items included in the lookup list, based on the criteria specified.


Lookup list

This section of the lookup form displays all the items in your Advantage database that match the selection criteria you entered. The items in the lookup list are sorted according to the sort by specification you select, using the buttons in the top right corner of the lookup list form.


OK button

This button appears on all lookup forms. Click on this button to close the lookup form and view a selected item from the lookup list, or enter that item on the form you currently have open.


OK button

Click on this button to close the lookup form and enter the selected labor code value on the form you currently have open.


Cancel button

This button appears on all lookup forms. Click on this button to exit the lookup form without selecting an item from the lookup list, or entering that item on the form you currently have open.


Cancel button

Click on this button to close the lookup form without entering a labor code value on the form you currently have open.


Account Type lookup option

Use this option to limit the accounts in a lookup to a specific type of account: all accounts, assets only, liabilities only, net worth only, revenue only, reimbursable only, direct only, indirects only, or other charges only.


Labor code level selection window

From this window, you can select each level of the labor code based on the type of work performed on a project.


Completed labor code

Displays all the levels of the labor code currently selected along with a description based on the individual level descriptions.


Unit table

Displays the name of the unit table for the selected unit.


Navigation Buttons

The navigation buttons appear on most forms in Advantage. These buttons let you move from one record to another. Records are sorted by number or by name. The following table reviews your options:

Option	Description
	Brings you to the first record in the table.
	Brings you to the previous record in the table.
	Brings you to the next record in the table.
	Brings you to the last record in the table.


Undo button

Undoes the changes to the current field or record.


Cut button

Removes the data in the current field or record.


Copy button

Copies the data in the current field or record.


Paste button

Inserts copied or cut data into the current field or record.


Sort ascending button

Sorts the current data in ascending order.


Sort descending button

Sorts the current data in descending order.


Find button

Finds the specified text in the current field or record.


Spell Check button

Checks the spelling in the current field or record.


Context-sensitive Help button

Enables the context-sensitive help feature. Click on this button, then click on the field, button, or form you want to learn about. Advantage displays a help topic describing the selected field/, button, or form.


Print button

Prints the current form.


Zoom button

Lets you specify the zoom of the current active form.


View One Page button

Displays the report on one page.


View Two Pages button

Displays two pages of the generated report on the screen.


Zoom Control box

Displays the current zoom of the active form.


Close button

Closes the active screen.


Publish it with MS Word button

Exports the data to a Microsoft Word file, with an .rtf extension.


Analyze it with MS Excel button

Exports the data to a Microsoft Excel file. This feature is useful for reports.


Benefit Accruals

Click on the Benefit Accruals button to display the Employee Benefit Accruals Table Maintenance form.


Withholdings

Click on the Withholdings button to display the Employee Payroll Withholding Table Maintenance form.


Direct Deposit

Click on the Direct Deposit button to display the Employee Direct Deposit Table Maintenance form.


Accrue benefit hours when payroll is processed

This option is available only if you have installed the Payroll module.

If you select it, Advantage will automatically perform benefit accruals whenever you process a regular payroll. Advantage will calculate the number of benefit accrual hours each pay period by dividing the annual benefit accrual hours by the number of pay periods in the year.

If you do not select this option, or if the option is disabled because you do not have the Payroll module installed, you must select a benefit accrual frequency from the field below. This field is used when you process accruals manually.


Consultant accrual credit project / task

Enter the consultant accrual credit project and task (if any) to use when posting consultant expense accruals.

If you do not have Profit Center Reporting installed, you must enter a project/task in this field if you are entering an indirect account in the Consultant Accrual Credit Account field.

If Profit Center Reporting is installed, you only have to enter a project/task if you are maintaining separate balance sheets, and you are not distributing the consultant expense accrual by profit center.


Consultant accrual credit account

Enter the account to credit when posting consultant expense accruals.


Using the Advantage Help Menu

The Help menu within the Advantage application provides you with several options for accessing system and software assistance. To access the Help menu, click the Help option on the Advantage main menu. Advantage displays the drop-down Help menu.

Drop-down Help Menu

The following list provides an overview of the options available on the drop-down Help menu. Please note that some of these options will re-direct you to the Advantage eSupport Web site. This is a password-protected site. You must have a current Ongoing Support Plan (OSP) agreement with Deltek (as well as Internet access) to enter this site.

•	Advantage Help Topics — Click this option to open the Advantage Online Help system. The Online Help system contains help for all Advantage applications and procedures.

•	Technical Support — Click this option to open the Advantage Technical Help system. Use the Technical Help system to learn how to troubleshoot database issues and to find answers to frequently asked technical questions about Advantage.

•	Support Site — Click this option to open the Advantage eSupport Web site. The eSupport Web site provides valuable documentation, access to our support knowledge base, the ability to initiate or update a support call and/or chat directly with a Support Analyst, product news flashes and software updates, online user groups, and technical white papers.

•	Search Knowledge Base — Click this option to open the Deltek Support Knowledge Base on the Advantage e-Support Web site. The Knowledge Base contains a searchable list of tips and topics to help you maximize your use of Advantage.

•	E-Mail Support — Click this option to send an e-mail message to Deltek Advantage Support. When you click this option, Advantage opens your default e-mail application. The recipient address specified on the General tab of System Setup Table Maintenance is automatically entered in the To… field of your e-mail message.

If you receive a System Admin: Undelivered message when you send an e-mail, verify that the e-mail address has been entered correctly in System Setup Table Maintenance.

•	Launch Chat with Advantage Support — Click this option to open the Advantage eSupport Web site and initiate live chat with an Advantage Support Analyst.

•	Launch Support Web Meeting — Click this option to open the Deltek Meetings section of the Advantage e-Support Web site. From this area of the Web site, you can set up, host, or attend a Deltek WebEx meeting.

•	Change My Support Site Login — Click this option to change your eSupport Web site username and password. When you click this option, Advantage opens the Support Username and Password dialog. Your current username and password display on this form. Do not change your username and password unless instructed to do so by your System Administrator.

•	About Advantage… — Click this option to view information about the version of Advantage you are running, modules installed, database connections, and other users currently logged on.

•	About Microsoft Access… — Click this option to view version and system information for Microsoft Access.

 Note


Advantage eSupport Web Site

The Advantage eSupport Web site provides you with important Advantage documentation, access to our support knowledge base, the ability to initiate or update a support call and/or chat directly with a Support Analyst, product news flashes and software updates, online user groups, and technical white papers. The Advantage eSupport Web site is password-protected and you must have a current Ongoing Support Plan (OSP) agreement to access the site.

You can log on to the Advantage eSupport Web site at http://cs.deltek.com. Or, you can access the web site directly by clicking Help on the Advantage main menu, and then selecting one of the following options from the drop-down Help menu:

•	Support Site

•	Search Knowledge Base

•	E-Mail Support

•	Launch Chat with Advantage Support

•	Launch Support Web Meeting

You must enter your support username and password information in Security Setup Maintenance before users can access the Advantage eSupport Web site from the drop-down Help menu in Advantage. In addition, a user’s workstation must be connected to the Internet to access the Web site.

 Note


Using Context-Sensitive Help

As you use the Advantage software, you may find that you have a question about what to enter in a particular field or what will happen if you click on a certain button. To assist you, we have built context-sensitive help into many of the forms, fields, and buttons in Advantage. Context-sensitive help allows you to view information about a specific form, field, or button, without having to search through the entire Advantage Online Help system.

To access context-sensitive help, open the form you want to learn about just as you would during normal Advantage operations.

•	To view a general description of the form, click on the [image] button on the Advantage toolbar, and then click anywhere on the background of the form.

•	To view information about a particular field or button, click on the [image] button on the Advantage toolbar, and then click in the field you want to learn about or on the button you want to learn about.

You can also view context-sensitive help by clicking in the field you want to learn about, or right-clicking on the button you want to learn about, and then pressing F1 on your keyboard. (You must use this method to view context-sensitive help in the Timekeeper and Expensekeeper applications.)

•	To print the context-sensitive help topic, press the Print button on the topic window, if one is available. If there is no Print button in the topic window, right-click on the topic, and then click Print Topic.

Example


Advantage Online Help

The Advantage Online Help system contains help for all Advantage applications and procedures.

You access the Help system by clicking Help, Advantage Help Topics from the Advantage main menu, or by using the context-sensitive help feature available in many areas of the application.

Advantage Online Help Topics Window

When you access the Help system from the Advantage main menu, the Advantage Online Help Topics window opens.

This window consists of three tabs that you can use to search for and select the topics you want to view.

•	Contents Tab

•	Index Tab

•	Find Tab

By default, the Contents tab displays each time you open the Online Help system. To display a different tab, simply click on it.

Advantage Online Help Topics Toolbar

Most topics in the Advantage Online Help System include a toolbar that you can use to navigate through the Help system.

Click on the toolbar button you want to learn more about.

Note that the toolbar buttons available may vary, depending on the Help topic window you have open.


Contents Tab

The Contents tab contains a Table of Contents (TOC) for the entire Online Help system.

•	To view the contents of a Book, double-click on the Book, or click on the Book and then click the Open button.

•	To view an Online Help Topic, double click on the Topic, or click on the Topic and then click the Display button.


Index Tab

The Index tab contains Index Entries for the entire Online Help system.

To search for and open a Topic:

1.	Enter the first few letters of a keyword in Field 1. For example, enter bill to search for topics related to Billing.

2.	As you enter letters, Advantage automatically scrolls through the list of Index Entries in Field 2. Continue entering letters in Field 1 until you find an entry in the index that matches your search.

3.	When you find an Index Entry that you want to display, double click on the Index Entry or click on the Index Entry and then click the Display button.

•	If there is only one Help Topic associated with the Index Entry, that Topic displays.

•	If there is more than one Help Topic associated with the Index Entry, another dialog opens. The dialog displays a list of the associated Help Topics. To view a Topic from the list, double-click on a Topic, or click on a Topic and then click the Display button.


Find Tab

The Find tab allows you to search for topics containing keywords that you specify.

To search for and open a Topic:

1.	Enter a keyword in Field 1. Advantage displays a list of matching words in Field 2.

2.	Select one or more words from the list in Field 2. A list of matching Help Topics displays in Field 3.

3.	To view a Help Topic, double-click on a Topic from the list in Field 3, or click on the Topic and then click the Display button.

Note that the first time you use the Find tab, Advantage prompts you to create a word list. Simply follow the instructions on the Find Setup Wizard to create the word list. After you have created a word list, you can click the Options button on the Find tab to set options for your searches.


Help Topics

Click this button to display the Advantage Online Help Topics window.


Back

Click this button to display the last topic you had open (in the same Help window).


Print

Click this button to print the Help topic you currently have open.


Scroll

Click the scroll buttons to move backward or forward through all the topics in a Help Book.


Context-Sensitive Help Example

To learn about the Project Table Maintenance form:

1.	Select Tables, Projects from the Advantage main menu to display the Project Table Maintenance form.

2.	Click on the [image] button, and then click on the background of the form to display a general help topic about Project Table Maintenance.

3.	Click on the [image] button, and then click in any field or on any button on the form to display a description of the field or button.

4.	To print the description, click the Print button on the topic window, or right-click on the topic and click Print Topic.


Printing Online Help Topics

From time to time, you may find it useful to print a topic from the Advantage Online Help system. You can print a single topic or you can print multiple topics.

You can use one of several methods to print Online Help topics.

•	Print a single Help topic that you currently have open. — Follow this procedure to print a Help topic that you have open on your desktop.

•	Print a single Help topic from the Table of Contents. — Follow this procedure to print a Help topic without opening the topic.

•	Print multiple Help topics. — Follow this procedure to print all Help topics in a selected Book.


Print a Single Help Topic

To print a single Help topic (that you have open):

1.	Open the Help topic that you want to print.

2.	Complete one of the following steps:

•	Click the Print button on the Online Help toolbar.

•	Right-click on the topic and click Print Topic on the pop-up menu.

3.	Advantage displays the Print dialog.

4.	Complete the fields on the Print dialog, as needed.

5.	Click the Print button on the Print dialog. Advantage prints the open topic.


Print a Single Help Topic from the Table of Contents

To print a single Help topic from the Table of Contents:

1.	Display the Table of Contents tab on the Advantage Online Help Topics window.

2.	Click on the Topic you want to print.

3.	Click the Print button on the Table of Contents window.

4.	Advantage displays the Print dialog.

5.	Complete the fields on the Print dialog, as needed.

6.	Click the Print button on the Print dialog. Advantage prints the selected topic.


Print Multiple Help Topics

To print multiple Help topics:

1.	Display the Table of Contents tab on the Advantage Online Help Topics window.

2.	Click on the Book you want to print.

3.	Click the Print button on the Table of Contents window.

4.	Advantage displays the Print dialog.

5.	Complete the fields on the Print dialog, as needed.

6.	Click the Print button on the Print dialog. Advantage prints all of the topics contained in the Book. If the Book you select has sub-level Books, topics from those Books are also printed.


Advantage Service Plans

Please contact your Account Manager for information on applicable costs and fees for the services outlined below.

Deltek Ongoing Support Plan (OSP)

The Deltek Ongoing Support Plan (OSP) offers unlimited support for general operational and application questions through our toll-free support telephone number. The plan provides all standard software, documentation, and payroll updates at no cost — other than shipping and handling charges, if applicable. Subscribers also receive a quarterly eNewsletter, regular e-mail updates from our support staff, the Deltek annual Operating Statistics Survey, and discounts on other Deltek products.

In addition, OSP subscribers have unlimited access to the Advantage eSupport Web site (http://cs.deltek.com). This password-protected site provides valuable documentation, access to our support knowledge base, the ability to initiate or update a support call and/or chat directly with a Support Analyst, product news flashes and software updates, online user groups, and technical white papers.

Clients with a Deltek OSP receive priority support over those firms without an OSP

Pay-per-Call

If you decide not to subscribe to the Deltek OSP, you can still get support from our Support Analysts on a pay-per-call basis. You can pay for your calls with MasterCard, VISA, or American Express.

In addition, if you decide not to subscribe to the Deltek OSP, you must pay a re-licensing fee to receive any software updates.

 Note


Contacting Deltek Systems

Our Support Analysts are available to answer your questions about the general day-to-day operation and use of Advantage.

Support Hours

Current telephone support hours, Eastern Standard Time (EST):

•	8:00 AM to 8:00 PM Monday through Thursday

•	8:00 AM to 6:00 PM on Friday

•	10:00 AM to 4:00 PM on Saturday

You can leave a message on our voice mail system 24 hours a day. You can also send an e-mail message to us anytime at AdvantageSupport@ma.deltek.com.

Service Plans

•	General Support Line  (Pay-per-Call)	(617) 492-4410

•	Ongoing Support Plan (Toll-Free)	(800) 836-1600

Although you do not need your 5-digit client number to access the toll free support lines, we recommend that you have it ready when you call to help us in assisting you. If you do not know your client number, call us at 617-492-4410 and we will provide it to you.

Help Menu

If you have a current Ongoing Support Plan (OSP), you can also contact us by selecting one of the following options from the Advantage main menu:

•	Help, E-Mail Support — Send an e-mail message to Advantage Support.

•	Help, Launch Chat with Advantage Support — Launch a live, interactive conversation with an Advantage Support Analyst.

•	Help, Launch Support Web Meeting — Set up, host, or attend a Deltek WebEx meeting.

 Note


Overview of Advantage Budgeting

Advantage provides two budgeting tools: One to budget projects and one to budget financials. You create your budget by using either the Project Budget Worksheet or the Profit Planning Worksheet.

 Entering Project Budgets

 Entering Corporate Budgets


Project Budgeting

To access the Project Budget Worksheet, select Processing, Project Budget Worksheet from the Advantage main menu. The system displays the Project List. You can then select the project for which to enter budget information.

The Project Budget Worksheet lets you view the effect on the total budget and budgeted profit as you enter the budget or percent complete for each labor code and expense account. From the Project Budget Worksheet you can:

•	Define budgets for your labor codes and/or expense accounts.

•	Enter cost and/or billing budgets for your labor and expense accounts.

•	Estimate percent completes for labor and expense accounts.

•	Enter budget summary information.

•	Recalculate the Project Budget Worksheet.

Budgeting lets you see if you are meeting your profit goals on a project before it is too late to make changes. The importance of budgeting depends on the type of contract for the project:

Contract Type	Importance
Fixed-fee Contract	Budgeting is very important. Cost overruns cannot be recovered. An example of this type of contract is a lump sum or percentage of construction costs.
Hourly Contract with Maximum	Budgeting is important. You may also share in savings if the final cost is less than the maximum. An example of this type of contract is a multiple of direct personnel expense.
Hourly Contract without Maximum	Budgeting is less important, but may help if your client has cost expectations.
 Notes

 Tip/Trick

 Related Topics


Project Budgeting Checklist

Prior to using the Project Budget Worksheet to monitor your project budgets, you must perform certain setup steps to make the data available for reporting. The Project Budget Worksheet offers you many options for creating new project budgets.

Project Budgeting Checklist

The following checklist describes the process to perform in order to create a new project budget using the Project Budget Worksheet. Each step is described later in this section. Print out this page and check off each item as it is completed.

Completed?	Step
_________	Access the Project Budget Worksheet
_________	Select the project to budget
_________	Select the type of budget to enter
_________	Select the type of rate at which to base your budget
_________	Enter budget information for your labor budget , or  Enter budget information for your expense budget


Selecting a Project to Budget

The first step in creating/modifying your project budget is to select the project.

To select a project to budget:

1.	Select Processing, Project Budget Worksheet from the Advantage main menu. The system displays the Project List.

2.	Highlight the project for which to enter/modify budget information.

3.	Click on the OK button. The system opens the Project Budget Worksheet displaying any previously entered budget information for the project. If no budget information exists, the system displays a blank Project Budget Worksheet where you can begin entering data.

 Related Topics


Copying an Existing Project's Budget

You can create a new budget by copying the information from another project’s budget. This feature is useful if you have

To copy an existing project’s budget:

1.	Open the Project Budget Worksheet. Select Processing, Project Budget Worksheet from the Advantage main menu. The system displays the Project List.

2.	Highlight the project you want to budget and click on the OK button. This project should be the one into which you want to copy data.

The system displays the Project Budget Worksheet form for the specified project.

3.	Click on the Copy Budget button. The system displays the Copy Budget Window.

4.	Complete the information on the Copy Budget form, referring to the context-sensitive help on the form.

5.	Click on the OK button. The system displays the following message:

Replace existing labor and expense budgets for project <receiving project> with budgets from project <specified copy from project>?

6.	Click on the Yes button to complete the copying of information. Otherwise, click on the No button to return to the Project Budget Worksheet form.

7.	Continue working in the Project Budget Worksheet or click on the Close button to exit the Project Budget Worksheet.

 Notes


Types of Budget Rates

The Project Budget Worksheet lets you enter labor and/or expense budgets at billing and/or cost rates.

Cost Budgets

Present the planned costs of a project including labor, direct and reimbursable expenses, and overhead. The difference between the contract value and budgeted cost is the budgeted profit. Cost budgets also include a profit percentage, which is calculated by dividing profit on services by the sum of compensation and consultant fee for the project.

Billing Budgets

Show the planned expenditure for labor, direct, and reimbursable expenses at their billing value. The contract value is often equal to the sum of all billing budgets.

 Notes

 Related Topics


Recalculating the Project Budget Worksheet

If you modify the overall percent complete, labor percent complete, and/or expense percent complete in the Budget Setup section of the worksheet, you need to re-calculate the Project Budget Worksheet:

To re-calculate the worksheet for a specific project:

1.	Double-click in the Project field and select the project for which you want to modify and recalculate the worksheet.

2.	Make any modifications to the project’s budget data.

3.	Click on the Re-Calculate button. When you click on this button, the system updates all calculated fields to reflect any changes you made.

Advantage returns you to the main Project Budget Worksheet form.

4.	Click on the Close button to exit the Project Budget Worksheet.

 Note


Estimating Percent Completes

Percent completes are the project manager’s estimate of how far a particular item has progressed. You enter percent completes on the Project Budget Worksheet. You should base your percent completes on actual progress (not desired progress or the percent actually expended).

 Notes

 Related Topics


Percent Complete Example

Assume that the construction phase of a project has five sub-phases in varying stages of completion. You can compute the percent complete for this phase as follows:

Sub-Phase	Percent Complete
1	50
2	30
3	0
4	0
5	0
From the above example, we find that 80 / (5 sub-phases * 100%) = 16% complete in construction documents.

 Note


Entering Overall Percent Completes for Labor and Expenses

Advantage automatically calculates the weighted average overall percent complete in the Budget Summary section of the Project Budget Worksheet. This number provides you with an overall assessment of project or task status. You can override this percentage by entering the percent complete in the Overall Pct Compl field in the Budget Setup section of the Project Budget Worksheet.

You enter percent completes on the Project Budget Worksheet in one of three ways. You can:

•	Enter percent completes for individual labor and expense records.

•	Enter a percent complete for labor and/or expense percent completes.

•	Entering an overall percent complete.

 Notes

 Related Topics


Summary of the Percent Complete Hierarchy


Calculating the Overall Percent Complete for Individual Labor and Expense Records

You can enter percent completes at the individual labor and expense record level via the Edit Budget option. This method/option is used when labor codes (and/or expense records) have different percentages of completion. For example, if you enter individual labor and expense percent completes for each of your labor codes and account numbers, the overall percent complete is calculated as follows:

Labor Budget

Labor Code	Labor  Budget		Percent Complete	Earned Labor		Budgeted Overhead Percentage	Earned Overhead
A0000	$2,500	*	20%   =	$500	*	210%   =	$1,050
A1000	$4,000	*	30%   =	$1,200	*	210%   =	$2,520
	$6,500			$1,700			$3,570

Expense Budget

Account Number	Expense Budget		Percent Complete	Earned Expenses
511.00	$1,000	*	45%   =	$450
512.00	$2,000	*	40%   =	$800
	$3,000			$1,250
Numerator Value = Total Earned Labor ($1,700) + Total Earned Overhead ($3,570) + Total Earned Expenses ($1,250)	$6,520
Denominator Value = Total Labor Budget ($6,500) + Total Overhead Budget ($13,650**) + Total Expense Budget ($3,000)	$23,150
Overall Percent Complete = $6,520/$23,150	28.16%

**	The Total Overhead Budget is determined by multiplying the Total Labor Budget ($6,500) by the Budgeted Overhead Rate (210%). The Total Overhead Budget in the above example is equal to $13,650.

 Notes


Calculating the Overall Percent Complete based on Labor/Expense Percent Completes

You can enter percent completes in the Labor Pct Compl and/or Expense Pct Compl fields in the Budget Setup section. This method is used when the project's percent complete is the same percentage for all/each of the labor code records. For example, assume you enter a labor percent complete of 50% and an expense percent complete of 60% in the Budget Setup section of the Project Budget Worksheet, the system calculates the overall percent complete (in the Budget Summary section) as follows:

Labor Budget

Labor Code	Labor  Budget		Percent Complete	Earned Labor		Budgeted Overhead Percentage	Earned Overhead
A0000	$2,500	*	50%   =	$1,250	*	210%   =	$2,625
A1000	$4,000	*	50%   =	$2,000	*	210%   =	$4,200
	$6,500			$3,250			$6,825

Expense Budget

Account Number	Expense Budget		Percent Complete	Earned Expenses
511.00	$1,000	*	60%   =	$600
512.00	$2,000	*	60%   =	$1,200
	$3,000			$1,800
Numerator Value = Total Earned Labor ($3,250) + Total Earned Overhead ($6,825) + Total Earned Expenses ($1,800)	$11,875
Denominator Value = Total Labor Budget ($6,500) + Total Overhead Budget ($13,650**) + Total Expense Budget ($3,000)	$23,150
Overall Percent Complete = $11,875/$23,150	51.3%

**	The Total Overhead Budget is determined by multiplying the Total Labor Budget ($6,500) by the Budgeted Overhead Rate (210%). The Total Overhead Budget in the above example is equal to $13,650.

 Notes


Types of Budgets

You can enter both labor and expense budgets for your projects using the Project Budget Worksheet.

 Labor Budgets

 Expense Budgets


Defining Labor Budgets

Your project job-to-date labor budget lets you keep track of all labor to be charged to a project. When you first enter the Project Budget Worksheet and select the project for which to enter budgets, the system defaults to labor budgets at cost rates. Amount fields are formatted to 2 decimal places.

If you are not on the Labor Budgets form, click on the Labor Budgets button, then, click on the Edit Budget button. The system displays the Modify Labor Budgets form where you can specify the following information:

Column	Description
Labor Code	Your labor budgets are based on labor codes. Enter the labor code for which to enter a budget for this project. The name for this labor code appears at the bottom of the Modify Labor Budgets form.
Pct Compl	Enter the percent complete amount for this labor code. This field should be updated each period.
Hours	Enter the job-to-date budgeted number of hours for work to be performed under the labor code for the project.
Rate	Enter the job-to-date budgeted rate for work to be performed under the labor code for the project. The system calculates this field automatically if the hours and amount are entered in the Modify Labor Budgets form. • If you’re working with a cost budget, this rate is stored as the cost rate. • If you’re working with a billing budget, this rate is stored as the billing rate.
Budget	Enter the job-to-date budgeted dollar amount for the labor to be charged to the labor code for the project. The system automatically calculates this amount based on the hours and rate. When you post actual labor transactions affecting the project and labor code combination, the amounts will be reflected in the Job-to-Date Hours column on the Project Budget Worksheet form.
EAC Hrs	Enter the estimate at completion hours for this labor code.
EAC Amt	Enter the estimate at completion amount for this labor code.
ETC Hrs	Enter the estimate to complete hours for this labor code.
ETC Amt	Enter the estimate to complete amount for this labor code.
Start Date	Enter the start date.
End Date	Enter the end date.
 Notes

 Related Topics


Defining Expense Budgets

Your project job-to-date expense budget lets you keep track of the expenses to be charged to a project. When you first enter the Project Budget Worksheet and select the project for which to enter budgets, the system defaults to labor budgets at cost rates. Amount fields are formatted to 2 decimal places.

To enter expense budgets, click on the Expense Budgets button, then click on the Edit Budget button. The system displays the Modify Expense Budgets form where you can specify the following information:

Column	Description
Account	Your expense budgets are based on account numbers. Enter the account number for which to enter a budget for this project. The account name appears beside the account number, unless you also specify a vendor; in that case, the account name displays at the bottom of the Modify Expense Budgets form.
Vendor	Enter the vendor number for which to enter a budget for this project. The vendor name appears at the bottom of the Modify Budgets form. To be able to budget by vendor, you must select the Enable Budgeting by Vendor option on the General tab in System Setup table maintenance.
Pct Compl	Enter the percent complete amount for this account. You should update this field each period.
Budget	Enter the budgeted dollar amount for the expense charged to the account for the project.  When you post transactions affecting the project and account combination, the amounts will be reflected in the Job-to-Date Spent column of the Project Budget Worksheet.
EAC Amt	Enter the estimate at completion amount for this account/vendor.
ETC Amt	Enter the estimate to complete amount for this account.
Start Date	Enter the start date.
End Date	Enter the end date.
 Notes

 Related Topics


Budgeting for Projects with Tasks

If you are entering budgets for projects with tasks, you must define different budgets at each task level. For example assume you have a project with three tasks:  001 Main Building, 002 Second Floor Offices, and 003 Conference Rooms. You must enter the labor and expense budgets for each task separately.

You select the task for which to enter budgets by clicking on the drop down arrow beside the task field.

 Notes


Entering Budget Summary Information

After you enter a project budget, Advantage automatically calculates specific budget summary information, which appears in the Budget Summary section of the Project Budget Worksheet. In addition, you can enter or modify specified summary information for the budget. This information can also be entered or modified in Project Table Maintenance. The type of information you need to enter is determined by the type of rate you are using—billing or cost. Amount fields are formatted to 2 decimal places.

For each labor and/or expense budget (at billing or cost rates) you can enter or modify:

Field	Description
Compensation	The total fee you expect to bill for this project. This is labor and may also include reimbursable consultant fees or reimbursable expenses.
Consultant Fee	The total direct (non-reimbursable) consultant fee you expect to bill for this project, unless included as part of the compensation amount.
Reimbursable Allowance	The total reimbursable expenses (500-level accounts) you expect to incur for this project.
 Notes

 Related Topics


Budget Summary Calculations

Advantage calculates budget summary information for each budget you create. This information displays in the Budget Summary section of the Project Budget Worksheet.

Field	Description
Labor Budget	The total in the Amount column on the Labor Budget form.
Overhead	Calculated using the Budgeted OH Amount entered in Project Table Maintenance. The OH amount displays in parenthesis.
Direct Consult.	Calculated from the Expense Budget using the consultant account entries in the Amount column (typically accounts 611-615).
Other Dir. Exp.	Calculated from the Expense budget using all 600 account entries EXCEPT consultant account entries.
Profit on svcs	Calculated using the following formula: (Compensation + Consultant Fee) – (Labor Budget + Direct Consultant Expense + Other Direct Expense + Overhead)
Profit Pct.	Calculated using the following formula: Profit on Services / (Compensation + Consultant Fee)
Reimb Consult.	Calculated from the Expense Budget using the reimbursable consultant account entries in the Amount column (typically accounts 511-515).
Other Reimb.	Calculated from the Expense budget using all 500 account entries EXCEPT reimbursable consultant account entries.
Total Hours	The total in the Hours column on the Labor Budget form.
Overall Pct. Compl.	Calculated using the following formula: (All Percent Completes x Their Budgets) / Total Project Budget


Calculating the Overall Percent Complete from the Transaction Detail

Advantage automatically calculates the Overall Percent Complete in the Budget Summary section of the Project Budget Worksheet. This figure is a weighted average percent complete.

The Overall Percent Complete is calculated as:

(All percent completes * Their Budgets) / Total Project Budget

All percent completes also include a percent complete for overhead, which is equal to the weighted average percent complete for labor.

 Notes


Running the Project Budget Worksheet Report

You can print a Project Budget Worksheet report for any project by clicking on the Report button in the bottom, right corner of the Project Budget Worksheet form. When you do this, the system displays the report on your screen. The Project Budget Worksheet report lists all of the information entered in the worksheet for the current project.


Corporate Budgeting

To enter corporate budgets, select Processing, Profit Planning Worksheet from the Advantage main menu. The system displays the Profit Planning Worksheet.

Your corporate budgets provide you with a plan for budgeting the revenue and expense accounts in your general ledger. You typically enter corporate budgets to schedule income and expenses in order to maintain control over your costs. You enter your corporate budgets on a firmwide basis, and if Profit Center Reporting is installed, you can affiliate a budget with a specific profit center.

You enter corporate budgets through the Profit Planning Worksheet. This worksheet lets you develop budgets at the beginning of each fiscal year for your Income Statement accounts and monitor them on a regular basis. From the Profit Planning Worksheet you can:

 Import accounts from the Income Statement or another budget.

 Copy amounts and/or import amounts from the Income Statement or another budget.

 Enter a Reference Budget.

 Distribute an annual amount evenly over a number of periods

 Distributing an annual amount on a period-by-period basis.

 Compound the annual budget.

 Adjust the annual budget.

 Modify and restore the layout of your budget.

 Consolidate Multiple Budgets.

 Monitor your Corporate Budgets.

 Delete your budget.

 Notes

 Related Topics


Corporate Budgeting Checklist

Prior to using the Profit Planning Worksheet to monitor your corporate budgets, you must perform certain setup steps to make the data available for reporting. The Profit Planning Worksheet offers you many options for creating new corporate budgets.

Corporate Budgeting Checklist

The following checklist describes the process to perform in order to create a new corporate budget using the Profit Planning Worksheet. Each step is described later in this section. Print out this page and check off each item as it is completed.

Completed?	Step
_________	Access the Profit Planning Worksheet
_________	Create a new budget, or Select an existing budget
_________	Enter the accounts to be budgeted, or Import accounts to be budgeted
_________	Copy amounts from the Income Statement or another budget, if desired
_________	Enter a reference budget, if desired
_________	Distribute the annual amount evenly, or Distribute the annual amount by period
_________	Compound the annual budget, if desired
_________	Adjust the annual budget, if necessary
_________	Modify/restore your original budget, if desired
_________	Consolidate multiple budgets, if desired
_________	Monitor your budget
_________	Delete your budget, if desired


Creating a New Budget

To create a new corporate budget:

1.	To access the Profit Planning Worksheet, select Processing, Profit Planning Worksheet from the Advantage main menu.

2.	Perform one of the following depending upon whether or not you have any corporate budgets defined:

•	If you do not have any corporate budgets defined, Advantage displays a pop-up window asking for a name for the new budget.

Enter a name for your budget in the pop-up window that appears, then click on the OK button. Advantage displays a blank worksheet.

•	If you have corporate budgets defined, click on the drop down arrow next to the Budget Name box and select the <New Budget> option.

Enter a name for your budget, then click on the OK button. Advantage displays a blank worksheet.

Budget Year

When you create a new worksheet, Advantage automatically enters the current year in the Budget Year field. If you wish to, you can change this to a different year.

 Related Topics


Selecting a Budget

To select an existing corporate budget:

1.	Access the Profit Planning Worksheet. Select Processing, Profit Planning Worksheet from the Advantage main menu. The system opens the Profit Planning Worksheet, displaying the first budget (alphabetically) in your database.

2.	Click on the drop-down arrow in the Budget Name field. A list of budgets previously entered displays in the drop-down list.

3.	Select the budget to modify.

 Related Topics


Entering Accounts for your Corporate Budget

The first step after creating a new budget is to add the accounts to be budgeted. You can manually enter these accounts (as described below), or you can use the Import Accounts option to import the account from the Income Statement or another budget.

To manually enter accounts for your budget:

1.	Select Processing, Profit Planning Worksheet from the Advantage main menu. The system displays the Profit Planning Worksheet.

2.	Select the budget for which you want to enter accounts in the Budget Name field. Any previously defined budget information displays on the Profit Planning Worksheet form.

3.	Double click in the first empty row in the Account column. The system displays the Account Lookup.

4.	Select the desired account from the list. Although you can specify any account, only the following types of accounts will appear on the Profit Planning Monitor:

-	Revenue Accounts (400.00-499.99 in the Standard Chart of Accounts)

-	Reimbursable Consultant Accounts (500.00-519.99 in the Standard Chart of Accounts)

-	Reimbursable Expense Accounts (520.00-599.99 in the Standard Chart of Accounts)

-	Direct Consultant Accounts (600.00-619.99 in the Standard Chart of Accounts)

-	Direct Expense Accounts (620.00 - 699.99 in the Standard Chart of Accounts)

-	Indirect Expense Accounts (700.00-799.99 in the Standard Chart of Accounts)

-	Other Expense Accounts (800.00-999.99 in the Standard Chart of Accounts)

5.	Click on the OK button to include the selected account in your budget.

 Note


Importing Accounts from the Income Statement or Another Budget

When you first create a budget (or any time you need to add more accounts to your budget), you can use the Import Accounts option to import accounts either from another budget or from the Income Statement.

To import accounts:

1.	Click on the Import Accounts button. The system displays the Setup Budget Accounts window.

2.	Select the budget or Income Statement from which to import accounts.

3.	Highlight the accounts to add to this budget and click on the Select button. Or, click on the Select All button to include all accounts from the Income Statement or in the selected budget.

To select multiple continuous accounts, hold down the <Shift> key while clicking on the starting and ending accounts in the range. To select multiple non-continuous accounts, hold down the <Ctrl> key while clicking on the individual accounts to include.

4.	If you have accounts already specified on your budget and want to replace any duplicate account numbers when importing, click on the Replace matching account numbers when importing option. Advantage does not let you enter duplicate account numbers in a budget.

5.	Click on the OK button. The system imports all the selected accounts into the budget you created.

 Notes

 Related Topics


Copying Amounts from the Income Statement or Another Budget

After entering (or importing) the accounts for a budget, you can enter the annual and period amounts. You can copy the amounts from the Income Statement or another budget.

To copy amounts:

1.	Highlight the account(s) for which to copy amounts. To select multiple non-continuous accounts, hold down the <Ctrl> key while clicking on the individual accounts to include. To select multiple continuous accounts, hold down the <Shift> key while clicking on the starting and ending accounts in the range.

2.	Click on the Copy Amounts button. The Copy Budget Amounts window appears.

3.	Enter the following information:

Field	Description
Copy Amounts From	You can copy amounts from the Income Statement or another budget. To copy amounts from the Income Statement, select <Income Statement> from the list. To copy amounts from another budget, select that budget’s name from the list.
Year	Select the year of the Income Statement that contains the amounts to copy. This field only appears if you are copying accounts from the Income Statement.
Period Range	The period range defined on the Profit Planning Worksheet main screen appears. Select the range of periods from which to copy amounts
Annualize amounts into annual budget	If this option is selected, the system adds up the amounts for each period and enters the total in the Annual column.  If this option is not selected, the system lists the amounts in the appropriate periods as found in the source, leaving the Annual column blank. To display a total amount in the Annual column, click on the Reset Annual button.
4.	Click on the OK button. The system copies the amounts into the selected cell(s) and/or account(s).

5.	Repeat steps 1-4 as needed.

 Note

 Related Topics


Entering a Reference Budget

If you want to compare different annual amounts, permanently change the annual amount, or adjust the annual and maintain the original amount, you can enter the original amount as a reference budget.

To do this, enter the desired amount in the Reference Budget column for the account.

 Notes


Distributing an Annual Amount Evenly

You can enter your corporate budget by distributing an annual amount evenly over each period. If you enter your corporate budget as an annual amount for each revenue and expense account, the system spreads the total amount for each account evenly over each accounting period in the period range boxes.

To distribute an annual amount evenly over each period:

1.	Enter the desired amount in the Annual column. For example, assume you want the Annual amount to be $12,000, or copy amount from another budget.

2.	Click on the Distribute Annual button to set the period amounts equal to the annual amount. The system divides the annual amount by the number of periods and places that value into each period. For example, if you enter $12,000 as the annual amount the system places $1000 in each period:

Period	Budget
1	$1,000
2	$1,000
3	$1,000
4	$1,000
5	$1,000
6	$1,000
7	$1,000
8	$1,000
9	$1,000
10	$1,000
11	$1,000
12	$1,000
3.	Continue to the next account.

 Note

 Related Topics


Distributing an Annual Amount by Period

You can record your corporate budget by entering a budget for each period. If you enter budgets on a period-by-period basis, you can more evenly match actual revenue and expense figures to your budget for those accounts for which you anticipate significant period variations.

For example, firms usually bear the heaviest vacation expense in the summer. You might choose to apportion your vacation expense budget on a period basis, allocating a much greater expense for the summer months.

To distribute an annual amount on a period-by-period basis:

1.	Enter the desired amounts in the appropriate columns. For example, assume you want the annual amount to be the sum of the following budgeted amounts for Periods 1-12:

Period	Budget
1	$156
2	$156
3	$156
4	$156
5	$224
6	$224
7	$224
8	$224
9	$156
10	$156
11	$156
12	$156
2.	Click on the Reset Annual button to set the annual amount. The system adds the budgeted amounts entered for periods 1-12 and places the total (e.g., $2144) in the Annual column.

3.	Continue to the next account.

 Related Topics


Compounding the Annual Budget

You can distribute your annual corporate budget by compounding the budget for each period. You can compound the period amounts by a percentage or a fixed dollar amount.

To compound your annual budget:

1.	Enter the range of periods for which you want to compound the budget (e.g., periods 1 through 5). Or, you can highlight the cell/account whose budget you want to compound. To highlight the cells, hold down the <Shift> key on your keyboard and select the desired cells/accounts.

2.	Enter the annual budget in the Annual column. For example, assume you want to compound an annual amount of $7,000 for 12 periods by 10%.

3.	Enter the amount or percent by which to compound the annual amount in the Compound Annual Budget Percent field and click on the Percent or Amount button. The system increases each period by 10% of the preceding period:

Period	Budget
1	$327
2	$360
3	$396
4	$436
5	$479
6	$527
7	$580
8	$638
9	$702
10	$772
11	$849
12	$934
You can also compound the annual budget by an amount. For example, assume you have the same annual amount of $7,000, however, you want to compound the budget by $100 per period. Enter $100 in the Compound Annual Budget Amount field and then press the Amount button. The system increases the amount by $100 from the previous period:

Period	Budget
1	$33
2	$133
3	$233
4	$333
5	$433
6	$533
7	$633
8	$733
9	$833
10	$933
11	$1033
12	$1133
4.	Continue to the next account.


Adjusting the Annual Budget

You can adjust your annual corporate budget by increasing/decreasing the budget for each period. You can adjust the period amounts by a percentage or a fixed dollar amount.

To adjust period amounts:

1.	Highlight the cell(s) or account(s) whose budget you want to adjust.

2.	Enter the adjustment percentage or amount in the Adjust Annual Budget Percent or Amount column and press the Percent or Amount button. The system increases the previous values by the specified amount or percentage.

3.	Click on the Reset Annual button to recalculate the new annual budget for the account.

4.	Continue to the next account.


Modifying and Restoring the Original Layout of Your Budget

You can modify the column placement of the Profit Planning Worksheet by dragging the selected column to the new location.

To move a column:

1.	Select the column to move.

2.	Drag the column to the desired position. In order to drag the column, the mouse pointer must appear as an arrow.

To restore all columns to their original positions, click on the Restore Layout button.

 Notes


Consolidating Multiple Budgets

You can combine budgets together on the screen by using the Consolidated budget option. All accounts from the selected budgets appear. If you have the same account specified in more than one budget, the system combines the amounts into one line.

To create a consolidated budget:

1.	Click on the drop down arrow at the Budget Name box. The choices are: <Consolidated>, <New Budget>, and any other budgets you previously entered.

2.	Click on <Consolidated>. The system displays a blank Profit Planning Worksheet name <Consolidated>.

3.	Click on the budgets to consolidate from the Budgets to Consolidate section at the top of the screen. The system lists the new amounts for the accounts in the Worksheet. You cannot edit any account information on a Consolidated Budget.

You can select multiple sequential budgets by holding down the <Shift> key while clicking your left mouse button on the first and last budget in the range. Or, you can select multiple non-sequential budgets by holding down the <Ctrl> key while clicking on the budgets to include.

To create a new budget based on the consolidated budget:

1.	Click on the Select All Accounts button. The system highlights all the accounts in the consolidated budget.

2.	Press <Ctrl> and the <C> key on your keyboard to copy the accounts and amounts from the consolidated budget to the clipboard.

3.	Click on the drop-down arrow in the Budget Name field. A list of budgets previously entered displays in the drop-down list.

4.	Select the <New Budget> option. The system displays a window where you can enter the name of the budget to create.

5.	Enter a name for your budget in the Profit Planning Worksheet pop-up window that appears.

6.	Click on the OK button. The system displays a blank Profit Planning Worksheet.

7.	Click on the Select All Accounts button. The system highlights all the accounts in the consolidated budget.

8.	Press <Ctrl> and the <V> key on your keyboard to copy the accounts and amounts from the clipboard to the new budget you created.

9.	You can now modify the budget as desired.


Deleting your Budget

When you no longer need a budget on file, you can delete it by clicking on the Delete Budget button. The system will prompt for you to confirm the deletion.

 Note


Printing the Profit Planning Worksheet Report

Once you have completed entering your corporate budget, you can print a copy for your records.

To print a copy of the current, active budget:

1.	Select Processing, Profit Planning Worksheet from the Advantage main menu. Advantage displays the Profit Planning Worksheet form.

2.	Select the budget to print in the Budget Name field.

3.	Click on the Report button to generate the Profit Planning Worksheet for this budget. Advantage generates the report and displays it on your screen. At this point, the report has not been printed.

4.	Select File, Print to generate a hardcopy version of the report.

If you need a print out of multiple budgets, use the Profit Planning Monitor report in General Ledger Reporting.


Select All Accounts Button


Row level security in the Project Budget Worksheet

If row-level security is implemented for your security workgroup, you can enter project budgets for all projects to which your security workgroup has rights to view/modify.

If your project has tasks and you have access to the main project record, you can enter budgets for all the tasks associated with that project, regardless of the task’s security settings.

If your project has tasks, and you do not have access to the main project record, you can enter budgets for the tasks to which your security workgroup has access.

If you manually enter a project number (in the Project field) that your security workgroup does not have access to, the system displays the following message:

Project <project number> does not exist or you do not have access.

Lookups only display the projects to which your workgroup has access.


Row level security in the Profit Planning Worksheet

If row-level security is implemented for your security workgroup, you can enter/view corporate budgets for all profit centers to which your security workgroup has rights to view/modify.

If you manually enter a profit center (in the Profit Center field) that your security workgroup does not have access to, the system displays the following message:

Profit center must match an entry from the list.

The drop-down list only displays the profit centers to which your workgroup has access.


From Project

Required. Enter the project number whose budget you want to copy.

In the Project Budget Worksheet, you have the ability to create new budgets or override existing budgets by copying another project's budget. When you click on the Copy Budget button, the system displays a window displaying this field.

If you select to copy a budget from a project that has tasks, you must also specify a task. Once completed, click on the OK button to copy the information into the new/existing project's Project Budget Worksheet.

For labor budgets, the system copies the labor code, percent complete, hours, and amount for both billing and cost budgets. No job-to-date hours or spent amounts are copied.

For expense budgets, the system copies the account number, percent complete, and amount for both billing and cost budgets. The job-to-date spent amount is not copied.

You can either press the <F3> key or double-click in this field to display a lookup of the available projects in your database.


Task

Required, if the project has tasks. Enter the task number whose budget you want to copy.

In the Project Budget Worksheet, you have the ability to create new budgets or override existing budgets by copying another project and task's (if applicable) budget. When you click on the Copy Budget button, the system displays a window displaying this field.

If you select to copy a budget from a project that has tasks, you must specify a task. Once completed, click on the OK button to copy the information into the new/existing project's Project Budget Worksheet.

For labor budgets, the system copies the labor code for both billing and cost budgets. No percent completes, hours, amounts, job-to-date hours, or spent amounts are copied.

For expense budgets, the system copies the account number for both billing and cost budgets. The percent complete, amount, and job-to-date spent amount is not copied.

You can click on the drop-down arrow in this field to display a list of tasks for the specified project.


Copy budget hours and amounts

Optional. Select this option if you want to copy the budgeted hours and amounts for each labor code and/or expense account combination.


First empty account field


Project

Required. Enter the project whose budget you want to edit. Double-click in this field to obtain a list of projects in your database.


Task

Required. Enter the project’s task whose budget you want to edit. Click on the drop-down arrow in this field to obtain a list of tasks for the project.


Start Date

Optional. Enter the start date for the budget.


End Date

Optional. Enter the end date for the budget.


Overall Pct Compl

Optional. Enter the overall percent complete for the project’s budget. This overall percent complete should include your labor and expense percent completes.

Note

•	You cannot enter percent completes above 100.00% for a project.


Labor Pct Compl

Optional. Enter the overall labor percent complete for the project.

Note

•	You cannot enter percent completes above 100.00% for a project.


Expense Pct Compl

Optional. Enter the overall expense percent complete for the project.

Note

•	You cannot enter percent completes above 100.00% for a project.


Labor Code

Required. Enter the labor code for which to enter a budget for this project. Your labor budgets are based on labor codes.


Pct Compl

Optional. Enter the percent complete amount for this labor code. This field should be updated each period.


Hours

Optional. Enter the job-to-date budgeted number of hours for work to be performed under the labor code for the project.


Rate

Optional. Enter the job-to-date budgeted rate for work to be performed under the labor code for the project. The system calculates this field automatically if the hours and amount are entered in the Modify Labor Budgets form.


Amount

Optional. Enter the job-to-date budgeted dollar amount for the labor to be charged to the labor code for the project. The system automatically calculates this amount based on the hours and rate.

When you post actual labor transactions affecting the project and labor code combination, the amounts will be reflected in the Job-to-Date Hours column on the Project Budget Worksheet form.


ETC Hrs

Optional. Enter the estimate to complete hours for this labor code.


ETC Amt

Optional. Enter the estimate to complete amount for this labor code.


Start Date

Optional. Enter the start date.


End Date

Optional. Enter the end date.


Account

Required. Enter the account number for which to enter a budget for this project. Your expense budgets are based on account numbers.


Pct Compl

Optional. Enter the percent complete amount for this account. You should update this field each period.


Amount

Optional. Enter the budgeted dollar amount for the expense charged to the account for the project.

When you post transactions affecting the project and account combination, the amounts will be reflected in the Job-to-Date Spent column of the Project Budget Worksheet.


ETC Amt

Optional. Enter the estimate to complete amount for this account.


Start Date

Optional. Enter the start date for this budgeted account.


End Date

Optional. Enter the end date for this budgeted account.


Compensation

Optional. The total fee you expect to bill for this project. This is labor and may also include reimbursable consultant fees or reimbursable expenses.


Consultant Fee

Optional. The total direct (non-reimbursable) consultant fee you expect to bill for this project, unless included as part of the compensation amount.


Reimbursable Allowance

Optional. The total reimbursable expenses (500-level accounts) you expect to incur for this project.


Budget Year Field

The Budget Year field has two purposes:

•	It serves as a reminder of the year to which the budget applies.

Keep in mind, however, that using this field does not make it possible to reuse a budget name. For example, you cannot have a budget named CORPORATE with a budget year of 1999 and another named CORPORATE with a budget year of 2000.

•	It is used by Interactive General Ledger Reporting to select budgets by year.


Advantage Table Maintenance

Table Maintenance routines let you store certain information about your firm’s projects, employees, accounts, clients, vendors, and units.

Deltek Advantage uses this data during processing. You can access Table Maintenance routines directly from the Advantage main menu.

When you select a Table Maintenance routine, Advantage displays the form for the type of maintenance you selected. You can click on the Lookup button to select the specific type of table to modify or review (for example, project, employee, or account).

Keep in mind that the selections made during installation affect many fields that appear on Table Maintenance forms.

What do you want to do?

Review general table maintenance steps.

Learn how to navigate in table maintenance.

Add, modify, or delete projects.

Add, modify, or delete employees.

Add, modify, or delete accounts.

Add, modify, or delete account group names.

Add, modify, or delete account group tables.

Add, modify, or delete clients.

Add, modify, or delete vendors.

Add, modify, or delete units.

Add, modify, or delete billing terms for your projects.

Add, modify, or delete billing tables.


Navigating in Table Maintenance

There are several ways you can navigate from item to item (for example, project to project) in Table Maintenance. These ways are described in the following topics:

Using the Select Field

Using the Lookup Button

Using the Scroll Buttons


Using the Select Field

To switch quickly from one item to another, enter the desired number in the Select field. Double click or press the <F3> key in this field to perform a lookup.

Advantage remains on this field until you begin modifying the displayed information. Thus, you can switch from item to item and review the data displayed without leaving this field.


Using the Lookup Button

To access a list of table items (for example, projects or employees) in your database, click on the Lookup button at the bottom of the Table Maintenance form. Advantage displays a Lookup List form, where you can select the desired table item (for example, project or employee).

For firms with large volumes of data, we recommend the following tips to maximize performance when using lookup lists:

•	Do not select the Retrieve Automatically option on the Lookup List form. This option regenerates the lookup list each time the sort/select criteria changes.

•	Select optional selection criteria for the specific lookup lists, as follows:

Project Lookups - Select to display only active projects in the lookup and/or select a specific project type.

Task Lookups - Select to display only active tasks and/or select a specific task type.

Employee Lookups - Select to display only active employees in the lookup and/or select to display only employees with unpaid expense reports (if you are performing Employee Advance and Expense Processing).

Account Lookups - Select to display only accounts of a specific type in the lookup (for example, directs, indirects, or liabilities).

Account Group Lookups – No other selection criteria is available.

Client Lookups - No other selection criteria is available.

Vendor Lookups - Select to display only active vendors in the lookup and/or select to display only vendors with unpaid vouchers (if you are performing Payment Processing).

Billing Term Lookups - Select to display only active projects in the lookup and/or select a specific project type.

Billing Group Lookups - Select to display only active projects in the lookup.

Billing Table Lookups - No other selection criteria is available.

•	Enter a partial number or name in the Search field, and then click on the Retrieve button. The system limits the results to only those entries matching the criteria entered.


Using the Scroll Buttons

To move from one record to another sequentially, use the navigation buttons at the bottom of the Table Maintenance form. Records are sorted by number or by name. The following table reviews your options.

Button	Description
	Brings you to the first record in the table.
	Brings you to the previous record in the table.
	Brings you to the next record in the table.
	Brings you to the last record in the table.


Table Maintenance Functions

The following functions are available to you:

Lookup

Add

Save

Cancel

Delete

Report

Close


Table Maintenance Types

The following table maintenance routines are available to you:

Type	Lets you add, modify, list, and delete:
Project	Project data in your database. If you select to use tasks, you can also add, modify, list, and delete task information.
Employee	Employee data in your database, including: • Benefit accrual information. • Payroll information, if the Payroll application is installed. • Employee Timekeeper information, if the Timekeeper application is installed. • Employee Expensekeeper information, if the Expensekeeper application is installed.
Account	General ledger account data in your database.
Account Group Names	The names for account groups on Interactive General Ledger reports.
Account Tables	The accounts or ranges of accounts included in each account group.
Client	Client data in your database. Once you establish clients, you can optionally assign them to your projects/tasks. In addition, client addresses are used in setting up billing terms for your projects.
Vendor	Vendor data in your database. This option only appears if you have the Accounts Payable application installed.
Unit	Unit data in your database. Units let you set up specific predefined expenses (for example, survey crew and copies).
Billing Terms	Billing terms let you set up the contract billing for each project. This option only appears if you have the Billing application installed.
Billing Group	• Billing groups let you group projects for the same client together on the invoice. • This option only appears if you have the Billing application installed.
Billing Rate	• Billing rates let you establish your firm’s billing rate schedules. • This option only appears if you have the Billing application installed.


General Table Maintenance Steps

To use table maintenance:

1.	Select Tables from the Advantage main menu. Advantage displays the Table Maintenance menu.

2.	Select the type of table maintenance you want to perform.

3.	Complete the fields in the table maintenance routine, using the context-sensitive help on the form.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to return to the Advantage main menu.

  Note


Project Table Maintenance

Use Project Table Maintenance to maintain all the general information about your projects and tasks, if specified. Projects are the backbone of Advantage and the basis on which financial and profitability data is tracked. A project number is required with every transaction in Advantage.

What do you want to do?

Add a new project.

Add a new project using a project template.

Add a new project by copying an existing project.

Add tasks to a project.

Modify a project.

Delete a project.

Perform a project lookup.

Perform a task lookup

Run the Project List.

Define fields on Sort/Select tab.

Transfer revenue and expenses between projects.

Learn more about labor cross charges.

Learn more about Automated Data Processing (ADP).

  Notes

  Related Topics


Adding a New Project

You must add new projects before you can reference them throughout the system (for example, on timesheets). There are six forms in Project Table Maintenance to complete.

When adding a new project, you specify information on each of the six forms (depending on how you are using the system).

To add a new project:

1.	Select Tables, Projects from the Advantage main menu. Advantage displays the Project Table Maintenance form.

2.	Click on the Add button located at the bottom of the Project Table Maintenance form. Advantage displays a blank Project Table Maintenance form.

3.	Complete the fields on the General, Miscellaneous, Sort/Select, ADP, and Cross Charge tabs of Project Table Maintenance, referring to the context-sensitive help on the form.

4.	Click on the Save button to save the new project, or click on the Cancel button to return to a blank Project Table Maintenance form.

5.	Click on the Close button to exit Project Table Maintenance and return to the Advantage main menu.

 Notes

  Tip/Trick

  Related Topics


Adding a New Project by Copying an Existing Project

When a new project is similar to an existing project (perhaps both projects are for the same client), you can simplify data entry by copying information from the existing project to the new project.

What do you want to do?

Copy an existing project without tasks.

Copy an existing project with tasks.


Copying an Existing Project Without Tasks

To add a new project by copying an existing project without tasks:

1.	Select Tables, Projects from the Advantage main menu. Advantage displays the Project Table Maintenance form.

2.	Click on the Add button located at the bottom of the Project Table Maintenance form. Advantage displays a blank Project Table Maintenance form.

3.	Enter the unique project number for the new project. The Copy button becomes visible to the right of the Project field.

4.	Click on the Copy button. Advantage displays the Project Lookup list form.

5.	Select the project from which you want to copy information and click OK.

6.	Advantage copies and displays all of the information specified for that project except the name.

7.	Modify the information as desired.

8.	Click on the Save button to save the new project.

9.	Click on the Close button to exit Project Table Maintenance and return to the Advantage main menu.


Copying an Existing Project With Tasks

To add a new project by copying an existing project with tasks:

1.	Select Tables, Projects from the Advantage main menu. Advantage displays the Project Table Maintenance form.

2.	Click on the Add button located at the bottom of the Project Table Maintenance form. Advantage displays a blank Project Table Maintenance form.

3.	Enter the unique project number for the new project. The Copy button becomes visible to the right of the Project field.

4.	Click on the Copy button. Advantage displays the Project Lookup list form.

5.	Select the project from which you want to copy information and click OK.

6.	If the selected project is set up with tasks, Advantage displays the Task Selection and Required Field Validation Form, which contains all of the information specified for the project you selected to copy.

7.	Select/unselect tasks as necessary and/or modify information for the main project and all selected tasks.

8.	Click OK. Advantage copies and displays all of the information specified for that project except the name.

9.	Modify the information as desired.

10.	Click on the Save button to save the project.

11.	Click on the Close button to exit Project Table Maintenance and return to the Advantage main menu.


Adding a New Project Using a Project Template

Templates are a great way to add new projects to your database. When you use this feature, you select from a predefined list of templates created by your System Administrator in Project Templates Setup.

To add a new project using a project template:

1.	Select Tables, Projects from the Advantage main menu. Advantage displays the Project Table Maintenance form.

2.	Click on the Add button located at the bottom of the Project Table Maintenance form. Advantage displays a blank Project Table Maintenance form.

3.	Enter the unique project number for the new project. The Templates button becomes visible to the right of the Project field.

4.	Click on the Templates button. Advantage displays the Project Template Lookup list form.

5.	Select the template you want to use to create this project and click OK. If the selected template has no tasks, proceed directly to step 8.

6.	If the selected template is setup with tasks, Advantage displays the Task Selection and Required Field Validation Form.

7.	Select/unselect tasks as necessary, and complete all required information for the main project and all selected tasks.

8.	Click OK. Advantage displays your entries in the Project Table Maintenance form.

9.	Modify the information as desired.

10.	Click on the Save button to save the project.

11.	Click on the Close button to exit Project Table Maintenance and return to the Advantage main menu.


Completing the Required Fields on the Task Selection and Required Field Validation Form

When adding a new project based on a project template, Advantage may display the Task Selection and Required Field Validation form. This form appears when the template is set up with tasks. This form also appears when adding a new project by copying an existing project that is set up with tasks

This form allows you to select which tasks will be imported to the new project and enter, review, or modify data in the fields that Advantage requires for projects and tasks.

To enter information on the Task Selection and Required Field Validation form when using a project template:

1.	Select Tables, Projects from the Advantage main menu. Advantage displays the Project Table Maintenance form.

2.	Click on the Add button located at the bottom of the Project Table Maintenance form. Advantage displays a blank Project Table Maintenance form.

3.	Enter the unique project number for the new project. The Templates button become visible to the right of the Project field.

4.	Click on the Templates button. Advantage displays the Project Template Lookup list form.

5.	Select the template you want to use to create this project and click on the OK button. If the template has tasks, Advantage displays the Task Selection and Required Field Validation form.

6.	Enter a value in each of the fields on this form. Click on the drop-down arrow in each field to obtain a list of available values.

7.	Click OK. Advantage populates the project with the values you entered.

8.	Save/modify the project as desired.

To review or modify information on the Task Selection and Required Field Validation form when copying a project with tasks:

1.	Select Tables, Projects from the Advantage main menu. Advantage displays the Project Table Maintenance form.

2.	Click on the Add button located at the bottom of the Project Table Maintenance form. Advantage displays a blank Project Table Maintenance form.

3.	Enter the unique project number for the new project. The Copy button becomes visible to the right of the Project field.

4.	Click on the Copy button. Advantage displays the Project Lookup list form.

5.	Select the project you want to copy and click OK. If the project has tasks, Advantage displays the Task Selection and Required Field Validation form.

6.	Select/unselect tasks as necessary and/or modify information for the main project and all selected tasks.

7.	Click OK. Advantage copies and displays all of the information specified for that project except the name.

8.	Save/modify the project as desired.

 Related Topics


Adding Projects and Tasks at the Same Time

Important

Tasks are not enabled in your database by default. In order to enable tasks for your firm, you must use the Task Number Key Conversion utility.

If you want to store project costs by specific groups within the project, you set up tasks for that project.

Tasks let you separate your project into separate "jobs," that can have their own billing, fees, expenses, and labor. Prior to entering a project, you must decide whether your project will have tasks. If your project will not have tasks, see Adding a New Project. If your project will have tasks, perform the following procedure.

To enter projects and tasks at the same time:

1.	Select Tables, Projects from the Advantage main menu. Advantage displays the Project Table Maintenance form.

2.	Click on the Add button. Advantage displays a blank Project Table Maintenance form.

3.	Follow the steps outlined in the topic titled Adding a New Project.

Make sure that you select the Yes option from the Tasks field on the General tab of Project Table Maintenance. When you set this field to Yes, the following fields are no longer available on the main Project Table Maintenance form: Compensation, Consultant Fee, Reimb Allowance, Budgeted OH Rate, Revenue Type, and Multiplier/Amount. You must specify this information at the task level.

4.	Click on the Tasks button after establishing project information on the General, Miscellaneous, Sort/Select, ADP, and Cross Charge tabs. Advantage displays a blank form into which you can specify task information.

5.	Enter a code by which to identify the task in the Task field.

6.	Enter a name by which to identify the task in the Name field.

7.	Enter additional task information by completing the fields on the General, Miscellaneous, Sort/Select, ADP, and Cross Charge tabs of Project Table Maintenance, referring to the context-sensitive help on the form.

You cannot specify the following information at the task level: Type, Tasks, and Unit Table. You must specify this information at the project level.

8.	Add additional tasks as desired.

  Related Topics


Adding Tasks to a Project after Data has been Posted to the Project

Suppose you want to add tasks to a project after you have posted data to the project. In this case, you cannot go directly to Project Table Maintenance and set the Tasks field to Yes because the posted transactions have been stored at the main project level.

However, you can turn tasks on for an existing project by using the Task Number Key Conversion utility. This utility will turn tasks on for a project and transfer all existing project data to the task(s) established during the conversion.

To add tasks to a project after you have posted transactions to the project:

1.	Select Utilities, Key Conversions, Tasks from the Advantage main menu. Advantage opens the Task Number Conversion form.

2.	Enter the project number to which you want to add tasks in the Project field of the Task Number Conversion form.

3.	Select the On option as needed to change the Tasks option from Off to On for this project.

The Task Number Conversion form is separated into two sections. The left side of this form is for global task conversions (such as turning tasks off firmwide or changing task length), and the right side of this form is for project task conversions (such as adding tasks to a project that does not have tasks or consolidating tasks for a project).

4.	Click on the Change button. Advantage displays a window where you can enter a default task and task name for the conversion.

5.	Select Tables, Projects from the Advantage main menu. Advantage displays the Project Table Maintenance form.

6.	Access the project to which you want to add tasks. Note that the Tasks field on the General tab of Project Table Maintenance has been set to Yes.

7.	Click on the Tasks button. Advantage displays a blank form into which you can specify task information for the conversion task.

8.	Enter a code by which to identify the task in the Task field.

9.	Enter a name by which to identify the task in the Name field.

10.	Enter additional task information by completing the fields on the General, Miscellaneous, Sort/Select, ADP, and Cross Charge tabs of Project Table Maintenance, referring to the context-sensitive help on the form.

When you add a new task to a project, the system copies all user defined sort/select codes from the project to the new task.

You cannot specify the following information at the task level: Type, Tasks, and Unit Table. You must specify this information at the project level.

11.	Add additional tasks as desired.

   Related Topics


Reviewing, Modifying, or Adding Tasks for an Existing Project with Tasks

To review, modify, or add tasks for an existing project with tasks:

1.	Select Tables, Projects from the Advantage main menu. Advantage displays the Project Table Maintenance form.

2.	Click on the Lookup button. Advantage displays the Project Lookup form.

3.	Select the project for which you want to review, modify, or add tasks and click on the OK button. Advantage displays the project’s information in the Project Table Maintenance form.

4.	Click on the Tasks button in the upper, right corner of the form. Advantage displays information for the first task defined for this project.

5.	Click on the drop down arrow in the Select Task field and select the task to review and/or modify. Or, click on the Add button to add a new task to the project.

6.	Review, modify, or add task information by completing the fields on the General, Miscellaneous, Sort/Select, ADP, and Cross Charge tabs of Project Table Maintenance, referring to the context-sensitive help on the form.

When you add a new task to a project, the system copies all user defined sort/select codes from the project to the new task.

7.	Click on the Save button to save your changes.

8.	Click on the Close button to close Project Table Maintenance.

  Notes

  Tip/Trick

  Related Topics


Modifying a Project

You can change most data in Project Table Maintenance at any time. For example, you can edit the project manager or the client for the project.

To change project data:

1.	Select Tables, Projects from the Advantage main menu. Advantage displays the Project Table Maintenance form.

2.	Click on the Lookup button. Advantage displays the Project Lookup form.

3.	Select the project you want to modify and click on the OK button. Advantage displays the project’s information in the Project Table Maintenance form.

4.	Modify the project’s information by completing the fields on the General, Miscellaneous, Sort/Select, ADP, and Cross Charge tabs of Project Table Maintenance, referring to the context-sensitive help on the form.

5.	Click on the Save button to save your changes.

6.	Click on the Close button to exit Project Table Maintenance.

  Notes

  Tip/Trick

  Related Topics


Changing a Project Type

So, you’ve added and saved a project in Project Table Maintenance. Maybe you’ve even posted data to the project or generated reports about the project. Now you discover that you must change the project type.

Just follow one of the procedures listed below!

What do you want to do?

Change the type of a project that has no data posted to it.

Change a project from overhead to promotional or promotional to overhead.

Change a project from regular to promotional or overhead.

Change a project from promotional or overhead to regular.


Changing a Project Type When No Data has been Posted to the Project

If you have not posted transactions to the project, you can change the type of project directly through Project Table Maintenance. Since no data has been posted and stored in your database for this project, no data conversion is necessary.

To change the project type when no data has been posted to the project:

1.	Select Tables, Projects from the Advantage main menu. Advantage displays the Project Table Maintenance form.

2.	Click on the Lookup button. Advantage displays the Project Lookup form.

3.	Select the desired project and click on the OK button. Advantage displays the project’s information in the Project Table Maintenance form.

4.	Select the desired project type from the Type field: Regular, Promotional, or Overhead.

5.	Click on the Save button to save your changes.

6.	Click on the Close button to exit Project Table Maintenance.


Changing an Overhead Project to a Promotional Project or Vice Versa

If you have added an overhead project and then realize that you selected promotional as the type when it should’ve been overhead (or vice versa), you can change the project type directly through Project Table Maintenance. Since overhead and promotional data are stored the same way in your database, no data conversion is necessary (regardless of whether or not you have posted data to the project).

To change an overhead project to a promotional project or vice versa:

1.	Select Tables, Projects from the Advantage main menu. Advantage displays the Project Table Maintenance form.

2.	Click on the Lookup button. Advantage displays the Project Lookup form.

3.	Select the desired project and click on the OK button. Advantage displays the project’s information in the Project Table Maintenance form.

4.	Select the desired project type from the Type field: Promotional or Overhead.

5.	Click on the Save button to save your changes.

6.	Click on the Close button to exit Project Table Maintenance.


Changing a Regular Project to a Promotional or Overhead Project

If you have posted transactions to a project and need to change the type from regular to promotional or overhead, you need to convert the data because regular and promotional/overhead data are not stored in the same way. In order to perform the procedure outlined in this topic, you need the Advantage Billing application. If you did not purchase this optional application, contact your Advantage Support Representative for assistance.

To change a regular project to a promotional or overhead project:

1.	Make a backup of your Advantage database.

2.	Add a holding overhead or promotional project with a "dummy" number. You will then temporarily transfer the posted detail from the regular project this project.

3.	Select Processing, Billing, Interactive Billing from the Advantage main menu. Advantage displays the Interactive Billing Session Options form.

4.	Modify the Interactive Billing Session Options form as desired and click on the OK button. Advantage displays the main Interactive Billing form.

5.	Double-click in the Project field. Advantage displays the Project Lookup list.

6.	Select the regular project to which all information was originally posted from the list. Advantage displays the project on the main Interactive Billing form.

7.	Click on the Labor Detail button. Advantage displays the Labor Detail form listing all labor transactions posted to this project that have not yet been billed.

8.	Select all of the transactions on the form.

9.	Click on the Transfer button. Advantage displays the Labor Transfer form.

10.	Select the To project option and enter "dummy" overhead or promotional project number in the field provided.

11.	Click on the Transfer button. Advantage transfers all of the labor detail from the regular project to the overhead or promotional project

12.	Perform steps 8-11 for both the Expense Detail and Unit Detail forms.

13.	Close out the original project number. You must close out a project number before you can reuse that number. Note that a project must be closed out to a similar project type.

14.	Recreate the original project with the correct project type: Overhead or Promotional.

15.	Transfer the detail from the dummy project to the newly created project, using the Transfer button in Interactive Billing (steps 8-11).

16.	Close out the dummy project, if desired, or leave it open just in case you need to use it again.


Changing an Overhead or Promotional Project to a Regular Project

If you have posted transactions to a project and need to change the type from overhead or promotional to regular, you need to convert the data because regular and promotional/overhead data are not stored in the same way. In order to perform the procedure outlined in this topic, you need the Advantage Billing application. If you did not purchase this optional application, contact your Advantage Support Representative for assistance

To change an overhead or promotional project to a regular project:

1.	Make a backup of your Advantage database.

2.	Add a holding regular project with a "dummy" number into which you can transfer the posted detail from the overhead or promotional project.

3.	Select Processing, Billing, Interactive Billing from the Advantage main menu. Advantage displays the Interactive Billing Session Options form.

4.	Modify the Interactive Billing Session Options form as desired and click on the OK button. Advantage displays the main Interactive Billing form.

5.	Double-click in the Project field. Advantage displays the Project Lookup list.

6.	Select the overhead or promotional project to which all information was originally posted from the list. Advantage displays the project on the main Interactive Billing form.

7.	Click on the Labor Detail button. Advantage displays the Labor Detail form listing all labor transactions posted to this project that have not yet been billed.

8.	Select all of the transactions on the form.

9.	Click on the Transfer button. Advantage displays the Labor Transfer form.

10.	Select the To project option and enter the dummy regular project number in the field provided.

11.	Click on the Transfer button. Advantage transfers all of the labor detail from the overhead or promotional project to the regular project.

12.	Perform steps 8-11 for both the Expense Detail and Unit Detail forms.

13.	Close out the original project number. You must close out a project number before you can reuse that number. Note that a project must be closed out to a similar project.

14.	Recreate the original project as a regular project.

15.	Transfer the detail from the dummy project to the newly created project, using the Transfer button in Interactive Billing (steps 8-11).

16.	Close out the dummy project, or leave it open just in case you need to use it again.


Deleting a Project

You can delete projects/tasks using Project Table Maintenance only if the project has no data or references in other tables. However, whenever possible you should use the Project Closeout utility to remove completed projects from the database.

To delete a project using Project Table Maintenance:

1.	Select Tables, Projects from the Advantage main menu. Advantage displays the Project Table Maintenance form.

2.	Click on the Lookup button. Advantage displays the Project Lookup form.

3.	Select the project you want to delete and click on the OK button. Advantage displays the project’s information in the Project Table Maintenance form.

4.	Ensure that this project has not yet been referenced by a posting or processing session.

5.	Click on the Delete button. Advantage displays the following message:

Delete <project name>?

6.	Click on the Yes button. Advantage deletes the project from your database.

7.	Click on the Close button to exit Project Table Maintenance.

  Notes


Defining Fields on Sort/Select Tabs

The information on the Sort/Select tab of Project, Employee, Client, Account, and Vendor Table Maintenance is defined through the following setup routines:

Sort/Select Setup Maintenance

Sort/Select List Setup Maintenance

Sort/Select Setup Maintenance

You set up sort/select fields in Sort/Select Setup Maintenance. In this routine, you define the following information about your sort/select fields:

•	Type of field (text, numeric, or date). This option applies to project and employee sort/select fields. Account, vendor, and client sort/select fields are text-only fields.

•	Label for the field. The label displays in the appropriate Table Maintenance routine.

•	Whether or not the field is "in use". Only fields with the In Use option selected in Sort/Select Setup Maintenance appear on the Table Maintenance form.

•	Whether or not the field is "required". If you select the Required option, users are required to enter a value for the sort/select field prior to exiting the Table Maintenance routine.

•	Help message to display when positioned on the field.

In addition to the above information, you also enter information dependent on the type of sort/select field defined. The most important thing to remember in Sort/Select Setup Maintenance is you have to select the In Use option in order for your sort/select fields to appear in the appropriate Table Maintenance routine.

Sort/Select Lists Setup Maintenance

Once you set up text sort/select fields in Sort/Select Fields Maintenance, you can enter specific sort/select list values in Sort/Select Lists Setup Maintenance. (This is required if the text sort/select field has the Limit to List option selected.) By setting up values in this routine, you are defining the choices provided in the drop-down list for this field in Table Maintenance.

You cannot enter sort/select list values for numeric or date sort/select fields.

  Tip/Trick


Transferring Revenue and Expenses Between Projects

If you set up a regular project in anticipation of a revenue-producing project, and later find that you need to absorb the labor and expenses for the project into overhead (or vice versa), you can change the project type by:

Transferring all labor and expense detail from the regular to the overhead or promotional project.

Transferring lump sum of labor and expenses from the regular to the overhead or promotional project.

  Notes


Transferring All Labor and Expense Detail

To transfer all labor and expense detail:

1.	Add the project in Project Table Maintenance. Ensure that you enter the project with the project type to which you are transferring labor and expense detail in Project Table Maintenance.

2.	Enter labor adjustments to transfer all of the project’s current year labor from the old project to the new project.

You may want to transfer the labor from specific labor codes to a general overhead labor code, but this is optional.

3.	Transfer current year expenses from the old project to the new project using the appropriate expense data entry forms.

4.	Transfer the expenses from direct and reimbursable expense accounts to indirect expense accounts.

5.	Remove previous year’s labor and expenses (if any) from the old project using the Project Labor and Expense History form.

6.	Add the previous year’s labor and expenses (if any) to the new project using the Project Labor and Expense History form.

You may want to transfer the labor to a general overhead labor code, but this is optional.

Also, use this method to change an overhead or promotional project to a regular project, with appropriate revisions (for example, transfer the expenses from indirect to direct and reimbursable accounts). You do not need to make any adjustments for revenue or overhead allocation.


Transferring a Lump Sum of Labor and Expense Detail

To transfer a lump sum of labor and expense detail:

1.	Add the project in Project Table Maintenance. Ensure that you enter the project with the project type to which you are transferring labor and expense detail in Project Table Maintenance.

2.	Add two expense accounts for the lump sum expense transfers (for example, project 699.00 for direct expenses and 799.00 for indirect expenses).

3.	Create a labor code for transfer purposes (for example, T0000).

4.	Enter a total negative lump sum, to remove the previous year’s labor and expenses (if any) from the old project using the Project Labor and Expense History form. Note that you should use the labor code and expense accounts you set up for transfer purposes.

5.	Enter a total positive lump sum, to add the previous year’s labor and expenses (if any) to the new project using the Project Labor and Expense History form.


Setting Up Project Billing Terms

If you use the Billing application, you must set up billing terms in Billing Terms Table Maintenance for each established project to bill. Billing terms must be established in order to generate an invoice for your projects.

You cannot set up billing terms for overhead projects and tasks. These projects and tasks cannot be billed.


Setting Up Task Billing Terms

If you use the Billing application, you must set up billing terms in Billing Terms Table Maintenance for each established task to bill. Otherwise, you must set up billing terms at the project-level for each job to bill.

You cannot set up billing terms for overhead projects and tasks. These projects and tasks cannot be billed.


Client Table Maintenance

To access Client Table Maintenance, select Tables, Clients from the Advantage main menu. The system displays the Client Table Maintenance form.

Use Client Table Maintenance to add clients to your database. Although adding clients is optional, it enhances your ability to define billing terms. In addition, you can sort and select Project, Accounts Receivable and Unbilled Detail reports by client.

What do you want to do?

Add a new client.

Add a new client address

Delete a client.

Perform a client lookup.

Run the Client List.


Adding a New Client

You must add new clients before you can reference them throughout the system.

To add a new client:

1.	Select Tables, Clients from the Advantage main menu. Advantage displays the Client Table Maintenance form.

2.	Click on the Add button. Advantage displays a blank Client Table Maintenance form.

3.	Complete the fields on the General and Sort/Select tabs and the Additional Addresses form of Client Table Maintenance, referring to the context-sensitive help on the form.

4.	Click on the Save button to save the new client.

5.	Click on the Close button to exit Client Table Maintenance and return to the Advantage main menu.

  Notes

  Tip/Trick

  Related Topics


Modifying Client Data

You can modify any of the fields (except Client number) in Client Table Maintenance at any time.

To modify client data:

1.	Select Tables, Clients from the Advantage main menu. Advantage displays the Client Table Maintenance form.

2.	Click on the Lookup button. Advantage displays the Client Lookup form.

3.	Select the client you want to modify and click on the OK button. Advantage displays the client’s information in the Client Table Maintenance form.

4.	Modify the client’s information as desired.

5.	Click on the Save button to save your changes.

6.	Click on the Close button to exit Account Table Maintenance.

  Related Topics


Client Address Maintenance

You can enter multiple contacts/addresses for a client, and associate a different contact/address with each of the client’s projects.

To enter an additional contact/address for a client:

1.	Select Tables, Clients to open the Client Table Maintenance form.

2.	Select the Client from the Client List. Click on the Additional Addresses button.

3.	Click on the Add button in the Client Address Maintenance form to open a blank form.

4.	Enter the new address code, contact, and address information. Click on the Save button.

We recommend that each address code include characters identifying the client and location.

5.	Repeat steps 3 and 4 for each of the client’s additional contacts/addresses.

To assign a client contact/address to one of the client’s projects:

1.	Select Tables, Projects to open the Project Table Maintenance form.

2.	Select the project whose client contact/address you are specifying.

3.	Click on the General tab. Specify a client in the Client field.

4.	Click on the drop-down arrow in the Client Address field. Select the address code for the contact/address to be associated with this client and project.

If the Use Client Address option is selected in Billing Terms Table Maintenance, the Billing application will use this address on the project’s invoice(s).

5.	Click on the Save button.


Deleting a Client

You can delete clients in Client Table Maintenance only if the client is not referenced elsewhere in Advantage. However, if a client is referenced by another routine/table, you must close out the client using the Client Number Key Conversion utility.

To delete a client using Client Table Maintenance:

1.	Select Tables, Clients from the Advantage main menu. Advantage displays the Client Table Maintenance form.

2.	Click on the Lookup button. Advantage displays the Client Lookup form.

3.	Select the client you want to delete and click on the OK button. Advantage displays the client’s information in the Client Table Maintenance form.

4.	Ensure that this client has not yet been referenced by a posting or processing session.

5.	Click on the Delete button. Advantage displays the following message:

Delete <client name>?

6.	Click on the Yes button. Advantage deletes the client from your database.

7.	Click on the Close button to exit Client Table Maintenance.

  Related Topics


Chart of Accounts Table Maintenance

To access Chart of Accounts Maintenance, select Tables, Accounts, Chart of Accounts from the Advantage main menu. The system displays the Chart of Accounts Maintenance form.

Use Chart of Accounts Maintenance to add, modify, or delete your accounts. Advantage is shipped with an industry Standard Chart of Accounts as defined by Arthur Andersen and the American Institute of Architects (AIA). You can either use this Standard Chart of Accounts, or create your own.

The Standard Chart of Accounts does not include any Other Revenue and Expense accounts (in the range 800.00 to 999.99). If you use accounts in this category, you must add them using Chart of Accounts Maintenance.

What do you want to do?

Add a new account.

Add a new cash-basis account.

Learn how to change account type ranges.

Modify an account.

Delete an account.

Perform an account lookup.

View the Standard Chart of Accounts.

Run the Account List.


Creating Your Own Chart of Accounts

Advantage offers you flexibility in customizing the industry standard chart of accounts. Although you cannot change the overall structure (that is, assets must appear before liabilities, liabilities before net worth accounts), you can:

Change start and end ranges for the account classifications.

Change the direct and reimbursable consultant account ranges.


Changing the Start and End Ranges for the Account Classifications

To change start and end ranges for the account classifications:

1.	Determine what the new account ranges should be. Make sure you review the Rules for Changing the Chart of Accounts Structure prior to determining any new account range.

2.	Print the Account List.

3.	Determine if any of the existing accounts need to be renumbered. An account needs to be renumbered if it will interfere with the new account range (that is, if an asset account will become a liability account during the renumbering).

4.	Change any account numbers using the Account Number Key Conversion utility.

5.	Enter the new beginning account range numbers on the Accounts tab of General System Setup.

6.	Click on the Save button to save your changes.

7.	Click on the Close button to exit General System Setup.

8.	Add new accounts as desired.


Changing the Direct and Reimbursable Consultant Account Ranges

Many clients just need to change the reimbursable and direct consultant account ranges because they are converting from a product (such as CFMS) that had these accounts as part of a different range. By default, these ranges are defined as follows:

•	Reimbursable consultant accounts: 500.00-519.99

•	Direct consultant accounts: 600.00-619.99

To change the direct and/or reimbursable consultant account ranges:

1.	Determine what the new direct and reimbursable consultant account ranges should be. Make sure you review the Rules for Changing the Chart of Accounts Structure prior to determining any new account range.

2.	Print the Account List.

3.	Determine if any of the existing accounts need to be renumbered. An account needs to be renumbered if it will interfere with the new account range (that is, direct account will become a direct consultant account during the renumbering).

4.	Change any account numbers using the Account Number Key Conversion utility.

5.	Enter the new beginning and ending consultant account range numbers in the following fields on the Accounts tab of General System Setup:

Starting Reimb Cons

Ending Reimb Cons

Starting Direct Cons

Ending Direct Cons

6.	Click on the Save button to save your changes.

7.	Click on the Close button to exit General System Setup.

8.	Add new accounts as desired.


Adding a New Account

You must add any necessary accounts, not already within the Standard Chart of Accounts. Accounts must be added in table maintenance before they can be referenced throughout Advantage.

To add a new account:

1.	Select Tables, Accounts, Chart of Accounts from the Advantage main menu. Advantage displays the Chart of Accounts Table Maintenance form.

2.	Click on the Add button. Advantage displays a blank Chart of Accounts Table Maintenance form.

3.	Complete the fields on the General and Sort/Select tabs on the Account Table Maintenance form, referring to the context-sensitive help on the form.

4.	Click on the Save button to save the new account.

5.	Click on the Close button to exit Chart of Accounts Table Maintenance and return to the Advantage main menu.

  Notes

  Tip/Trick

  Related Topics


Adding a New Cash-Basis Account

Advantage is designed as an accrual-based application, however, it can keep both accrual and cash-basis books, if desired. If you have the Cash-basis Reporting feature enabled in System Setup Maintenance, you must add a cash-basis account in Account Table Maintenance for every accrual-based account.

When setting up your cash-basis accounts, make sure they differ from the accrual-basis accounts. The following table presents some examples of accrual-basis and their corresponding cash-basis accounts.

Accrual-Basis	Cash-Basis (offsetting account)
111.00, 112.00, 113.00   Accounts Receivable asset accounts	401.00   Billed Fee Revenue
210.00, 211.00, 212.00 Accounts Payable liability accounts	Not applicable if the Accounts Payable application is installed. The account charged when cash is disbursed will be the same as the original account on the A/P vouchers. If you do not have the Accounts Payable application installed, establish a separate cash-basis expense account: 631.00.
231.00, 233.00, 234.00 All Payroll liability accounts	703.00   Job Cost Variance
232.00   FICA Expense	721.00   Employer FICA portion
  Notes

 Related Topics


Modifying Account Data

You can change most data in Account Table Maintenance at any time.

To modify account data:

1.	Select Tables, Accounts, Chart of Accounts from the Advantage main menu. Advantage displays the Account Table Maintenance form.

2.	Click on the Lookup button. Advantage displays the Account Lookup form.

3.	Select the account you want to modify and click on the OK button. Advantage displays the account’s information in the Account Table Maintenance form.

4.	Modify the account’s information as desired by completing the information on the Account Table Maintenance form, referring to the context-sensitive help on the form.

5.	Click on the Save button to save your changes.

6.	Click on the Close button to exit Account Table Maintenance.

  Note


Deleting an Account

You can delete accounts in Account Table Maintenance only if certain deletion criteria are met.

To delete an account using Account Table Maintenance:

1.	Select Tables, Accounts, Chart of Accounts from the Advantage main menu. Advantage displays the Account Table Maintenance form.

2.	Click on the Lookup button. Advantage displays the Account Lookup form.

3.	Select the account you want to delete and click on the OK button. Advantage displays the account’s information in the Account Table Maintenance form.

4.	Ensure that this account meets the deletion criteria.

5.	Click on the Delete button. Advantage displays the following message:

Delete <account name>?

6.	Click on the Yes button. Advantage deletes the account from your database.

7.	Click on the Close button to exit Account Table Maintenance.

  Related Topics


Standard Chart of Accounts

Assets	Liabilities	Net Worth	Revenue	Reimbursable Expenses	Direct Expenses	Indirect Expenses	Other Expenses

The following industry Standard Chart of Accounts is the recommended account numbering method for your firm. This Standard Chart of Accounts was designed and developed by Arthur Andersen & Company and the American Institute of Architects (AIA). This is the chart of accounts that is shipped with Advantage.

You have the ability to modify the account numbers and the account ranges. For this reason, we recommend printing out an Account List to obtain a list of the accounts in your database.

Note that direct labor (601.00 - 602.00 below) is not considered a consultant expense because it is posted through timesheets or labor adjustments.

We recommend that you use this numbering system. You can change the account length using the Account Number Key Conversion utility.

Assets (100.00-199.99)

Current Assets	101.00 Checking Account 102.00 Savings Account 103.00 Savings Account 104.00 Payroll Checking Account 105.00 Deposits 106.00 Investments
Receivables	111.00 Accounts Receivable - Clients 114.00 Notes Receivable 115.00 Travel Advances
Unbilled Services	121.00 Unbilled Services
Fixed Assets	151.00 Furniture & Fixtures 152.00 Accumulated Depreciation - F&F 153.00 Leasehold Improvements 154.00 Accumulated Amortization - Leasehold Improvements 155.00 Automobiles 156.00 Accumulated Depreciation - Auto

Liabilities (200.00-299.99)

Payables - Short Term	201.00 Notes Payable Short Term
Accounts Payable	210.00 Accounts Payable - Trade 211.00 Accounts Payable - Consultants 212.00 Accounts Payable - Other
Deposits	221.00 Deposits on Documents
Salaries and Deductions	231.00 Salaries Payable 232.00 FICA Payable 233.00 Federal Withholding 234.00 State Withholding 236.00 Health Care Insurance Withholding 239.00 Other Withholding
Payables - Long Term	251.00 Notes Payable - Long Term

Net Worth (300.00-399.99)

Net Worth	301.00 Capital 311.00 Previous Years’ Retained Earnings 312.00 Current Year’s Profit and Loss

Revenue (400.00-499.99)

Revenue	401.00 Billed Fee Revenue 402.00 Unbilled Revenue 421.00 Reimbursable Consultant Revenue 422.00 Reimbursable Expense Revenue

Reimbursable Expenses (500.00-599.99)

Outside Services Expenses (500.00-519.99)	511.00 Structural Consultant 512.00 Mechanical Consultant 513.00 Electrical Consultant 514.00 Civil & Landscape Consultant 515.00 Other Consultants
Other Reimbursable Expenses (520.00-599.99)	521.00 Travel, Meals, and Lodging 522.00 Reproductions 523.00 Models/Renderings/Photos 524.00 Long Distance Telephone 529.00 Miscellaneous Reimbursable Expenses

Direct Expenses (600.00-699.99)

Direct Labor	601.00 Direct Labor - Principals 602.00 Direct Labor - Employees
Outside Services Expense (610.00-619.99)	611.00 Structural Consultant 612.00 Mechanical Consultant 613.00 Electrical Consultant 614.00 Civil & Landscape Consultants 615.00 Other Consultants
Other Direct Expense (620.00-699.99)	621.00 Travel, Meals, and Lodging 622.00 Reproductions 623.00 Models/Renderings/Photos 624.00 Long Distance Telephone 625.00 Miscellaneous Direct Expenses

Indirect Expenses (700.00-799.99)

Administrative Labor	701.00 Indirect Labor - Principals 702.00 Indirect Labor - Employees 703.00 Job Cost Variance 704.00 Temporary Help 749.00 Other Office Expense
Payroll Benefits	721.00 Employer’s FICA Tax 722.00 Federal Unemployment 723.00 State Unemployment 724.00 Worker’s Compensation 729.00 Miscellaneous Payroll Expenses
Other Benefits	731.00 Health Care Insurance 732.00 Life Insurance 733.00 Disability Income Insurance 734.00 Other Insurance 735.00 Pension/Profit Sharing 736.00 Education and Seminars 737.00 Professional Registration and Dues
Office Expenses	741.00 Rent 742.00 Utilities 743.00 Office Supplies/Periodicals 744.00 Telephone 745.00 Posting/Shipping/Delivery 746.00 Equipment Rental 747.00 Repairs and Maintenance 748.00 Printing and Reproduction 749.00 Other Office Expenses
Legal and Financial Expenses	751.00 Legal 752.00 Accounting/Audit/Tax 753.00 Data Processing 754.00 Interest Expense 755.00 Professional Liability Insurance 756.00 Other Insurance
Automobile Insurance	761.00 Auto Gas and Oil 762.00 Auto Repairs 763.00 Auto Registration/Insurance 764.00 Travel 765.00 Hotels and Meals
Depreciation and Amortization	771.00 Depreciation - F&F 772.00 Amortization - Leasehold 773.00 Depreciation - Automobiles
Expense Recovery	791.00 Printing/Reproduction Recovery 792.00 Miscellaneous Expense Recovery

Other Miscellaneous Revenue and Expenses (800.00-999.99)

Other Miscellaneous Revenue and Expenses	No accounts defined in the Standard Chart of Accounts. Use for below the line revenue and expenses.


Overview of Account Groups

When you use account groups, you can group related accounts together on your general ledger reports. For example, you can group all of your employee benefit liability accounts together, under the label Employee Benefits. When you generate a report, you can show:

•	Each benefit account separately, under the label Employee Benefits, or

•	A single, consolidated entry for all Employee Benefit accounts.

You can use account groups when you generate reports through:

•	Standard General Ledger Reporting.

•	Interactive General Ledger Reporting.

Establishing Account Groups

Establishing account groups is a two-step process:

1.	First use Account Group Name Table Maintenance to establish the names for the account groups (for example, Employee Benefits). You must also associate each name with an account category (for example, Liabilities).

2.	Then use Account Group Table Maintenance to set up as many account group tables as you wish. Each table provides Advantage with one scheme for grouping accounts on your general ledger reports.

Each table tells Advantage which accounts belong to each of the groups that you established above (for example, 211.00 to 214.00 belong to the Employee Benefits group).

Because you can set up as many tables as you wish, you can group accounts differently on different reports, change your groupings from year to year, and so on.

What do you want to do?

Set up account group names.

Set up account group tables.


Account Group Name Table Maintenance

Use Account Group Name Table Maintenance to:

•	Establish the names for account groups.

•	Associate each name with one of the standard account categories (Assets, Liabilities, etc.).

You must establish these names before you can set up any account group tables. Note that this single set of names will be used for all the account group tables that you create.

To establish account group names:

1.	Select Tables, Accounts, Account Group Names from the Advantage main menu. Advantage displays the Account Group Names form.

2.	Under Account Group Name, enter a name for the first account group (for example, Cash Accounts). This name will appear, as you enter it, on your general ledger reports.

3.	Under Group Type, click on the down arrow to see a list of all of the standard account categories (Assets, Liabilities, etc.).

4.	Select the account category that applies to this name. The category that you choose determines the placement of the group on reports.

5.	Enter a name and category for each group.

6.	Click on the Close button to save the list of names.

What do you want to do?

Delete a name.

Modify your list of names.

  Related Topics


Account Group Table Maintenance

Use Account Group Table Maintenance to set up as many account group tables as you wish. Each table provides Advantage with one scheme for grouping accounts on your general ledger reports. Because you can set up as many tables as you wish, you can group accounts differently on different reports, change your groupings from year to year, and so on.

Account group tables determine:

•	The account or range of accounts associated with each account group.

•	The order in which account groups appear on reports.

Before you can set up tables, you must use Account Group Name Table Maintenance to establish the names for account groups.

What do you want to do?

Add a new table.

Modify an existing table.

Copy a table.

Delete a table.

Perform a table lookup.


Adding a New Account Group Table

To create a new account group table:

1.	Be sure that you have used Account Group Name Table Maintenance to establish names for account groups.

2.	Select Tables, Accounts, Account Group Tables from the Advantage Main Menu. Advantage displays the Account Group Table Maintenance form.

3.	Click on the Add button. Advantage displays a blank Account Group Table Maintenance form.

4.	Complete the fields on the form, referring to the context-sensitive help on the form and to the Notes below.

5.	Click on the Close button to save the new table and return to the Advantage main menu.

 Notes

 Related Topics


Modifying Account Group Tables

To change an account group table:

1.	Select Tables, Accounts, Account Group Tables from the Advantage main menu. Advantage displays the Account Group Table Maintenance form.

2.	Click on the Lookup button. Advantage displays the Account Group Lookup form.

3.	Select the table that you want to modify and click on the OK button.

4.	Modify the information on the table, referring to the context-sensitive help on the form.

5.	Click on the Close button to save the changes and return to the Advantage main menu.

 Note

%!AL("Adding a New Account Group Table;Copying Account Group Tables;Deleting an Account Group Table",0,`',`') Related Topics


Copying Account Group Tables

Instead of creating a new account group table from scratch, consider copying and modifying an existing table.

To copy an account group table:

1.	Select Tables, Accounts, Account Group Tables from the Advantage main menu. Advantage displays the Account Group Table Maintenance form.

2.	Click on the Add button to create a new, empty table. This table will receive all of the account group information copied from the source table.

3.	Enter a Table Number and Table Name for the new table.

4.	Click on the Copy button. Advantage prompts you to enter the Table Number of the source table.

5.	If you know the Table Number, enter it. If not, double-click in the From Table field to display the Account Group Lookup form. Choose the correct table from the list, then click on the OK button.

6.	Click on the OK button.

7.	Confirm that you want Advantage to copy the table. Advantage copies all of the account group information from the source table to the new table.

8.	Modify the account group in formation in the new table, as needed. See also Modifying Account Group Tables.

%!AL("Adding a New Account Group Table;Copying Account Group Tables;Modifying Account Group Tables",0,`',`') Related Topics


Deleting an Account Group Table

Before you delete an account group table, make sure that no General Ledger Reporting users rely on the table. Also consider whether any saved report formats or "favorite" formats for Interactive General Ledger Reporting refer to the table. If they do, you will still be able to use the saved or favorite format, but no account grouping will occur.

To delete an account group table:

1.	Select Tables, Accounts, Account Group Tables from the Advantage main menu. Advantage displays the Account Group Table Maintenance form.

2.	Click on the Lookup button. Advantage displays the Account Group Lookup form.

3.	Select the table that you want to delete and click on the OK button. Advantage displays the table.

4.	Click on the Delete button.

5.	Confirm that you want to delete the table. Advantage deletes the table from your database.

6.	Click on the Close button to return to the Advantage main menu.


Employee Table Maintenance

To access Employee Table Maintenance, select Tables, Employees from the Advantage main menu. Advantage displays the Employee Table Maintenance form.

Use Employee Table Maintenance to maintain all the general information about your employees.

What do you want to do?

Add a new employee.

Modify an employee.

Cost labor to projects.

Set up employee benefit accruals.

Delete an employee.

Perform an employee lookup.

Run the Employee List.

Define fields on the Sort/Select tab.

 Notes

 Tip/Trick

 Related Topics


Adding a New Employee

You must add new employees before you can reference them throughout the system (for example, in timesheets or in Project Table Maintenance). There are six forms in Employee Table Maintenance to complete.

When adding a new employee, you specify information on each of these forms (depending on how you are using the system).

To add a new employee:

1.	Select Tables, Employees from the Advantage main menu. Advantage displays the Employee Table Maintenance form.

2.	Click on the Add button. Advantage displays a blank Employee Table Maintenance form.

3.	Complete the fields on the General, Address, Sort/Select, Payroll (if purchased), Timekeeper (if purchased), and Expensekeeper (if purchased) tabs of Employee Table Maintenance form, referring to the context-sensitive help on the form.

4.	Click on the Save button to save the new employee.

5.	Click on the Close button to exit Employee Table Maintenance and return to the Advantage main menu.

 Notes

 Tip/Trick

 Related Topics


Modifying an Existing Employee

Rate changes and other changes to employee data become effective as soon as entered. Therefore, it is important to enter rate changes immediately before posting the timesheets to which the new rates apply. However, each period will contain the rate for that period. Changes in the current period will not affect postings for prior periods.

To modify employee data:

1.	Select Tables, Employees from the Advantage main menu. Advantage displays the Employee Table Maintenance form.

2.	Click on the Lookup button. Advantage displays the Employee Lookup form.

3.	Select the employee to modify and click on the OK button. Advantage displays the employee’s information in the Employee Table Maintenance form.

4.	Modify the employee’s information as desired by completing the information on the appropriate tab of Employee Table Maintenance form, referring to the context-sensitive help on the form.

5.	Click on the Save button to save your changes.

6.	Click on the Close button to exit Employee Table Maintenance.

 Notes

 Related Topics


Costing Labor to Projects

During normal operations, all hours the employee works are recorded on a timesheet.

You can record regular hours and overtime hours separately, if desired. If you pay separately for overtime hours, you must record the hours separately on the timesheet.

You can also record "secondary overtime," overtime that is costed and paid at a different rate than standard overtime. If you pay separately for secondary overtime, you must record these hours separately on the timesheet.

Advantage computes the amount of labor dollars costed to all projects (and tasks) worked on by an employee as follows:

Labor Dollars = (Job Cost Rate * Regular Hours) + (Job Cost Rate * Overtime Percentage * Overtime Hours) + (Job Cost Rate * Secondary Overtime Percentage * Secondary Overtime Hours)

 Related Topics


Calculating Regular Costs

Advantage calculates labor costs for regular hours by multiplying the number of regular hours on an employee’s timesheet by the employee’s hourly labor costing rate (as defined in Employee Table Maintenance).

If the Adjust Salaried Cost feature is enabled and you entered a salaried job costing rate for an employee, Advantage:

•	Uses a standard rate to post timesheets. This rate is calculated using the following formula:

Hours per day * 5 days * 52 weeks) / Annual salary

•	Derives the hourly job costing rate by dividing the salaried amount per pay period by the number of regular hours the employee reported in the current period. This step is performed after posting Payroll and running the Adjust Salaried Job Cost routine.


Calculating Overtime Costs

If the Adjust Salaried Cost feature is enabled, Advantage calculates overtime costs for an employee with an hourly labor costing rate differently than it does for an employee with a salaried labor costing rate.

Employees with an Hourly Rate

If you entered an hourly rate as the labor costing rate for an employee, Advantage calculates overtime costs for the employee by multiplying the employee’s overtime hours by the employee’s hourly labor costing rate and by the employee’s overtime percentage.

Likewise, if you track secondary overtime, Advantage calculates secondary overtime cost by multiplying the employee’s secondary overtime hours by the employee’s hourly labor costing rate and by the employee’s secondary overtime percentage.

Example

Employees with a Salaried Rate

This section only applies if the Adjust Salaried Cost feature is enabled. If you entered a salaried amount per pay period as the labor costing rate for the employee, Advantage begins calculating overtime costs for the employee by calculating the employee’s annualized hourly rate. Advantage then uses this annualized rate as the hourly costing rate when it calculates the employee’s overtime costs.

Advantage calculates the annualized hourly rate by dividing the employee’s annual salary by the employee’s estimated annual regular hours (hours per day * 5 days * 52 weeks). Then, employee’s overtime costs are calculated by multiplying the employees overtime hours by the annualized hourly rate and by the overtime percentage.


Using a Fixed Hourly Rate

If you use this method, Advantage applies a fixed hourly rate (standard rate) to all regular hours worked. This is the preferred method for calculating the hourly rate because there is a consistent value for each hour worked, the labor-based billing calculation is simplified, and a more meaningful ratio of labor expenses to fee revenue is generated.

You can either enter the overtime percent as 100 for all employees (if you prefer to breakout overtime and regular hours), or record all hours on the timesheet as regular (no breakout of overtime hours).

For salaried employees, you calculate this hourly rate as follows:

Annual salary / Total hours worked in a year

If you want to cost overtime at a different rate than regular time, you can modify this method by costing non-exempt employees at the premium rate (usually 150% of the regular time rate).

 Notes

 Related Topics


Using Direct Personnel Expense

If you use this method, Advantage applies a fixed hourly rate to all regular hours worked. The DPE method includes fringe benefit costs in the direct labor rate. You can cost overtime hours in one of the following ways:

•	At the same rate as regular time by entering 100 percent in the Overtime Pct field.

•	Entering the overtime percent as 000 for salaried employees, and 150 for employees who are paid time-and-a-half.

•	Entering 000 for the overtime percentage and include all hours worked as regular hours.

This method is used by firms that want to see all employee costs in the direct labor portion of the project cost reports, because the labor costing rate includes employee-related expenses in the base.

The rate for this method can be calculated as follows:

(Annual salary + Out of pocket benefits) / (Total hours worked per year - Annual benefit hours)

 Notes

 Related Topics


Using a Pay Rate

You use this method to have the job costed amount equal to the actual amount paid to the employee. Advantage adds up all the hours for salaried employees entered and posted for this period. Then, the system retrieves the employee’s salaried rate for the period entered in Employee Table Maintenance, computes the actual hourly employee cost based on the number of hours worked in the period, and makes the necessary adjustment.

This method is used by firms that need to base employee job costs on the "true cost" of salaried employees, instead of a fixed hourly rate. This method may be required for government contract work.

The rate for this method is calculated as follows:

Salary for the payroll period / Total hours worked for the current period

An alternative approach for salaried employees is to record overtime hours separately and set up the overtime percent at 000. With this approach, Advantage costs overtime hours only to projects and tasks. There are no overtime dollars associated with these overtime hours.

For hourly employees, Advantage multiplies the number of regular hours charged by the hourly cost rate. For overtime hours charged, the system multiplies the hours by the overtime percent by the hourly cost rate.

 Notes

 Related Topics


Hourly Employee Example

Assume you have an employee with a job cost rate of $8.00 and an overtime rate of 150% who worked 88 regular hours and 6 overtime hours in a bi-weekly pay period. Advantage calculates the employee’s total labor cost as follows:

	Calculation	Extended Cost
Hourly Labor Costing Rate	$8.00
Regular Semi-Monthly Hours	88
Regular Time Labor Cost ($8.00/hour * 88 hours)		$704.00
Hourly Labor Costing Rate	$8.00
Overtime Hours	6
Overtime Percentage	1.5
Overtime Labor Cost ($8.00/hour * 6 hours * 1.5)		$72.00
Total Labor Cost ($704.00 + $72.00)		$776.00
 Notes

 Related Topics


Salaried Employee Example

Assume you have an employee with an annual salary of $25,000 and a semi-monthly period salary of $1,041.67 ($25,000 divided by 24 labor periods per year). The employee has an overtime rate of 150% and worked 3 overtime hours in the pay period. Advantage calculates the employee’s total labor cost as follows:

	Calculation	Extended Cost	Total Labor Cost
Salary Per Semi-Monthly Period	$1,041.67
Regular Semi-Monthly Hours	88
Hourly Labor Costing Rate ($1,041.67/period/ 88 hours)		$11.84
Hourly Labor Costing Rate	$11.84
Regular Hours This Period	88
Regular Time Labor Cost ($1,041.67/period * 88 hours)			$1,041.67
Salary Per Semi-Monthly Period	$1,041.67
Labor Costing Periods in Year	24
Annual Salary ($1,041.67 * 24 periods)		$25,000
Annual Salary	$25,000
Estimated Regular Hours/Year	2,080
Annualized Hourly Rate ($25,000/ 2,080 hours)		$12.02
Annualized Hourly Rate	$12.02
Overtime Hours	3
Overtime Percentage	1.5
Overtime Labor Cost ($12.02/hour * 3 hours * 1.5)			$54.09
Total Labor Cost ($1,041.67 + $54.09)			$1,095.76
 Notes

 Related Topics


Entering Benefit Accrual Information

Before you can enter benefit accrual information for individual employees, you must establish a set of firmwide accrual codes, using Benefit Accrual Setup. You might, for example, establish codes that represent vacation time, sick leave, and personal leave.

Then you can assign codes to individual employees, indicating the number of hours that each employee should accrue during the benefit year. You can also enter a date to indicate when these accrual amounts should change.

To enter benefit accrual information:

1.	Select Tables, Employees from the Advantage main menu. Advantage displays the Employee Table Maintenance form.

2.	Display the General tab.

3.	Click on the Benefit Accruals button.

4.	Complete the fields on the Employee Benefit Accrual Table Maintenance form, referring to the context-sensitive help on the form.

5.	Click on the Close button to return to the General tab.

6.	Click on the Save button to save your changes.

7.	Click on the Close button to exit Employee Table Maintenance and return to the Advantage main menu.


Considerations When Entering Employee Data

•	If you are adding a new employee to your database and you have the Payroll application installed, you must be set up as follows in Security Table Maintenance:

•	You must have Full privileges to Employee Table Maintenance.

•	The See payroll data option must be selected.

Otherwise, you will not be allowed to add new employees.

•	Advantage provides default values on the Employee Table Maintenance form for the Employee Type, Hire Date (current date), Raise Date (current date), and Status (Active) fields. To use different values, click in the field and edit the values as desired.

•	If you use the Payroll application, you will use the Payroll tab in Employee Table Maintenance to establish address, pay type and rates, and withholding information for employees.

•	You can only delete an employee if no transactions have been posted or are pending for this employee.

•	The Profit Center field appears only if Profit Center Reporting is installed.


Deleting an Employee

You can only delete an employee if no activity has been posted or is pending for that employee. For example, when you are first setting up employees in your database, you may use Employee Table Maintenance to delete employee numbers that have no activity posted to them (for example, labor costs).

To delete an employee using Employee Table Maintenance:

1.	Select Tables, Employees from the Advantage main menu. Advantage displays the Employee Table Maintenance form.

2.	Click on the Lookup button. Advantage displays the Employee Lookup form.

3.	Select the employee you want to delete and click on the OK button. Advantage displays the employee’s information in the Employee Table Maintenance form.

4.	Ensure that no activity has been posted or is pending for this employee.

5.	Click on the Delete button. Advantage displays the following message:

Delete <employee name>?

6.	Click on the Yes button. Advantage deletes the employee from your database.

7.	Click on the Close button to exit Employee Table Maintenance.

 Related Topics


Unit Table Maintenance

Units are goods or services that are billed at the same rate per item (for example, lab tests or survey crews).

Units are used to bill expenses to projects, cost expenses to projects, or both bill and cost expenses to projects. They are similar to expenses posted through cash disbursements, journal entries, or accounts payable vouchers in that they can record expenses on projects and can be billed. They are different from these other data entry types in that they can be invoiced, showing both a quantity and a rate on the invoice. You can also use units to reclassify previously costed expenses from overhead to the project.

For example, for a billing-only unit, you can set up a unit if you always charge clients a billing rate of $90 per hour for a two-person survey crew, regardless of who performs the survey. The labor is costed to the project through timesheet postings, so the unit cost is zero.

Some examples of a unit with billing and cost rates defined are copies or prints. Typically, copies or prints have already incurred overhead costs (through the purchase of the paper, toner, etc.), therefore entering a cost rate would reclassify part of the expense from overhead to the project.

What do you want to do?

Add a new unit.

Add a new unit table.

Switch to another unit table.

Copy units to a different table.

Determine the presentation of unit charges on an invoice.

Modify a unit.

Delete a unit.

Perform a unit lookup.

Run Unit Reports

 Notes

 Tip/Trick

 Related Topics


Adding a New Unit

By default, when you add a new unit, the system creates the unit in the <Default> unit table. Every unit must exist in the <Default> table.

To add a new unit:

1.	Select Tables, Units from the Advantage main menu. Advantage displays the Unit Table Maintenance form.

2.	Change the Unit Table to display the <Default> unit table, if necessary.

3.	Click on the Add button at the bottom of the Unit Table Maintenance form. Advantage displays a blank Unit Table Maintenance form.

4.	Complete the fields on the Unit Table Maintenance form, referring to the context-sensitive help on the form.

5.	Click on the Save button to save your changes.

6.	If necessary, copy the unit to a project-specific or referenced unit table.

7.	Modify the unit’s information as desired. See also Modifying an Existing Unit.

8.	Click on the Close button to exit Unit Table Maintenance and return to the Advantage main menu.

 Notes

 Related Topics


Adding a New Unit Table

The same unit can be copied and modified in additional unit tables that are project-specific (project-specific unit tables) or that apply to many different projects (referenced unit tables). By adding a new table and copying the unit from the <Default> table, you are greatly facilitating table maintenance (since you will usually only need to modify the cost or billing rate for that unit).

To add a new unit table:

1.	Select Tables, Units from the Advantage main menu. Advantage displays the Unit Table Maintenance form.

2.	Click on the Add Table button. Advantage prompts you for a name for the new unit table.

3.	Enter a name by which to identify the new unit table:

•	If you want the unit table to apply to a specific project, enter the project number with no delimiters (for example, 9800700 instead of 98007.00). If you do not enter delimiters, Advantage automatically selects this unit table when the project is selected in Unit Data Entry.

•	If you want this table to apply to multiple projects (for example, for a specific client or client type), enter an alphanumeric name for the table (for example, Government). In this case, Advantage automatically displays the <Default> unit table in the Table field of Unit Data Entry. You can then click on the drop-down list and select the appropriate table.

4.	Click on the OK button. Advantage displays the Unit Table Lookup, listing the available unit tables in your database.

5.	Select the table from which to copy units and click on the OK button. Advantage displays the Unit Copy form listing the units entered in that table.

6.	Select the unit(s) to copy to the new table.

•	You can select multiple, sequential units by holding down the <Shift> key and selecting the first and last project in the range.

•	You can select multiple, non-sequential projects by holding down the <Ctrl> key and selecting the individual units to include.

7.	Click on the OK button. Advantage creates the new table including the specified units.

8.	Modify the unit’s information as desired. See also Modifying an Existing Unit.

9.	Click on the Save button to save your changes.

10.	Click on the Close button to exit Unit Table Maintenance and return to the Advantage main menu.

 Related Topics


Switching to Another Unit Table

When you open Unit Table Maintenance, Advantage always displays the <Default> unit table. Advantage does this because all new units must be added to the <Default> unit table and then copied to a project-specific or referenced unit table.

To change the unit table:

1.	Select Tables, Units from the Advantage main menu. Advantage displays the Unit Table Maintenance form.

2.	Click on the Change Table button. Advantage displays the Unit Table Lookup, listing the available unit tables in your database.

3.	Select the table that contains the unit(s) you want to modify/review and click on the OK button. Advantage opens the unit table displaying the first unit in the table.

4.	Modify the desired unit(s). See also Modifying an Existing Unit.

5.	Click on the Save button to save your changes.

6.	Click on the Close button to exit Unit Table Maintenance and return to the Advantage main menu.

 Related Topics


Copying Units to Tables

A unit must be defined in the <Default> Unit Table before you can reference it in another table. For information on adding units to the <Default> table, see the topic titled Adding a New Unit.

There are two ways to copy units into a table:

•	Copy the units to the table when adding the table, as discussed in the topic Adding a New Unit Table.

•	Copy the unit to the table at some other point, as discussed below.

To copy units to an existing unit table:

1.	Select Tables, Units from the Advantage main menu. Advantage displays the Unit Table Maintenance form.

2.	Click on the Change Table button. Advantage displays the Unit Table Lookup, listing the available unit tables in your database.

3.	Select the table to which you want to copy units and click on the OK button.

4.	Click on the Copy button at the bottom of the Unit Table Maintenance form. Advantage displays the Unit Table Lookup listing the available unit tables in your database.

5.	Select the table from which to copy units and click on the OK button. Advantage displays the Unit Copy form listing the units entered in that table

6.	Select the unit(s) to copy to the new table.

•	You can select multiple, sequential units by holding down the <Shift> key and selecting the first and last project in the range.

•	You can select multiple, non-sequential projects by holding down the <Ctrl> key and selecting the individual units to include.

7.	Click on the OK button. Advantage copies the specified units to the appropriate unit table.

8.	Modify the unit’s information as desired. See also Modifying an Existing Unit.

9.	Click on the Save button to save your changes.

10.	Click on the Close button to exit Unit Table Maintenance and return to the Advantage main menu.

 Notes

 Related Topics


Presenting Unit Billing and Cost Rates on Bills and Reports

To bill clients for a unit and have it presented on the bill as a unit, you must enter a billing rate in Unit Table Maintenance. Additionally, billing terms must exist for the project to which the unit is billed. It is the presence of a billing rate that tells Advantage to include the unit on bills (for any project that uses the unit table) in the unit section of the invoice. To actually display the unit on the invoice, you must set the unit billing terms Method to Bill Units on the Exp/Con/Unit tab of Billing Terms Table Maintenance. For Advantage to automatically cost the item to projects and the general ledger as a unit, you must enter a cost per unit rate.

Billing and Cost Per Unit Rate Defined

When you have both billing and cost rates on file for a unit, Advantage posts the unit as a cost-only expense to projects and the general ledger, and bills the item in the unit section of the bill (if the billing terms for this project have unit billing enabled). When generating billing or cost-based reports, units with both billing and cost rates defined will print with other expenses (based on the regular account set up for this unit in Unit Table Maintenance) charged to the same account.

The following summarizes the reports on which units with billing and cost rates defined appear:

•	Project reports

•	Billing reports (according to the billing terms)

•	Unit section of the invoice

Billing Rate Only

If you enter a billing rate and do not enter a cost rate, Advantage includes the unit on bills, but does not cost the item to the project. This would be appropriate in the case of survey crews, for example, where the cost on the project comes directly from the posting of timesheets of the individuals making up the survey crew.

When generating billing-based reports, units with only billing rates defined will print with other expenses charged to the same account (based on the regular account set up for this unit in Unit Table Maintenance). The units do not print on cost-based reports. Using a billing rate creates a Unit expense section on the bill. When you bill units as a separate expense item, the system does not distinguish between a reimbursable or direct account number. When an item is billed as a unit (billing only), it appears to be billed regardless of what account is set up in the Regular Account field in Unit Table Maintenance (i.e., direct or reimbursable). If you do not want the direct account to be billed, you need to click on the Writeoff button to delete it from billing. This is why costing accounts are required even when you do not specify a cost rate for the unit.

The following summarizes the reports on which units with billing rates defined appear:

•	Project reports at billing rates according to unit terms

•	Project reports at cost rates without an amount

•	Billing reports (according to the billing terms)

•	Unit section of the invoice

Cost Per Unit Rate Only

If you enter a cost rate but no billing rate for a unit, Advantage costs and bills the unit as an expense, including the charge in the Expense section of a bill. Advantage then treats the unit like any other expense, using whatever expense terms you have set up for the particular project. Advantage posts the expense using the cost rate from Unit Table Maintenance.

Advantage uses the cost rate for cost-based reporting. This cost rate is also used for billing-based reports. However, the billing-based reports include a multiplier in the calculation if there is one set up for this project on the Exp/Con/Unit tab of Billing Terms Table Maintenance. The credit account you enter in Unit Table Maintenance receives the implicit posting during Unit Posting.

Note that this category is similar to miscellaneous expenses where you are reclassifying an expense that was first assigned to an overhead project and indirect account. You can enter a miscellaneous expense instead of a unit, if desired.

The following summarizes the reports on which units with cost rates defined appear:

•	Project reports at cost rates

•	Billing reports (according to the expense terms)

•	Expense section of the invoice

Special Note

The unit charges to the bill take place at the time of posting. Unit charges cannot be corrected via Interactive Billing. If the unit table was incorrect at the time of posting, you must use data entry to reverse the posting. Then, correct the unit table and post the units again.

 Related Topics


Modifying an Existing Unit

You can change most data in Account Table Maintenance at any time. For example, you can edit the rates or accounts for the unit.

To modify unit data:

1.	Select Tables, Units from the Advantage main menu. Advantage displays the Unit Table Maintenance form.

2.	Click on the Change Table button. Advantage displays the Unit Table Lookup, listing the available unit tables in your database.

3.	Select the table that contains the unit(s) you want to modify and click on the OK button. Advantage opens the unit table displaying the first unit in the table.

4.	Click on the Lookup button. Advantage displays the Unit Lookup form.

5.	Select the unit you want to modify and click on the OK button. Advantage displays the unit’s information in the Unit Table Maintenance form.

6.	Modify the unit’s information as desired by completing the fields on the Unit Table Maintenance form, referring to the context-sensitive help on the form.

7.	Click on the Save button to save your changes.

8.	Click on the Close button to exit Unit Table Maintenance.

 Note


Deleting a Unit

You can delete units using Unit Table Maintenance only if the unit has no data or references in other tables. If the unit has references in data entry, or other processing routines, you should complete the processing of the unit and then delete it from Unit Table Maintenance.

To delete a unit using Unit Table Maintenance:

1.	Select Tables, Units from the Advantage main menu. Advantage displays the Unit Table Maintenance form.

2.	Click on the Lookup button. Advantage displays the Unit Lookup form.

3.	Select the unit you want to delete and click on the OK button. Advantage displays the unit’s information in the Unit Table Maintenance form.

4.	Click on the Delete button. Advantage displays the following message:

Delete <unit name>?

5.	Click on the Yes button. Advantage deletes the unit from your database.

6.	Click on the Close button to exit Unit Table Maintenance.


Unit Table Hierarchy

Because you can have multiple unit tables, Advantage displays all tables in which the unit exists. It selects a unit for you based on the following hierarchy:

In other words, the system first tries to locate a project-specific table in Unit Table Maintenance and then the system tries to locate a referenced table in Project Table Maintenance. If neither of these tables exist the system uses the Default table in Unit Table Maintenance. Consider the following situations:

Situation 1 - Project-specific table exists

If a project-specific table exists for this project, Advantage displays this table at the Table field in Unit Data Entry and uses this unit information when posting the units to the system. You can override this table by selecting the referenced table (if one exists) or the Default table from the drop-down list. If the project-specific unit table’s name is the same as the project number, Advantage automatically enters the table number.

Situation 2 - No project-specific table exists

If a project-specific table does not exist, the system locates the unit table specified in the project table for this project. Once Advantage locates the referenced table, it displays this table at the Table field in Unit Data Entry and uses this unit information when posting the units to the system.

If neither a project-specific table nor a referenced table exists, the system displays the <Default> unit table at the Table field in Unit Data Entry and uses this unit information when posting units to the system. You can override this table in Unit Data Entry, if desired.

Situation 3:  Not all units appear in project-specific or referenced unit table

If a project-specific and a referenced table are defined for a project and the unit is not included in the project-specific table, Advantage searches for the unit in the referenced table. If the unit does not exist in the referenced table, the system uses the information in the <Default>table.

If no project-specific table exists but a referenced table exists, Advantage searches for the unit in the referenced table. If the unit does not exist in the referenced table, the system uses the information in the <Default>table.

 Related Topics


Budgeted Overhead Rate

Optional. Enter the budgeted overhead rate for the specified project. For example, you may want the overhead rate on older projects to be at the (lower) rate that was in use when the older projects were budgeted. When you enter a rate in this field, Advantage uses it as the project’s budgeted rate and the rate at which overhead is actually applied.

If a project contains tasks, specify an overhead rate for each task that will not use the firm-wide rate. In these cases, you do not need to enter an overhead rate for the project as a whole on the Project Worksheet.

Note

This field is only used for regular projects. If you enter an amount, the value you enter overrides the firm-wide rate.


Indirect Expense Account

Enter the indirect expense account number. In the Advantage Standard Chart of Accounts, any account defined within the 700.00 through 799.99 range is an indirect expense account. An indirect account represents expenses that your firm incurs during normal business operations, but are not billable to the client.


Direct Account
Direct Expense Account

Enter the direct expense account number. In the Advantage Standard Chart of Accounts, any account defined within the 600.00 through 699.99 range is a direct expense account. A direct account represents expenses that are not billable to a client.


Reimbursable Account
Reimbursable Expense Account

Enter the reimbursable expense account number. In the Advantage Standard Chart of Accounts, any account defined within the 500.00 through 599.99 range is a reimbursable expense account. Reimbursable accounts represent anything for which you can be reimbursed and which is billable to a client.


Tasks

Required, for projects with tasks. Specify a task number to which Advantage distributes the credit amount.

A task is an explicitly defined phase or independently managed component of a project. Defining tasks for projects in Project Table Maintenance allows for project cost and financial reporting by task, and allows for billing of project phases to be based on independent billing terms.


Row-level security in Project Table Maintenance
Row level security in Project Table Maintenance

If row-level security is implemented for your security workgroup, you can access all projects to which your security workgroup has rights to view/modify.

If your project has tasks and you have access to the main project record, you can view all tasks associated with that project.

If your projects have tasks, and you do not have access to the main project record, you can only view/modify the tasks to which your security workgroup has access. When you select the project whose tasks you want to view, the system displays the following message:

You only have permission to view tasks for this project. Click on the ‘Tasks’ button to view your tasks.

When you click on the Tasks button, the system displays all of the tasks to which you have access.

Notes

•	When adding projects/tasks, you can only add projects to which your security workgroup will have access. For example, if row-level security is set up by Project Manager, you can only add projects and tasks for those project managers to which your security workgroup has access.

•	When row-level security is implemented, you cannot scroll from one project record to another using the record counter. However, the record counter is still available when viewing tasks for a project.


Row-level security in Employee Table Maintenance

If row-level security is implemented for your security workgroup, you can access employees in all profit centers to which your security workgroup has rights to view/modify.

If you select an employee that your security workgroup does not have access to, the system displays the following message:

Employee <employee number> does not exist or you do not have access.

In addition, lookups in Employee Table Maintenance only display employees to which your workgroup has access.

Notes

•	When adding employees, you can only add employees to which your security workgroup has access. For example, if row-level security is set up by profit center BO:AR, you can only add employees for that profit center.

•	If your security workgroup is not set up to view payroll data for employees, you will not see the Payroll tab in Employee Table Maintenance.


Client Number

Required. Enter the code by which to identify this client, using up to 10 alphanumeric characters. This field is enabled only when you click on the Add button to add new clients to your database. Client numbers must be unique.

Note

You set the length of your client numbers during installation. If you need to increase or decrease the length of your client numbers after installing Advantage, you must use the Client number conversion utility.


Client Name

Required. Enter the client’s name, using up to 40 characters of free text.


Addressee

Optional. Enter the person or firm to whom invoices generated for this client should be sent, using up to 40 characters of free text. The system automatically places the value entered at the Name field in this field. You can change this value if desired.


Address 1

Optional. Enter the first line of the client’s address, using up to 40 characters of free text. If you want the invoice to be sent to a specific person, you may want to use one of the address lines for the "Attention to" line.


Address 2

Optional. Enter the second line of the client’s address, using up to 40 characters of free text.


Address 3

Optional. Enter the third line of the client’s address, using up to 40 characters of free text.


City

Optional. Enter the client’s city, using up to 18 characters of free text.


State

Optional. Enter the client’s state, using two characters of free text.


Zip

Optional. Enter the client’s zip code, using up to 10 characters of free text.


Country

Optional. Enter the client’s country, using up to 12 characters of free text.


Contact

Optional. Enter the name of the contact at the client site, using up to 40 characters of free text. This contact name can be displayed on Accounts Receivable reports, allowing for an easier collection process.


Phone

Optional. Enter the client’s telephone number, using up to 24 characters of free text. The telephone number can be displayed on Accounts Receivable reports, allowing for an easier collection process.


FAX

Optional. Enter the client’s fax number, using up to 24 characters of free text.


Email

Optional. Enter the client’s e-mail address, using up to 50 characters of free text.

If you are using the Advantage Billing application, you can now e-mail draft invoices to your clients. The system uses the e-mail address specified here to send the invoice.


User-defined Client field
User-defined Client Fields

Required, if specified as such in Sort/Select Setup Maintenance. Enter a value for each client sort/select field that you want to define.

To enter a sort/select value:

1.	Click on the desired sort/select field.

2.	If a drop-down arrow appears in the field, click on it to retrieve a list of pre-defined values. Click on the desired value. Even if there is a drop-down list, you can still enter your own custom value if the Limit To List option in Sort/Select Setup Maintenance is not selected.

If a drop-down arrow does not appear, enter a value for the sort/select field according to the format established in Sort/Select Setup Maintenance.

3.	Repeat steps 1-2 for each sort/select field that you want to define.

See also:

Defining Fields on Sort/Select Tabs.


Memo

Optional. Enter comments about this client in the box provided, if desired. This is an unlimited text field.


Unit Number

Required. Enter the code by which to identify this unit, using up to 10 alphanumeric characters. This field is only enabled when you click on the Add button to add new units to your database. Unit numbers must be unique.

Note

You set the length of your unit numbers during installation. If you need to increase/decrease the length of your unit numbers after installing Advantage, you must use the Unit number conversion utility.


Unit Name

Required. Enter the name for the unit you are defining, using up to 40 characters of free text. If desired, you can print this name on the invoice.


Singular Unit Label

Required. Enter a definition for the unit as it should appear on an invoice line (for example, day).


Plural Unit Label

Required. Enter a definition for the unit as it should appear on an invoice line (for example, days).


Consolidate Posting Detail

Required. Specify whether or not you want to consolidate your posting detail by project/task/account. That is, if you have multiple charges for this unit to the same project/task/account, you can specify whether or not to have all the charges post together.

If you select this option, Advantage summarizes the cost per unit information for each unit entered in the same data entry run. This option determines whether you store individual transaction cost detail or a single summary cost for the unit, which would be available to print later on project reports.

For example, if employee William Apple posts two different line items, one for 3 days and the other for 1 day, the posting appears as 4 days.

The date and unit description that appear on the project report are those of the first transaction entered.


Billing Rate

Required, if you want to bill the unit. Enter the rate at which to bill each individual unit (i.e., the amount that should be charged to the client for each unit). If you enter 0 or leave this field blank, the unit is billed based on the Cost per unit rate, and the project’s billing terms (i.e., it will be treated like all other expenses).


Billing Line Format

Required. Select one of the following options:

•	Name only - Prints a single line including the unit name and amount. The transaction quantity, singular/plural label, and rate appear if the Show math on bill flag is set to Yes.

•	Name and detail - The unit name appears as a header. Then, Advantage prints a single line including the description (instead of unit name) and amount. The transaction quantity, singular/plural label, and rate appear if the Show math on bill flag is set to Yes. The description is user-defined and specified in the Name field.

•	Detail only - Prints a single line including the description from data entry (instead of the unit name) and amount. The transaction quantity, singular/plural label, and rate appear if the Show math on bill flag is set to Yes.


Revenue Posting Account

Optional. Enter the revenue account to which the unit is posted when it is billed to the client. When you enter an account here, Advantage posts the unit charge to this revenue account during the Final Invoice Accept process.

If you leave this field blank, Advantage posts the revenue to the global revenue account specified for unit billings in Billing Setup Maintenance.

When generating the Office Earnings and/or Accounts Receivable Ledger reports, Advantage uses this posting account to determine in which column the unit charge should appear. It does this by matching the posting account to a revenue account in Invoice Mapping Accounts Maintenance.

•	If it finds a match, the system prints the charge in the specified column.

•	If it does not find a match, the system prints the charge in either the Other column of the Accounts Receivable Ledger or the Other Billed column of the Office Earnings report.

If you do not specify an account, the system uses the default Unit Account specified in Billing Setup Maintenance.


Consolidate Detail on Bill

Optional. Select whether or not to consolidate all transactions for the same unit into one line. Use this option if Name only is the format.

For example, if you have two transactions for a laboratory test, one for two tests and one for four tests, Advantage can print them as one line item for six tests.


Show Date on Bill

Optional. Select whether or not to show the transaction date, as entered on the Unit Data Entry form, for every transaction charged to a unit.

If you consolidate billing detail, you cannot print transaction dates.


Show Math on Bill

Optional. Select whether or not to print the unit billing calculations on the invoice. Advantage prints the calculation in the format:

4 TESTS @ 75.00

Where 4 is the number of units charged, TESTS is the plural label, and $75.00 is the billing rate per unit.


Cost Per Unit

Required, if you want to cost the unit. Enter the cost amount per unit (i.e., the amount that should be costed to the project and general ledger expense account for each unit). If you enter 0 or leave this field blank, the unit is not costed when you post. For example, you may not want to cost a unit such as a Survey Crew because their time is costed during timesheet posting.

If you set up the information in the Billing section to bill units, as well as define labor billing terms, the unit appears with unit-level detail options to be billed. In addition, the timecard detail appears to be billed and should be written-off or charged to a non-billable labor code.


Regular Account

Required. Enter the account number to debit (explicit posting) when you post units to a regular project. This account must be a direct or reimbursable expense account in your general ledger.

When you select a regular project in Unit Data Entry, this account number appears by default in the Account field. You can override this account number when entering the unit in data entry, as needed.


Overhead Account

Required. Enter the account number to debit (explicit posting) when you post units to an overhead or promotional project. This account must be an indirect expense account .

When you select an overhead or promotional project in Unit Data Entry, this account number appears by default in the Account field. You can override this account number when entering the unit in data entry, as needed.


Credit Project

Optional. Enter the project to credit in general ledger postings for the unit transactions. This project is typically the project to which your overhead expenses were previously posted. For example, if you create a unit, Copies, you can enter as the credit project the overhead project to which you post paper, toner, and other copy expenses.

If you are using Profit Center Reporting and you are distributing units by profit center, you must define these projects in Profit Center Setup Maintenance. Otherwise, the credit follows the project’s profit center.


Credit Task

Optional. Enter the credit project task (if applicable) to credit in general postings for the unit transactions. To view a list of the tasks defined for this project, click on the drop-down arrow in this field.


Credit Account

Required. Enter the account to credit in general ledger postings for the unit transactions. For example, you may use account 792.00 - Miscellaneous Expense Recovery (as specified in the Advantage Standard Chart of Accounts). You can only access this field if you have the Accounting application. You must choose an asset, liability, indirect, or other revenue/expense account.


Unit Table

Required. Displays the current unit table. By default, Advantage always opens Unit Table Maintenance displaying the <Default> table. All units must first be defined in the Default unit table. You can then copy these units from the Default table to a project or client-specific unit table.

The Default unit table is the only table set up by default. You enter units into this table for use by any project, or you can create project-specific and/or referenced tables to enter billing and/or costing rates for specific projects or clients. An individual unit, Two Person Survey Crew for example, could appear in a project-specific table with a different rate.

Adding a New Unit Table

Switching to Another Unit Table

Copying Units to Tables


Account Number

Required. Enter the desired account number, using up to 10 numeric digits. Account number length is determined using the Account Number Key Conversion utility. If you do not change the default account number length, your account numbers will be five digits.

In order for Advantage to calculate reports correctly, you must add accounts according to predefined ranges. You can modify these predefined ranges on the Accounts tab of General System Setup.

Balance sheet accounts should be defined as follows:

Assets 100.00 - 199.99

Liabilities 200.00 - 299.99

Net Worth 300.00 - 399.99

Income Statement accounts should be defined as follows:

Revenue 400.00 - 499.99

Reimbursable Consultants 500.00-519.99 (used only with regular projects)

Reimbursable Expenses 520.00 - 599.99 (used only with regular projects)

Direct Consultants 600.00-619.99 (used only with regular projects)

Direct Expenses 620.00 - 699.99 (used only with regular projects)

Indirect Expenses 700.00 - 799.99 (used only with overhead and promotional projects)

Other Revenue and Expenses (Optional) 800.00 - 999.99


Account Name

Required. Enter a name by which to identify this account, using up to 40 characters of free text.


Cash-basis Account

Optional. Enter the cash-basis account for this accrual account, if the two accounts differ. This option appears only if you have the Enable Cash-basis Reporting feature option selected in General System Setup Maintenance.

See also Adding Cash-Basis Accounts.


Status

Required. Select the status for an account. Status determines whether or not you can enter charges to the account in many places throughout Advantage.

Choose one of the following status options:

•	Active — You can enter charges to the account throughout Advantage.

•	Inactive — You receive a warning that the account is inactive when you enter it in Data Entry, Billing, Project Budget Worksheet, Interactive Project Budget Worksheet, Expensekeeper, and Expensekeeper Administration. You can choose whether or not to proceed with the entry.

•	Dormant — You are prohibited from entering charges to the account, except when you enter cash receipts, invoices, billing, and historical data (in Utilities, History Loading). When you enter a dormant account in these locations, you receive a warning, and you can proceed past the warning.

Account status is also used for selecting and sorting General Ledger reports.


User-defined Account Field
User-defined Account Fields

Required, if specified as such in Sort/Select Setup Maintenance. Enter a value for each account sort/select field that you want to define.

To enter a sort/select value:

1.	Click on the desired sort/select field.

2.	If a drop-down arrow appears in the field, click on it to retrieve a list of pre-defined values. Click on the desired value. Even if there is a drop-down list, you can still enter your own custom value if the Limit To List option in Sort/Select Setup Maintenance is not selected.

If a drop-down arrow does not appear, enter a value for the sort/select field according to the format established in Sort/Select Setup Maintenance.

3.	Repeat steps 1-2 for each sort/select field that you want to define.

See also:

Defining Fields on Sort/Select Tabs.


Project Number

Required. Enter the code by which to identify this project, using up to 12 alphanumeric characters. This field is only activated when you click on the Add button to add new projects to your database. Project numbers must be unique.

You set the length of your project numbers during installation. If you need to increase/decrease the length of your project numbers after installing Advantage, you must use the Project Number Conversion Utility.


Project Name

Required. Enter the project’s name, using up to 40 characters of free text. Advantage can print your Project reports sorted by project name or number.

Note that since many projects can start with common words, such as The, you may want to omit the common words to better facilitate lookups.


Project Type

Required. Enter the project type. Your choices are:

•	Regular - Regular projects are revenue-producing. Costs charged to regular projects include direct labor, direct expense, and reimbursable expense. Detail is retained for the life of the project.

•	Overhead - Overhead projects are not revenue-producing. Costs charged to overhead projects include indirect labor and indirect expense. The total cost of these projects is distributed to regular projects during overhead allocation. Typical overhead projects can include: General Overhead, Vacation, Sick Leave, Holiday, Business Development, Accounting, and Civic Duty.

Overhead projects zero out when you initialize for a new fiscal year.

•	Promotional - This is the same as an overhead project, but Advantage does not zero out job-to-date costs at the start of each fiscal year for promotional projects. Use promotional projects when you want to track the cost of trying to acquire a job. If the job is obtained, you can create a new regular project and transfer the detail to it to be billed or tracked.


Tasks

Required. Enter Yes if you want this project to have tasks. Enter No if you do not want this project to have tasks. When you initially add a project, this field defaults to No.

If you do not set up a project to have tasks, you can turn tasks on for a project at a later time using the Task number conversion utility.

Tasks are project-specific. You can define tasks for one project and not another.


Principal

Optional. Select the principal who is responsible for this project.

Click on the drop-down arrow in this field to receive a lookup of the employees in your database. You enter and maintain employees through Employee Table Maintenance.

You can sort and select Project reports and Batch Bills based on the project’s principal. You can also change the system label for Principal to be a term your firm is more familiar with, such as Partner. You change this label on the General tab of General System Setup Maintenance.


Project Manager

Optional. Select the project manager who is responsible for this project.

Click on the drop-down arrow in this field to receive a lookup of the employees in your database. You enter and maintain employees through Employee Table Maintenance.

You can sort and select Project reports and Batch Bills based on the project’s manager. You can also change the system label for Project Manager to be a term your firm is more familiar with, such as Team Leader. You change this label on the General tab of General System Setup Maintenance.


Supervisor

Optional. Select the supervisor who is responsible for this project.

Click on the drop-down arrow in this field to receive a lookup of the employees in your database. You enter and maintain employees through Employee Table Maintenance.

You can change the system label for Supervisor to be a term your firm is more familiar with, such as Team Leader. You change this label on the General tab of General System Setup Maintenance.


Client

Optional. Select the client associated with this project. You can sort Project Lookups, Batch Bills, and Project Reports by the client.

Click on the drop-down arrow in this field to select a client from the list of clients entered in your database.

You enter and maintain clients through Client Table Maintenance.


Client Address

Optional. Select the client address associated with the client you entered for this project.

Click on the drop-down arrow in this field to select an address from the list of addresses entered in your database for the client.

You enter and maintain clients and their addresses through Client Table Maintenance.


Compensation

Optional. Enter the total expected compensation amount for this project. The compensation amount should include labor services and direct expenses.

Revenue method P ((Fee * % Complete) + JTD reimbursable expenses) uses the compensation amount as the fee figure in the calculation. If you are using revenue method P, enter the compensation amount for labor services plus the consultant fee in this field (so that revenue method P includes both amounts). In this case, you would leave the Consultant Fee field blank. The budget would only include the compensation amount, but since it includes the amounts for both labor services and consultant fees, revenue method P would work off this combined total.

The Compensation, Consultant Fee, and Reimbursable Allowance fields make up the total amount of the Fee you are expected to receive on the life of the project. The amount you enter in each of these fields depends on your approach to project management. Read each field description carefully prior to entering amounts.

Notes

•	The system also displays this amount in the Compensation field on the Project Budget Worksheet. If you modify the amount in either Project Table Maintenance or on the Project Budget Worksheet, the system updates both forms with the new amount.

•	Advantage determines the total fee by adding the amount in the Compensation, Consultant Fee, and Reimb Allowance fields. These amounts are displayed on the Office Earnings report.


Consultant Fee

Optional. Enter the consultant fee for this project. The consultant fee amount should include work performed by consultants that is not reimbursable.

If you are using revenue method P, leave this field blank and include the amount you would enter here in the Compensation field. If you want to see the breakdown of the fee in terms of a separate amount, enter the two amounts separately. Then, you will need to create a custom revenue method that adds these two amounts together. In this case, you could not use method P.

You should use caution when including the consultant fee in any percent complete calculation. You may know the labor services percent complete, but that amount may not be equal to the percent complete of the consultants.

The Compensation, Consultant Fee, and Reimbursable Allowance fields make up the total amount of the fee you are expected to receive on the life of the project. The amount you enter in each of these fields depends on your approach to project management. Read each field description carefully prior to entering amounts.

Notes

•	The system also displays this amount in the Consultant Fee field on the Project Budget Worksheet. If you modify the amount in either Project Table Maintenance or on the Project Budget Worksheet, the system updates both forms with the new amount.

•	Advantage determines the total fee by adding the amount in the Compensation, Consultant Fee, and Reimb Allowance fields. These amounts are displayed on the Office Earnings report.


Reimbursable Allowance

Optional. Enter the reimbursable allowance for this project. The reimbursable allowance amount should include items that will be reimbursed by the client, including reimbursable consultant charges (500.00-519.99).

If you enter a different value at the Reimb Allowance field on the Project Budget Worksheet, that amount updates the value in Project Table Maintenance. Any time you modify one of the reimbursable allowance amounts, Advantage updates both Project Table Maintenance and the Project Budget Worksheet with the new amount.

The Compensation, Consultant Fee, and Reimbursable Allowance fields make up the total amount of the fee you are expected to receive on the life of the project. The amount you enter in each of these fields depends on your approach to project management. Read each field description carefully prior to entering amounts in these fields.

Note

•	Advantage determines the total fee by adding the amount in the Compensation, Consultant Fee, and Reimb Allowance fields. These amounts are displayed on the Office Earnings report.


Budgeted Overhead Rate

Optional. Enter the budgeted overhead rate for the specified project. The project’s budgeted overhead rate lets you override the firmwide overhead rate. You only enter a budgeted overhead rate for regular projects.

When you enter a budgeted overhead rate, Advantage uses it to calculate the overhead amount associated with the budget. If you are using the assignment method, Advantage uses the budgeted overhead rate for allocation purposes only. Otherwise, this rate is only used for budgeting.

You can enter a system-wide overhead rate in Overhead Allocation Setup Maintenance. If you enter a system-wide overhead rate, the project’s budgeted overhead rate will override the system rate.

For example, you may want the overhead rate on older projects to be at the lower rate in effect when the older projects were budgeted.

If a project contains tasks, you specify the overhead rate at the task level. In this case, you do not need to enter an overhead rate for the project as a whole in Project Table Maintenance.


Revenue Type

Required. Select the project’s revenue type, or the method for recognizing revenue as it accrues for the project. The revenue type helps Advantage recognize how revenue accrues for the project. There are several predefined types of revenue available in Advantage:

•	Job-to-Date Billings (default)

•	Job-to-Date Direct Labor * Multiplier + Job-to-Date Reimbursable Expenses @ Cost Rates

•	No Revenue Recognition

•	Percent Completes + Job-to-Date Reimbursable Expenses @ Cost Rates

•	Job-to-Date Receipts

•	Job-to-Date Billings + Work-in Process at Billing Rates

If a project contains tasks, you specify the revenue type at the task level. You can change this revenue type to a code that stands for any of the predefined Advantage revenue types, or you can define your own revenue method in Revenue Method Table Maintenance.

See also Revenue Generation Methods.


Multiplier/Amount

Optional. Enter the multiplier, percentage, or amount by which to increase or decrease revenue. This field is used with specific revenue methods or user-defined revenue methods that contain a multiplier or an amount in the calculation. For example, if you define your revenue method to be Job-to-Date Direct Labor * Multiplier + Job-to-Date Reimbursable Expenses, and you want the multiplier to be 15%, enter 1.15 at this field.

You cannot define a revenue method with both a multiplier and an amount. If you do not run the Revenue Generation program, your revenue method should be B - Job-to-Date Billings.


Unit Table

Optional. Enter the table in which to find the default costing and billing information for the units posted to this project. This table can be overridden in data entry. You define unit tables in Unit Table Maintenance. Typically, you will not need to define units at the project-level.


Status

Required. Select the appropriate status for the project. The project status determines the validity of certain functions in the system. You can select projects by status on project reports. Actively using these status codes can help ensure the accuracy of your data.

The following statuses are available with Advantage:

•	Active - You can perform any valid function for a project (and task) with an active status.

•	Inactive - You can use the project, but a warning displays during any function where you use the project (and task) number (data entry, billing, or the Project Budget Worksheet). You must explicitly choose to proceed with the function before the system lets you complete the function.

•	Dormant - You are prohibited from performing all functions where you use the project (and task) number, except to enter receipts, invoices, and historical data or to perform bill processing. You are warned when entering receipts, invoices, and historical data, but you may proceed past the warning.

You would typically give a dormant status to a project as a last step before closing out the project (and task). You could also give dormant status to the Overhead Variance Project to prevent postings to the project.

Using these status codes can help you streamline your Project Lookup. While using a Project Lookup, you can select to display only active projects.


Profit Center

Required. Select the profit center to which to associate this project. This field only appears if Profit Center Reporting is installed.

Click on the drop-down arrow to view the valid profit center codes in your database. You enter and maintain valid profit center codes in Individual Profit Center Setup.


Expected Start

Optional. Enter the anticipated start date for the project. The value you enter in this field automatically appears in the Start field in the Budget Setup section of the Project Budget Worksheet.

If you modify this date in Project Table Maintenance or on the Project Budget Worksheet, the system automatically updates both forms with the new date.

Double-click in this field to display a calendar from which you can select a specific date.


Expected End

Optional. Enter the anticipated end date for the project. The value you enter in this field automatically appears in the End field in the Budget Setup section of the Project Budget Worksheet.

If you modify this date in Project Table Maintenance or on the Project Budget Worksheet, the system automatically updates both forms with the new date.

Double-click in this field to display a calendar from which you can select a specific date.


Overall Percent Complete

Optional. Enter the overall percentage of the project that has been completed to date. The value you enter in this field automatically appears in the Overall Pct Compl field in the Budget Setup section of the Project Budget Worksheet.

If you modify this value in Project Table Maintenance or on the Project Budget Worksheet, the system automatically updates both forms with the new value.

The Project Budget Worksheet automatically calculates an overall percent complete based on a weighted average of your entire project budget. If the Overall Percent Complete field is completed, it overrides the weighted average of all budgets in the Labor and Expense Percent Complete fields for percent complete revenue accrual.

Notes

•	The percent completed on a project is often different than a billing-based percent complete. Billing percent completes are entered in the project’s billing terms.

•	You cannot enter percent completes above 100.00% for a project.


Labor Percent Complete

Optional. Enter the percentage of labor completed to date for the project. The value you enter in this field automatically appears in the Labor Pct Compl field in the Budget Setup section of the Project Budget Worksheet.

If you modify this value in Project Table Maintenance or on the Project Budget Worksheet, the system automatically updates both forms with the new value.

If the Overall Percent Complete field is completed, it overrides this percentage for percent complete revenue accrual.

Note

•	You cannot enter percent completes above 100.00% for a project.


Expense Percent Complete

Optional. Enter the percentage of expenses completed to date for the project. The value you enter in this field automatically appears in the Expense Pct Compl field in the Budget Setup section of the Project Budget Worksheet.

If you modify this value in Project Table Maintenance or on the Project Budget Worksheet, the system automatically updates both forms with the new value.

If the Overall Percent Complete field is completed, it overrides this percentage for percent complete revenue accrual.

Note

•	You cannot enter percent completes above 100.00% for a project.


Bill By Default

Required. This option only appears if the Expensekeeper application is installed.

Select whether or not charges to this project should be billed to the client. Your choices are:

•	Yes – Always bill charges for this project to the client, regardless of whether the Bill By Default option for the category is selected (on the Categories tab of Expensekeeper Administration).

•	No – Never bill charges for this project to the client, regardless of whether the Bill By Default option for the category is selected (on the Categories tab of Expensekeeper Administration).

•	Category – Only bill charges to this client if the Bill By Default option for the specific category on the Categories tab of Expensekeeper Administration is selected. This is the default.


Billable Message

Required, if the Bill By Default field is set to Yes or No. Specify whether or not you want to receive a warning or an error message when entering an account that is incompatible with your selection in the Bill By Default field. For example, if you enter a reimbursable expense account, but are not billing amounts charged to the project (No at the Bill By Default field). Your choices are:

•	No Message – Do not display a message if the account and project’s bill by default method are not compatible.

•	Warning – Display a warning message if the account and project’s bill by default method are not compatible. However, allow the transaction to be entered and posted.

•	Error – Display an error message if the account and project’s bill by default method are not compatible. Do not let the transaction be entered and posted.


Budgeted Labor Code Validation

Required. Enter the level of access the system permits for the specified project when entering codes in the Labor Code fields in Timekeeper. Your choices are:

•	None - The system disables the Budgeted Levels fields. When you display the Labor Code Selection lookup form in Timekeeper, the system displays all codes for all labor code levels when entering time for this project.

•	Warning - The system enables the Budgeted Levels fields. The system displays the Display Budgeted Codes Only option in the Labor Code Selection lookup form in Timekeeper.

Also, the system displays only budgeted labor codes as entry options for this project. To display all labor codes on the lookup as options for entry on your timesheet, disable the Display Budgeted Codes Only option for this project.

•	Error - The system enables the Budgeted Levels fields. The system displays the Display Budgeted Codes Only option in the Labor Code Selection lookup form in Timekeeper and displays only budgeted labor codes in the lookup for this project.

You can enter only budgeted labor codes for those budgeted levels that are selected in Project Table Maintenance. The system will not let you enter a non-budgeted labor code in a Labor Code field in Timekeeper.

Whenever you change an entry in the Budgeted Labor Code Validation field, you must exit Timekeeper to enable the change on the Labor Code Selection lookup form.

See also Entering Labor Codes.


Budgeted Levels

Required, if the Budgeted Labor Code Validation field is set to Warning or Error. Select the Budgeted Level option to have the system validate levels based upon the project’s budgeted level setting in Timekeeper.

Both the Budgeted Level and Budgeted Labor Code Validation fields determine user access to labor codes in the Timekeeper Labor Code fields.


Memo

Optional. Enter comments about this project in the box provided, if desired. This is an unlimited text field.


User-defined Project Fields

Required, if specified as such in Sort/Select Setup Maintenance. Enter a value for each project sort/select field that you want to define.

To enter a sort/select value:

1.	Click on the desired sort/select field.

2.	If a drop-down arrow appears in the field, click on it to retrieve a list of pre-defined values. Click on the desired value. Even if there is a drop-down list, you can still enter your own custom value if the Limit To List option in Sort/Select Setup Maintenance is not selected.

If a drop-down arrow does not appear, enter a value for the sort/select field according to the format established in Sort/Select Setup Maintenance.

3.	Repeat steps 1-2 for each sort/select field that you want to define.

See also:

Defining Fields on Sort/Select Tabs.


ADP Special Project

Required. Select this option if this is a special project for ADP.


Regular Hours Code

Required, if this is an ADP special project. Enter the codes designed by your company and ADP for processing special tasks during regular work hours.


Regular Hours Field ID

Required, if this is an ADP special project. These standard ADP codes represent buckets (storage files) where the system stores regular hours entered for special tasks.


Overtime Hours Code

Required, if this is an ADP special project. Enter the codes designed by your company and ADP for processing special tasks during overtime work hours.


Overtime Hours Field ID

Required, if this is an ADP special project. These standard ADP codes represent buckets (storage files) where the system stores overtime hours entered for special tasks.


Cross Charge Method

Required. Click on the drop-down arrow and select the cross charge method to use for this project. Your choices are:

•	Global - Advantage uses the method specified at the system level on the Cross Charge tab of General System Setup when generating cross charges for this project.

•	None - Advantage does not generate cross charges for this project.

•	Project - Advantage uses the method specified at the Rate field below when generating cross charges for this project.


Rate

Required. Choose the markup rate to use when transferring revenue back to the employee’s profit center or employee overhead charges to the project’s profit center.

If you select the Calculate from Billing Terms option, Advantage uses the billing terms when transferring the revenue or overhead.

If you select the Multiplier option, you must enter the rate by which to transfer the revenue or overhead. This should be the markup rate used on client invoices.


Employee Number

Required. Enter the code by which to identify this employee, using up to 10 alphanumeric characters. You can include a dash (-) or a period (.) as part of the employee number, but no other special characters are allowed. This field is only enabled when you click on the Add button to add new employees to your database. Each employee number must be unique.

You set the length of your employee numbers during installation. If you need to increase/decrease the length of your employee numbers after installing Advantage, you must use the Employee Number Key Conversion Utility.


Last Name

Required. Enter the employee’s last name, using up to 20 characters of free text.

If you have the Payroll application installed, this field is also used as a reference when you are modifying an employee’s payroll information.


First Name

Required. Enter the employee’s first name, using up to 13 characters of free text.


Job Cost Rate

Required. Enter the rate at which Advantage distributes the cost of the employee’s hours to projects. Generally, when you post timesheets, a rate is associated with the labor, and appears in the general ledger and on your Project reports. Typically, this rate is a standard rate (the annual salary / 2080 hours per year).

When posted, labor is debited to the labor accounts (specified in Employee Types Setup Maintenance) and credited to a Job Cost Variance account. This method ensures a consistent rate is posted to all projects for a given employee, regardless of the number of hours worked in a period.

When Payroll is processed, the gross amount is posted to the Job Cost Variance account (703.00). Any remaining balance in this account is the adjustment amount of the standard cost used for project reporting, and the actual pay rate. Typically, there is an adjustment in this account due to an employee working more or less than 40 hours per week, or 2,080 hours per year.

There are three methods to calculate the employee’s job cost rate:

Using a Fixed Hourly Rate (also referred to as a standard rate)

Using Pay Rate

Using Direct Personnel Expense (DPE)

These methods are dependent on the data you enter at the Job Cost Rate, Job Cost Type, and Overtime Pct prompts in Employee Table Maintenance.

To enter salaried rates in this field, you must select the option to Allow job cost rates to be salaries in General System Setup Maintenance. If this option is enabled, the system calculates a standard rate and uses it when calculating timesheets. Then, when you run the Adjust Salaried Job Costing feature, the system retrieves the employee’s salaried rate for the period as entered in Employee Table Maintenance, computes the actual hourly employee cost based on the number of hours worked in the period, and makes the necessary adjustment. See also Adjusting Salaried Job Costing.

The Job Cost Rate and Type should be consistent. For example, if you enter 35.00 as the Job Cost Rate, you should enter hourly as the Job Cost Type.


Job Cost Type

Required. Enter the job cost type:  Hourly or Salary. This field is used with Job Cost Rate and Overtime Pct fields to calculate the employee’s job cost rate for hours charged to a project.

This field only appears if you have the Allow job cost rates to be salaries option selected in General System Setup Maintenance. If this option is enabled, you should enter the hourly rate for hourly employees and the pay period salary rate for salaried employees in the Job Cost Rate field.

The Job Cost Rate and Type should be consistent. For example, if you enter 35.00 as the Job Cost Rate, you should enter hourly as the Job Cost Type.


Overtime Percent

Optional. If the employee works overtime on a project, enter the percentage of the hourly wage that you want to cost to the project. This field is strictly used for labor/project costing. If you have the Payroll application installed, you enter the overtime percentage in that application.

The employee determines the amount of overtime worked when entering the timesheet. The system does not automatically calculate this amount based on the number of hours per week. Employees enter this amount in a separate field in Timekeeper or Timesheet Data Entry.

If you have the Accounting application installed, the overtime percentage affects indirect expenses through the Job Cost Variance account. If you cost employees to jobs at a rate greater than you pay them, the overhead costs will be lowered by the excess amount of the job cost. This variance adjusts the Income Expense Statement to actual payroll cost.

Notes

•	If you want to cost all hours on a project but do not pay overtime, enter all the employee’s hours in the Reg Hrs field on the timesheet, regardless of the amount of hours worked. Or, enter 100% in this field to cost the overtime hours at the regular rate. This method enables you to show overtime hours separately on timesheets and on Project reports.

•	When posting timesheets, Advantage credits the Job Cost Variance account (703.00) which lowers the total expenses. Then, Payroll debits this account for the total payroll expense. The resulting variance is the difference between the posted timesheets and the payroll amount.

•	If you cost and do not pay overtime (in Payroll), you will most likely receive a variance in the Job Cost Variance account. You can enter 0 for the overtime percentage, however, that results in hours but no cost for the overtime hours on your project reports.


Employee Type

Required. Specify the employee type. You define employee types in Employee Types Setup Maintenance. The employee type defines the labor account to which an employee’s labor is charged.


Billing Category

Optional. This field only appears if you have the Billing application installed.

Select the number of the category in which to include the employee. If you have different descriptions for your categories in your Category tables, the system displays all descriptions (for example, 1 Principal, 1 Senior Architect). Select the appropriate category based on the description.

If you use the By Category labor billing method or if you sort your billing invoices by category, Advantage uses the category number specified in this field as the default category (if the employee is not identified in a category table in Billing Rate Category Table Maintenance).

Example


Target Ratio

Optional. Enter the percentage of an employee's time that you expect will be charged to regular (revenue producing) projects. This information appears on the Time Analysis report. Use one of the following standard formulas to calculate a target ratio:

•	Gross Chargeable Ratio - The average for all employees is typically about 65%. The ratio is calculated by dividing the total direct hours by the total hours worked.

•	Net Chargeable Ratio - This ratio is calculated by dividing the total direct hours by the total hours charged or worked minus any benefit hours (sick, vacation, etc.). You enter the projects that are considered benefit hours in Time Analysis Headings Setup Maintenance. The average for all employees should be higher than the gross chargeable ratio.

You can see the industry averages in the Annual Operating Statistics

You can also select a target ratio based on the following formulas:

•	Direct hours divided by standard hours.

•	Direct hours divided by (standard hours minus benefit hours).

If you do not enter a target ratio for an employee, Advantage displays a 0 in this field.


Hours per Day

Optional. Enter the average number of hours per day that the employee works. This field is useful for calculating a temporary labor cost rate for salaried employees, when you are using the Adjust Salaried Job Cost feature.


Hire Date

Required. Enter the date on which this employee was hired. Advantage uses today’s date as the default value for this field.


Raise Date

Required. Enter the date on which this employee last received a raise. Advantage uses today’s date as the default value for this field.


Employee Status

Required. Enter the status of the employee. This status determines the validity of certain functions in the system. You can select employees by status on Employee reports and eliminate inactive employees from lookups.

The following statuses are available with Advantage:

Active - Advantage lets you perform any valid function for the employee.

Inactive - Advantage displays a warning during data entry, posting, billing, step-by-step payroll processing, Project Budget Worksheet, and any other function where you use the employee number. You must explicitly choose to proceed with the function before the system lets you complete the function. Batch payroll processing is not allowed for inactive employees.

Terminated - Advantage prohibits you from performing all functions where you use the employee number. Reports and W-2 forms may be printed for terminated employees.

Advantage allows a maximum number of active and inactive employees, depending on your system configuration. This number is determined by your series level. For example, series levels can be 10, 20, 30, 50, 100, 150, 200, 250, etc. The number of terminated employees does not count toward your series level.

When you add a new employee, Advantage counts the number of active and inactive employees to determine if there is room for the new employee. To add employees once you reach the maximum number of active or inactive employees, you must upgrade your Advantage system or assign the terminated status to one or more employees.

If you terminate an employee, you cannot reuse that employee number.


Profit Center

Required. Select the profit center with which to associate this employee. This field only appears if Profit Center Reporting is installed.

Click on the drop-down arrow to view the valid profit center codes in your database. You enter and maintain valid profit center codes in Individual Profit Center Setup.


Use total hours as standard on Time Analysis

Optional. Select this option if you want Advantage to use the employee’s actual hours worked when calculating ratios based on standard hours for the Time Analysis Report. If you do not select this option, Advantage will use the hours entered in the Hours/day field on the General tab of Employee Table Maintenance to calculate time analysis ratios based on standard hours.

Use this option for part-time or other employees who do not work a standard number of hours per day.


Memo

Optional. Enter comments about this employee in the box provided, if desired. This is an unlimited text box.


Provisional Cost Rate

Optional. Enter the provisional cost rate to use in Interactive Reporting when you are running a report which includes unposted timesheets.

The system uses this cost rate to calculate a temporary amount for the employee’s labor charge. The report is updated with the actual amount after the labor has been posted to the database.

This field is only available if you are running Advantage on a SQL Server database, and you have access to the Interactive Project or Employee Reporting application.

If you do not enter a rate in this field, Advantage displays 0.00.


Provisional Billing Rate

Optional. Enter the provisional billing rate to use in Interactive Reporting when you are running a report which includes unposted timesheets.

The system uses this billing rate to calculate a temporary amount for the employee’s labor charge. The report is updated with the actual amount after the labor has been posted to the database.

This field is only available if you are running Advantage on a SQL Server database, and you have access to the Interactive Project or Employee Reporting application.

If you do not enter a rate in this field, Advantage displays 0.00.


Provisional Overtime Percent

Optional. Enter the overtime percentage to use in Interactive Reporting when you are running a report which includes unposted timesheets.

The system uses this percentage to calculate a temporary overtime amount for the employee’s labor charge. The report is updated with the actual amount after the labor has been posted to the database.

This field is only available if you are running Advantage on a SQL Server database, and you have access to the Interactive Project or Employee Reporting application.

If you do not enter a percentage in this field, Advantage uses zero.


Provisional Overtime Billing Percent

Optional. Enter the overtime billing percentage to use in Interactive Reporting when you are running a report which includes unposted timesheets.

The system uses this percentage to calculate a temporary overtime billing amount for the employee’s labor charge. The report is updated with the actual amount after the labor has been posted to the database.

This field is only available if you are running Advantage on a SQL Server database, and you have access to the Interactive Project or Employee Reporting application.

If you do not enter a percentage in this field, Advantage uses zero.


Social Security Number

Optional. Enter the employee’s social security number, using up to nine characters of free text.


Address 1

Optional. Enter the first line of the employee’s address, using up to 40 characters of free text.


Address 2

Optional. Enter the second line of the employee’s address, using up to 40 characters of free text.


Address 3

Optional. Enter the third line of the employee’s address, using up to 40 characters of free text.


City/State/ZIP

Optional. Enter the employee’s city, using up to 20 characters of free text.

Optional. Enter the employee’s state, using two characters of free text.

Optional. Enter the employee’s zip code, using up to 10 characters of free text.


Country

Optional. Enter the employee’s country, using up to 12 characters of free text.


Phone

Optional. Enter the employee’s telephone number, using up to 24 characters of free text.


FAX

Optional. Enter the employee’s fax number, using up to 24 characters of free text.


EMail
E-mail

Optional. Enter the employee’s e-mail address, using up to 50 characters of free text. You can use the e-mail address to e-mail draft invoices to project managers, if you have the Billing application installed.


Cell Phone

Optional. Enter the employee’s cell phone number, using up to 24 characters of free text.


Additional Addresses

Optional. Enter any additional billing data for a client, such as data for a client with multiple addresses.


User-defined Employee Fields

Required, if specified as such in Sort/Select Setup Maintenance. Enter a value for each employee sort/select field that you want to define.

To enter a sort/select value:

1.	Click on the desired sort/select field.

2.	If a drop-down arrow appears in the field, click on it to retrieve a list of predefined values. Select the desired value. Even if there is a drop-down list available, you can still enter your own custom value if the Limit To List option in Sort/Select Setup Maintenance is not selected.

If a drop-down arrow does not appear, enter a value for the sort/select field according to the format established in Sort/Select Setup Maintenance.

3.	Repeat steps 1-2 for each sort/select field that you want to define.

See also:

Defining Fields on Sort/Select Tabs.


Pay Rate

Required. Enter the pay rate for this employee for the payroll period. You specify the payroll period in Payroll Setup Maintenance.

If your pay rate and type are identical to the employee’s job cost rate and type (and the employee receives no bonus or other supplemental payments), there will be no variance in the Job Costing account for that employee (unless you have bonus or supplemental pay amounts).


Pay Type

Required. Enter the type for the pay rate you entered. Your choices are Hourly or Salary.

If your pay rate and type are identical to the employee’s job cost rate and type (and the employee receives no bonus or other supplemental payments), there will be no variance in the Job Costing account for that employee (unless you have bonus or supplemental pay amounts).


Overtime Percent

Optional. Enter the percentage applied to the employee’s pay rate in order to calculate overtime wages. You usually specify one of the following:

Percentage	Meaning

0	No pay for overtime hours.

100	Straight-time pay for overtime hours.

150	Time-and-a-half pay for overtime hours.

For hourly employees, Advantage calculates overtime pay using the following equation:

Overtime Pay = (Overtime Hours) * (Pay Rate) * (Overtime Percentage).

For salaried employees, Advantage calculates overtime pay using the following equation:

Overtime Pay = Ovt Hours * Ovt Pct * [(Pay Rate * # of pay periods in a year) / 2080]


Other Pay

Optional. Enter any additional pay amount that should be added to the employee’s normal pay amount each period (for example, overseas allowances, commissions).


ADP File Number

Optional. This number defaults from the code that appears in the Employee field at the top of the form. When you enter a new employee, Advantage automatically enters the employee number code in the ADP File Number field. Your company provides ADP with this code.

This field only appears if the ADP feature is being used by your firm.


ADP Company Code

Optional. Enter the code that ADP uses to associate the employee specified with your company. Your company provides ADP with this code.

This field only appears if the ADP feature is being used by your firm.


ADP Rate Code

Optional. Enter the ADP Code that indicates the employee’s pay rate. Your choices are Hourly or Salary. ADP provides the standard rate code.

This field only appears if the ADP feature is being used by your firm.


Timekeeper Group

Optional. Select the employee’s Timekeeper group. This is necessary only if you have groups established on the Employee Groups tab in the Timekeeper Administration application.


Allow editing of timesheets belonging to any employee in the same administration group
Allow editing

Select this option if you want the employee to be able to access and edit other employees’ timesheets. This option lets the employee edit other employees’ timesheets as long as the employees are within the same administration group.

Allow approval

Select this option if you want the employee to be able to access and approve other employees’ timesheets. This option lets the employee approve other employees’ submitted timesheets as long as the employees are within the same administration group.


Default Labor Code

Optional. Enter a value for each level of the default labor code. When an employee enters a project in Timekeeper, Advantage automatically enters this default in the Labor Code field. The system lets you specify a default value for one or more levels of the labor code.

Notes

•	If you enter a value for the first and last level of the labor code, you must enter a value for each level in between.

•	You define the number of labor code levels in your system in Labor Code Setup Maintenance.


Allow employee to change labor code in Timekeeper

Required. Select this option if you want to let your employees change labor codes on their timesheets. You can then enter the entire default code, part of the default code, or none of the default code. On their timesheets, employees can override values entered in these fields.

Do not select this option if you want to restrict your employees from changing labor codes on their timesheets. You must enter every level of the default code in the Default Labor Code fields so that a complete labor code appears for the employee in Timekeeper.

Advantage selects this option for new employees by default.


Expensekeeper Group

Optional. Select the Expensekeeper group for the employee. This is necessary only if you have groups established on the Employee Groups tab in the Expensekeeper Administration application.


Expensekeeper Administration

Required. Select an administration level for the employee’s access to Expensekeeper. Staff is the default option for this field. However, you can change the administration level to System or Group.

You must designate at least one employee to have system-level access to Expensekeeper.


Allow editing of expense reports belonging to any employee in the same administration group

Required. Select this option to allow the selected employee to open and edit other employees’ expense reports. This option allows Group and System Administrators to edit other employees’ expense reports as long as the employees are within the same administration group.


Forms in Project Table Maintenance

There are six forms in Project Table Maintenance to complete:

•	General – Stores information such as project type, compensation amounts (if tasks are not associated with this project), and status.

•	Miscellaneous – Stores information such as expected start/end dates for the project, overall, labor, and expense percent completes, and budgeted labor codes.

•	Sort/Select - Stores sort/select code list values for your project sort/select codes.

•	ADP – Stores ADP information if you are using the ADP feature to process payroll.

•	Cross Charge - Stores the cross charge method to use for this project.

•	Tasks – Stores information for a project’s tasks such as revenue type, compensation amounts, and status.


Forms in Employee Table Maintenance

There are six forms in Employee Table Maintenance to complete:

•	General – Stores general employee information, such as job costing and benefit accrual information.

•	Address – Stores the employee’s address, phone, FAX, and e-mail information.

•	Sort/Select – Stores sort/select code list values for your employee sort/select codes.

•	Payroll – Stores employee payroll information, such as pay rate, overtime percentage, and employee ADP information.

•	Timekeeper – Stores employee Timekeeper information, such as employee group, administrative level, and default labor codes.

•	Expensekeeper – Stores employee Expensekeeper information, such as employee group and administrative level.


Deletion Criteria

You can delete an account using Account Table Maintenance, if the account:

•	Does not show a balance.

•	Does not have any activity.

•	Is not listed as an Automatic Posting account listed on any of the System Setup Table Maintenance forms.

•	Is not referenced by a bank code, A/P liability code, or A/P discount code.

Otherwise, we suggest that you transfer the information from the account to another account or profit center. To transfer or closeout the account, use the Account Number Conversion utility.


Deleting an Account Group Name

1.	Click on the empty box to the left of the label you want to delete. The pointer moves to the box.

2.	Press the Delete key on your keyboard.

3.	Confirm that you want to delete the name.


Modifying Account Group Names

•	To add a new name, use the scroll bar to display the end of the list. Enter the new name on the blank line at the bottom of the list, marked with an asterisk.

•	To modify an existing name, click on the name. Enter your changes directly into the name field.


Staff-Level Administration

If an employee has staff-level administration, they cannot access the Expensekeeper Administration application. Employees with this type of access can only run the Expensekeeper application; they cannot modify any system-level or group-level settings.


System-Level Administration

System-level administrators have access to all the functions in the Expensekeeper Administration application. They can:

•	Define Expensekeeper categories.

•	Establish employee Expensekeeper groups.

•	Set employee access to Expensekeeper.

•	Enable passwords for Expensekeeper users.

•	Set expense report options.

•	Monitor and change the status of expense reports.

Because the system-level administrator has complete access to the Expensekeeper Administration application, at least one employee in your firm must have system-level access. If you have not defined an employee to have system-level access, you cannot use Expensekeeper Administration or Expensekeeper.


Group-Level Administration

Group-level administrators have access to all the functions in the Expensekeeper Administration application that are related to their group. They can:

•	View all Expensekeeper Administrator settings.

•	Review and change the status of expense reports for employees in their group.

•	Change the passwords of employees in their group.


Adding Tasks to a Project

A task is an explicitly defined phase or independently managed component of a project. Tasks group labor and expense activity within a project. Tasks are defined on a project-by-project basis and may be added to a project at any time.

What do you want to do?

Add projects and tasks at the same time.

Add tasks to a project after data has been posted to the project.

Review, modify, or add tasks for an existing project with tasks.


Unit Table Name

Enter a name by which to identify the new unit table.

If you want the unit table to apply to a specific project, enter the project number with no delimiters (for example, 9800700 instead of 98007.00). If you do not enter delimiters, Advantage automatically selects this unit table when the project is selected in Unit Data Entry.

If you want this table to apply to multiple projects (for example, for a specific client or client type), enter an alphanumeric name for the table (for example, Government). In this case, Advantage automatically displays the <Default> unit table in the Table field of Unit Data Entry. You can then click on the drop-down list and select the appropriate table.

Click OK to enter data for the new unit table, or click on the Cancel button to return to Unit Table Maintenance


Task

Enter a code by which to identify this task, using up to 5 alphanumeric characters.


Account Group Name

Enter a name for the account group (for example, Cash Accounts). This name will appear as a label on general ledger reports.


Group Type

Click on the down-arrow to see a list of all standard account categories (Assets, Liabilities, etc.). Then select the category that applies to the account group.

The category that you choose determines the placement of the group on reports.


Table Number

Enter a number that will be used to identify this table.


Table Name

Enter a name that will be used to identify this table. This name will appear as a choice on report formatting screens in both standard and interactive general ledger reporting. Try to choose a name that will be meaningful to all users of those applications.


StartAccount

Enter the starting account number for the account group.

For each account group, you can specify either a range of account numbers or a single account number.

When you enter a StartAccount number, Advantage automatically enters the same number as the EndAccount.

•	To specify a single account number, simply leave the EndAccount number as is, so that your StartAccount and EndAccount are identical.

•	To specify a range, enter a greater EndAccount number.


EndAccount

Enter the ending account number for the account group.

For each account group, you can specify either a range of account numbers or a single account number.

When you enter a StartAccount number, Advantage automatically enters the same number as the EndAccount.

•	To specify a single account number, simply leave the EndAccount number as is, so that your StartAccount and EndAccount are identical.

•	To specify a range, enter a greater EndAccount number.


GLGroup

Click on the down arrow to display all of the account group names (for example, Cash Accounts) that your firm has established. You establish these names using Account Group Name Table Maintenance.

Select the group name that applies to this account or range of accounts.


SortOrder

Your entries in the SortOrder column determine the order in which account groups appear on reports (1 first, 2 second, and so on).

Advantage ensures that all references to the same group have the same SortOrder number. For example, Advantage will not let you specify that certain accounts belong to the Cash Accounts group, with SortOrder 1, and a different set of accounts also belongs to the Cash Accounts group, but has SortOrder 2.


Employee No (Accrual Form)

The employee number for which you are entering benefit accrual information appears. You cannot modify this information.


Name (Accrual Form)

The first and last name of the employee for which you are entering payroll information appears. You cannot modify this information.


Benefit Accrual Code

Select the benefit accrual code(s) to assign to this employee.


Hours Per Year

Enter the number of benefit hours per year that the employee will receive for this benefit accrual code.


Change Date

Enter the date on which the annual benefit hours for the employee should change for this benefit accrual code. Double-click or press the F3 in this field to receive a calendar lookup from which you can select the appropriate date.


Tips on Employee Payroll Accrual Table Maintenance

•	If an accrual for an employee will never change, enter a year in the far future.

•	Use the calendar lookup when selecting accrual dates. To access this feature, double-click in a date field.


Timekeeper Administration Staff

The Timekeeper Administration section on the Timekeeper tab of Employee Table Maintenance lets you assign employee access rights to timesheets in the Timekeeper application. You can give an employee Staff-level, Group-level, or System-level access to the Timekeeper application.

Select the Staff option to give this employee access only to his or her own timesheet. This employee will not be able to open, edit, submit, or approve the timesheets of any other employees.


Timekeeper Administration Group

The Timekeeper Administration section on the Timekeeper tab of Employee Table Maintenance lets you assign employee access rights to timesheets in the Timekeeper application. You can give an employee Staff-level, Group-level, or System-level access to the Timekeeper application.

Select the Group option to give this employee access to the timesheets of all employees in the groups you specify. When you select this option, a subform is enabled on the Timekeeper tab. Use this form to designate all groups for which this employee will be able to access timesheets and to establish this employee’s right to edit and approve timesheets for employees in the designated groups.

To designate groups and assign access rights:

1.	Select the Group option. Deltek Advantage opens a subform on the Timekeeper tab.

2.	Click in the Group field on the subform, and then select a group from the drop-down list in this field.

3.	Select the Allow editing option on the subform to let this employee open and edit timesheets for all employees in the specified group.

4.	Select the Allow approval option on the subform to let this employee open and approve timesheets for all employees in the specified group.

5.	Repeat Steps 2-4 to select additional groups and assign access rights. You can specify as many groups as you like for each employee.


Timekeeper Administration System

The Timekeeper Administration section on the Timekeeper tab of Employee Table Maintenance lets you assign employee access rights to timesheets in the Timekeeper application. You can give an employee Staff-level, Group-level, or System-level access to the Timekeeper application.

Select the System option to give this employee access to timesheets for all groups and employees. When you select this option you can also establish this employee’s access rights to edit and approve timesheets.

To assign access rights:

1.	Select the System option.

2.	Select the Allow editing option to let this employee open and edit timesheets for all groups and employees.

3.	Select the Allow approval option to let this employee open and approve timesheets for all groups and employees.

You must designate at least one employee in your firm to have System-level access to Timekeeper.


Benefit Accruals button

Click on the Benefit Accruals button to display the Employee Benefit Accrual Table Maintenance form, which lets you assign benefit accrual plans to each employee.

This form lets you assign benefit codes to individual employees, indicating the number of hours that each employee should accrue during the benefit year. You can also enter a date to indicate when these accrual amounts should change.


Overtime-2 Pct

Optional. This field is available only if you use the secondary overtime feature.

Use this field in addition to the Overtime Pct field if you want to track secondary overtime in addition to standard overtime. Secondary overtime is overtime that is costed at a higher or lower rate than standard overtime (often at 200% of the employee’s job cost rate).

Advantage applies the Overtime-2 Percentage to hours entered in the Overtime-2 fields on the Timesheet and Labor Adjustment data entry forms and through the Timekeeper application.

Note:  The default for this field is zero, meaning that any secondary hours posted are costed at zero dollars.


Provisional Overtime-2 Pct

Optional. Enter the secondary overtime percentage to use in Interactive Project Reporting when you are running a report which includes unposted timesheets. Secondary overtime is overtime that is costed at a higher or lower rate than standard overtime (often at 200% of the employee’s job cost rate).

The system uses this percentage to calculate a temporary secondary overtime amount for the employee’s labor charge. The report is updated with the actual amount after the labor has been posted to the database.

This field is only available if you are running Advantage on a SQL Server database, and you have access to the Interactive Project Reporting application.

If you do not enter a percentage in this field, Advantage uses zero.


Provisional Overtime-2 Billing Pct

Optional. Enter the secondary overtime billing percentage to use in Interactive Project Reporting when you are running a report which includes unposted timesheets. Secondary overtime is overtime that is costed at a higher or lower rate than standard overtime (often at 200% of the employee’s job cost rate).

The system uses this percentage to calculate a temporary secondary overtime billing amount for the employee’s labor charge. The report is updated with the actual amount after the labor has been posted to the database.

This field is only available if you are running Advantage on a SQL Server database, and you have access to the Interactive Project Reporting application.

If you do not enter a percentage in this field, Advantage uses zero.


Overtime-2 Pct

Optional. This field is available only if you use the secondary overtime feature.

Use this field in addition to the Overtime Pct field if you want to pay employees for secondary overtime in addition to standard overtime. Secondary overtime is overtime that is paid at a higher or lower rate than standard overtime (often at 200% of the employee’s pay rate).

Advantage applies the Overtime-2 Percentage to hours entered in the Overtime-2 fields on the Timesheet and Labor Adjustment data entry forms and through the Timekeeper application.

You usually specify one of the following:

Percentage	Meaning

0	No pay for secondary overtime hours. This is the default.

100	Straight-time pay for secondary overtime hours.

150	Time-and-a-half pay for secondary overtime hours.

200	Double-time pay for secondary overtime hours.

For hourly employees, Advantage calculates secondary overtime pay using the following equation:

Secondary Overtime Pay = (Secondary Overtime Hours) * (Pay Rate) * (Secondary Overtime Percentage).

For salaried employees, Advantage calculates secondary overtime pay using the following equation:

Secondary Overtime Pay = Secondary Overtime Hours * Secondary Ovt Pct * [(Pay Rate * # of pay periods in a year) / 2080]


Introducing Revenue Generation

To get an accurate view of a project's financial status, it is important to match revenues with amounts spent. By using Advantage as an accrual-based system, you can recognize revenue as you earn it and match revenue with expenses incurred to date. If you select (or create) the most appropriate revenue accrual method for each project, based on the underlying contract type, you can improve the accuracy of your reports and financial statements. This revenue appears in the job-to-date, year-to-date, and current sections of the Revenue column on the Office Earnings Report and in the financial analysis section on the Project Progress Report.

Because Advantage is an integrated system, the sum of all of your firm’s projects equals firm-wide profit and loss. Thus, the financial progress of your firm can be determined through the appropriate use of Revenue Generation on each of your projects.

With Revenue Generation:

•	You can increase the accuracy of your financial statements.

•	You increase your independence from the Billing system in recognizing revenue and thereby enhance the accuracy of your financial statements. Previously, you had to update your revenue figures at the end of the billing cycle. That is, without using Revenue Generation, you could not create financial statements until billing had concluded.

Advantage recognizes revenue when you run the Revenue Generation program and post the resulting RevGen journal entry file. The RevGen file accrues revenue based on the revenue method that you specify for each project in Project Table Maintenance.

 Related Topics


Revenue Generation Methods

Revenue Method Table Maintenance provides you with six standard revenue methods that you can use to recognize revenue. You can add (as many as thirty) your own user-defined revenue methods.

The Advantage revenue codes identify the following revenue accrual methods:

Code	Description
B	JTD Billings
M	(JTD Direct Labor x Multiplier) + JTD Reimbursable Expenses @ Cost Rates
N	No Revenue Generation
P	Percent Complete + JTD Reimbursable Expenses @ Cost Rates
R	Job-to-Date Receipts
W	Job-to-Date Billings + Work in Progress (WIP) @ Billing Rates
 Related Topics


JTD Billings Method

The Job-to-Date revenue method is the Advantage default. When you use this revenue method, Advantage calculates job-to-date earned revenue as the total amount billed.

This revenue method is appropriate for projects and tasks billed on a monthly basis if you post invoices in the same accounting period as you post expenses.


(JTD Direct Labor x Multiplier) + JTD Reimbursable Expenses — This revenue method specifies that you want to recognize job-to-date earned revenue as a job-to-date direct labor cost with a markup plus job-to-date reimbursable expenses. You specify the multiplier in Project Table Maintenance.

This revenue method would be appropriate to use for projects or tasks billed on an hourly basis.


No Revenue Generation — This method specifies that you do not wish to recognize revenue on the project or task. Advantage therefore does not generate revenue for the current period and you must recognize revenue by creating your own journal entry.


The Job-to-Date (JTD) revenue method (Cash Basis Method) — This method calculates the job-to-date earned revenue as the total cash received.

JTD Receipts is the only revenue method that is cash-based rather than accrual-based. This method is appropriate for jobs that have the highest risk of non-payment. You may want to use this revenue method for speculative projects or tasks whose revenue is uncertain.


The JTD Billings + WIP @ Billing Rates revenue method tells Advantage to calculate revenue from job-to-date billings plus any project labor, consultants, supplemental billings, and expenses that have been posted but not yet billed. This is the total billing amount that appears on the Unbilled Detail Report. This amount excludes any amounts held or written off.


You can use the Overall Percent Complete field in Project Table Maintenance to enter the Percent Complete. If you do not enter a Percent Complete in this field, Advantage automatically calculates the Percent Complete from labor and expense percent completes you entered. This Percent Complete is the overall percent complete from the Project Budget Worksheet, calculated from the billing budget if the Billing Flag is set to Y in System Setup Table Maintenance.


Revenue Method B

If your firm bills clients on a monthly basis and processes bills in the same month that expenses are incurred, Revenue Method B, Job-to-Date (JTD) Billings, may be the most accurate measure of revenue for your project.

For example (using Revenue Method B):

1.	When you post an invoice, Advantage debits the appropriate Accounts Receivable account(s) on the Balance Sheet and credits the revenue account(s) specified on the invoice.

The net effect on the Income Statement is zero. Posting invoices while using Revenue Method B only reclassifies amounts — it does not recognize revenue. To recognize revenue while using Revenue Method B, you must run Revenue Generation.

	Debit	Credit
Accounts Receivable (111.00)	100.00
Billed Revenue (401.00)		100.00
Unbilled Revenue (402.00)	100.00
Unbilled Services (121.00)		100.00
After running Revenue Generation, and posting the RevGen file:

	Debit	Credit
Unbilled Services Receivable (121.00)	100.00
Unbilled Revenue (402.00)		100.00
These transactions appear on the General Ledger Account Analysis with the label Invoice Postings.

2.	Advantage increases the project’s current, year-to-date, and job-to-date billings by the total amount on the invoice.

You can see the transaction activity in these accounts by printing the General Ledger Account Analysis report before and after posting the RevGen journal entry and invoice data entry files.

Effect of Journal Entries

Advantage includes journal entries to revenue accounts in its calculation of job-to-date billings if you have selected the Update project billing amount when adjusting revenue option on the Journal Entry Data Entry form.

When the journal entry is generated automatically by the labor cross-charge feature in Profit Center Reporting, Advantage selects the Update project billing amount when adjusting revenue field automatically.

Relevant Reports

 Related Topics


Revenue Method R

If the Revenue Method is R, Advantage calculates the job-to-date earned revenue as the total of cash receipts applied to the project.

JTD Receipts is the only revenue method that is cash-based rather than accrual based. This method is appropriate for high-risk projects or tasks whose revenue or payment for services is uncertain.

Relevant Reports

 Related Topics


Revenue Method M

If the Revenue Method is M, Advantage calculates revenue based on Job-to-Date labor with a markup plus job-to-date reimbursable expenses at cost value. You specify the multiplier in the Multiplier/Amount field on the General tab of Project Table Maintenance. The multiplier is a job-specific ratio based on estimates of Total Labor Revenue divided by Total Labor Cost:

Multiplier = (Estimated) Total Labor Revenue / (Estimated) Total Labor Cost

The principal or project manager for a project should determine this multiplier and evaluate it periodically for accuracy.

A breakeven multiplier for a project whose budgeted overhead rate is 175% would be 1.75 for overhead plus 1.00 for Labor. This would equal a 2.75 breakeven point. You should then add a percent for profit to this amount.

The formula for method M is:

(JTD Direct Labor * Multiplier) + JTD Reimbursable Expenses at Cost Rates

The JTD Reimbursable Expenses at Cost Rates portion of the above equation pulls from the project reports. This figure is not calculated from the project’s billing terms.

Relevant Reports

 Related Topics


Revenue Method N

If the revenue method is N, Advantage does not recognize revenue for that project, and you must make manual journal entries if you want to accrue revenue.

Advantage makes revenue adjustments for projects with the No Revenue Generation (N) revenue method as follows:

1.	When you post an invoice, Advantage debits the appropriate Accounts Receivable account(s) and credits the Billed Revenue account(s).

2.	Advantage then performs a revenue reclassification by crediting the Unbilled Services account and debiting the Unbilled Revenue account by the total amount of billings to revenue accounts on the invoice.

By reclassifying the revenue, the net effect on both the Balance Sheet and Income Statement is zero. For example:

	Debit	Credit
Invoice Postings: Accounts Receivable (111.00) Billed Revenue (401.00)	100.00	100.00
Revenue Reclassification: Unbilled Services (121.00) Unbilled Revenue (402.00)	100.00	100.00
3.	Advantage increases the project’s current, year-to-date, and job-to-date billings by the total amount of billings to revenue accounts on the invoice. It does not increase revenue.

If you want to recognize revenue, you must now post all revenue through journal entries, including any unbilled revenue.

You would specify revenue method N if your revenue and billings are not related closely month by month, and none of the available Advantage or user-defined revenue methods apply, or apply consistently, to your situation.

The monthly journal entry is for all revenue earned during the month, including unbilled revenue. You must still enter and post invoices, but they will have no effect on earned revenue.

When you use the N method, the project’s revenue is determined only by the journal entries posted. In other words:

Project’s Revenue = Revenue Posted via Journal Entries

Relevant Reports

 Related Topics


Revenue Method P

If the Revenue Method is P, Advantage calculates revenue based on the Overall Percent Complete, multiplied by the estimated compensation amount, plus job-to-date reimbursable expenses at cost value. You specify the compensation amount on the General tab in Project Table Maintenance. The Overall Percent Complete is specified on the Miscellaneous tab of Project Table Maintenance.

Method P provides the most exact results, but only for projects where managers keep the percent complete data up to date. Where managers cannot or do not take the time to update percent completes, using estimated multipliers (method M) provides a more approximate alternative.

In the typical case, you use the Percent Complete + JTD Reimbursable Expense revenue method (Revenue Method P) for lump sum contracts. Some firms also allow the method on time-based contracts with an upset limit.

Relevant Reports

 Notes

 Related Topics


Hierarchy for Using Revenue Method P

The hierarchy for determining the percent complete to use for Revenue Method P is as follows:

1.	If an overall percent complete is entered on the Miscellaneous tab of Project Table Maintenance, the revenue generation program will use that percentage.

2.	If not, revenue generation will look to the Billing side of the Project Budget Worksheet and use the system-calculated percent complete.

3.	If a billing budget does not exist, revenue generation will look to the Cost side of the Project Budget Worksheet and use the system-calculated percent complete (only if billing rates are not enabled).


Revenue Method W

If the Revenue Method is W, Advantage recognizes revenue as job-to-date billings plus work-in-progress at billing rates. Method W allows you to recognize revenue based on both billed amounts (Method B) plus labor and expense amounts as-yet unbilled (that is, work in progress). You must have the Advantage Billing application installed to use this method.

If you use Revenue Method W with projects that are not billed as Time and Materials (in other words, projects set up with labor and expense billing terms), you can select the Use project reporting default billing terms for WIP @ Billing Calculations option. These terms may be reviewed by selecting Utilities, Setup Table Maintenance, Billing, Project Reporting Default Terms from the Advantage main menu. If you enable this feature, Revenue Generation calculates work in progress by looking in the project-specific billing terms for expenses and labor. If none exist, it uses the billing terms established under the Project Reporting defaults for <Regular> projects.

Effect of Journal Entries

Advantage includes journal entries to revenue accounts in its calculation of job-to-date billings if you have selected the Update project billing amount when adjusting revenue option on the Journal Entry Data Entry form.

When the journal entry is generated automatically by the labor cross-charge feature in Profit Center Reporting, Advantage selects the Update project billing amount when adjusting revenue field automatically.

Example

Relevant Reports

 Notes

 Related Topics


Using Journal Entries with Billing-Based Revenue Methods

Special considerations apply when:

•	A project uses revenue methods B or W, or any user-defined revenue methods that are based on job-to-date billings, and

•	You are posting a journal entry that references that project and a revenue account.

For purposes of revenue generation, you want the adjustment to revenue to be included in the calculation of the project’s job-to-date billings and, therefore, in the calculation of the project’s revenue. This situation arises, for example, when you use a journal entry to record miscellaneous revenue for a project, when no invoice is associated with the revenue.

To make sure that revenue is calculated correctly in this situation, you must select the Update project billing amount when adjusting revenue field on the Journal Entry Data Entry form. Selecting this field ensures that the journal entry amount will be included in job-to-date billings.

With Labor Cross-Charge Feature

Another situation in which you use a journal entry to record revenue is when you use the labor cross-charge feature of Profit Center Reporting to transfer revenue from one profit center to another. You want the transferred revenue to be considered part of job-to-date billings for the "cross-charge" project for the purpose of revenue generation.

In this situation, Advantage automatically selects the Update project billing amount when adjusting revenue field when it generates journal entries to record revenue cross-charges.

  Related Topics


User-Defined Revenue Methods

If you do not wish to use any of the Advantage revenue methods already defined, you can add your own revenue method to Advantage by building an equation in Revenue Method Table Maintenance

You define your revenue method by selecting from the list of available fields and operators. As you add each field and operator to the equation, Revenue Method Table Maintenance verifies that the equation will evaluate correctly. You can create as many as thirty user-defined methods.

In addition to the above fields and operators, you can specify that a formula, or part of a formula, be Subject to a Maximum. Subject to a Maximum applies to the part of the equation, which precedes this selection. You can choose this option only when a formula is in a valid state (i.e. it is currently a valid equation), and it may only be used once per method. During the Revenue Generation process, a calculation specified with Subject to a Maximum limits the calculation of revenue by the amount entered in the specific project’s Compensation field. If the Compensation amount for the project is blank or zero, there will be no maximum for the calculation.

You can create methods, which are the Greater Of or Lesser Of two previously defined methods. When selecting either of these options, you must select two existing methods. The resulting method calculates JTD revenue as either the greater or lesser amount of these two methods. No additional entries can be made when using the Greater Of or Lesser Of options except for Subject to a Maximum.

 Note

 Related Topics


Adding a User-Defined Revenue Method

To add a user-defined revenue method:

1.	Select Utilities, Setup Table Maintenance, Revenue Methods from the Advantage main menu. Advantage displays the Revenue Methods form.

2.	Click on the Add button to create a new revenue method.

3.	Complete the fields on the Revenue Methods Maintenance form, referring to the context-sensitive help on the form.

a.	Enter a (single alphanumeric character) code for the user-defined revenue method. You cannot use a code already assigned to an existing revenue method.

b.	Enter a description for the revenue method.

c.	Select the first field to include in your custom revenue method equation. You can include up to 30 operands/operators in a custom revenue method.

For descriptions of the available fields, see the topic titled Custom Revenue Method Data Field Descriptions.

d.	Select each component and click on the Add button (or Remove if you wish to change the component). Advantage then displays the equation component in the User Definition area of the screen.

e.	If your revenue definition contains more than one data field, before selecting additional fields, you must insert an operator. Click on an operator from the Operators window. You can include up to 30 operands/operators in a custom revenue method.

For descriptions of all available operators, see the topic titled Custom Revenue Method Operators.

f.	Select a data field from the Data Fields window.

4.	Click on the Save button to save the custom revenue definition.

5.	Click on the Close button to return to the Revenue Methods form.

6.	Click on the Close button again to return to the Advantage main menu.

 Related Topics


Custom Revenue Method Data Field Descriptions

Advantage Data Field	Description
Cur Billings YTD Billings JTD Billings	Total billings for the project/task for the current, year-to-date, or job-to-date period. Billing amounts include any journal entries made to revenue accounts that are marked Update project billing amount when adjusting revenue.
Cur Fee Billings YTD Fee Billings JTD Fee Billings	Total Fee billings for the project/task for the current, year-to-date, or job-to-date period. Billing amounts include any journal entries made to revenue accounts that are marked Update project billing amount when adjusting revenue.
Cur Cons Billings YTD Cons Billings JTD Cons Billings	Total Consultant billings for the project/task for the current, year-to-date, or job-to-date period.  Billing amounts include any journal entries made to revenue accounts that are marked Update project billing amount when adjusting revenue.
Cur Reimb Billings YTD Reimb Billings JTD Reimb Billings	Total Reimbursable billings for the project/task for the current, year-to-date, or job-to-date period.  Billing amounts include any journal entries made to revenue accounts that are marked Update project billing amount when adjusting revenue.
Cur Other Billings YTD Other Billings JTD Other Billings	Total Other billings for the project/task for the current, year-to-date, or job-to-date period. Billing amounts include any journal entries made to revenue accounts that are marked Update project billing amount when adjusting revenue.
Cur Interest Received YTD Interest Received JTD Interest Received	Total interest charges billed and received for the project/task for the current, year-to-date, or job-to-date period.
Cur Receipts YTD Receipts JTD Receipts	Total Receipts for the project/task for the current, year-to-date, or job-to-date period.
Prior Yr JTD Revenue Prior Pd JTD Revenue YTD Revenue JTD Revenue	The total amount of revenue recognized for the project/task for: • Prior Year JTD - job-to-date revenue as of last year • Prior Period JTD - job-to-date revenue as of last period • YTD - year-to-date revenue • JTD - job-to-date revenue
Cur Direct Exp @Cost YTD Direct Exp @Cost JTD Direct Exp @Cost	Direct expense amounts (at cost rates) charged to the project/task for the current, year-to-date, or job-to-date period.
Cur Direct Exp @Billing YTD Direct Exp @Billing JTD Direct Exp @Billing	Direct expense amounts (at billing rates) charged to the project/task for the current, year-to-date, or job-to-date period.
Cur Reimb Exp @Cost YTD Reimb Exp @Cost JTD Reimb Exp @Cost	Reimbursable expense amounts (at cost rates) charged to the project/task for the current, year-to-date, or job-to-date period.  Note that reimbursable expenses include both reimbursable consultant and reimbursable other amounts.
Cur Reimb Exp @Billing YTD Reimb Exp @Billing JTD Reimb Exp @Billing	Reimbursable expense amounts (at billing rates) charged to the project/task for the current, year-to-date, or job-to-date period.  Note that reimbursable expenses include both reimbursable consultant and reimbursable other amounts.
Cur Direct Cons @Cost YTD Direct Cons @Cost JTD Direct Cons @Cost	Direct consultant amounts (at cost rates) charged to the project/task for the current, year-to-date, or job-to-date period.
Cur Direct Cons @Billing YTD Direct Cons @Billing JTD Direct Cons @Billing	Direct consultant amounts (at billing rates) charged to the project/task for the current, year-to-date, or job-to-date period.
Cur Direct Other @Cost YTD Direct Other @Cost JTD Direct Other @Cost	Direct other amounts (at cost rates) charged to the project/task for the current, year-to-date, or job-to-date period.
Cur Direct Other @Billing YTD Direct Other @Billing JTD Direct Other @Billing	Direct other amounts (at billing rates) charged to the project/task for the current, year-to-date, or job-to-date period.
Cur Reimb Cons @Cost YTD Reimb Cons @Cost JTD Reimb Cons @Cost	Reimbursable consultant amounts (at cost rates) charged to the project/task for the current, year-to-date, or job-to-date period.
Cur Reimb Cons @Billing YTD Reimb Cons @Billing JTD Reimb Cons @Billing	Reimbursable consultant amounts (at billing rates) charged to the project/task for the current, year-to-date, or job-to-date period.
Cur Reimb Other @Cost YTD Reimb Other @Cost JTD Reimb Other @Cost	Reimbursable other amounts (at cost rates) charged to the project/task for the current, year-to-date, or job-to-date period.
Cur Reimb Other @Billing YTD Reimb Other @Billing JTD Reimb Other @Billing	Reimbursable other amounts (at billing rates) charged to the project/task for the current, year-to-date, or job-to-date period.
Cur Direct Labor @Cost YTD Direct Labor @Cost JTD Direct Labor @Cost	Labor amounts (at cost rates) charged to the project/task for the current, year-to-date, or job-to-date period.
Cur Direct Labor @Billing YTD Direct Labor @Billing JTD Direct Labor @Billing	Labor amounts (at billing rates) charged to the project/task for the current, year-to-date, or job-to-date period.
Cur Total Cost YTD Total Cost JTD Total Cost	Total cost of the project/task’s direct labor, direct expenses, reimbursable expenses, units, and overhead for the current, year-to-date, or job-to-date period.
Budgeted Labor @ Cost	Labor - cost rate budget for the project/task.
Budgeted Labor @ Billing	Labor - billing rate budget for the project/task.
Budgeted Directs @Cost	Direct expenses - cost rate budget for the project/task.
Budgeted Directs @Billing	Direct expenses - billing rate budget for the project/task.
Budgeted Reimb @Cost	Reimbursable expenses - cost rate budget for the project/task.
Budgeted Reimb @Billing	Reimbursable expenses - billing rate budget for the project/task.
Budgeted Reimb @Billing	Reimbursable expenses - billing rate budget for the project/task.
Budgeted Direct Cons @Cost	Direct consultant expenses - cost rate budget for the project/task.
Budgeted Direct Other @Cost	Direct other expenses - cost rate budget for the project/task.
Budgeted Direct Cons @Billing	Direct consultant expenses - billing rate budget for the project/task.
Budgeted Direct Other @Billing	Direct other expenses - billing rate budget for the project/task.
Budgeted Reimb Cons @Cost	Reimbursable consultant expenses - cost rate budget for the project/task.
Budgeted Reimb Other @Cost	Reimbursable other expenses - cost rate budget for the project/task.
Budgeted Reimb Cons @Billing	Reimbursable consultant expenses - billing rate budget for the project/task.
Budgeted Reimb Other @Billing	Reimbursable other expenses - billing rate budget for the project/task.
Budget Overhead Rate	Budgeted overhead rate for the project/task.
Labor Estimate-to-Complete	Labor estimate-to-complete amounts as entered on the Project Budget Worksheet.
Direct Exp Estimate-to-Complete	Estimate-to-complete amounts for direct expense accounts as entered on the Project Budget Worksheet.
Reimb Exp Estimate-to-Complete	Estimate-to-complete amounts for reimbursable expense accounts as entered on the Project Budget Worksheet.
Labor Estimate-at-Completion	Labor estimate-at-completion amounts as entered on the Project Budget Worksheet.
Direct Exp Estimate-at-Completion	Estimate-at-completion amounts for direct expense accounts as entered on the Project Budget Worksheet.
Reimb Exp Estimate-at-Completion	Estimate-at-completion amounts for reimbursable expense accounts as entered on the Project Budget Worksheet.
Work-in-progress @Cost	Dollar amount of the project/task’s unbilled work-in-progress at cost rates.
Work-in-progress @Billing	Dollar amount of the project/task’s unbilled work-in-progress at billing rates.
WIP @Cost (incl. Held)	Dollar amount of the project/task’s unbilled work-in-progress, including held time, at cost rates.
WIP @Billing (incl. Held)	Dollar amount of the project/task’s unbilled work-in-progress, including held time, at billing rates.
WIP @Billing (incl. Add-ons)	Dollar amount of the project/task’s unbilled work-in-progress, including add-ons, at billing rates.
WIP @Billing (incl. Held and Add-ons)	Dollar amount of the project/task’s unbilled work-in-progress, including held time and add-ons, at billing rates.
Percent Complete	The overall percent complete, based on the standard percent complete hierarchy. This percentage is based on billing budgets if the report at billing rates feature is enabled in System Setup Maintenance. If the feature is not enabled, the percentage is based on cost rates.
Percent Complete @ Cost	The overall percent complete, based on the standard percent complete hierarchy. This percentage is based on cost rates even if the report at billing rates feature is enabled in System Setup Maintenance.
Percent Complete (Lab/OH/Dir)	The total percent complete for labor, overhead, and direct expenses, but not for reimbursables, based on the standard percent complete hierarchy. This percentage is based on billing budgets if the report at billing rates feature is enabled in System Setup Maintenance. If the feature is not enabled, the percentage is based on cost rates.
Percent Complete (Lab/OH/Dir) @ Cost	The total percent complete for labor, overhead, and direct expenses, but not for reimbursables, based on the standard percent complete hierarchy. This percentage is based on cost rates even if the report at billing rates feature is enabled in System Setup Maintenance.
Labor Percent Complete	The labor percent complete, based on the standard percent complete hierarchy. This percentage is based on billing budgets if the report at billing rates feature is enabled in System Setup Maintenance. If the feature is not enabled, the percentage is based on cost rates.
Labor Percent Complete @ Cost	The labor percent complete, based on the standard percent complete hierarchy. This percentage is based on cost rates even if the report at billing rates feature is enabled in System Setup Maintenance.
Expense Percent Complete	The percent complete for all expenses, both direct and indirect, based on the standard percent complete hierarchy. This percentage is based on billing budgets if the report at billing rates feature is enabled in System Setup Maintenance. If the feature is not enabled, the percentage is based on cost rates.
Expense Percent Complete @ Cost	The percent complete for all expenses, both direct and indirect, based on the standard percent complete hierarchy. This percentage is based on cost rates even if the report at billing rates feature is enabled in System Setup Maintenance.
Expense Percent Complete (Dir)	The percent complete for direct expenses only, based on the standard percent complete hierarchy. This percentage is based on billing budgets if the report at billing rates feature is enabled in System Setup Maintenance. If the feature is not enabled, the percentage is based on cost rates.
Expense Percent Complete (Dir) @ Cost	The percent complete for direct expenses only, based on the standard percent complete hierarchy. This percentage is based on cost rates even if the report at billing rates feature is enabled in System Setup Maintenance.
Expense Percent Complete (Dir Cons)	The percent complete for direct consultant expenses only, based on the standard percent complete hierarchy. This percentage is based on billing budgets if the report at billing rates feature is enabled in System Setup Maintenance. If the feature is not enabled, the percentage is based on cost rates.
Expense Percent Complete (Dir Cons) @ Cost	The percent complete for direct consultant expenses only, based on the standard percent complete hierarchy. This percentage is based on cost rates even if the report at billing rates feature is enabled in System Setup Maintenance.
Compensation	The project/task’s compensation amount specified in Project Table Maintenance.
Reimb Allowance	The project/task’s reimbursable allowance amount specified in Project Table Maintenance.
Consultant Fee	The project/task’s consultant fee amount specified in Project Table Maintenance.
User specified Amount	Amount entered in the Multiplier/Amount field of Project Table Maintenance.
Numeric project sort/select fields	All user-defined numeric project sort/select codes as defined in Sort/Select Setup Maintenance are available for selection.


Custom Revenue Method Operators

Operator	Description
	Inserts an addition sign into your custom revenue equation. Advantage will add together the two values bordering this operator.
	Inserts a subtraction sign into your custom revenue equation. Advantage will take the difference between the two values bordering this operator.
	Inserts a multiplication sign into your custom revenue equation. Advantage will multiply together the two values bordering this operator.
	Inserts a division sign into your custom revenue equation. Advantage will divide the two values bordering this operator.
	Inserts left and right parenthesis signs into your custom revenue equation. Advantage looks at the values between the left and right parenthesis, and performs the calculation. It then applies this amount to the rest of the equation.
	Applies a ceiling value, putting a maximum on the preceding value in the equation. It accrues revenue up to the compensation amount specified in Project Table Maintenance, unless Compensation is zero, in which case there is no maximum. Advantage applies the Subject to Max operator to the entire portion of the equation that precedes it, whether or not there are parentheses. The following equations produce the same result: JTD Billings + JTD Direct Expenses @ Cost [Subject to Max] (JTD Billings + JTD Direct Expenses @ Cost) [Subject to Max] If you want to apply the Subject to Max operator to direct expenses only, build the equation as follows: JTD Direct Expenses @ Cost [Subject to Max] + JTD Billings
	Takes the greater value of the methods bordering this operator. When you click on this button, an additional form appears where you can specify the two methods to use in this equation.
	Takes the lesser value of the methods bordering this operator. When you click on this button, an additional form appears where you can specify the two methods to use in this equation.


Modifying a User-Defined Revenue Method

To modify a user-defined revenue method:

1.	Select Utilities, Setup Table Maintenance, Revenue Methods from the Advantage main menu. Advantage displays the Revenue Methods form.

2.	Select the revenue method to modify in the User-defined Revenue Methods box.

3.	Click on the Modify button to modify the selected revenue method. Advantage displays the Modify Revenue Method form.

4.	Modify the revenue method as desired by completing the fields on the Revenue Methods form, referring to the context-sensitive help on the form.

5.	Click on the Save button to save the changes to the revenue method. Advantage returns you to the main Revenue Methods form.

6.	Click on the Close button to exit Revenue Methods setup and return to the Advantage main menu.

 Note


Deleting a User-Defined Revenue Method

When you attempt to delete a user-defined revenue method, the program checks the Project table to see if that method is currently assigned to any projects. If the method is found in the Project table, the program prompts you to choose another method for assignment to those projects so that the deletion can be performed.

To delete a user-defined revenue method:

1.	Select Utilities, Setup Table Maintenance, Revenue Methods from the Advantage main menu. Advantage displays the Revenue Methods form.

2.	Select the revenue method to modify in the User-defined Revenue Methods box.

3.	Click on the Delete button. Advantage displays the following message:

Delete <revenue method name>?

4.	Click on the Yes button to delete the revenue method. Advantage removes the user-defined revenue method from your system and returns you to the Revenue Methods form.

5.	Click on the Close button to exit Revenue Methods Setup and return to the Advantage main menu.

 Note


Specifying Revenue Methods Based On Contract Type

In order to select the appropriate revenue method, it is important to consider the terms of each type of contract.

Percentage of Construction Cost Contracts

Contract Type	Revenue Methods
	B	M	N	P	R	W	User-Defined
Time and Materials without an Upset Limit
Time and Materials with an Upset Limit
Cost Plus Fixed Fee
Lump Sum or Fixed Fee
Percentage Completed


The Revenue Generation Process


How Advantage Calculates Revenue

Advantage calculates revenue for projects and tasks when you run the Revenue Generation program. The Revenue Generation program always calculates revenue on a job-to-date basis and then updates current and year-to-date revenue information.

In brief, the Revenue Generation program calculates:

•	Job-to-date revenue according to the revenue method that you specify in Project Table Maintenance.

•	Current period revenue by subtracting the project's or task's prior period job-to-date revenue from the current period's job-to-date revenue.


The Revenue Generation Program

You access the Revenue Generation program from the Processing Menu. The Revenue Generation program is a Advantage program that lets you calculate:

•	Job-to-date revenue according to the revenue method that you specified in Project File Maintenance.

•	Current period revenue by subtracting the project's or task's prior job-to-date revenue from the newly calculated job-to-date revenue.

The Revenue Generation program calculates revenue on a project-by-project (or task-by-task) basis according to the revenue method that you assign to each project and large task.

The Revenue Generation Method is a field on the Project Table Maintenance screen. You enter the code that identifies the revenue method to be used to generate revenue for the project. You also can enter a multiplier, percent complete, or specific amount for revenue generation in the Multiplier/Amount field.

You access the Advantage revenue method as well as define additional revenue methods through Revenue Method Table Maintenance.


Calculating Unbilled Services

When you select a revenue method other than JTD Billings, Advantage tracks the difference between revenue and billings for that project. Advantage calculates this difference, known as unbilled services, according to the following equation:

Unbilled Services = JTD Earned Revenue – JTD Total Billings

The amount of unbilled services increase as revenue is recognized and decreases as you post invoices. Unbilled services represent revenue that your firm has earned but has not yet been billed. On Time and Materials or labor-based contracts, unbilled services often represent the normal lag time in sending out bills. Some contracts allow billing when you have reached a specific milestone in the project. Unbilled services can represent several months work on these contracts. Certain lump sum contracts that are billed by phase can fall into this category.

Certain contracts allow for accelerated billing in the early phases of work. On these contracts, unbilled services is negative to indicate that you have billed in advance of completing the work.

You can see unbilled services on the Office Earnings Report.

Advantage accumulates unbilled services on the Balance Sheet in the Unbilled Services account (121.00 in the Advantage standard chart of accounts). The Unbilled Services account holds job-to-date unbilled revenue for all projects. This is also called Work-in-Progress. The balance in this account is equal to the total Unbilled Services amount shown at the bottom of the Office Earnings Report.

After you run the Revenue Generation program and post the journal entry file, Advantage posts unbilled revenue for the current fiscal year to the Unbilled Revenue account (402.00 in the Advantage chart of accounts). The unbilled revenue appears on the Income Statement.


Preparing to Run Revenue Generation

Before you run the Revenue Generation program, you should verify that you entered all of the following project information if required by the revenue method:

•	A multiplier, user-specified amount, or percent complete in the Multiplier/Amount field in Project Table Maintenance

•	A compensation amount in Project Table Maintenance

•	Budgets in Project Budget and Percent Complete Worksheet

You should also:

•	Run Overhead Allocation before running the Revenue Generation program. If you do not run Overhead Allocation, it can affect the amount of revenue recognized on a project that employs a user-defined revenue method employing total cost as part of its calculation

•	Post any outstanding transaction files so that revenue generation is based on current amounts. In other words, certain revenue methods depend on up-to-date postings for invoices, receipts, labor percent completes, expense percent completes, and billings.


Running Revenue Generation

You should run Revenue Generation at least once a month. Usually, you would run Revenue Generation just before printing and distributing financial reports at the end of the accounting period. You can run the Revenue Generation program more frequently if you want to produce reports accurately reflecting transactions and events occurring during the month.

To run the Revenue Generation program:

1.	Run Overhead Allocation. To do this, select Processing, Overhead Allocation from the Advantage main menu. Advantage opens the Overhead Allocation form.

If you need to run Overhead Allocation in several open periods, use the Close Period routine. This routine lets you run overhead in many periods without having to go into a prior period.

2.	Click on the Run Overhead button. Advantage runs overhead allocation for the current period. This step is necessary if you are using a user-defined revenue method that uses total cost (that includes overhead).

3.	Select Processing, Revenue Generation from the Advantage main menu. Advantage opens the Revenue General form.

If you are using revenue method W, determine whether or not to use project reporting default terms for WIP @ Billing calculations.

If desired, select the option to Post revenue as it is generated. Click here for the steps to perform when using this feature.

4.	Set up selection criteria to limit the number of projects that revenue generation will process.

5.	Click on the Run button to run revenue generation for your projects immediately from your workstation. Or, click on the Submit button to offload the revenue generation processing to a process server (if the feature is enabled) and free up your workstation.

Revenue Generation performs the following steps:

•	Calculates job-to-date revenue according to the project's or task's revenue method.

•	Calculates current period revenue by subtracting the project's or task's existing revenue from the newly-calculated job-to-date revenue.

•	Produces the Revenue Generation Journal Entry (RevGen) file, which contains the amounts and accounts to be debited or credited for the newly-calculated revenue information.

•	Produces the Revenue Generation Transaction List and Posting Log. The Transaction List lets you review the revenue distributed to projects prior to posting and the Posting Log shows you the project revenue after posting the RevGen file.

After the revenue generation processing is complete:

1.	Review the Revenue Generation Transaction List and ensure that revenue was distributed to your projects as expected. To run this report, select Reporting, Transaction Lists, Revenue Generation from the Advantage main menu.

2.	If you find errors or inconsistencies in the Revenue Generation Transaction List, open the Journal Entry file created by the Revenue Generation program (RevGen) and make any desired changes.

3.	Post the RevGen journal entry file. To post a journal entry file, select Processing, Transaction Posting, Journal Entries from the Advantage main menu. Then, select the file named RevGen and click on the Post button.

4.	Review the Posting Log generated by the posting, if printed.

 Related Topics


Running Revenue Generation and Posting the RevGen File at the Same Time

You should run Revenue Generation at least once a month. Usually, you would run Revenue Generation just before printing and distributing financial reports at the end of the accounting period. You can run the Revenue Generation program more frequently if you want to produce reports accurately reflecting transactions and events occurring during the month.

To run Revenue Generation and post the RevGen file at the same time:

1.	Select Processing, Overhead Allocation from the Advantage main menu to run Overhead Allocation. Advantage opens the Overhead Allocation form.

If you need to run Overhead Allocation in several open periods, use the Close Period routine. This routine lets you run overhead in many periods without having to go into a prior period.

2.	Click on the Run Overhead button. Advantage runs overhead allocation for the current period. This step is necessary if you are using a user-defined revenue method that uses total cost (that includes overhead).

3.	Select Processing, Revenue Generation from the Advantage main menu. Advantage opens the Revenue General form.

4.	Select the Use project reporting default terms for WIP @ Billing calculations, if you are using revenue method W.

5.	Select the Post revenue as it is generated option to automatically post the RevGen journal entry file after processing revenue generation.

6.	Set up selection criteria to limit the number of projects that revenue generation will process.

7.	Click on the Post button to run revenue generation for your projects immediately from your workstation. Or, click on the Submit button to offload the revenue generation processing to a process server (if the feature is enabled) and free up your workstation.

Revenue Generation performs the following steps:

•	Calculates job-to-date revenue according to the project's or task's revenue method.

•	Calculates current period revenue by subtracting the project's or task's existing revenue from the newly-calculated job-to-date revenue.

•	Produces the Revenue Generation Journal Entry (RevGen) file, which contains the amounts and accounts to be debited or credited for the newly-calculated revenue information.

•	Produces the Revenue Generation Posting Log. This log shows you the project revenue after posting the RevGen file.

8.	Review the Posting Log generated automatically after the revenue generation processing is complete, if printed.

 Related Topics


Setting Up Selection Criteria for Revenue Generation

The Selection tab offers you complete flexibility when setting up selection criteria for Revenue Generation processing. On this tab, you can decide which profit center levels and/or sort/select codes to use when selecting projects. Some of the benefits of this type of selection are:

•	You can set up multiple types of selection criteria for the same profit center level or sort/select code. For example, assume you have a custom sort/select field, Contract Date, defined for your project, and you want to view all projects whose contract date is between 2/28/97 and 3/31/98. If you put the selection criteria, >02/28/97;<03/31/98, on one line, you are setting up an ‘or’ type relationship. Since all contracts were dated after 2/28/97 or before 3/31/98, you would retrieve all projects in your database.

Set up this selection criteria as follows:

By entering the selection criteria on two separate lines, you are setting up an ‘and’ type relationship. In other words, the system will retrieve all projects with contract dates after 02/28/97 and before 03/31/98.

•	You can specify up to nine custom selection criteria values (depending on the number of fixed selection options) based on your profit center levels (if Profit Center Reporting is installed) or your sort/select codes (set up in Sort/Select Setup Maintenance). This feature is especially useful for your project sort/select codes, since you can define up to 30 custom sort/select codes for your projects.

•	You can select multiple values for each selection criteria established.

The Selection tab is divided into three sections:

 Selection Criteria

 Profit Center and Sort/Selects

 Specific Key Field Selection

See also Specifying Selection Values.

 Notes


Specific Key Field Selection Section

You can select to print the report for a specific project using the Selection tab located within the reporting routines.

To do this, select the specific project number in the Project field on the Selection tab of the Revenue Generation form.

Another method to run the report for one specific value is detailed below:

1.	Click on the Select Specific Projects button on the Selection tab of the Revenue Generation form. The system displays a list of available projects.

If you have other selection criteria entered on the Selection tab, the system only displays a list of projects that match all of the selection criteria.

If no other selection criteria is entered on the Selection tab, the system displays a list of all available projects in your database.

2.	Select the desired project from the list.

3.	Click on the OK button to return to the reporting form. The system displays "1 Project Selected" on the Select Specific Projects button.

The text on this button appears in red so that it stands out. Prior to running revenue generation, you should verify that the correct project is selected.

4.	Run the report, define options for the report, or continue to enter additional selection criteria.

 Notes

 Related Topics


Selection Criteria Section

This section contains the fixed selection criteria available to you on the Selection tab of the Revenue Generation form:

Field	Description
Principal	Enter the principals for which to run the report.
Project Manager	Enter the project managers for which to run the report.
Client	Enter the clients for which to run the report.
Type	Enter the project types for which to run the report.
Status	Enter the appropriate statuses for which to run the report.
 Notes


Specifying Selection Values

Once you determine the selection criteria you will be using for revenue generation processing, your next step is to select the values to associate with the selection criteria. You can select as many values from a lookup as desired. Remember if you are specifying the values in the same selection criteria field, you are setting up an ‘or’ relationship. In other words the system retrieves all items that match at least one of the selection criteria for the field.

You access available selection values for a field by clicking on the Find button ( [image]). The system displays a window with the available values for that field.

Use the following table when selecting the values to include in the selection criteria for the report:

To select one value	Highlight the desired value and click on the Select button. Or, double-click on the desired value.
To select multiple, sequential values	Hold down the <Shift> key and click on the first and last value in the range.  Or, hold down the left mouse button and drag the mouse over the desired values to include. When all desired values are selected, click on the Select button.
To select multiple, non-sequential values	Hold down the <Ctrl> key and click on each individual value to include. When all desired values are selected, click on the Select button. Or, double-click on each individual value you want to include.
 Notes

 Related Topics


Viewing all Selection Values for a Field

There may be times when you enter so many values for a selection field that you cannot see them on the screens. If you enter multiple fields and you cannot see all of your entries in the Selection Criteria field, double-click in the field. When you do this, the field expands to display all values associated with that selection field.

The system only expands the field if there are more than 50 characters in the selection criteria field. Otherwise, you can scroll to the left or right to see all selected values.

 Related Topics


Deleting Selection Values

To delete a value in a selection field:

1.	In the selection field, place your cursor on the value to delete.

2.	Click on the <Backspace> or <Delete> key on your keyboard. Advantage automatically deletes the value in the selection criteria field.

If you are deleting a value entered in a sort/select code (as defined in Sort/Select Setup Maintenance), the value will not automatically delete when you place your cursor on the value. You will need to highlight the value and delete each character.

To delete all the values for a specific selection criteria field, click on the Clear All button, [image].

 Related Topics


Profit Center and Sort Selects Section

The Profit Center and Sort/Selects sections of the Revenue Generation selection form contains a customizable list of fields that you can define based on the number of profit center levels (if Profit Center Reporting is installed) and sort/select codes (as defined in Sort/Select Setup Maintenance) established in your firm.

In this section, you can define up to nine different selection criteria fields and values. Choosing the values for which to select projects for revenue generation functions differently in this section of the form, as follows:

Profit Centers

If you are choosing a value for a specific profit center level, click on the Find ( [image]) button. The system displays a lookup of the available values for that level. This functions similarly to the Selection Criteria section of this form. See also Specifying Selection Values for Profit Center Fields.

Text Select Fields

If you are choosing a value for a text sort/select field, click on the Find ( [image]) button. The system displays a lookup of all values entered for this select code. This lookup includes values entered through Sort/Select Lists Maintenance, as well as, in the table maintenance routine for this sort/select code. See also Specifying Selection Values for Text Fields.

Numeric Select Fields

If you are choosing a value for a numeric sort/select field, you cannot click on the Find ( [image]) button. Instead, you must enter the desired numeric values for this field. See also Specifying Selection Values for Numeric Fields.

Date Select Fields

If you are choosing a value for a date sort/select field, click on the Find ( [image]) button. The system displays a calendar lookup where you can select a specific date. You can also manually enter a date or a range of dates. See also Specifying Selection Values for Date Fields.

 Notes


Specifying Selection Values for Text Fields

If the project sort/select field is a text field, click on the Find ( [image]) button and receive a lookup of all list values in Sort/Select Lists Maintenance.


Specifying Selection Values for Numeric Fields

If the project sort/select field is a numeric field, you cannot use the Find ( [image]) button to obtain values. Instead, you must enter specific values or ranges of values, as follows:

•	To enter a specific value, enter the value in the field.

•	To enter multiple values, enter the values in the field separated by a semicolon (;). If you put the values in the same field (as in the example below) the system sets up an ‘or’ relationship. In this case, it would retrieve all projects with 100,000, 250000, or 450000 specified at the Orig. Contract Value field in Project Table Maintenance.

This example would be entered as follows:

To specify a range of numeric values:

1.	Set up an ‘and’ relationship. By placing the values in separate fields, you are setting up an ‘and’ relationship.

2.	Use the < and > characters to define the range of acceptable values for the field. For example, assume you want to select projects with any value between 100,000 and 450,000.

You would set up the following:

 Note


Specifying Selection Values for Date Fields

If the project sort/select field is a date field, you can use the Find ( [image]) button to obtain the calendar lookup, as follows:

•	To enter a specific date, enter the date in this field or select the date from the calendar lookup.

•	To enter multiple dates, enter the dates in the field separated by a semicolon (;). If you put the dates in the same field (as in the example below) the system sets up an ‘or’ relationship. In this case, it would retrieve all projects with a contract date of 2/15/97, 3/18/97, 6/15/97, 12/15/97, 2/1/98, or 3/31/98 specified at the Contract Date field in Project Table Maintenance.

This example would be entered as follows:

To specify a range of dates:

1.	Set up an ‘and’ relationship. By placing the values in separate fields, you are setting up an ‘and’ relationship.

2.	Use the < and > characters to define the range of acceptable values for the field. For example, assume you want to select projects with any value between 2/15/97 and 3/31/98. You would set up the following:

 Note


Selecting Specific Projects Based on All Other Selection Criteria

You can further limit the number of projects that revenue generation will process using the Selection tab of Revenue Generation form. The Select Specific Projects button at the bottom of the form lets you perform the following types of key field selection:

Select a list of projects from a list.

Select a list of projects with similar characteristics based on a wild card value.


Selecting a List of Projects

To select a list of projects:

1.	Click on the Select Specific Projects button on the Selection tab of the Revenue Generation form. The system displays a list of available projects (depending on which reporting routine is selected).

If you have other selection criteria entered on the Selection tab, the system only displays a list of projects that match all of the selection criteria.

If no other selection criteria is entered on the Selection tab, the system displays a list of all available projects in your database.

2.	Select the desired projects from the list.

3.	Click on the OK button to return to the Revenue Generation form. The system displays the number of projects selected on the Select Specific Projects button.

The text on this button appears in red so that it stands out. Prior to running Revenue Generation, you should verify that the correct projects are selected.

4.	Run Revenue Generation, or continue to enter additional selection criteria.


Entering a Wild Card Value to Select a Group of Projects

When you are selecting the desired projects to include in Revenue Generation processing, you can use wild card values. To do this, enter the wild card string in the Project field at the top of the Selection tab of the Revenue Generation form.

Use the following examples to help you determine how to enter the desired wildcard:

Example	Retrieves the following values
*	All projects in your database.
*8*	All projects with an 8 specified in the project number. The "8" cannot be the first or last character in the number.
98*	All projects that begin with "98".
*2	All projects that end with the number "2".


Clearing Selection Criteria

You can remove all of the selection criteria for a field by clicking on the Clear button, [image], next to the desired selection field.

Additional ways in which you can clear selection criteria are as follows:

•	In the Selection field, click on the <Backspace> key until all values have been cleared, or highlight the desired values and click on the <Backspace> or <Delete> key.

•	Click on the Clear Selected <key field> button to remove all selected projects.


The Revenue Generation File (RevGen)

Running Revenue Generation automatically produces the Revenue Generation accrual-based Journal Entry (RevGen) file. This file is a journal entry file that you must post in order for the revenue accrual to be reflected in the Advantage database. Prior to posting this file you should print and review it, along with the Revenue Generation Transaction List.


Reviewing the RevGen File

To review the RevGen file and see how posting this file affects accounts, see the topics under Advantage Posting for the steps involved in running a transaction list on a journal entry file.


Editing the RevGen File

Prior to posting the RevGen file, print the Journal Entry Transaction List for the file to view the projects, accounts, and amounts affected by running the Revenue Generation program.

This report itemizes the adjustments that will be made to the unbilled revenue and unbilled services accounts (401.00 and 121.00 respectively, in the Standard Chart of Accounts). If you do not want Advantage to make all of these adjustments, you can edit the amounts directly to the RevGen file using Journal Entries Data Entry.


Posting the RevGen File

To post the RevGen file, see the steps listed under Posting Journal Entries.

If you want to make adjustments in the RevGen file before posting, see Editing the RevGen File


Revenue Generation Transaction List

The Revenue Generation report lists the revenue method, prior job-to-date revenue, current revenue, and job-to-date revenue for each project listed in the Revenue Generation Journal Entry file. After you run Revenue Generation, you should review the report to verify revenue accrual amounts prior to posting the Revenue Generation Journal Entry file.

 Related Topics


Reviewing Revenue Method Selection

Advantage calculates revenue for each project/task based on the revenue method specified in Project Table Maintenance. For revenue generation to work properly, you must have the correct revenue method entered for each project. By default, Advantage sets up all projects using the same revenue method (B: JTD Billings), which may not be appropriate in all cases.

Choosing the Appropriate Revenue Method

Follow these steps to determine whether you are using the appropriate revenue method for each project:

1.	Before you run the monthly Revenue Generation program, print the Office Earnings Report.

2.	Review the Office Earnings Report, which shows the Total Billed, Unbilled Services, and Revenue totals per project. Review these amounts on your report.

4.	For each project, determine whether the revenue amounts are accurate for the type of contract. For example, lump sum contracts should typically have earnings based on percent complete; time and materials contracts are based on the JTD Billings plus Work In Progress @ Billing Rates revenue method. For time and materials contracts with an upset limit or not-to-exceed amount, you may prefer to accrue revenue on a percent complete basis.

5.	If the revenue amount is not correct for a project, determine what the correct revenue amount should be. Then, determine what revenue method would yield this correct amount. You can use any of the predefined Advantage revenue methods or create a user-defined revenue method.

You must then update Project Table Maintenance with the correct revenue method for each project/task.

 Related Topics


Troubleshooting Revenue Generation

JTD Billings (B) — If revenue is not equal to billings, the Revenue Generation program makes an adjustment entry to Unbilled Services and Unbilled Revenue for the difference between billings and revenue, forcing revenue to equal billings. If you do not want revenue adjusted to equal JTD Billings, then you must choose another method. You can use JTD Billings + User-Specified Amount, or use only the User-Specified Amount, assuming that is the adjustment to revenue that you want to carry forward. If there is a difference that is not actually billed, the difference could be due to adjustments you made to revenue not using invoices, but by entering the adjustments (such as write-offs) as journal entries.

JTD Billings + Work In Progress @ Billing Rates (W) —  The following discussion assumes that you have unbilled labor that you have not yet entered into Advantage (for example if you are new to Advantage, or have only recently installed Advantage).

If you are using a revenue method that includes unbilled amounts (WIP @ Billing Rates) but have not yet entered and posted the project labor, consultants, unit billings, and expenses, Advantage cannot calculate an accurate unbilled amount. Advantage uses the detail on the Unbilled Detail Report to calculate WIP. You can print this report to determine if all of your detail is there and correct.

You can use another revenue method, such as JTD Billings + Work In Progress @ Billing Rates + User-Specified Amount. However, once you have entered and posted all your project data or billed the specified amount, you must remember to subtract the sum from the user-specified amount in Project Table Maintenance as you bill off the unbilled amount. Once you have billed all your unbilled detail, you can then change the revenue method back to JTD Billings + Work In Progress @ Billing Rates.

You would use the JTD Billings + Work In Progress @ Billing Rates + User-Specified Amount in the following situations:

•	After posting unbilled amounts using a project financial (HP) history form:  Advantage does not include unbilled amounts posted through the project financial history (HP) forms in revenue method W’s Work in Progress @ Billing Rates amount.

•	If you are not using the Billing application and want to recognize unbilled services:  In this situation, you would always need to include the user-specified amount.

 Related Topics


Period-End Adjustments

At the end of each month, you should review the Revenue, Total Billed, and Unbilled Services amounts on the Office Earnings Report. If any amounts are incorrect, adjust them, referring to the instructions in the topics listed below:

Adjusting Revenue

Adjusting Billings

Writing Off Unbilled Revenue


Adjusting Incorrect Revenue Amounts

The Revenue Generation process is data-dependent. If you discover that a project's revenue is incorrect:

1.	Check the Revenue Method.

2.	Check the data that applies to the chosen method, such as multipliers, amounts, percent completes, unbilled labor, and expenses.

3.	Check that no items are left unposted. If there is a transaction file that has not been posted, such as invoices, Advantage cannot recognize those invoices as billed until they have been posted.


Adjusting Incorrect Billings

If your billings are incorrect, post positive or negative invoices to correct them. For further information on how to process invoices in Advantage, see Posting Invoices.


Writing Off Unbilled Revenue

If you need to write off revenue that you have recognized but not yet billed on a project recognizing revenue with revenue method N, you can use a journal entry to reclassify the unbilled revenue. This method reclassifies any revenue accrued but not yet billed.

In order to write off revenue on other contracts (contracts that do not use revenue method N), you can:

•	Change the revenue method

•	Change the amount in the multiplier

•	Change the percent field in Project Table Maintenance.

Any of these changes would be permanent. Any changes entered as journal entries would have to entered each month to adjust earnings.

 Related Topics


Changing Revenue Methods When JTD Revenue is Not Equal to JTD Billings

In situations where JTD Revenue is not equal to JTD Billings (such as when revenue has been adjusted without using invoices to make the adjustments), you can use the following revenue method.

Prior Pd JTD Revenue + Current Billings — This is a user-defined method that you can set up by following the steps described in the "User-defined Revenue Method" topic. You would use this revenue method when JTD Revenue is not equal to JTD Billings, and you want to maintain this difference, because this difference may be a legitimate adjustment, while increasing revenue by current billings.


Adjustments After Running Revenue Generation

When you run the Revenue Generation program, Advantage produces the Revenue Generation Accrual-based Journal Entry File (RevGen) and a Revenue Generation Transaction List. You should carefully review this Revenue Generation Transaction List before posting the RevGen file. If you determine that the amounts need adjusting, you should edit the RevGen file before posting. However, you should be aware of why you are making this change, since you may need to make the same adjustment the next time you run the Revenue Generation program.

In the situation where you have selected JTD Billings as your revenue method, and revenue is not equal to billings on your Office Earnings Report, an adjustment flows through current period revenue using accounts 402.00 and 121.00. You may want to offset the effect of this adjustment since you would have balances in accounts 121.00 and 402.00, consisting of previous adjustments made to revenue that do not affect Total Billed.

When you use method B, posting an adjustment to a project without using Invoice data entry, you will only affect project revenue — you will not affect project billings. Subsequently, when you run Revenue Generation again, Advantage will force revenue to equal billing and will not include any adjustment amounts (unless the adjustments were done through data entry).

Example:

Project status before adjustment & Revenue Generation:

Total Billed	Total Revenue	Unbilled Revenue
$1,000.00	$1,000.00	$0.00
Project status after adjustment (posting a $500 cash receipt directly to a revenue account):

Total Billed	Total Revenue	Unbilled Revenue
$1,000.00	$1,500.00	$500.00

By posting this adjustment you only affect the revenue amount (Unbilled revenue is calculated as the difference between total billed and total revenue).

Running Revenue Generation, using method B, after posting the adjustment:

Total Billed	Total Revenue	Unbilled Revenue
$1,000.00	$1,000.00	$0.00
In short, Revenue Generation forces revenue amounts to equal billed amounts (because you are using method B). This reverses your adjustment and leaves it in account 121.00 on the balance sheet. This is likely to cause a file reconciliation difference.

When you are using method B you should post invoices only to make adjustments. Or, you can select a different (more accurate) revenue method such as Total Billings + User Amount. Using that method, in this example, the user amount would be the total amount of the adjustment (500).

 Related Topics


Other Adjustments to Revenue Generation

If a project’s revenue is incorrect, one of the following problems could be responsible:

•	Invoices were entered incorrectly (if the revenue method is B). Post positive or negative invoices to correct them. For further information, see Posting Invoices.
•	The project’s revenue method is inappropriate. For further information, see Reviewing Revenue Method Selection. Additionally, for information on the relation between revenue methods and contract types, see Specifying Revenue Methods Based on Contract Type.


Making Revenue Adjustments for Write-Offs and Bad Debts

To make revenue adjustments for situations such as write-offs and bad debts (rather than using journal entries), we recommend:

•	Posting a negative invoice for a write-off

•	Posting a positive invoice for an overpayment

 Note


Changing Revenue Methods at Project Completion

When a project is complete, the total earned revenue is typically equal to the total amount billed. If these amounts are not equal, change the revenue method to B and run the Revenue Generation program to adjust revenue or post additional invoices to adjust billings.


Posting Journal Entries to Accrue Revenue

If you enabled the Revenue Generation program, you would (manually) enter a journal entry to accrue revenue only if your project has an N revenue method.

The journal entry to accrue unbilled revenue must debit the Unbilled Services account (121.00 in the standard chart of accounts) for the total amount accrued, and credit Unbilled Revenue (402.00 in the standard chart of accounts) for the same amount.

 Notes


Revenue Generation Reports

You can print and review the following revenue generation reports:

Report	Description
Revenue Methods List	This report contains a list of all the revenue methods defined in Advantage. It also shows how each revenue method calculates revenue. You can print this report by selecting the Reporting option from the main menu, and then Database Lists.
Revenue Generation Transaction List	This report is generated using the Revenue Generation Journal Entry file and existing project and task revenue amounts. You can print this pro-forma report by selecting Reporting, Transaction Lists, Revenue Generation from the Advantage main menu.
Revenue Generation Posting Log	This report lists the revenue amounts as they were posted to projects during Revenue Generation processing. This information is what actually has been updated and posted to the database. You can either print this report automatically after processing revenue generation, or later by selecting Reporting, Posting Logs, Revenue Generation from the Advantage main menu.
Office Earnings Report	This project report lists total revenue for the current period, year-to-date, and job-to-date. You can print this pro forma report by selecting the Reporting option from the main menu, and then Project Reports.


How Revenue Generation Affects Invoice Posting

Advantage processes invoices in different ways, depending on how you use Revenue Generation.

•	If you have not enabled Revenue Generation, posting an invoice for a project with Revenue Method B causes revenue to be accrued (by crediting revenue and debiting A/R). In this case, invoicing is equivalent to revenue creation.

•	If you have not enabled Revenue Generation, and you post an invoice for a project with Revenue Method that is not B (or, if you have enabled Revenue Generation), your posting must net zero on both the income statement and the balance sheet.


Work-in-Progress

Work-in-Progress (WIP) is the sum of labor, consultants, unit billings, and expenses that have been posted but not yet billed. This is the total billing amount that appears on the Unbilled Detail Report.


Revenue Method Table Maintenance

The Revenue Method Table Maintenance screen displays the Advantage revenue methods and lets you set up additional user-defined revenue methods.


Method M Definition

(JTD Direct Labor x Multiplier) + JTD Reimbursable Expenses — This revenue method specifies that you want to recognize job-to-date earned revenue as a job-to-date direct labor cost with a markup plus job-to-date reimbursable expenses. You specify the multiplier in Project Table Maintenance.

This revenue method would be appropriate to use for projects or tasks billed on an hourly basis.


Method N Definition

No Revenue Generation — This method specifies that you do not wish to recognize revenue on the project or task. Advantage therefore does not generate revenue for the current period and you must recognize revenue by creating your own journal entry.


Method P Definition

Percent Complete + JTD Reimbursable Expenses — This revenue method specifies that you want to recognize job-to-date earned revenue as a percentage of complete plus job-to-date reimbursable expenses. You can specify the overriding percent completes in the Project Budget Worksheet.


Method R Definition

The Job-to-Date (JTD) revenue method (Cash Basis Method) — This method calculates the job-to-date earned revenue as the total cash received.

JTD Receipts is the only revenue method that is cash-based rather than accrual-based. This method is appropriate for jobs that have the highest risk of non-payment. You may want to use this revenue method for speculative projects or tasks whose revenue is uncertain.


Method W Definition

The JTD Billings + WIP @ Billing Rates revenue method tells Advantage to calculate revenue from job-to-date billings plus any project labor, consultants, supplemental billings, and expenses that have been posted but not yet billed. This is the total billing amount that appears on the Unbilled Detail Report. This amount excludes any amounts held or written off.


Custom Revenue Method Definition

If you do not wish to use any of the Advantage revenue methods already defined, you can add your own revenue method to Advantage by building an equation in Revenue Method Table Maintenance

You define your revenue method by selecting from the list of available fields and operators. As you add each field and operator to the equation, Revenue Method Table Maintenance verifies that the equation will evaluate properly. You can create as many as twenty user-defined methods.


Method B Definition

The Job-to-Date revenue method is the Advantage default. When you use this revenue method, Advantage calculates job-to-date earned revenue as the total amount billed.

This revenue method is appropriate for projects and tasks billed on a monthly basis if you post invoices in the same accounting period as you post expenses.


Time and Materials Contracts without Upset Limits

If your project is based on a time and materials contract without upset limits, you can recognize revenue by:

•	Waiting until the end of the invoicing cycle, then calculating revenue based on billed amounts. (Method B)

•	Specifying revenue as the total amount billed to the project, plus all unbilled labor and expenses (work in progress) billed to the project (Method W)


Time and Materials Contracts with Upset Limits

If your project is based on a time and materials contract with upset limits ( a contract that assumes either a multiplier or rate table with a maximum), you can recognize revenue by using the same methods as if your project were based on a time and materials contract without upset limits (Methods B, and W), as well as:

•	Specifying revenue based on labor costs times a multiplier (Method M).

•	Specifying revenue based on labor costs times a percentage of completion (Method P).

•	Specifying revenue based on customized calculations, related to specific contract terms - such as the contract limit amount (User-Specified Method).


Cost Plus Fixed Fee Contracts

If your project is based on a cost plus fixed fee contract (such as many government contracts), you expect to accrue revenue based on either a lump sum payment or an agreed-upon percentage of total costs. This is similar to a time and materials contract. You can recognize revenue by using the same methods as if your project were based on a time and materials contract:  Methods B, M, P, and W.


Lump Sum or Fixed Fee Contracts

With lump sum contracts, you recognize revenue based on progress made. This progress calculation is usually based on a percent complete that has been calculated and updated for each accrual (Method P) although it can also be based on an estimated multiplier (Method M). Although more labor intensive, Method P provides more exact data than Method M.


Percentage Completed Contracts

Percentage completed contracts base the recognition of revenue based on an estimate of progress made. This progress estimate is usually based on a percent complete that has been calculated and updated for each accrual (Method P) although it can also be based on an estimated multiplier (Method M). Although more labor intensive, Method P provides more exact data than Method M.


Percentage of Construction Costs

Percentage of construction cost contracts base the recognition of revenue based on an estimate of progress made, often linked to the completion of phases of construction. This progress estimate is usually based on a percent complete that has been calculated and updated for each accrual (Method P) although it can also be based on an estimated multiplier (Method M). Although more labor intensive, Method P provides more exact data than Method M.


Overview of Cash-Basis Reporting

Cash-basis reporting is a method of financial reporting in which revenue is not recognized until cash is received, and expenses are not incurred until cash is disbursed.

Advantage implements accrual-basis accounting by default. Under accrual-basis accounting, revenue is recognized when it is earned, and expenses are recorded when they are incurred, rather than paid.

While accrual-basis reporting is the most effective method for analyzing profitability and other management functions, many firms pay taxes on a cash basis. Therefore, you probably want to produce cash-basis reports for income tax purposes while at the same time maintaining accrual-basis reports for management control.

By enabling cash-basis reporting in System Setup Maintenance and completing the setup steps, you can maintain cash-basis financial statements in parallel with accrual-basis financial statements. Both the cash and accrual basis reports can be reviewed in Advantage reporting.


Cash-Basis Reporting Checklist

When you set up cash-basis reporting, you enter additional data that Advantage uses to make automatic postings to the cash-basis general ledger. Advantage then maintains cash-basis balances in parallel with accrual-basis balances.

Advantage must be set up with cash-basis opening balances and also be directed at to what accounts cash related transactions should be posted to.

Cash-Basis Reporting Checklist

The following checklist describes the process to perform in order to use cash-basis reporting. Each step is described later in this section. Print out this page and check off each item as they are completed.

Completed?	Step
___________	Enable cash-basis reporting - Step 1
___________	Set up cash-basis accounts - Step 2
___________	Entering_Cash-Basis Account Balance History - Step 3


Enabling Cash-Basis Reporting - Step 1

Warning!

Once you enable this feature, the feature is turned on in all past and future periods. Therefore, you must turn the feature off to make entries in a prior period. You should consider closing all prior periods and setting up security to not allow for processing in closed periods to avoid this problem.

See also Troubleshooting Cash-Basis Reporting.

To enable cash-basis reporting:

1.	Select Utilities, Setup Table Maintenance, General System Setup. Advantage displays the System Setup Maintenance form.

2.	On the General tab of this form, select the Enable Cash-Basis Reporting feature option.

3.	Click Save to save your changes.

You can enable cash-basis reporting at any month start; you must map cash-basis accounts for your accrual accounts and enter your balances at that point. Once you enable cash-basis reporting, Advantage maintains cash-basis detail from that point forward. For this reason, it is important to enable cash-basis reporting only when you are ready to fully use the feature and have determined your cut-off date.

 Timing Notes

 Timing Notes

 Related Topics


Setting up Cash-Basis Accounts - Step 2

All postings are considered accrual basis by Advantage. Any transactions that involve cash will also be considered cash-basis. By mapping the appropriate account to a cash-basis account, you can direct the posting appropriately between the accrual and cash basis perspectives.

You must set up (i.e., map) a cash-basis account for any accrual-basis account that you want to post to a different account for cash-basis reporting. You can use existing accounts or set accounts to use as cash-basis accounts.

Remember, cash-basis recognizes expenses when paid and revenue when cash is received. For this reason, the accounts posted to on the accrual side may differ than the accounts on the cash-basis side.

The following table lists the typical cash-basis account types used for accrual-basis accounts (i.e., any transaction involving cash and accounts receivable will be mapped to revenue on the cash-basis side to conform to the theory of cash-basis accounting).

Accrual-Basis	Cash-Basis
Accounts Receivable	Revenue
Accounts Payable*	Expense
Prepaid Insurance	Expense
Salaries Payable	Expense
*	Must be a liability account. If you use the Advantage Accounts Payable application, you do not need to set up cash-basis accounts for accounts payable liability accounts. If you do not use Advantage Accounts Payable, you must set up cash-basis accounts for any accounts payable liability accounts that you use.

**	The Salaries Payable cash-basis account depends largely on the Payroll and Timesheet posting decisions.

To set up a cash-basis account:

1.	Select Tables, Accounts from the Advantage main menu. Advantage opens the Chart of Accounts Maintenance form displaying the first account in your database.

2.	Add a new account to be used for the cash-basis posting, if the account does not already exist.

3.	Select the account for which you want to map a different cash-basis account.

4.	Enter the desired cash-basis account.

5.	Repeat steps 2-4 for each accrual-basis account that you want to map a different account for cash-basis.

 Notes

 Related Topics


Recommended Cash-Basis Accounts

All postings are considered accrual basis by Advantage. Any transactions that involve cash will also be considered cash-basis. Unless mapped otherwise, the posting will hit the cash-basis side the same as it hits the accrual side. This topic contains a list of the accounts where mapping may be necessary.

The following table lists the cash-basis equivalent accounts recommended by Deltek. Remember, you need to map cash-basis accounts only for accrual-basis accounts that you want to post to a different account for cash-basis financial statements. If the cash-basis account is the same as the accrual account (for example, Travel Expense 521.00) you do not need to set up a cash-basis account. Consult your accountant for recommendations concerning the final setup of your cash-basis accounts.

Accrual-Basis Account  (Standard Chart of Accounts)	Cash-Basis Account to be mapped
111.00, 112.00, 113.00 Accounts Receivable asset accounts	401.00 Billed Fee Revenue
210.00, 211.00, 212.00 Accounts Payable liability accounts	Not necessary if Accounts Payable is installed. If you do not have Accounts Payable installed, establish a separate cash-basis expense account: 631.00 Cash-Basis Expense.
231.00, 232.00, 233.00, 234.00, 235.00, 236.00, 237.00, 239.00 Payroll liability accounts	* 709.00 (user-defined) or other newly established labor expense account.
703.00 - Job Cost Variance Account	* 709.00 (user-defined) or other newly established labor expense account.
*	The use of the Payroll application influences the way in which you map your accounts. The following fields in Payroll Setup Maintenance have a direct link to the way in which you map your accounts: Post net payroll directly to bank and Salaries Payable Account. See also Using Payroll with Cash-Basis Reporting.

 Notes

 Related Topics


Cash-Basis Chart of Accounts

This topic contains a sample Chart of Accounts that includes the cash-basis account mappings. Only accounts that differ between accrual and cash-basis need to be indicated.

Page 1, accounts 101.00 through 232.00

Page 2, accounts 233.00 through 615.00

Page 3, accounts 621.00 through 742.00

Page 4, accounts 743.00 through 811.00

 Related Topics


Account List - Page 1

*	Set up only if the Accounts Payable application is not installed. Establish a separate         "Cash-Basis Expense" account.
**	See cash-basis section titled Using Payroll with Cash-Basis Reporting for guidance on Payroll account mapping.


Account List - Page 2

*	Set up only if the Accounts Payable application is not installed. Establish a separate         "Cash-Basis Expense" account.
**	See cash-basis section titled Using Payroll with Cash-Basis Reporting for guidance on Payroll account mapping.


Account List - Page 3

*	Set up only if the Accounts Payable application is not installed. Establish a separate         "Cash-Basis Expense" account.
**	See cash-basis section titled Using Payroll with Cash-Basis Reporting for guidance on Payroll account mapping.


Account List - Page 4

*	Set up only if the Accounts Payable application is not installed. Establish a separate         "Cash-Basis Expense" account.
**	See cash-basis section titled Using Payroll with Cash-Basis Reporting for guidance on Payroll account mapping.


Entering Cash-Basis Account Balance History - Step 3

Advantage will not translate accrual-basis balances to cash-basis when you enable the cash-basis feature. You must determine the appropriate balances as of your cut-off date.

Once the cash-basis reporting feature is enabled, Advantage tracks cash-basis balances for all future transactions. It is ideal to enter opening balances prior to processing any additional transactions in Advantage. The opening balances for liability accounts (or any other non cash-basis accounts) should be entered to the actual cash-basis account, not the accrual-basis account. For example, accounts payable is mapped to an indirect expense account on the cash-basis side. Do not enter cash history for the AP liability account; instead, add the balance to the cash-basis account as mapped in Accounts Table Maintenance.

Although we recommend entering these balances right after you enable cash-basis reporting, you can enter these balances at any time. When you add the balances in Account Balances History, Advantage adds the amount to any existing cash-basis account activity. Remember, though, regardless of when you enter these balances, they must reflect the amount as of the cut-off date.

Prior to entering account history, you must enable the history forms.

To enable history forms:

1.	Select Utilities, Setup Table Maintenance, General System Setup from the Advantage main menu. Advantage displays the General tab of System Setup Table Maintenance.

2.	Turn on the option to Allow changes to history data on the General tab of System Setup Table Maintenance.

3.	Save your changes and close the System Setup Table Maintenance form.

4.	Exit from Advantage and log back in. This step refreshes your menu options and enables you to access the history forms.

When you log back in to Advantage, you can now begin entering Account Balances History. To do this, see the topic titled, Entering Historical Account Balances.

 Related Topics


Determining the Cash-Basis Profit and Loss Balance

The financial statements and project reports that Advantage produces are accrual-based. Accrual-based reports are necessary for management control purposes. However, many professional firms are cash-based taxpayers. They need to know the cash-based profit and loss figure for the year or the accounting period.

Virtually all firms keep their books on the accrual-basis. Of course, you do not want to pay taxes on money you have not collected.

Advantage lets you maintain and automatically produce both accrual-basis and cash-basis financial statements. If you are not currently using the automated cash-basis feature, this topic explains how to use your accrual-basis Balance Sheet to manually derive the cash-basis profit and loss figure.

The basic principle behind the conversion is that accounts receivable, unbilled services, and accounts payable at the beginning of the fiscal year (or accounting period) will be:

•	Turned into cash transactions during the year (or accounting period), or

•	Still reflected as accounts receivable, unbilled services, or accounts payable at the end of the year (or accounting period.

See the next topic, Converting Profit and Loss Balance from Accrual to Cash, for information on converting your profit and loss balance.


Accrual to Cash Basis Tax Reporting Conversion

Use this worksheet to convert the current year profit and loss amount from accrual basis accounting to cash basis accounting for the purposes of tax reporting.

The changes in these accounts are precisely the amounts needed to convert from accrual to cash.

To derive the cash-based profit and loss figure:

1.	Print a Balance Sheet at the beginning of the current year (or current accounting period) or at the end of the prior year (or prior accounting period).

2.	Print a Balance Sheet at the end of the current year (or current accounting period).

3.	Perform the following conversion steps:

Step	Amount
a. Record accrual profit (loss) at the end of the period.	______________
b. Add: Accounts Receivable account balance(s) at the beginning of the period.	______________
c. Subtract: Accounts Receivable account balance(s) at the end of the period.	______________
d. Add: Unbilled Services account balance at the beginning of the period.	______________
e. Subtract: Unbilled Services account balance at the end of the period.	______________
f. Subtract: Accounts Payable account balance(s) at the beginning of the period.	______________
g. Add: Accounts Payable account balance(s) at the end of the period.	______________
h. Equals: Cash profit (loss) at the end of the period.	______________

Click here [image] to see an example of a conversion of the profit and loss balance from accrual to cash.


Example of Profit and Loss Conversion

Step	Amount
1. Record accrual profit (loss) at the end of the period.	24,147.72
2. Add: Accounts Receivable account balance(s) at the beginning of the period.	302,638.00
3. Subtract: Accounts Receivable account balance(s) at the end of the period.	(287,902.21)
4. Add: Unbilled Services account balance at the beginning of the period.	10,386.00
5. Subtract: Unbilled Services account balance at the end of the period.	(13,386.00)
6. Subtract: Accounts Payable account balance(s) at the beginning of the period.	(52,325.00)
7. Add: Accounts Payable account balance(s) at the end of the period.	58,477.30
8. Equals: Cash profit (loss) at the end of the period.	42,035.81


Cash-Basis Transactions

All postings are considered accrual basis by Advantage. Any transactions that involve cash will also be considered cash-basis. The following table lists the system-defined posting basis and explanatory comments:

Transaction	Posting Basis	Comments
A/P Vouchers	Accrual and Cash	Posting vouchers records expense accruals. Advantage performs a cash-basis posting only when posting manual or automated checks. Vouchers, therefore, have no effect on expenses.
A/P Payments	Accrual only	Posting is done for each voucher line. The accrual-basis posting is to the voucher’s liability account.  To transfer the cash basis amount, manually create a cash only journal entry.
Cash Disbursements	Accrual and Cash
Cash Receipts	Accrual and Cash	Accrual-basis posting is to the accounts receivable account in the invoice data entry file. The cash-basis posting is to the same unless the account is mapped to a cash-basis account.
Employee Expenses	Accrual and Cash
Invoices	Accrual only	Invoices record the accrual of billed revenue. In cash-basis books, revenue is equal only to cash received. Invoices, therefore have no affect on revenue.
Journal Entries	Accrual and Cash	Option in Journal Entries Data Entry to indicate the type of posting. Your options are accrual only, cash only, or both accrual and cash. Cash only journal entries can be used to reclassify the accrual only entries for miscellaneous expenses, prints and reproduction expenses, units, and paid voucher adjustments.
Labor Adjustments	Accrual only, unless option is set to be cash-basis also	Labor adjustments are accrual only. If the Enable cash postings for labor transactions option is selected in System Setup Maintenance, Advantage also performs a cash-basis entry to your general ledger (if the labor adjustment is adjusting cost amounts).  See also Timesheet Postings.
Miscellaneous Expenses	Accrual only	A cash-only journal entry can be used to effect cash-basis reports.
Overhead	None	The overhead calculation in Advantage is project-based and does not effect your general ledger. Cash-basis reporting applies to your general ledger only.
Payroll	Accrual only, unless option is set to be cash-basis also	Payroll postings are accrual only. If the Post net payroll directly to bank option is selected in Payroll Setup Maintenance, Advantage also posts the entire entry as cash-basis. See also Using Payroll with Cash-Basis Reporting.
Prints/Reproduction Expenses	Accrual only	A cash-only journal entry can be used to effect cash-basis reports.
Revenue Generation	Accrual only	Since Revenue Generation records the accrual of earned revenue, it has no affect on cash-basis books.
Timesheets	Accrual only, unless option is set to be cash-basis also	Timesheet postings are accrual only. If the Enable cash postings for labor transactions option is selected in System Setup Maintenance, Advantage also performs a cash-basis entry to your general ledger.  See also Timesheet Postings.
Units	Accrual only	A cash-only journal entry can be used to effect cash-basis reports.
Void Check Processing	Accrual and Cash	• Void cash disbursement will credit the debit account of the original cash disbursement. • Void A/P disbursement will credit the debit account of the original A/P disbursement. • Void Auto Check will credit accounts payable liability on accrual side and the same account as mapped in Account Table Maintenance on the cash-basis side.
Adjustment to an existing paid or unpaid voucher	Accrual only	The transaction does not affect the cash-basis general ledger if you already paid the voucher. You need to post a cash only journal entry.
 Note


Cash Disbursement Postings

In accrual-basis accounting, a cash disbursement generates a credit to a cash account and a debit to an expense account.

In cash-basis accounting, a cash disbursement generates a credit to a cash account and a debit to the same account as in accrual-basis accounting unless mapped in Account Table Maintenance. The expense is recognized when cash is disbursed.

A summary of these postings appears in the following table.

Accrual-Basis	Cash-Basis
Debit to Expense account(s)	Debit to Expense account(s)
Credit to Cash account(s)	Credit to Cash account(s)

You can view the cash-basis cash disbursement postings on the cash-basis Cash Journal. For an example of accrual and cash-basis cash disbursement entries, see the topic titled Accrual-Basis vs. Cash-Basis Example (Cash Disbursements).

 Related Topics


Accrual-Basis vs. Cash-Basis Example (Cash Disbursements)

Assume you enter a cash disbursement for $77.50 for account 525.00, Postage/Shipping/Delivery. Your General Ledger Posting Summary appears as follows:

General Ledger Posting Summary	Debits	Credits
BO:AR	Boston Architecture
	525.00	Postage/Shipping/Delivery	77.50
		Total for BO:AR	77.50
CO:00	Corporate Overhead
	101.00	Checking Account		77.50
		Total for CO:00		77.50
		Totals	77.50	77.50

If you have a cash-basis equivalent account number set up for account 525.00, Postage/Shipping/Delivery in Accounts Table Maintenance, Advantage debits that account instead of account 525.00. For example, you may set up a direct expense account, 531.00 Cash-Basis Direct Expenses, so that you can combine all of your direct expense postings into one cash-basis account. If you do this, your Cash-Basis General Ledger Posting Summary appears as follows:

Cash-basis G/L Posting Summary	Debits	Credits
BO:AR	Boston Architecture
	531.00	Cash-Basis Direct Expenses	77.50
		Total for BO:AR	77.50
CO:00	Corporate Overhead
	101.00	Checking Account		77.50
		Total for CO:00		77.50
		Totals	77.50	77.50

We do not recommend setting up a separate cash-basis account for your direct expenses.


Cash Receipt Postings

In accrual-basis accounting, a cash receipt generates a debit to a cash account and a credit to an accounts receivable account.

In cash-basis accounting, since the accounts receivable account generally does not exist, Advantage debits a cash account and credits a revenue account (using the cash-basis account specified in Accounts Table Maintenance). Revenue is recognized when cash is received.

Therefore, you would map a revenue account as the cash-basis account for the accounts receivable account. Advantage posts to both the accrual-basis and cash-basis general ledgers from the same transaction, posting to the accounts receivable account on the accrual-basis books and to a revenue account on the cash-basis books.

A summary of these postings appears in the following table.

Accrual-Basis	Cash-Basis
Debit to Cash account(s)	Debit to Cash account
Credit to Accounts Receivable account(s)	Credit to Revenue account

You can view the cash-basis cash receipt postings on the cash-basis Cash Journal. For an example of accrual and cash-basis cash disbursement entries, see the topic titled Accrual-Basis vs. Cash-Basis Example (Cash Receipts).

 Related Topics


Accrual-Basis vs. Cash-Basis Example (Cash Receipts)

Assume you post a cash receipt file with payments totaling $10,996.81 for account 111.00, A/R - Clients. Your General Ledger Posting Summary appears as follows:

General Ledger Posting Summary	Debits	Credits
BO:AR	Boston Architecture
	111.00	A/R - Clients		10,996.81
		Total for BO:AR		10,996.81
CO:00	Corporate Overhead
	101.00	Checking Account	10,996.81
		Total for CO:00	10,996.81
		Totals	10,996.81	10,996.81

We recommend setting up a cash-basis equivalent to account 401.00, Billed Fee Revenue, for your accounts receivable accounts. This is because when reporting on a cash-basis, revenue is recognized when payment is received. If you do this, your Cash-Basis General Ledger Posting Summary appears as follows:

Cash-basis G/L Posting Summary	Debits	Credits
BO:AR	Boston Architecture
	401.00	Billed Fee Revenue		10,996.81
		Total for BO:AR		10,996.81
CO:00	Corporate Overhead
	101.00	Checking Account	10,996.81
		Total for CO:00	10,996.81
		Totals	10,996.81	10,996.81


Accounts Payable Payment Processing and A/P Disbursements

To use cash-basis reporting most effectively, you should install the Advantage Accounts Payable application. Advantage automatically posts your accounts payable disbursements on both an accrual and a cash basis.

Advantage records accounts payable expenses in the accrual-basis general ledger when you post an accounts payable voucher. Advantage does not record these expenses in the cash-basis general ledger until you disburse a check for the voucher. You may disburse an accounts payable check automatically or manually.

In accrual-basis accounting, an accounts payable posting generates a credit to an accounts payable account and a debit to an expense account.

In cash-basis accounting, there is no change in the cash books until cash is paid out. Then, Advantage handles it as a cash disbursement.

A summary of these accounts payable cash disbursement postings appears in the following table:

Accrual-Basis	Cash-Basis
Debit to Expense account(s)	Debit to Expense account(s)
Credit to Accounts Payable liability account(s)	Credit to Cash account(s)

When you pay the accounts payable voucher by printing checks automatically through the Accounts Payable application or process an accounts payable disbursement, Advantage generates a cash-basis as well as accrual-basis posting.

In accrual-basis accounting, an accounts payable processing posting generates a debit to an accounts payable account and a credit to a cash account.

In cash-basis accounting, an accounts payable processing posting generates a debit to an expense account and a credit to a cash account. A summary of these postings appears in the following table:

Accrual-Basis	Cash-Basis
Debit to Accounts Payable liability account(s)	Debit to Expense account(s) of voucher as mapped in your Chart of Accounts
Credit to Cash account(s)	Credit to Cash account(s)

In cash-basis accounting, an accounts payable disbursement posting generates a debit to an expense account and a credit to a cash account. A summary of these postings appears in the following table:

Accrual-Basis	Cash-Basis
Debit to Expense account(s)	Debit to Expense account(s) of voucher as mapped in your Chart of Accounts
Credit to Cash account(s)	Credit to Cash account(s)

If you make a partial payment with an automated accounts payable check, Advantage makes the cash-basis posting to the accounts specified on each of the voucher detail lines.

 Related Topics


Journal Entries

When you use cash-basis reporting, you can make the following type of journal entry postings:

•	Accrual:  Posts debits and credits to the accounts specified on the Journal Entry screen on an accrual basis only.

•	Cash:  Posts debits and credits to the accounts specified on the Journal Entry screen on a cash-basis only. You can use this type of entry to correct any posting to the cash account. You should correct the mapping in your chart of account prior to further processing.

•	Both:  Posts debits and credits to the accounts specified on the Journal Entry screen on both an accrual and cash basis. If an account has a cash-basis account, Advantage generates the cash-basis posting to the cash-basis account.

 Notes

 Related Topics


Timesheet Postings

Timesheet postings do not involve cash. Therefore, timesheet postings are not cash-basis transactions. Cash-basis reports will not reflect labor expense until payroll is processed and paid.

To automatically make cash-basis postings to your cash-basis general ledger when posting timesheets, you must select the Enable cash postings for labor transactions option on the Timesheets tab of General System Setup Maintenance. Then, when you post timesheets, Advantage makes the following cash-basis entries:

•	Debits the direct labor account set up for the employee type. (For example, in the Standard Chart of Accounts for a regular employee, Advantage debits account 602.00 - Direct Labor - Employees.)

•	Credits the cash-basis account associated with the Job Cost Variance account. (For example, in the Standard Chart of Accounts, Advantage credits account 703.00 - Job Cost Variance.)

 Notes

 Related Topics


Using Payroll with Cash-Basis Reporting

Advantage does not make a cash-basis entry unless directed to do so, even if a salary payable account in Payroll Setup is a cash account.

To automatically make cash-basis postings to your cash-basis general ledger, you must enable the Post net payroll directly to bank option in Payroll Setup Maintenance and you post net payroll to a cash account. Then, when you post payroll, Advantage makes the following entries:

•	Debits your Job Cost Variance account (703.00 in the standard chart of accounts) with gross payroll amounts for this processing run.

•	Debits the Employer’s FICA Tax account (721.00 in the standard chart of accounts) with the employer’s portion of FICA expense for this processing run.

•	Credits the various "taxes payable" accounts with amounts withheld, including employer portion of FICA.

•	Credits net pay to a bank account (the bank code is specified in Payroll Setup Maintenance).

 Notes

 Related Topics


Mapping Payroll-Related Accounts

The mapping of payroll-related accounts depends on the combination of several flags. See the following table for possible scenarios to direct your mapping.

Payroll Flag	Timesheet Posting Flag	Mapping Comments
1. Post net payroll directly to bank = ON	Enable cash postings for labor transactions = OFF	• Payroll will post the entire gross payroll amounts as cash. • Map 703.00 accounts to cash-basis labor expense (709.00). • Do not map the payroll liability accounts.
2. Post net payroll directly to bank = OFF	Enable cash postings for labor transactions = OFF	• No payroll posting for cash-basis will be made. • Must enter a cash only journal entry to record disbursement of payroll (debiting 709.00). • Map payroll liability and 703.00 accounts to cash-basis labor expense (709.00).
3. Salaries Payable Account = Liability	Enable cash postings for labor transactions = OFF	• No payroll posting for cash-basis will be made. • Must enter a cash only journal entry to record disbursement of payroll (debiting 709.00). • Map payroll liability and 703.00 accounts to cash-basis labor expense (709.00).
4. Post net payroll directly to bank = ON	Enable cash postings for labor transactions = ON	• Payroll will post the entire gross payroll amounts as cash including the debit to 703.00. • Timesheet posting will represent the labor expense as total of the labor expense debits along with Job Cost Variance. • Do not map the payroll liabilities or 703.00 accounts. • The liability balances will clear as paid.
5. Salaries Payable Account = Liability	Enable cash postings for labor transactions = ON	• No payroll posting for cash-basis will be made. • Must enter cash transaction to record disbursement of payroll. • Timesheet posting will represent the labor expense as total of the labor expense debit along with Job Cost Variance. • All payroll liabilities should be mapped to account 703.00.
6. Manual JE to record payroll disbursement	Enable cash postings for labor transactions = OFF	• Journal entry can hit both accrual and cash or enter as cash-only amounts disbursed from cash at this time. • Accounts changed based upon above listed decisions. See also How the Payroll Journal Entry Works


Cash-Basis Reports

Advantage supports cash-basis versions of the following reports:

•	Balance Sheet

•	Chart of Accounts List

•	Income Statement

•	General Ledger Account Analysis

•	Cash Journal


Troubleshooting Cash-Basis Reporting

Do you have erroneous balances or entries in your General Ledger?

•	Print the Account Analysis report to determine the types of transactions that were posted to that account for cash-basis reporting purposes.

See also Cash-Basis Transactions.

•	Check the account mappings in Account Table Maintenance and correct mappings for future transactions.

•	Use a cash-only journal entry to re-classify balances.

•	Ensure that the cash-basis feature was not enabled too soon.

•	If you have incorrect balances in your cash-basis accounts, check to ensure that opening balances were entered through Account Balances History.

If payroll liability related, see the topic titled Using Payroll with Cash-Basis Reporting.

•	Remember that units, miscellaneous expenses, prints/reproduction expenses, and adjustments to paid vouchers are not considered cash-basis. Use a cash only journal entry to re-classify any transactions balances.

•	Remember that payment of the accounts payable voucher debits the account indicated in the voucher data entry file, unless otherwise mapped.

•	Check to ensure that cash-related entries to periods in which cash-basis reporting was not enabled were not made.

Did you forget to enter opening balances?

•	You can enter Account Balance History at any time. When you enter historical account amounts, Advantage adds the amount to any activity entered since the cash-basis feature was enabled.

•	Be sure to correspond the opening balance to the cut-off date.

Do you have a tolerance on your Balance Sheet?

Check Account Balances History and ensure that amounts were entered correctly.

Did the opening balance change for one or more accounts?

Once cash-basis reporting is enabled it is enabled in all prior and future periods. For this reason cash transactions in periods performed prior to the cut-off date will be considered cash-basis. A cash only journal entry can be used to correct this. You should consider closing prior periods to limit users with rights to process in closed periods.

Are you having problems with history balances?

•	History entries are processed with a transaction date of the start of the system (0/0/90).

•	If you enabled Cash-Basis Reporting and did not maintain the feature, the system adds all history amounts and any transactions in these older periods and prints these amounts as opening balances in the cut-off period you are analyzing. Review the Account Analysis for all prior years in which you had the cash-basis feature enabled to check for these transactions.

Not ready to enter opening balances?

Turn on the cash-basis feature at the cut-off date and set up your account mappings so that all future transactions will post to the cash-basis accounts correctly. Enter your account balances history when available, as of the cut-off date. History amounts will add to existing transactions accumulated since enabling this feature.


Overview of Profit Center Reporting

Profit Center Reporting is an optional application that lets you monitor the profitability of discrete segments of your firm’s business (e.g., regions, offices, and departments). With Profit Center Reporting, you can print financial statements, project reports, and other reports broken out by profit center, by groups of profit centers, or consolidated for the entire firm.

Profit centers, which you define in Advantage, may be considered individual business units within your firm that generate revenue and/or expenses. In addition, the corporate office may also be set up as a profit center, even if it does not generate profit by itself.

 Notes

 Related Topics


Who Should Use Profit Center Reporting?

You should use Profit Center Reporting if any of these situations exists in your firm:

•	You want to print financial statements, project reports, and employee reports by profit center as well as consolidated for the entire firm.

•	You have organized your work force and management structure into business entities that are responsible for controlling their own revenues and expenses. You can use Profit Center Reporting to measure profitability by business entity.

•	Your firm has multiple disciplines and you want to measure the contribution of each discipline to the firm's overall performance.

•	Employees from different locations need to cross-charge their time to other profit centers, and you want to track the cross-charges.

•	You are currently using the user-defined fields in Advantage to ‘split’ your firm into different categories.

 Note


Monitoring the Profitability of Your Business

Profit Center Reporting enables you to monitor the profitability of your business more effectively.

A typical use of Profit Center Reporting (assuming that your firm has several branch offices) is to consider each branch office as a profit center. For example:

•	A firm with offices in Boston and San Francisco could identify them as two distinct profit centers.

•	A firm with clusters of offices in the northeastern and southeastern states could identify the regions as two distinct profit centers.

Another common use of Profit Center Reporting is to track business by activity, or discipline. Thus, a firm with three disciplines, Architecture, Engineering, and Environmental Consulting, could have three profit centers.

Depending on the size and complexity of your firm, you can create a more complex profit center structure. For example, you can simultaneously track branch offices and disciplines. In a two-level structure, you can distinguish the offices and disciplines that make up valid profit centers in your firm. Drawing from the examples above, Boston-Architecture, Boston-Engineering, San Francisco-Environmental Consulting, and San Francisco-Engineering would be valid profit centers.

Advantage can accommodate up to four levels of profit centers, although most firms need only one or two levels.

Listed below are some of the ways in which you could segregate your firm into profit centers:

•	Cities where offices are located

•	Regions where clusters of offices are located

•	Types of practice (e.g., architectural, environmental)

•	Corporate structure (e.g., professional corporation, partnership)

•	Companies (e.g., XYZ Corporation, ABC Corporation)

 Related Topics


Methods for Monitoring Profitability

Many firms want to measure the performance of individual segments of their organization. Examples include: Regions, Offices, Departments, Studios, or Markets. There are at least three ways by which Advantage helps you to monitor the profitability of individual segments of your firm's business:

 Select-Code Method

 Cross-Charge Method

 Task-Division Method

Review each of these methods to determine which is the most appropriate for your firm. The best approach for your firm often depends on your culture and how much administrative effort you are willing to spend to measure performance of the segments of your company.


Select-Code Method

You can measure the performance of projects assigned to each segment of your company by defining a select code for each project/task to identify the owner of that part of the contract. Sorting the Office Earnings Report by each owner gives you the year-to-date revenue, expense, and profit for each segment of your company.

This Select-Code Method is simple. You can accomplish it with (or without) Advantage Profit Center Reporting software if a review of project assignment is all that you require. However, if your profit centers borrow a significant amount of labor from other profit centers, or if overhead costs vary widely from profit center to profit center, then you should consider one of the following two alternatives. Both methods require that you install Advantage Profit Center Reporting.

 Notes

 Related Topics


Cross-Charge Method

Using Profit Center Reporting, you can assign one profit center to be the lead center for a contract. You assign all of the labor and expenses for this project to the lead profit center. At the end of each month, you generate the labor cross-charge report to specify how many hours and dollars of labor have been incurred by each profit center on projects owned by other profit centers.

The next step in the Cross-Charge Method is to use the cross-charge report as the basis for a journal entry to distribute some of the revenue (with or without labor) back to the employees profit center. Some firms, though, do not transfer revenue to the employee’s profit center. Such firms transfer only overhead to the profit center where the employee charged the time.

Firms that measure the revenue and expense earned by employees in a profit center often transfer labor and expense back to the employee’s home profit center. Firms that prefer to measure the projects owned by each profit center often transfer revenue, net of labor, back to the employee’s profit center - or transfer overhead to the profit center the employee charged.

Firms can use differing transfer price mechanisms. Some firms transfer just the cost of labor or labor-plus-benefits to the profit center owning the project. More commonly, firms transfer amounts that fall between break-even (labor plus overhead) and the average revenue multiplier. Most firms develop a transfer price that splits the profit between the employee’s profit center and the project’s profit center. Based on the 1998 Operating Statistic Survey (for the results of the 1997 fiscal year), rates typically fall between 2.44 (the break-even multiplier), and 2.87 (the average revenue multiplier).

 Notes

 Related Topics


Task-Division Method

You can divide a project into multiple tasks, assigning each task to a different profit center. By assigning separate fees or compensation to each task, each profit center can be held accountable for their portion of the contract. Under time-based contracts, the lead profit center can earn extra revenue if one profit center exceeds their individual limit but the total contract limit is not exceeded.

The Task-Division Method makes each profit center responsible as a kind of sub-contractor within the firm. This method requires greater administrative effort as contracts must be tracked by separate tasks and internal contract amounts must be negotiated between profit centers.

 Note


Cross-Charge Method Examples

The following sections show example of each of the ways in which you can utilize the cross-charge method:

 Labor transferred at cost.

 Labor transferred at benefit rate.

 Labor and revenue transferred back to employee’s home profit center.

 Net revenue transferred to employee’s profit center.

 Net transfer price recorded as intercompany consultant expense.

 Net transfer price recorded as overhead transfer.


Example 1: Labor Transferred at Cost

Employee in Profit Center A charges $100 of time to Profit Center B.

Automated Cross Charge Method

If you are using the Automated Cross Charge feature, you will need to set up Advantage according to the format specified in the Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center topic. In this case, you would enter 1.00 in the Multiplier field.

Manual Cross Charge Method

If you are cross charging manually and are not maintaining separate balance sheets, you would have the following entries:

If you are cross charging manually and are maintaining separate balance sheets, you would have the following entries:

(1) This entry is automatically made in Advantage through Timesheet Data Entry.

(2) This entry is a manual journal entry.

 Notes


Example 2: Labor Transferred at Benefit Rate

Employee from Profit Center A works on project in Profit Center B.

Automated Cross Charge Method

If you are using the Automated Cross Charge feature, you will need to set up Advantage according to the format specified in the Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center topic. In this case, you would enter the benefit rate in the Multiplier field and enter your intercompany benefit recover and expense accounts in the Account fields.

Manual Cross Charge Method

This example makes the same entries as in Example 1, including the entries listed in this topic.

If you are cross charging manually and are not maintaining separate balance sheets, you would have the following entries:

If you are cross charging manually and are maintaining separate balance sheets, you would have the following entries:

 Notes


Example 3: Labor and Revenue Transferred Back to Employee's Home Profit Center
Example 3: Labor and Revenue Transferred Back to Employee’s Home Profit Center

Transfer rate is 2.60.

Automated Cross Charge Method

If you are using the Automated Cross Charge feature, you will need to set up Advantage according to the format specified in the Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center topic. In this case, you would enter 2.60 in the Multiplier field.

Manual Cross Charge Method

If you are cross charging manually and are not maintaining separate balance sheets, you need to make the following entries:

Revenue will flow to the profit center that is being debited for the direct labor, by making the debit to intercompany revenue. Profit Center B’s revenue is being reduced by the billable amount of the employees’ labor, and this is crediting Profit Center A, increasing its revenue. Then the labor cost is being transferred back to Profit Center A, as shown below:

(1) This entry is automatically made in Advantage through Timesheet Data Entry.

(5) This entry is a manual journal entry.

(6) This entry is a labor adjustment.

If you are maintaining separate balance sheets, you would have the above listed entries, plus the following:


Example 4: Net Revenue Transferred to Employee's Profit Center
Example 4: Net Revenue Transferred to Employee’s Profit Center

Automated Cross Charge Method

If you are using the Automated Cross Charge feature, you will need to set up Advantage according to the format specified in the Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center topic. In this case, you would enter Calculate from Billing Terms in the Rate field.

Manual Cross Charge Method

If you are cross charging manually and are not maintaining separate balance sheets, you would have the following entries:

If you are cross charging manually and are maintaining separate balance sheets, you would have the above listed entries, plus the following:

(1) This entry is automatically made in Advantage through Timesheet Data Entry.

(8-9) These entries are manual journal entries.


Example 5: Net Transfer Price Recorded as Intercompany Consultant Expense

Automated Cross Charge Method

If you are using the Automated Cross Charge feature, you will need to set up Advantage according to the format specified in the Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center topic. In this case, you would enter Calculate from Billing Terms in the Rate field and enter Consultant Expense accounts instead of revenue accounts for the transfer.

Manual Cross Charge Method

If you are cross charging manually and are not maintaining separate balance sheets, you would have the following entries:

If you are cross charging manually and are maintaining separate balance sheets, you would have the above listed entries, plus the following:

(1) This entry is automatically made in Advantage through Timesheet Data Entry.

(10-11) These entries are manual journal entries.


Example 6: Net Transfer Price Recorded as Overhead Transfer

Automated Cross Charge Method

If you are using the Automated Cross Charge feature, you will need to set up Advantage according to the format specified in the Setting up Advantage to Transfer Overhead to the Project's Profit Center topic. In this case, you would enter your Overhead transfer accounts instead of revenue accounts for the transfer. No labor accounts should be specified.

Manual Cross Charge Method

If you are cross charging manually and are not maintaining separate balance sheets, you would have the following entries:

If you are cross charging manually and are maintaining separate balance sheets, you would have the above listed entries, plus the following:

(1) This entry is automatically made in Advantage through Timesheet Data Entry.

(12-13) These entries are manual journal entries.


Customizing Profit Center Reporting for Your Firm

You can customize Profit Center Reporting according to your firm's organizational structure. The first step is to determine how you want to track your firm's business.

For each office, discipline, etc., that you want to monitor, list each component. For example, if you want to monitor disciplines, list each discipline that you want to track on an individual basis. You can list any number of entities.

You can choose to monitor your business through a combination of views, by combining entities from different views. The following example shows valid combinations of offices and disciplines:

Boston	San Francisco
Architectural	Environmental
Engineering	Engineering
With this structure, no environmental work is conducted in the Boston office and no architectural work is conducted in the San Francisco office. Engineering work is done at both branches.

During Profit Center Reporting installation, you assign projects to profit centers. Once daily operations begin, the transaction posting process will reference the project's profit center to update the data in the profit center's Income Statement.

If there are expenses that are not associated with any of the established profit centers, or that are associated with all of the profit centers, you may want to include a general or corporate profit center for items such as indirect expenses (for example: professional liability insurance or senior management salaries) that you cannot assign to any of the individual entities.

For example, if you choose to monitor your business through the Boston and San Francisco offices, you might want to add a third center, called Corporate, for those expenses that are not generated by either Boston or San Francisco.

Although less common, revenue can also be earned outside established profit centers. This revenue can be assigned to a general or corporate profit center.


Profit Center Reporting Installation and Conversion Checklist

Prior to using the Profit Center Reporting application, you must install, convert, and enter/define certain firmwide information to be used in your firm.

Profit Center Reporting Setup Checklist

The following checklist presents you with the initial steps you need to review prior to converting your system to Profit Center Reporting. Each step is described later in this section. Print out this page and check off each item as they are completed.

Completed?	Step
__________	Install Profit Center Reporting
__________	Determine your profit center structure
__________	Enter your profit center labels
__________	Determine whether to maintain separate balance sheets by profit center
__________	Determine whether to distribute credits by profit center
__________	Enable Profit Center Reporting
__________	Make a backup of your database
__________	Setup Overhead Allocation
__________	Enter your profit center subcodes
__________	Create your profit center combinations
__________	Add overhead projects in Project Table Maintenance, if you haven't already done so
__________	Add a regular project to use as the overhead variance project for each profit center
__________	Add overhead projects for transfers between profit centers, if you plan to use cross-charging
__________	Determine the profit center’s overhead allocation method
__________	Assign Miscellaneous Projects
__________	Make a backup of your database
__________	Reassign projects to profit centers
__________	Reassign employees to profit centers
__________	Enter account history for your profit centers
__________	Print a Balance Sheet, Income Statement, and Account Analysis to confirm your account postings and/or any adjusting journal entries
 Note


Pre-Installation Decisions

Prior to installing the Profit Center Reporting application, you should be able to answer all of the following questions. These questions will determine how you set up the structure of your profit centers.

1.	What will your organizational structure be? How do you want to report on the company’s operations?

This is usually based on your firm’s organizational chart. For example:

•	Office

•	Region/Office

•	Office/Department

•	Region/Office/Department

2.	How will you share resources? Will you be cross-charging? There are three philosophies on which you may base resource sharing:

Select-Code Method

Cross-Charge Method

Task-Division Method

3.	What are the Project Reporting Requirements? Do you want to group certain projects within profit centers together?

4.	What are the financial reporting requirements? Will you require separate Balance Sheets?

5.	How do you want to allocate overhead?


Installing Profit Center Reporting

If you are installing Profit Center Reporting at the same time as all of your other Advantage applications, enter the password for Profit Center Reporting during the installation of Advantage.

To install Profit Center Reporting after you initially install Advantage:

1.	Open Advantage. Select Programs, Deltek Advantage, Advantage from the Start menu.

2.	Select Utilities, Module Installation from the Advantage main menu. The system displays the Advantage Module Installation form.

3.	Select the box next to the Profit Center Reporting option.

4.	Enter the password assigned to the Profit Center Reporting application for your firm. You can now perform the initial conversion and setup steps for Profit Center Reporting. Use the following checklist.

Completed?	Step
__________	Determine your profit center structure
__________	Enter your profit center labels
__________	Determine whether to maintain separate balance sheets by profit center
__________	Determine whether to distribute credits by profit center
__________	Convert your database to Profit Center Reporting
__________	Make a backup of your database
__________	Setup Overhead Allocation
__________	Enter your profit center subcodes
__________	Create your profit center combinations
__________	Add overhead projects in Project Table Maintenance, if you haven't already done so
__________	Add a regular project to use as the overhead variance project for each profit center
__________	Add overhead projects for transfers between profit centers, if you plan to use cross-charging
__________	Determine the profit center’s overhead allocation method
__________	Assign Miscellaneous Projects
__________	Make a backup of your database
__________	Reassign projects to profit centers
__________	Reassign employees to profit centers
__________	Enter account history for your profit centers
__________	Print a Balance Sheet, Income Statement, and Account Analysis to confirm your account postings and/or any adjusting journal entries
 Notes


Setting Up Profit Center Reporting

During Profit Center Reporting installation, you establish profit centers and associate them with projects and employees. To keep track of a profit center's revenue and expenses, Advantage must know which transactions, projects, and employees belong to which profit centers.

You create profit center subcodes and combine the subcodes to identify your profit centers. Individual profit centers can consist of up to four subcodes, each of which represents a different level of information.

Once you establish your profit centers, you answer a series of questions that tell Advantage how you want to use Profit Center Reporting in your firm. For example, you can decide if you want to maintain separate Balance Sheets by profit center. You can also decide which (if any) labor and expense distribution debits/credits you want to track by profit center.

When you set up Profit Center Reporting, you must convert your existing data prior to implementing profit centers to accommodate the new profit center structure. You then make adjustments to make sure that every project, employee, and account detail is associated with the correct profit center.

Since project reporting and financial reporting are integrated in Advantage, all postings to the Income Statement (i.e., revenue and expense accounts) are also reflected in the project database and in reports.

 Related Topics


Profit Center Reporting Setup Maintenance

Profit Center Setup lets you establish the general profit center parameters for your firm as well as specify whether automatic postings should be made.

To enter general profit center reporting parameters for your firm:

1.	Select Utilities, Setup Table Maintenance, Profit Centers, Profit Center Reporting Setup from the Advantage main menu. Advantage displays the Profit Center Reporting Setup form.

2.	Complete the information on the Profit Center Reporting Setup form, referring to the context-sensitive help on the form.

3.	Click on the Test Setup button to have Advantage perform tests on your data to guard against invalid data.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Profit Center Reporting Setup and return to the Advantage main menu.

 Notes

 Related Topics


Setting Up Automatic Posting Accounts by Profit Center

Advantage makes a series of automatic, or implicit, general ledger postings when processing your transaction data. These automatic postings depend on the type of data you process. The following list of possible automatic postings shows the standard default account and project numbers used for these postings:

	Project No.	Account No.

Labor (stored on Timesheets tab of General System Setup)

Labor distribution credits	1.00	703.00
Expenses (stored on Auto Posting tab of General System Setup)

Miscellaneous expense distribution credits	1.00	792.00
Reproduction expense distribution credits	1.00	792.00
Employee expense distribution credits	1.00	212.00
Employee advance distribution credits	1.00	104.00
Payroll Expense (stored in Payroll Setup Maintenance)

Employer FICA	1.00	721.00
For each of these automatic postings, you choose either to have Advantage post them by profit center or to aggregate them. If posted by profit center, the automatic posting is attributed to the same profit center as an explicit posting for that type of data. If aggregate, all automatic postings are made to the default profit center.

If you are maintaining separate Balance Sheets by profit center, any of these automatic postings that are directed to a Balance Sheet account are also posted by profit center.

In Profit Center Reporting Setup Maintenance, you select the automatic posting accounts to appear by profit center. You can select the following automatic postings:

Labor distribution credit.

 Miscellaneous expense distribution credit.

 Reproduction expense distribution credit.

 Consultant accrual expense distribution credit

Unit expense distribution credit

 Employee exp/adv expense distribution credit.

Payroll liability distribution credit

Payroll (FICA) expense debit

Payroll liability profit center


Labor Distribution Credit

Do you want to show the amount for the Job Cost Variance (703.00 in the standard chart of accounts) for each profit center or as a total amount for all profit centers combined?

When you enter timesheets, the labor posting automatically debits the direct or indirect labor account (600 or 700 range) of the profit center where the project resides. The credit goes to the Job Cost Variance account (which you set up as an Automatic Posting account in System Setup) and to the profit center designated in your answer to the question above.

If you do not want to break out labor distribution credits by profit center, the credit goes to the profit center of the project that was entered in System Setup for Labor Distribution Credit. Typically, this is the General Overhead Project. The actual amount appears as a total amount from all profit centers on the Income Statement in the 703.00 account (i.e., account 703.00 is not broken out by profit center).

If you do want to show labor distribution credits by profit center, Advantage works in the following way:

1.	It looks up the employee's profit center that was entered on the Individual Profit Center Setup form and finds that profit center's Labor Distribution Credit's project number.

2.	It looks up that project number in the Project Table to find its profit center.

3.	It credits that profit center.


Miscellaneous Expense Distribution Credit

Do you want to show the amount for the Miscellaneous Credit account for each profit center or as a total amount for all profit centers combined?

The Miscellaneous Credit account is specified on the Auto Posting tab of System Setup Maintenance. The debit account, which you explicitly enter on the data entry form, consists of the expense account that you enter and the profit center that is derived in one of the following ways:

•	If the explicit account that you entered is a Balance Sheet or non-operating account and you are maintaining separate Balance Sheets, or if the explicit account is an Income Statement account, the profit center is taken from the project that you enter for the transaction.

•	If the explicit account that you entered is a Balance Sheet or non-operating account and you are not maintaining separate Balance Sheets, the profit center used is the default profit center.

The credit for the miscellaneous expense transaction implicitly consists of the Miscellaneous Credit Account entered on the Auto Posting tab of System Setup Maintenance and a profit center that is derived in one of the following ways:

•	If the miscellaneous credit account is a Balance Sheet account and you are not maintaining separate Balance Sheets, the profit center used is the default profit center.

•	If the miscellaneous credit account is an Income Statement account or if you are maintaining separate Balance Sheets, and you are not breaking out expense distribution credits by profit center, the profit center is taken from the Miscellaneous Credit Project/Task specified on the Auto Posting tab of System Setup Maintenance.

•	If the miscellaneous credit account is an Income Statement account or if you are maintaining separate Balance Sheets and you are breaking out the miscellaneous expense credit by profit center, Advantage derives the profit center in the following way:

1.	It looks at the debit project number on the data entry form and finds the project number’s profit center in the Project Table.

2.	It looks up the project’s profit center in Individual Profit Center Setup and finds that profit center’s miscellaneous expense distribution credit profit center.

3.	It looks up that project number in the Project Table to find its profit center.

4.	It credits that profit center.


Reproduction Expense Distribution Credit

Do you want to show the amount for the Prints/Reproduction Credit Account for each profit center or as a total amount for all profit centers combined?

The Reproduction Credit Account is specified on the Auto Posting tab of System Setup Maintenance. The debit account, which you explicitly enter on the data entry form, consists of the expense account that you enter and the profit center that is derived in one of the following ways:

•	If the explicit account that you entered is a Balance Sheet or non-operating account and you are maintaining separate Balance Sheets, or if the explicit account is an Income Statement account, the profit center is taken from the project that you enter for the transaction.

•	If the explicit account that you entered is a Balance Sheet or non-operating account and you are not maintaining separate Balance Sheets, the profit center used is the default profit center.

The credit for the reproduction expense transaction implicitly consists of the Reproduction Credit Account entered on the Auto Posting tab of System Setup Maintenance and a profit center that is derived in one of the following ways:

•	If the reproduction credit account is a Balance Sheet account and you are not maintaining separate Balance Sheets, the profit center used is the default profit center.

•	If the reproduction credit account is an Income Statement account or if you are maintaining separate Balance Sheets, and you are not breaking out expense distribution credits by profit center, the profit center is taken from the Reproduction Credit Project/Task specified on the Auto Posting tab of System Setup Maintenance.

•	If the reproduction credit account is an Income Statement account or if you are maintaining separate Balance Sheets and you are breaking out the reproduction expense credit by profit center, Advantage derives the profit center in the following way:

1.	It looks at the debit project number on the data entry form and finds the project number’s profit center in the Project Table.

2.	It looks up the project’s profit center in Individual Profit Center Setup and finds that profit center’s reproduction expense distribution credit profit center.

3.	It looks up that project number in the Project Table to find its profit center.

4.	It credits that profit center.


Consultant Accrual Expense Distribution Credit

Do you want to show the amount for the Consultant Accrual Credit account for each profit center or as a total amount for all profit centers combined?

The Consultant Accrual Credit account is specified in System Setup Maintenance. The debit account, which you explicitly enter on the data entry form, consists of the expense account that you enter and the profit center that is derived in one of the following ways:

•	If the explicit account that you entered is a Balance Sheet or non-operating account and you are maintaining separate Balance Sheets, or if the explicit account is an Income Statement account, the profit center is taken from the project that you enter for the transaction.

•	If the explicit account that you entered is a Balance Sheet or non-operating account and you are not maintaining separate Balance Sheets, the profit center used is the default profit center.

The credit for the consultant accrual expense transaction implicitly consists of the Consultant accrual credit account entered on the Auto Posting tab of System Setup Maintenance and a profit center that is derived in one of the following ways:

•	If the reproduction credit account is a Balance Sheet account and you are not maintaining separate Balance Sheets, the profit center used is the default profit center.

•	If the consultant accrual credit account is an Income Statement account or if you are maintaining separate Balance Sheets, and you are not breaking out expense distribution credits by profit center, the profit center is taken from the Consultant accrual credit project/task specified on the Auto Posting tab of System Setup Maintenance.

•	If the consultant accrual credit account is an Income Statement account or if you are maintaining separate Balance Sheets and you are breaking out the consultant accrual expense credit by profit center, Deltek Advantage derives the profit center in the following way:

1.	It looks at the debit project number on the data entry form and finds the project number’s profit center in the Project Table.

2.	It looks up the project’s profit center in Individual Profit Center Setup and finds that profit center’s consultant accrual expense distribution credit profit center.

3.	It looks up that project number in the Project Table to find its profit center.

4.	It credits that profit center.


Unit Expense Distribution Credit

Do you want to show the amount for the Unit Credit account for each profit center or as a total amount for all profit centers combined?

The Unit Credit account may vary from unit to unit and is not entered in System Setup Table Maintenance. You fill in the Unit Credit project in one of the following two places, depending on your answer to the question above:

•	In Unit Table Maintenance in the Credit project field in the Cost per unit section of this form.

•	In Individual Profit Center Setup Maintenance under the Unit Credit project fields.

If No Costing Information

You must enter the information in the Cost per unit section of Unit Table Maintenance.

Enter 0.000 in the Cost per unit field if you do not want the unit to be posted to the general ledger. No profit center information is required.

Credit for Costing

If you do not want to show unit billing distribution credits by profit center, the credit goes to one of the following places:

•	The profit center of the Costing Credit project in Unit Billing Table Maintenance

•	The default profit center if the cost account is a Balance Sheet account and you are not maintaining separate Balance Sheets

If you do want to show unit billing distribution credits by profit center, Advantage works in one of two ways:

•	If the unit billing credit account is a Balance Sheet or non-operating expense and you are not maintaining separate Balance Sheets, Advantage credits the default profit center.

•	If the unit billing credit account is a direct, reimbursable, or indirect expense, or if the unit billing credit account is a Balance Sheet or non-operating expense and you are maintaining separate Balance Sheets, Advantage works in the following way:

1.	It looks up the unit transaction project's profit center in Individual Profit Center Setup and finds that profit center's unit billing credit project number based on the unit billing credit account's type:

•	Balance Sheet (assets and liability)

•	Overhead (indirect expenses)

•	Other (non-operating revenue and expenses)

2.	It looks up the credit project number in the Project Table to find its profit center.

3.	It credits that profit center.


Employee Expense/Advance Distribution Credit

This field only appears on the Profit Center Reporting Setup form if you have the Expensekeeper application installed.

Do you want to show the amount for the Employee Expense/Advance Credit account for each profit center or as a total amount for all profit centers combined?

The Employee Expense and Employee Advance Credit Accounts are specified in System Setup Maintenance. The debit account, which you explicitly enter on the data entry forms, consists of the expense account that you enter and the profit center that is derived in one of the following ways:

•	If the explicit account that you entered is a Balance Sheet or non-operating account and you are maintaining separate Balance Sheets, or if the explicit account is an Income Statement account, the profit center is taken from the project that you enter for the transaction.

•	If the explicit account that you entered is a Balance Sheet or non-operating account and you are not maintaining separate Balance Sheets, the profit center used is the default profit center.

The credit for the employee expense or advance transaction implicitly consists of the Employee Expense Credit Account or the Employee Advance Credit Account entered on the Auto Posting tab of System Setup Maintenance and a profit center that is derived in one of the following ways:

•	If the employee expense/advance credit account is a Balance Sheet account and you are not maintaining separate Balance Sheets, the profit center used is the default profit center.

•	If the employee expense/advance credit account is an Income Statement account or if you are maintaining separate Balance Sheets, and you are not breaking out expense distribution credits by profit center, the profit center is taken from the Employee Expense or Employee Advance Credit Project/Task specified on the Auto Posting tab of System Setup Maintenance.

•	If the employee expense/advance credit account is an Income Statement account or if you are maintaining separate Balance Sheets and you are breaking out the employee expense/advance credit by profit center, Advantage derives the profit center in the following way:

1.	It looks at the debit project number on the data entry form and finds the project number’s profit center in the Project Table.

2.	It looks up the project’s profit center in Individual Profit Center Setup and finds that profit center’s employee expense/advance distribution credit profit center.

3.	It looks up that project number in the Project Table to find its profit center.

4.	It credits that profit center.


Payroll Liability Distribution Credit

If the Payroll module is installed and you are maintaining separate Balance Sheets, do you want to show the amount for the Salaries Payable and the withholding accounts (231.00 through 239.99 in the standard chart of accounts) for each profit center or as a total amount for all profit centers combined?

When employees are paid, the payroll posting automatically debits the Job Cost Variance account of the profit center determined by the labor distributions credit. The payroll posting also debits the Employer's FICA expense account. The credit goes to the Salaries Payable, Federal Withholding, FICA Payable State Withholding, Health Care Insurance Withholding accounts, and any other withholding accounts (which you set up as Automatic accounts in Payroll Setup Table Maintenance) and to a profit center to be determined by your answer to the question above.

If you do not want to break out payroll liability distribution credits by profit center, the credits go to the payroll liability distributions profit center specified on the Profit Center Installation screen.

If you do want to show payroll liability distribution credits by profit center, Advantage works in the following way:

1.	It looks up the employee's profit center in Individual Profit Center Setup and finds that profit center's payroll liability distributions credit project number.

2.	It looks up that project number in the Project Table to find its profit center.

3.	It credits that profit center.


Payroll (FICA) Expense Debit

If the Payroll module is installed, do you want to show the amount for the employer's FICA expense (721.00 in the standard chart of accounts) for each profit center or as a total amount for all profit centers combined?

When employees are paid, the payroll posting automatically debits the employer's FICA expense account of the profit center determined by the FICA expense debit project number, as discussed below. The payroll posting also debits the Job Cost Variance and credits the Salaries Payable and withholding accounts.

If you do not want to show the employer's FICA expense by profit center, the debit goes to the profit center of the employer's FICA expense debit project number (usually a general overhead project, set up in Payroll Setup Table Maintenance).

If you do want to show the employer's FICA expense by profit center, Advantage works in the following way:

1.	It looks up the employee's profit center in Individual Profit Center Setup and finds that profit center's Payroll (FICA) expense distributions debit project number.

2.	It looks up that project number in the Project Table to find its profit center.

3.	It credits that profit center.


Payroll Liability Default Profit Center

If the Payroll module is installed, you are maintaining separate balance sheets by profit center, and you do not want to break out the payroll liability distribution credit by profit center, you must enter a Payroll Liability Default Profit Center.

 Related Topics


Enabling Profit Center Reporting

After you have modified the information on the Profit Center Reporting Setup maintenance form, you can convert your existing database to profit center reporting. To do this, click on the Save button. Advantage displays the following message:

Ready to enable Profit Centers. Are you sure you want to continue?

When the conversion is complete, Advantage displays a message indicating that profit centers are enabled.

Once your database is converted, you can enter data about the profit centers in your firm.

 Note


Profit Center Subcodes and Combinations

Once you enable Profit Center Reporting, the next step is to setup the individual subcodes for each level of your profit center and then combine these subcodes to create your profit center codes.

When you convert your database to Profit Center Reporting, you will be asked to provide a profit center code for the conversion process. This section explains profit center codes.

Subcodes:

For each entity, you create a two-character subcode in Profit Center Subcode Table Maintenance. The subcodes may contain letters or numbers. Here are some examples of two-character subcodes:

Office locations		Disciplines
Subcode	Description	Subcode	Description
BO	Boston	00	unassigned
CO	Corporate	AR	Architectural
SF	San Francisco	EN	Engineering
		EV	Environmental
Combinations of Subcodes:

If your firm has a two- or three-level structure, you must combine two-character subcodes from different levels to create valid profit centers. A profit center consists of one, two, or three two-character subcodes. The following profit center codes are valid combinations of the two-character codes in this example:

BO:00	Boston office; unassigned (i.e. no discipline)
BO:AR	Boston office; Architecture discipline
BO:EN	Boston office; Engineering discipline
CO.00	Corporate office*; unassigned discipline
CO.AR	Corporate office*; Architecture discipline
CO.EN	Corporate office*; Engineering discipline
CO.EV	Corporate office*; Environmental discipline
SF:00	San Francisco office; unassigned
SF:EV	San Francisco office; Environmental discipline
SF:EN	San Francisco office; Engineering discipline
•	*Corporate = activity that is not associated with a particular office.


Profit Center Subcode Setup Maintenance

You set up codes in which to build your profit centers in Profit Center Subcodes Setup Maintenance. When you access this routine, the current level number appears at the top of the screen, as a series of radio buttons. The active button indicates the current level of subcode displayed in the code and label windows. You can change the current level by selecting another button.

To enter profit center subcodes for your firm:

1.	Select Utilities, Setup Table Maintenance, Profit Centers, Profit Center Reporting Setup from the Advantage main menu. Advantage displays the Profit Center Subcodes form.

2.	Complete the fields on the Profit Center Subcodes Setup form, referring to the context-sensitive help on the form.

3.	Click on the Close button to exit Profit Center Subcodes Setup and return to the Advantage main menu.


Individual Profit Center Setup Maintenance

Individual Profit Center Setup Maintenance lets you create valid profit center combinations using the subcodes you have established.

You assign your projects, employees, and vendors to a specific profit center combination during table maintenance. This step lets you break out reports by profit center, cross charge labor and revenue or overhead to profit centers, and maintain separate balance sheets by profit center.

What do you want to do?

Add a new profit center combination.

Modify a profit center combination.

Delete a profit center combination.

Learn more about posting credits for the profit center.

Learn more about overhead allocation with profit center reporting.

Learn more about labor cross charges.

 Notes

 Related Topics


Adding an Individual Profit Center Combination

You must add new profit center combinations before you can reference them throughout the system (for example, for projects and employees). There are three forms in Individual Profit Center Setup to complete.

When adding a new profit center combination, you specify information on each of these tabs (depending on how you are using the system).

To create valid profit center combinations for your firm:

1.	Select Utilities, Setup Table Maintenance, Profit Centers, Individual Profit Center Setup from the Advantage main menu. Advantage displays the Individual Profit Center Setup form.

2.	Click on the Add button located at the bottom of the Individual Profit Center Setup form. Advantage displays a blank Project Table Maintenance form.

3.	Complete the fields on the General, Overhead, and Cross Charge tabs of Individual Profit Center Setup, referring to the context-sensitive help on the form.

4.	Click on the Save button to save the new profit center combination, or click on the Cancel button to return to a blank Individual Profit Center Setup form.

5.	Click on the Close button to exit Individual Profit Center Setup and return to the Advantage main menu.

 Notes

 Related Topics


Modifying an Individual Profit Center Combination

You can change most data in Individual Profit Center Setup at any time. For example, you can edit the credit projects or overhead settings for the profit center.

To modify an individual profit center combination:

1.	Select Utilities, Setup Table Maintenance, Profit Centers, Individual Profit Center Setup from the Advantage main menu. Advantage displays the Individual Profit Center Setup form.

2.	Scroll to the individual profit center combination to modify.

3.	Modify the individual profit center’s information by completing the fields on the General, Overhead, and Cross Charge tabs of Individual Profit Center Setup, referring to the context-sensitive help on the form.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Individual Profit Center Setup.

 Notes

 Related Topics


Deleting an Individual Profit Center Combination

You can delete individual profit center combinations using Individual Profit Center Setup only if the profit center has no data or references in other tables.

To delete a profit center using Individual Profit Center Setup:

1.	Select Utilities, Setup Table Maintenance, Profit Centers, Individual Profit Center Setup from the Advantage main menu. Advantage displays the Individual Profit Center Setup form.

2.	Scroll to the individual profit center combination to delete.

3.	Ensure that this project has not yet been referenced by a posting or processing session.

4.	Click on the Delete button. Advantage displays the following message:

Delete <profit center name>?

5.	Click on the Yes button. Advantage deletes the profit center from your database.

6.	Click on the Close button to exit Individual Profit Center Setup.

 Notes

 Related Topics


Projects with profit centers...

This section stores the projects and tasks (if any) that will receive the credit when posting to this profit center combination.

For each type, enter the project/task number for each enabled distribution credit field to indicate where to post the credits for this profit center. These fields are only enabled if you selected to distribute the credit by profit center in Profit Center Reporting Setup Maintenance. Your options are as follows:

Labor distribution credit-

Miscellaneous expense distribution credit-

Reproduction expense distribution credit-

Unit credit - Balance Sheet

Unit credit - Indirect Exp

Unit credit - Other Rev/Exp

Payroll (FICA) expense debit-

Payroll liability distribution credit-

Employee expense distribution credit-

Employee advance distribution credit-

Employee exp/adv default bank

In order for projects/tasks to appear in the lookups for the above listed fields, you must first define them in Project/Task Table Maintenance. At this point in the Installation process, you should reference your General Overhead project. By referencing a project/task in these fields, you are validating the subcode combination.

At a later point, you can set up the projects and tasks that will be referenced by the profit center combinations using Project Table Maintenance. As you set up your projects and tasks, you can use the drop-down menu in the Profit Center field to select the appropriate profit center for this project/task.

We recommend using your General Overhead Project for this purpose, adding tasks to define each profit center. Or, you can choose an alternative numbering method.

While you are setting up your projects/tasks to be referenced in Individual Profit Center Setup, it is a good time to set up the projects/tasks needed for the Profit Center Reporting application (e.g., Sick, Vacation, Holiday, and Marketing projects need to be setup for each profit center). We recommend using tasks for this. For example:

Project 2.00 - Vacation
Task 1 - Corporate
Task 2 - Boston Architecture
Task 3 - San Francisco Engineering

Other projects that need to be set up for each profit center include an Overhead variance project and projects for intercompany transfers.


Automated Cross Charge Feature

The Cross Charge feature lets profit center reporting users redistribute labor costs and associated revenue when an employee in one location (the "lender") works on a project in another location (the "borrower"). Transferring costs and revenue between locations allows each profit center to match costs with revenue and fairly assess profitability.

What do you want to do?

Read an overview of the steps involved.

Review a description of this method.

See examples of the different ways of setting up your system to use this feature.

Set up your system for using the Cross Charge feature.

Establish a timeline for running the Cross Charge feature.

Run the cross charge feature.

Print the Labor Cross Charge report.


Automated Cross Charge Feature Checklist

Prior to using the Automated Cross Charge feature to reallocate labor and revenue or overhead costs to the appropriate profit center, you must perform certain setup steps that tell Advantage how the costs should be moved.

Automated Cross Charge Feature Checklist

The following checklist describes the process to perform in order to set up automated cross charges for your firm. Each step is described later in this section. Print out this page and check off each item as it is completed.

Completed?	Step
__________	Determine the overall setup and methods of cross charging.
__________	Determine the method that will be used by each project.
__________	Set up cross charge projects for each profit center combination that will be cross charged.


Setting up Your System to Run the Cross Charge Feature

The overall decisions you make when setting up your system on the General tab of General System Setup Maintenance determines what information is transferred when you run the Labor Cross Charge routine. In cross charging you can either:

•	Transfer labor and revenue back from the charged project’s profit center to the employee’s home profit center.

•	Transfer overhead from the employee’s home profit center to the project’s profit center that the employee charged.

You must choose one of these methods and then set up your system accordingly. See one of the following topics on how to enter labor cross charge setup information:

Setting up Advantage to transfer labor and revenue back to the employee's profit center.

Setting up Advantage to transfer overhead to the project's profit center.


Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center

You need to set up Advantage to transfer labor and revenue back to the employee’s profit center if you want to keep all of the charges for an employee in the profit center where the employee resides. In this case, the fringe overhead costs associated with this employee are already in the employee’s home profit center, so no adjustments need to be made.

In this case, General System Setup should be set up as follows:

Field	Entry
Enable Cross Charge feature	Selected.
Regular Projects:
	Create labor adjustment	Selected. The labor adjustment will be used to transfer the labor charges back to the employee’s profit center.
	Create journal entry	Selected. The journal entry will be used to transfer the revenue back to the employee’s profit center.
	Credit account	Enter the revenue account that should be credited when transferring revenue back to the employee’s profit center.  This account is only used when you are creating a journal entry.
	Debit account	Enter the revenue account that should be debited when transferring revenue back to the employee’s profit center. This account is only used when you are creating a journal entry.
	Rate	Choose the markup rate to use when transferring revenue back to the employee’s profit center.  If you select the Calculate from Billing Terms option, Advantage uses the billing terms when transferring the revenue. If you select the Multiplier option, you must enter the rate by which to transfer the revenue. This should be the markup rate used on client invoices. This rate is only used when you are creating a journal entry.
Overhead Projects:
	Create labor adjustment	Selected. The labor adjustment will be used to transfer the labor charges back to the employee’s profit center.
	Create journal entry	Not selected. There is no revenue associated with overhead projects.
	Credit account	Enter the revenue account that should be credited when transferring revenue back to the employee’s profit center.  This account is only used when you are creating a journal entry.
	Debit account	Enter the revenue account that should be debited when transferring revenue back to the employee’s profit center. This account is only used when you are creating a journal entry.
	Multiplier	Enter the multiplier to use when transferring revenue back to the employee’s profit center.
 Related Topics


Setting up Advantage to Transfer Overhead to the Project's Profit Center

You would need to set up Advantage to transfer the fringe overhead costs associated with the employee to the project’s profit center if you want to keep all of the charges for the employee in the profit center where the employee is cross charging. In this case, labor and revenue are already in the project’s profit center, so no adjustments need to be made.

In this case, General System Setup should be set up as follows:

Field	Entry
Enable Cross Charge feature	Selected.
Regular Projects:
	Create labor adjustment	Not selected.
	Create journal entry	Selected. The journal entry will be used to transfer overhead to the project’s profit center.
	Credit account	Enter the indirect expense account that should be credited when transferring overhead to the project’s profit center.
	Debit account	Enter the indirect expense account that should be debited when transferring overhead to the project’s profit center.
	Rate	Choose the markup rate to use when transferring overhead to the project’s profit center.  If you select the Calculate from Billing Terms option, Advantage uses the billing terms when transferring the overhead. If you select the Multiplier option, you must enter the rate by which to transfer the overhead. This should be the markup rate used on client invoices.
Overhead Projects:
	Create labor adjustment	Not selected.
	Create journal entry	Selected. The journal entry will be used to transfer overhead to the project’s profit center.
	Credit account	Enter the indirect expense account that should be credited when transferring overhead to the project’s profit center.
	Debit account	Enter the indirect expense account that should be debited when transferring overhead to the project’s profit center.
	Multiplier	Enter the multiplier to use when transferring overhead to the project’s profit center.


Establishing a Timeline for Running the Cross Charge Feature

It is important to note that you must establish a timetable for running the Cross Charge routine that takes into account any labor adjustments or billing labor transfers you make after posting timesheets.

As a basic rule of thumb, you should run the cross charge routine after each timesheet period. That is, if you post timesheets biweekly, you should run the labor cross charge routine biweekly. If you follow this rule, your project and employee reports will always be up to date.

The labor cross charge routine should also be run after each labor adjustment or billing transfer run as these postings may also contain cross charges for your employees.

Whatever you choose as your timeline for running the labor cross charge routine, it is important that you stick to it so that your reports reflect the accurate amounts for your employees and projects.


Running the Cross Charge Feature

After setting up your system for cross charges, the actual running of the program is easy. Setup should not change once it is established, and if it does change, it will not change on any regular basis.

To run the Cross Charge routine:

1.	Select Processing, Labor Cross Charge from the Advantage main menu. Advantage displays the Cross Charge form.

2.	Select the range of periods for which to run the Cross Charge program. Once you select a range of periods, Advantage displays a list of the posted timesheet runs during that period that have not been cross charged.

3.	Select to Show postings already cross charged or to Show Labor Adjustments and Transfers, if desired.

4.	Select the labor posting runs for which to process cross charges. To select multiple, sequential labor postings, hold down the <Shift> key and select the first and last posting run in the range. To select multiple, non-sequential labor postings, hold down the <Ctrl> key and select the individual posting runs to include.

5.	Modify the default Journal Entry Batch Name and the Labor Adjustment Batch Name, if desired.

6.	Click on the Process button to process labor cross charges for the selected labor posting runs. The system displays the following message:

Cross Charge Processing is a big deal. Are you sure you want to proceed?

7.	Click on the Yes button to continue, or click on the No button to return to the main Cross Charge form. If you clicked on the Yes button, the system processes cross charges for the selected labor posting runs. The system displays the following message:

The cross charge process has completed.

8.	Click on the OK button. Advantage displays the Labor Cross Charge report displaying the projects and employees that received cross charges during the process.

 Related Topics


Defining Options for the Labor Cross Charge Report

The Labor Cross Charge Reporting routine lets you define and save multiple options for printing the Labor Cross Charge report.

To define options for the Labor Cross Charge report:

1.	Select Processing, Labor Cross Charge from the Advantage main menu. Advantage displays the Cross Charge form.

2.	Select the timesheet, labor adjustment, or billing transfer run(s) for which you want to generate the Labor Cross Charge report.

3.	Click on the Report button. Advantage displays the Labor Cross Charge report options form.

4.	Choose the appropriate options for the report:

Sort By	Include Labor Transaction Detail
Page Break	Profit Center Selection
5.	Click on the Print or Print Preview button to generate this report.

 Related Topics


Labor Cross Charge Report

The Labor Cross Charge report lists employee labor that has been posted to a profit center that is different than the employee’s profit center. For example, you would print this report when an employee associated with one profit center performs work on a project that is associated with a different profit center.

This report provides an audit trail that identifies the cross charges made during the current accounting period. The report displays the following columns:

Column	Contents
Project Profit Center	The project’s profit center. If you sort by the Project’s Profit Center, Advantage lists this information above the columns of each report section, followed by the profit center for the employee. This information reprints each time the project’s profit center changes. Note that this is the project profit center that was valid at the time of the posting.
Employee Profit Center	The employee’s profit center. If you sort by the employee’s profit center, Advantage lists this information above the columns of each report section, followed by the profit center for the project. This information reprints each time the employee’s profit center changes. Note that this is the employee profit center that was valid at the time of the posting.
Project Type	The project’s type: Regular, Overhead, or Promotional.
Employee Number/Name	The employee who cross-charged labor to this project.
Project	The project to which labor was cross-charged.
Task	The task (if any) to which labor was cross-charged.
Name	The name of the project to which labor was cross-charged.
Method/Source	The method and source Advantage used in calculating the cross charge amount. Valid options are: • M/G - Used the multiplier specified on the Cross Charge tab of General System Setup to calculate the cross charge amount. • M/C- Used the multiplier specified on the Cross Charge tab of Individual Profit Center Setup to calculate the cross charge amount. • M/P - Used the multiplier specified on the Cross Charge tab of Project Table Maintenance to calculate the cross charge amount. • B/G - Used the billing terms setting from the Cross Charge tab of General System Setup to calculate the cross charge amount. • B/P - Used the billing terms setting from the Cross Charge tab of Project Table Maintenance to calculate the cross charge amount.
Hours	The total hours worked by the employee on the project.
Cost Amount	The extended cost amount of labor dollars that each employee worked for the project.
Revenue Amount	The extended billing amount of labor dollars that each employee worked on the project. This column only appears if the Billing module is installed and you are printing reports at both billing and cost rates.
 Note

 Related Topics


Change Project's Profit Center Utility for a Specific Timeframe or for the Job-to-Date

When using Profit Center Reporting, all projects belong to a profit center and this location influences the general ledger posting of data entry files. The Change Project's Profit Center utility can be used to move a project from one center to another. This may be necessary if you just started using the module, or assigned a project to a center erroneously. When you run the utility, you decide to move the project and related activity for a specific timeframe or job-to-date, or leave prior activity unchanged.

If you change a project's/task's profit center after posting any transactions, Advantage needs to make sure that the project tables and the general ledger remain reconciled on a firmwide and on a profit center basis. Advantage does this by automatically making journal entry-type transactions (transaction type - CP) to transfer all revenue and expenses from the original profit center to the new profit center.

If you are maintaining separate balance sheets:

If you maintain separate balance sheets, the transfer of prior activity is more involved. The Change Project’s Profit Center Utility only changes the project’s revenue and expense entries in the General Ledger. When you use this utility to move a project from profit center A to profit center B, this utility adds up all of the project revenue and expenses for each account for the periods you are converting and creates a journal entry type transaction file by account and by period.

As the offsetting side of the original entry may have been to another project’s profit center and account, or to a Balance Sheet Account in the original profit center, the Change Project’s Profit Center Utility needs to post the net debit or credit for all of the project’s revenue and expense entries to an account on the Balance Sheet of the original and the receiving profit center. This adjustment amount can be a combination of entries that originally went to Accounts Receivable, Accounts Payable, Retained Earnings or any other Balance Sheet account.

Since Advantage does not know where the original offsetting entries were posted, it cannot automatically update the appropriate accounts in the new profit center for these offsetting amounts. To insure that the Change Project’s Profit Center Utility can post a balanced entry, the utility requests that you specify a Balance Sheet Account number to post the adjustment amount. You may then analyze the account and distribute the amount to other Balance Sheet Accounts, manually with a journal entry type transaction. You may select any Balance Sheet Account or create a new account to which the program posts.

Example

 Related Topics


Changing a Project's Profit Center

The Change Project’s Profit Center Utility lets you change the profit center of a single project and/or task. You may also specify the fiscal period from which the change should be made. You can only run the Change Project’s Profit Center utility from the most current, open accounting period.

This utility creates journal entry type transactions transferring all of the revenue and expenses for the project from the old profit center to the new profit center. If you are changing the project’s profit center for multiple fiscal periods, the utility creates and posts the journal entry type transactions by fiscal period.

To change a project’s profit center:

1.	Select Utilities, Key Conversions, Change Project’s Profit Center from the Advantage main menu. Advantage displays the Change Project’s Profit Center form.

2.	Complete the fields on the Change Project’s Profit Center form, referring to the context-sensitive help on the form.

3.	Click on the Change button. Advantage displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

4.	Click on the Yes button to continue. Advantage changes the profit center for the specified project and task (if any) throughout the system. When complete, Advantage displays the following message:

Conversion complete.

Posting run created by the conversion:
Change Profit Center run <run number>

5.	Record the posting run number and click on the OK button. Advantage returns you to the Change Project’s Profit Center form.

6.	Click on the Close button to close the Change Project’s Profit Center form and return to the Advantage main menu.


Journal Entries Created by the Change Project's Profit Center Utility

The following notes apply to the journal entries made by Advantage when changing a project’s profit center.

•	If you are maintaining separate balance sheets by profit center, this utility makes journal entry type transactions by period to a balance sheet account (specified at the Account for balance sheet entries field).

•	Advantage does not break out outstanding accounts receivable, unbilled services, or accounts payable for the project. If you want to see this break out on reports, you must make the appropriate journal entry type transactions.

•	Advantage also creates journal entry type transactions to transfer labor amounts between profit centers to the labor costing accounts specified by employee types. In addition, a journal entry type transaction may also be made to the Job Cost Variance account if Advantage is maintaining separate balance sheets or if the Job Cost Variance account is an income statement account.

For an example of this journal entry, see the topic titled Reallocating Account Activity and Balances.

•	Advantage automatically creates a journal entry type posting log by period to the labor posting accounts. To print this log, select Reporting, Posting Logs, Change Project’s Profit Center from the Advantage main menu and select the posting log to print.


Reconciling the Adjustment Amount if you are Maintaining Separate Balance Sheets

The Change Project’s Profit Center utility will make a lump adjustment entry for accounts receivable, accounts payable, unbilled, miscellaneous expense, print and reproduction expense, and unit entries by period to the account you specify. These reports will help you analyze this entry in the event you want to create a journal entry for the appropriate accounts:

•	Print the Accounts Receivable Ledger for the project in question.

•	Print the Accounts Payable by Project report for the project in question.

•	Print the Office Earnings report for the project in question.

•	Print Separate Balance Sheets by profit center.

•	Print Separate Income Statements by profit center.


Viewing the Change Profit Center Posting Log

Advantage produces a Change Profit Center posting log each time you change a project’s profit center. The log details all detail affected by changing the profit center for the project.

In addition, Advantage generates a General Ledger posting log for this process. This report lists the general ledger accounts that were affected by the changing of the project’s profit center. The report shows the total amounts debited and credited to each account.

 Notes


Reassigning Employees to Profit Centers

Profit Center Reporting conversion assigns all of your employees to one profit center. Use Employee Table Maintenance to modify each employee's profit center.

At the Profit Center field, enter the new profit center code.


Establishing Miscellaneous Projects

Miscellaneous projects are inter-company projects that can be used to redistribute revenue and expenses to the correct profit center (if profit center reporting is installed).

To define a miscellaneous project in Project Table Maintenance, click on the Add button and enter data into the following fields:

Field	Enter
Project Name	The name of the miscellaneous project (for example, "Miscellaneous Distribution Credit" if the miscellaneous project will be used to store accounting information) or the name of the miscellaneous project’s profit center (for example, Boston Architectural, if the project will be used to transfer transactions between profit centers).
Project Type	Enter the type of project:  Regular, Promotional, or Overhead.
Task Format	Specify your task format: Yes or No.
Profit Center	Enter the profit center to associate with this project.
Status	Enter Active.
 Notes

 Related Topics


Numbering Miscellaneous Projects

You should number your miscellaneous projects in a unique way. The following examples recommend three different ways to number your miscellaneous projects:

 Example 1 — Numbering multi-level profit centers using profit center name.

 Example 2 — Numbering multi-level profit centers using a series number.

 Example 3 — Numbering profit centers if you are using tasks.

 Note


Profit Center Name

If you have Profit Center Reporting installed and you want to view a subtotal for each miscellaneous project by profit center on reports, (for example, BOAR to identify profit center BO.AR), use a numbering method such as:

ZBOAR.00	Boston Architecture

ZCHAR.00	Boston Architecture

ZCHEN.00	Boston Engineering

 Notes


Series Number

If you want your miscellaneous projects to have a more uniform appearance on reports, use a numbering method such as:

Z9000.00

Z9001.00

Z9002.00

 Notes


If you are Using Tasks

If you are using tasks with your miscellaneous project, use a numbering method such as:

With Profit Center Reporting	Without Profit Center Reporting
ZBOAR.00 Task  001 Labor Distribution Credit Task 002 Employee Expense Distribution Credit	Z9001.00 Task  001 Labor Distribution Credit Task 002 Employee Expense Distribution Credit
 Notes


Redistributing Labor, Revenue, and Expenses to Profit Centers

Miscellaneous projects allow Advantage to track accounting information by profit centers. You establish miscellaneous projects through Project Table Maintenance.

To redistribute labor, revenue, and/or expenses to profit centers:

1.	Identify the transaction that needs to be transferred. For example, assume that Employee 00010 with profit center BO:AR, Boston Architecture, charges 40 hours of labor (equaling $1,000.00) on a timesheet to project 92004.00 City Hall with profit center SF:EV, San Francisco Environmental. That is,

2.	Print out the Labor Posting Log for that transaction.

3.	Select Journal Entries from the Data Entry Menu.

4.	Using the information on the Labor Posting Log, enter the redistribution amount for the transaction by crediting the regular project and debiting the miscellaneous project for the amount of the transaction. In the above example, you would enter a $1,000.00 credit for project 92004.00 (see Step 1 below), and a $1,000.00 debit for project ZBOAR.RO (see Step 2 below).

ZBOAR.RO represents the miscellaneous project used to absorb all costs associated with profit center BO:AR, Boston Architecture as defined in Individual Profit Center Setup Maintenance.

 Notes


Verifying Your General Ledger

If you are installing Profit Center Reporting after you have been using the Accounting application, then you need to reallocate your account activity to Profit Centers. If you are installing Profit Center Reporting at the same time as the Accounting application, then you can skip the topic titled "Reallocating Account Activity and Balances."


Reallocating Account Activity and Balances

The profit center conversion assigns all of your account activity and balances to one profit center. If you have established more than one profit center, you must reallocate the account activity and balances to their appropriate profit centers through journal entries. To do this:

Select Processing, Data Entry, Journal Entries from the Advantage main menu.

1.	Select New and enter the following information on the Journal Entries New File form:

Field	Description
File Name	Reallocation.
End Date	The Profit Center Reporting conversion date or the accounting period ending date.
Control Total	The total reallocation amount.
2	Click on the OK button and enter the following information on the Journal Entries Detail form:

Field	Enter
Ref No	The reference number to identify the reallocation.
Date	The Profit Center Reporting conversion date or the accounting period ending date.
Description	Reallocation.
Type	Select the type of entry to make to the general ledger:  cash, accrual, or both.
Project/Task	The miscellaneous project that references the profit center of the debit or credit.
Account	The account of the reallocation.
Debit	The amount of the debit.
Credit	The amount of the credit.
For example, during a two-level Profit Center Reporting conversion, account 151.00, Furniture and Fixtures, is assigned to profit center 00:00. To reallocate that amount to the appropriate profit centers, BO:AR (Boston Architectural) and BO:EN (Boston Engineering), you would make the following journal entries:

Z0000.00 is the miscellaneous project that references the 00.00 profit center; ZCHAR.00 is the miscellaneous project that references the BO:AR profit center; and ZBOEN.00 is the miscellaneous project that references the BO:EN profit center.


Converting Profit Center Codes

You can use the Profit Center Conversion utility to either reformat your profit centers or change a profit center’s code. The Profit Center Conversion Utility changes the profit center’s code for all of the projects and employees that had the original profit center code assigned. The conversion program also changes all the individual Profit Center Setup information for the original profit center based on the information you enter on this form.

What do you want to do?

Reformat your profit centers.

Change a profit center.

Close a profit center no longer in use.

Learn more about profit centers.

 Related Topics


Reformatting Your Profit Centers

You can use the Profit Center Conversion utility to either reformat your profit centers or change a profit center.

To reformat your profit centers:

1.	Backup your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Profit Centers from the Advantage main menu. Advantage displays the Labor Code Conversion form.

3.	Complete the fields in the Format section of the Profit Center Conversion form, referring to the context-sensitive help on the form.

4.	Review any changes made by looking at the new profit center format in the Sample field.

5.	Click on the Apply button to reformat all of the profit centers in your system. Advantage displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

6.	Click on the Yes button to continue. Advantage converts your profit center format. When complete, the following message displays:

The number conversion is complete.

7.	Click on the OK button. Advantage returns you to the Profit Center Conversion form.

8.	Click on the Close button to close the Profit Center Conversion form and return to the Advantage main menu.


Changing a Profit Center

You can use the Profit Center Conversion utility to either reformat your profit centers or change a profit center.

To change a profit center:

1.	Backup your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Profit Centers from the Advantage main menu. Advantage displays the Profit Center Conversion form.

3.	Complete the information in the Change Number section of the Profit Center Conversion form, referring to the context-sensitive help on the form.

4.	Click on the Change button to change the profit center. Advantage displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

5.	Click on the Yes button to continue. Advantage changes the profit center throughout the system. When complete, Advantage returns you to the Profit Center Conversion form.

6.	Click on the Close button to close the Profit Center Conversion form and return to the Advantage main menu.


Closing Profit Centers no Longer in Use

You can use the Profit Center Conversion utility to close out (consolidate) profit center data into another profit center code. You can either consolidate data between two existing profit centers, or you can set up a new profit center in which to closeout profit centers no longer in use.

To close profit centers no longer in use:

1.	Backup your Advantage database. Click here for instructions.

2.	Ensure that the profit center into which you want to close another profit center exists in Individual Profit Center Setup prior to proceeding with the next step.

3.	Select Utilities, Key Conversions, Profit Centers from the Advantage main menu. Advantage displays the Profit Center Conversion form.

4.	Highlight the profit center to close in the Profit Centers window of this form.

5.	Enter the code in which to close the highlighted profit center in the New code field.

6.	Click on the Change button. Advantage displays the following message:

This profit center is already used.
Are you sure you want to proceed?

7.	Click on the Yes button. Advantage displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

8.	Click on the Yes button to continue. Advantage consolidates the highlighted profit center’s detail into the profit center entered in the New number field.

9.	Click on the Close button to close the Profit Center Conversion form and return to the Advantage main menu.


Post-installation Activities

The next step is to perform the Post-Installation Activities. These activities consist of:

•	Disallowing changes to history data.

•	Adding bank and liability codes.

•	Printing reports.

We recommend that you keep these reports as an audit trail for historical purposes. In addition, we also recommend that you make a backup copy of the databases for safe-keeping.

 Related Topics


Disallow Changes to History Data

Once you have finished entering historical data, you must deselect the Allow changes to history data option in General System Setup Table Maintenance. By deselecting this option, you are preventing your project and general ledger accounts from getting out of balance.


Adding Bank Codes

Once you have completed the installation process, you may want to add new bank codes to reflect your profit center structure. See also Establishing Bank Codes.


Adding A/P Liability Codes

If you are using the Accounts Payable application, you may also want to add new A/P Liability codes to accommodate your profit center reporting structure. See also Establishing Accounts Payable Liability Codes.

If you are maintaining separate balance sheets, you should set up a liability code for each profit center. However, if you want the voucher posting to follow the project’s profit center, you do not have to enter a liability code for each profit center. Instead, leave the Profit Center field in A/P Liability Code Maintenance blank and the liability will follow the project’s profit center.


Printing Reports

You should print the following reports once you complete installation of Profit Center Reporting:

•	Project List

•	Office Earnings Report

•	Balance Sheet

•	Income Statement

•	Reconciliation Report

•	General Ledger Account Analysis

•	Employee List

•	Bank Code List

•	Profit Center List

•	A/P Liability Code List

After printing these, you should use them to verify that your profit centers are established correctly.

 Related Topics


Report Options by Profit Center

You can sort or select the following project reports by profit center:

•	Project List

•	Project Progress Report

•	Project Detail Report

•	Project Summary Report

•	Office Earnings Report

•	Aged Accounts Receivable Report

•	Accounts Receivable Ledger Report

You can select the following accounting reports by profit center:

•	Balance Sheet

•	Income Statement

•	General Ledger Account Analysis

You can also sort these three reports in the following ways:

•	Grouping Sort — Print one complete report for each profit center at a time.

•	Detail Sort — Print one report with an account breakdown for each profit center.

In addition to the reports previously mentioned, the following reports contain profit center information:

•	Employee List

•	Time Analysis Report


Overhead

Overhead is the sum of all indirect expenses.


Cut-Off Date

Date enabled and also the date at which the cash-basis opening balances will be calculated.


Mapping

The account relationship for posting as established in Account Table Maintenance.


Record Counter

The record counter appears on all maintenance (table and setup) forms in Advantage. This counter lets you move from one record to another. Records are sorted alphabetically by number or name. The following table reviews your options:

Option	Description
	Brings you to the first record in the table.
	Brings you to the previous record in the table.
	Brings you to the next record in the table.
	Brings you to the last record in the table.


Labor Distribution Credit

Select the labor distribution credit project and task (if any) to use when amounts are posted to this profit center combination.

This field is only enabled if you selected the Labor distribution credit option in Profit Center Reporting Setup Maintenance.


Miscellaneous Expense Distribution Credit

Select the miscellaneous expense distribution credit project and task (if any) to use when amounts are posted to this profit center combination and an indirect account.


Reproduction Expense Distribution Credit

Select the reproduction expense distribution credit project and task (if any) to use when amounts are posted to this profit center combination and an indirect account.


Unit Credit - Balance Sheet

Select the unit credit project and task (if any) to use when amounts are posted to this profit center combination and a balance sheet account.

This field is only enabled if you are maintaining separate balance sheets and you selected the Unit expense distribution credit option in Profit Center Reporting Setup Maintenance.


Unit Credit - Indirect Expense

Select the unit credit project and task (if any) to use when amounts are posted to this profit center combination and an indirect account.

This field is only enabled if selected the Unit expense distribution credit option in Profit Center Reporting Setup Maintenance.


Unit Credit - Other Revenue/Expense

Select the unit credit project and task (if any) to use when amounts are posted to this profit center combination and a revenue or a direct expense account.

This field is only enabled if you are maintaining separate balance sheets and you selected the Unit expense distribution credit option in Profit Center Reporting Setup Maintenance.


Payroll (FICA) Expense Debit

Select the payroll debit project and task (if any) to use when amounts are posted to this profit center combination.

This field is only enabled if you selected the Payroll (FICA) expense debit option in Profit Center Reporting Setup Maintenance.


Payroll Liability Distribution Credit

Select the payroll liability credit project and task (if any) to use when amounts are posted to this profit center combination.

This field is only enabled if you are maintaining separate balance sheets or if you are not maintaining separate balance sheets and the Labor distribution credit option in Profit Center Reporting Setup Maintenance.


Employee Expense Distribution Credit

Select the employee expense distribution credit project and task (if any) to use when amounts are posted to this profit center combination and a balance sheet account.


Employee Advance Distribution Credit

Select the employee advance distribution credit project and task (if any) to use when amounts are posted to this profit center combination and a balance sheet account.


Employee Expense/Advance Default Bank

Specify the bank code to use when posting the credit for the transaction when amounts are posted to this profit center combination.

If no default bank code is specified in this routine, Advantage uses the bank code specified at the Employee exp/adv default bank field on the Auto Posting tab of System Setup Maintenance.


Operating profit center

An operating profit center may receive overhead from a non-operating profit center, but will not distribute to non-operating profit centers. Regular, revenue-producing jobs usually reside in operating profit centers.


Non-operating profit centers

A non-operating profit center does not contain revenue-producing projects. They pass on their overhead expense plus any overhead allocated from another non-operating profit center.


Post revenue as it is generated

Select this option to automatically post the RevGen file after processing revenue generation.

When you select this option, the Run button on the Revenue Generation toggles to Post. When you click on this button, Advantage displays the following message:

Posting causes permanent changes to the database. Are you sure you want to post the selected files?

Click on the Yes button, if you are sure you want to post the RevGen file immediately after posting. (You will not have a chance to review the revenue distributed to your projects if you click on the Yes button). The system then displays the following message:

Would you like to print the posting logs during the posting process?

Click on the Yes button to print the posting logs after posting the RevGen file. Otherwise, click on the No button. The system processes revenue generation, displays the number of projects and tasks processed, and then prints the posting log (if printed). The revenue generation process is completed, and there are no additional steps to perform.


Use project reporting default terms for WIP @ Billing calculations

Select this option to use the default project reporting billing terms for regular projects when calculating revenue for method W for projects without billing terms defined. Method W allows you to recognize revenue based on both billed amounts (Method B) plus labor and expense amounts as-yet unbilled (that is, work in progress).

When you specify this option, Advantage calculates work-in progress amounts using the default project reporting billing terms for regular projects (without billing terms defined) and add this amount to the billed amounts for the project.

If you specify this option, it applies to the entire Revenue Generation processing run. This option cannot be specified on a project-by-project basis.


Code

Required. Enter a (single alphanumeric character) code for the user-defined revenue method. You cannot use a code already assigned to an existing revenue method.


Description

Required. Enter a description for the revenue method, using up to 30 alphanumeric characters.


Fields

Required. Select the fields to include in your custom revenue method equation.

For descriptions of the available fields, see the topic titled Custom Revenue Method Data Field Descriptions.


Operators

Optional. Lets you add, subtract, multiply, or divide custom revenue method fields to obtain your custom calculation.

For descriptions of the available operators, see the topic titled Custom Revenue Method Operators.


Sub to Max

Optional. Applies a ceiling value, putting a maximum on the preceding value in the equation. It accrues revenue up to the compensation amount specified in Project Table Maintenance, unless Compensation is zero, in which case there is no maximum.


Greater of

Optional. Takes the greater value of the methods bordering this operator. When you click on this button, an additional form appears where you can specify the two methods to use in this equation.


Lesser of

Optional. Takes the lesser value of the methods bordering this operator. When you click on this button, an additional form appears where you can specify the two methods to use in this equation.


Add

Optional. Click on this button to add a component to the revenue method calculation. Advantage then displays the equation component in the User Definition area of the screen.


Remove

Optional. Click on this button to remove a component from the revenue method calculation. Advantage then removes the equation component in the User Definition area of the screen.


User Definition

Required. Advantage displays the revenue method calculation in this section of the form.


Levels

Required. The number of profit centers in your database displays for your reference. If profit centers are enabled, you cannot modify the value in this field. If you want to change the number of profit center levels, use the Profit Center Key Conversion utility.

If profit centers are not enabled, enter the number of profit center levels that you want to establish in your database. The default is one level, however, you can establish between 1 and 4 levels. Required. The number of profit centers in your database displays for your reference. If profit centers are enabled, you cannot modify the value in this field. If you want to change the number of profit center levels, use the Profit Center Key Conversion utility.

If profit centers are not enabled, enter the number of profit center levels that you want to establish in your database. The default is one level, however, you can establish between 1 and 4 levels.


Overall Label

Required. The term profit center is used as a default label throughout Advantage. However, if profit center does not aptly describe your organizational units, you can supply a different label that will replace the default throughout Advantage. Some clients prefer to call the entities: cost center, business unit, department, or branch office.

Whatever labels you decide to use, those labels will appear throughout Advantage once you enter them in Profit Center Setup Table Maintenance.


Level Labels

Required. You can give each level a reference name of your choice. For example, in a one-level structure, you can label the level "Office". In a three-level structure, you might choose the following labels:

Level	Label

1	Region

2	Office

3	Department

In addition to the general term profit center, Advantage uses labels to describe the categories of subcodes (you enter them in Profit Center Subcode Table Maintenance). Examples of labels that you might supply include company, region, branch, discipline, and principal.

Each label can have a maximum of 16 alphanumeric characters. You can change the labels at any time.


Maintain separate balance sheets by profit center

Optional. Select this option if you want Advantage to keep track of every Balance Sheet transaction by profit center, enabling you to print an individual Balance Sheet for every profit center you have established. If you do not select this option, the Balance Sheet will be consolidated.

With Profit Center Reporting, all of your postings to revenue and expense flow to the individual profit centers. You can print the Income Statement by individual profit center or consolidated for the entire firm.

If you select this option:

•	You must enter a project number for each transaction during data entry, regardless of the Account you are entering. Advantage identifies the profit center from its association with the project number.

•	You must enter a profit center for each bank code through Bank Code Setup Table Maintenance and for each accounts payable liability code through A/P Liability Code Setup Table Maintenance.

If you always want the liability to post to the project’s profit center, you do not need to enter separate liability codes.

If you do not select this option:

•	You must enter a project number for each transaction during data entry, where the Account is an Income Statement account (Revenue, Reimbursable, Direct, and Indirect, including Other Charges accounts.)

•	You may not enter a project number for a transaction during data entry, where the Account is a Balance Sheet account. All implicit and explicit postings to Balance Sheet accounts will flow to a default profit center.


Default Profit Center

Required. If you choose to produce only a consolidated Balance Sheet (and not a separate Balance Sheet for each profit center), postings to Balance Sheet and non-operating accounts will flow to the default profit center. This occurs because you will not be required to enter a project number to identify an individual profit center.

If you selected the Maintain separate balance sheets by Profit Center option, you cannot enter a Default Profit Center because each Balance Sheet transaction will require a project number.

If you did not select the Maintain separate balance sheets by Profit Center option, you must enter the default profit center code to act as the Default Profit Center for Balance Sheet transactions. When you enter a profit center combination, Advantage automatically creates the code.

If you later decide to maintain separate balance sheets all prior transactions will be assigned to this default profit center. You may want to reclassify charges to a different profit center.


Conversion Profit Center

Required. This field only appears if profit centers are not enabled.

During Profit Center Reporting conversion, Advantage assigns one profit center code to all of your existing data. This code should be the Corporate-Unassigned profit center code or the profit center code that is used by most transactions in your system.

The profit center code will be automatically added to the subcode and combination tables.

After converting your database to Profit Center Reporting, you will need to modify the information (such as profit center name) in Profit Center Codes Setup Maintenance.


Distribute these credits by Profit Center?

Optional. Define whether or not to distribute the following credits by profit center:

 Labor distribution credit

 Miscellaneous expense distribution credit

 Reproduction expense distribution credit

 Unit expense distribution credit

 Employee expense distribution credit

 Payroll liability distribution credit

 Payroll (FICA) expense debit

 Payroll liability Profit Center if not distributing

See also Setting Up Automatic Posting Accounts by Profit Center.


Level

Required. Select the desired level for which to enter subcodes by clicking on the button next to the level number.


Code

Required. Specify a two-digit code to identify this profit center level.


Label

Required. Enter a descriptive label for this code, using up to 16 characters of free text.


Profit Center

Required. Enter a valid profit center combination in the Profit Center field. To do this, select the two-digit code for each of your profit center levels.


Label

Required. Enter a descriptive level for this profit center combination, using up to 24 characters of free text in the space provided for you. This label appears throughout Advantage when you select this profit center combination.


ADP Company Code

Optional. Enter the ADP Company Code to use for this profit center combination.


Distribute to operating profit centers

Optional. If you select this option, Advantage enables all the fields on this form. If you do not select this option, Advantage assumes that this is an operating profit center and that you want to allocate overhead to projects (not to other profit centers).

An operating profit center may receive overhead from a non-operating profit center, but will not distribute to non-operating profit centers. Regular, revenue-producing jobs usually reside in operating profit centers.

A non-operating profit center does not contain revenue-producing projects. They pass on their overhead expense plus any overhead allocated from another non-operating profit center.


Distribution target

Optional. Specify the profit center that will receive the overhead. You can enter wildcards as values in this field.


Distribution pass

Optional. Enter the pass on which the overhead allocation pass should distribute the overhead from the non-operating profit center to other profit center(s). Valid entries are 1, 2, 3, or 4.

See also Allocating Overhead for Both Operating And Non-Operating Profit Centers.


Method

Required. Enter the method by which to allocate overhead. Your choices are:

•	Assign - If you select this method, you supply the overhead rate, which the system multiplies by a base to yield the amount of overhead that will be allocated.

•	Prorata - If you select this method, the system calculates the overhead rate by dividing the total overhead expenses (from the Income Statement) by a base for each project to yield the amount of overhead that will be allocated.

•	None - If you do not want to allocate overhead at this point, enter None as the Method.


Basis

Optional. Enter one of the following:

•	Direct Labor Costs (both regular and overtime labor)

•	Revenue (total project revenue)

•	Total Labor Costs (both direct and indirect labor)

•	Total Costs (both regular and overtime labor, and direct and indirect expenses)


Overhead rate

Optional. Enter the overhead rate to apply to this profit center.


Variance project/task

Required, if assigning or prorating overhead. Enter the project/task to store the difference between the computed amount and the actual amount of overhead distributed. An amount is usually applied to this project/task if you are using the Assign method.

You must enter a project/task number in this field if you are allocating overhead on a profit center basis (regardless of the method). The Proration method may result in penny rounding differences that will show up in this project/task.


Levels

Required. Enter the desired number of profit center levels. The current length of the profit center code appears for reference.


Add

Required, if you are increasing the length of your profit centers. Enter the alphanumeric characters to add to the profit center code during the conversion. You can also specify whether the character(s) are added to the left or the right of the profit center code.


Remove from

Required, if you are decreasing the length of your profit centers. Select whether to remove the levels from the left or right of the existing profit center codes.


Profit Centers

Required. Highlight the profit center whose code you want to change. This box lists all of the profit center combinations in your database.


New Number

Required. Enter the new profit center code. You can change a profit center to an existing profit center code. All the detail for the profit centers will be combined.

If you are changing an individual profit center code to a new code that does not exist you must add the new code to Advantage.


Project

Required. Enter the project for which to change profit centers.

Once you enter the project and task (if any), Advantage displays the current profit center in the Old Profit Center field.


Task

Optional. Enter the task (if any) for which to change profit centers. If you do not enter a task, Advantage changes the project’s profit center only (no task records are updated). If you enter a task, Advantage changes the task’s profit center only (not the project’s).

Once you enter the project and task (if any), Advantage displays the current profit center in the Old Profit Center field.


Old Profit Center

Required. Advantage displays the profit center to which the specified project and task (if any) are assigned.

This field is for reference purposes only, i.e., you cannot change the value in this field.


New Profit Center

Required. Enter the new profit center to which to assign the specified project and task (if any) combination.


Apply to

Required. Select one of the following options:

•	JTD - Select this option to apply changes from the start of the project to the current accounting period and all future transactions.

Use this option if you have assigned the incorrect profit center to a project when you originally set up the project. You can also use this option if you have enabled profit centers at some point other than the initial installation of Advantage.

•	All future transactions - Select this option to apply the profit center change to all future transactions. This option leaves all existing project data as is in Advantage (i.e., general ledger reports will not be affected by the conversion).

This option is useful if you are restructuring as of the current accounting period and you want to move projects between profit centers.

•	All transactions since - Select this option to apply the profit center change to all transactions after a specified accounting period. The changes will apply from that period to the current period, and all future transactions.

This option is useful if you have decided in March to restructure as of the past January. In this instance, you would select January as the start period for the conversion.


Account for Balance Sheet Entries

Required, if you are maintaining separate balance sheets. Enter the account that will receive the balance sheet detail during the reassignment.

You can enter an existing balance sheet account. However, we recommend that you set up a new account to use only for this purpose.


Disable Cross Charge

Required. Select this option if you want to disable the cross charge feature for this profit center. If you disable this option, Advantage will not cross charge amounts:

•	Posted to this profit center from a project or employee in another profit center.

•	Posted by a project or employee in this profit center to a project in another profit center.

You may want to disable cross charges if the profit center is the corporate overhead profit center in your firm.


Regular Projects: Multiplier

Required. Enter the profit center level multiplier to use for regular projects when transferring revenue back to the employee’s profit center or employee overhead charges to the project’s profit center.

Advantage uses the multiplier you specify here if there is no multiplier specified for the project on the Cross Charge tab of Project Table Maintenance.


Regular Projects: Credit Project

Required. Enter the project and task (if any) to use as the credit project when cross charging revenue between regular projects.


Regular Projects: Debit Project

Required. Enter the project and task (if any) to use as the debit project when cross charging revenue between regular projects.


Regular Projects: Labor Cost From

Required. Enter the project and task (if any) to which the offsetting labor cost charge is made for regular projects.


Regular Projects: Labor Cost To

Required. Enter the project and task (if any) to which labor cost is charged for regular projects.


Overhead Projects: Multiplier

Required. Enter the profit center level multiplier to use for overhead projects when transferring labor back to the employee’s profit center or employee overhead charges to the project’s profit center.

Advantage uses the multiplier you specify here if there is no multiplier specified for the project on the Cross Charge tab of Project Table Maintenance.


Overhead Projects: Credit Project

Required. Enter the project and task (if any) to use as the credit project when cross charging revenue between overhead projects.


Overhead Projects: Debit Project

Required. Enter the project and task (if any) to use as the debit project when cross charging revenue between overhead projects.


Overhead Projects: Labor Cost From

Required. Enter the project and task (if any) to which the offsetting labor cost charge is made for overhead projects.


Overhead Projects: Labor Cost To

Required. Enter the project and task (if any) to which labor cost is charged for regular projects.


Forms in Individual Profit Center Setup

There are three forms in Individual Profit Center Setup to complete:

•	General – Stores the projects and tasks (if any) that will receive the credit when posting to the profit center combination.

•	Overhead – Stores the process by which Advantage will distribute and allocate overhead for the profit center combination.

•	Cross Charge - Stores cross charge information for the profit center combination.


Range of periods

Required. Select the period range that contains the labor posting runs that need to be cross charged. Click on the drop down arrows in these fields to obtain a list of available periods.


Show postings already cross charged

Optional. Select this option if you want to show a list of the labor posting runs that have already been processed during the selected period range.

You can select to reprocess a labor posting run if needed.


Show Labor Adjustments and Transfers

Optional. Select this option if you want to display labor adjustment and billing labor transfer posting runs for the selected period range.

You will need to run the cross charge routine for these runs if they contain cross charge adjustments.


Journal Entry Batch Name

Required. Advantage displays XCharge as the default journal entry file batch name. If desired, you may enter a different batch file name using up to 15 characters of free text.


Labor Adjustment Batch Name

Required. Advantage displays XCharge as the default labor adjustment file batch name. If desired, you may enter a different batch file name using up to 15 characters of free text.


Note about General Table Maintenance Steps

The selections made during installation affect many fields on Table Maintenance forms.


Tip on Switching Projects

To switch quickly from one project to another, enter the desired project number in the Select field. Double-click or press the F3 key in this field to perform a lookup.

Advantage remains on this field until you begin modifying the displayed project information. Thus, you can switch from project to project and review the data displayed without leaving this field.


Notes about Project Table Maintenance

If row-level security is established, Project Table Maintenance displays projects according to your security workgroups’ access rights.

You cannot enter a revenue type for an overhead project because overhead projects do not accrue revenue.

•	Once you enter a project number and save the table, you cannot modify the project number. You must use the Project Number Key Conversion utility to remove projects from your database or change a project number.

•	When you enter Project Table Maintenance, Advantage displays the first project in your database. You can click on the Lookup button to select a different project, or enter the project number in the Select field. The Lookup displays projects in alphabetical order by project name. You can sort this list by project number, project name, or client.


Tip on Switching Tasks

To switch quickly from one task to another, enter the desired task number in the Select field. Double-click or press the F3 key in this field to perform a lookup.

Advantage remains on this field until you begin modifying the displayed task information. Thus, you can switch from task to task and review the data displayed without leaving this field.


Notes about Task Table Maintenance

•	You cannot specify the following information at the task level: Type, Tasks, and Unit Table. You must specify this information at the project level.

•	Once you define tasks for a project, all project financial data is stored at this level. If you want to delete tasks, use the Task Number Key Conversion utility to transfer the expenses associated with the task to the project level (thereby turning the Task option off).

•	If you are on the Task Maintenance form, you cannot select a new project. To change projects, you must switch back to Project Table Maintenance. To switch from Task to Project Table Maintenance click on the Project button. To switch from Project to Task Table Maintenance click on the Tasks button.

•	If you add tasks to an existing project, you should check all unposted transaction files for the project. If the project exists in one of these files, you must redefine the entry to avoid errors due to invalid data.

•	You cannot define tasks when you are adding a project. To add tasks, you must close out of Add mode, click on the Tasks button, and then define your tasks. Advantage does not create a default task, you must remember to add tasks for your projects prior to posting or reporting.

•	If you already have tasks set up for a project, when you click on the Tasks button, Advantage displays the task number in the header next to the project number and the Task button switches to Project.


Notes about Modifying a Project

•	You can change the project number or task number using the appropriate key conversion utility.

•	If you have posted amounts to a project, you cannot modify the project type after the project has been added to the database. To change a project's type, close out the project using the Project Closeout utility and transfer the revenue or expenses associated with the project to the new project, using the Billing Transfer utility.


Tip on Tracking Changes to a Project

You can track changes made to a project in Project Table Maintenance by displaying a Last Modified field on the Sort/Select tab.

To display the Last Modified field:

1.	Select Utilities, Setup Table Maintenance, Sort/Select Setup from the main menu. Advantage displays the Sort/Select Fields Setup Maintenance form.

2.	Select the Project tab.

3.	Enter <DATELASTMOD> in the Label field of any unused row in the Date Fields section.

4.	Select the In Use option.

5.	Click on the Close button.

6.	Select Tables, Projects from the main menu. Advantage displays the Project Table Maintenance form.

7.	Click on the Sort/Select tab. The Last Modified field now appears for your reference. You cannot modify this field.


Notes about Deleting a Project

•	If you do not use the Accounting application and you delete a project, you cannot reuse the project number until the period in which it was deleted is closed.

•	You should not delete a project using Project Table Maintenance if the Accounting application is installed. You should use the Project Number Conversion utility to transfer all project/task data to the new project/task.

•	You should not delete tasks once you add them to the database. Use the Task Number Conversion utility to close out project tasks without closing out the entire project.

•	Once a project is complete, and you are sure that you will not need to use its historical data, you can closeout the project using the Project Closeout utility.


Notes about Transferring Revenue and Expenses

•	If you have the Billing application installed, you can use the billing transfer option in Interactive Billing to transfer detail between projects.

•	If you do not have the Billing application installed, you must post negative transactions (such as timesheets or invoices) to the incorrect project, and post positive transactions to the new/correct project.


Note about Setting up Project Billing Terms

You can transfer labor and expenses from an overhead project to a revenue-producing project or vice versa using Interactive Billing.


Tip on Switching Clients

To switch quickly from one client to another, enter the desired client number in the Select field. Double-click or press the F3 key in this field to perform a lookup.

Advantage remains on this field until you begin modifying the displayed client information. Thus, you can switch from client to client and review the data displayed without leaving this field.


Notes about Client Table Maintenance

We suggest that you add clients before projects since clients are referenced in Project Table Maintenance.


Tip on Switching Accounts

To switch quickly from one account to another, enter the desired account number in the Select field. Double-click or press the F3 key in this field to perform a lookup.

Advantage remains on this field until you begin modifying the displayed account information. Thus, you can switch from account to account and review the data displayed without leaving this field.


Notes about Account Table Maintenance

•	Asset, Liability, and Net Worth accounts appear on the Balance Sheet. All other account classes appear on the Income Statement.

•	Accounts entered in the 800.00 - 999.99 range should be your revenue and expenses that are unrelated to your normal operations (for example, bank interest income, or provision for income tax expense). These accounts appear after the operating profit and loss on the Income Statement, as they fall below the bottom line.

•	The Billing application and the Project Budget Worksheet recognize Reimbursable Consultant accounts within the 500.00 to 519.99 range. In addition, the Project Budget Worksheet recognizes Direct Consultant accounts within the 600.00 to 619.99 range.


Notes about Adding Cash-Basis Accounts

•	If the cash-basis account is the same as the accrual-basis account, you do not need to set up a cash-basis account.

•	You should consult your accountant for recommendations concerning the final setup of your cash-basis accounts.

•	After you enter your cash-basis accounts, you should print your Account List to ensure your accounts are set up properly.

•	You enable cash-basis reporting on the General tab of General System Setup.

•	After you enable and set up cash-basis, you must enter historical account balances using Account Balances History.


Note about Modifying an Account

You can change the account number using the Account Number Key Conversion utility.


Tip on Switching Employees

To switch quickly from one employee to another, enter the desired employee number in the Select field. Double-click or press the F3 key in this field to perform a lookup.

Advantage remains on this field until you begin modifying the displayed employee information. Thus, you can switch from employee to employee and review the data displayed without leaving this field.


Notes about Employee Table Maintenance

•	If row-level security is established, Employee Table Maintenance displays employees according to your security workgroups’ access rights.

•	If you are adding a new employee to your database and you have the Payroll application installed, you must be assigned the following access rights on the Privileges tab of Security Setup Maintenance:

•	You must be set up for Full privileges to Employee Table Maintenance.

•	The See payroll data option must be selected.

If these options are not set up, you will not be able to add new employees to the database.

•	When you enter an ADP file number in the ADP File Number field on the Payroll tab, Advantage subjects the number to a validation routine, preventing an existing number from being entered for a new employee.

•	When you enter Employee Table Maintenance, Advantage opens the form with the first employee in your database. You can click on the Lookup button to select a different employee, or enter the employee number in the Select field. The lookup displays projects in alphabetical order by employee name. You can sort this list by employee number or employee name.


Example for Using the Billing Category Field

For example, assume you have three categories in the Standard Categories table defined in Billing Rate Category Table Maintenance: 1 - Principal, 2 - Project Manager, and 3 - Architect. Three employees have time posted to a project: Apple, Bartlett, and Jones. Apple appears in the Principal category and Jones appears in the Architect category in the Standard Categories table.

Bartlett does not appear in a category in the Standard Categories table. When this occurs, Advantage looks at this field to see if the employee has a default category. If so, the system uses this category. If Bartlett had a category of 2 defined in this field, Advantage would place Bartlett in the Project Manager Category.

If the employee does not appear in a category and a default category is not defined at this field, Advantage does not print the employee in a category on the invoice and the employee’s rate is calculated as 0.00.

We suggest that you setup a Standard Category Table, for example:

Category	Description	Rate
10	Principals	175.00
20	Project Managers	135.00
30	Architects	125.00

You can then enter the employee’s category number in this field to help ensure that a default category will be used (instead of none).

If you do not enter a category number for the employee, Advantage displays a 0 in this field. If you have 0 defined as a category in Billing, Advantage includes the employee in that category. For this reason, do not use 0 to define a billing category, or ensure that you define a billing category for each employee in your database.


Note about Modifying an Employee

To change the employee’s number, use the Employee Number Key Conversion utility.


Notes about Using a Fixed Hourly Rate

•	This is the most common method.

•	A 40-hour work week equals 2,080 hours per year.

•	All regular hours are costed at the same rate. Therefore, labor-based billing is simplified, and there is a consistent ratio of labor cost to fee revenue.

•	Projects that have significant amounts of unpaid overtime incur higher labor costs under this method because every hour is costed even though it is not paid. However, if you are prorating overhead, these projects receive a lower amount of the overhead costs.


Example for Calculating Overtime Costs for Employees with an Hourly Rate

For example, assume William Apple’s hourly rate is $75.00, and his overtime percentage is 135%. If he works 12 overtime hours, Advantage uses the following equation to calculate overtime cost:

(12 * 75.00) * 1.35 = $1,215.00 overtime cost

If William Apple records the same 12 hours as secondary overtime, and his secondary overtime percentage is 200%, Advantage calculates his overtime cost as:

(12 * 75.00) * 2.00 = $1,800 overtime cost


Notes about Using Direct Personnel Expense

•	You can bill clients based on direct personnel expense without job costing at direct personnel expense.

•	All employee benefit costs appear in the direct labor portion of the project reports using DPE. Otherwise, the out of pocket expenses are included in the project’s overhead calculation.

•	The overhead rate charged to these employees is lower than if you used a raw labor rate, because you have accounted for fringe benefits in the direct labor costs.

•	The Annual Operating Statistics include industry averages for labor and DPE.


Notes about Using a Pay Rate

•	Projects that have significant amounts of unpaid overtime do not incur as much labor cost under this method.

•	The cost rate per hour fluctuates using the Pay Rate method (the cost rate decreases if the employee works more regular hours). Therefore, it can become difficult for a project manager to predict budgeted labor cost rates.

•	To use this method, the Adjust Salaried Cost feature must be enabled.


Notes about the Hourly Employee Example

•	The semi-monthly period depicted in the above example is 11 days.

•	The above example assumes your firm uses Pay Rate as the labor costing rate, costs labor on a semi-monthly basis, and has an expected regular time work week of 40 hours.


Notes about the Salaried Employee Example

•	The semi-monthly period depicted in the above example is 11 days.

•	The above example assumes your firm uses Pay Rate as the labor costing rate, costs labor on a semi-monthly basis, and has an expected regular time work week of 40 hours.

•	The annualized hourly rate and current labor cost rate differ because the employee has worked 88 hours in the current pay period, rather than the standard 80 hours.


Tip on Switching Units

To switch quickly from one unit to another, enter the desired unit number in the Select field. Double-click or press the F3 key in this field to perform a lookup.

Advantage remains on this field until you begin modifying the displayed unit information. Thus, you can switch from unit to unit and review the data displayed without leaving this field.


Notes about Unit Table Maintenance

•	When you select Unit Table Maintenance, Advantage opens the Default table, displaying the first unit in the database. To select a different table, click on the Change Table button. Or, to select a different unit within the current table, click on the Lookup button.

•	Any units you want to enter in other tables must first be set up in the Default table. Units in the Default table can easily be copied to other tables and changed as necessary.

•	If you enter a billing rate for a unit, you must select to Bill Units in the project’s billing terms.

•	If you do not enter a billing rate for a unit, Advantage uses the project’s expense terms to determine whether or not to bill the item.

•	The system determines whether to bill a unit at the time of posting. You should confirm all appropriate settings prior to posting a unit.


Notes about Copying Units to Tables

•	You cannot copy a unit in a project-specific or referenced table to the <Default> unit table. To make changes to units in the <Default> unit table, you must manually add or edit the information.

•	When you are on a table other than the <Default> table, the Add button becomes the Copy button. When you are on the <Default> table the Copy button becomes the Add button.


Note about Modifying a Unit

To change the unit’s number, use the Unit Number Key Conversion utility.


Notes about using the Selection Tab in Reporting

•	You can perform a lookup in any field on the Selection tab clicking on the Find button, [image], or by double-clicking in the Project, Vendor, or Employee field. Once the search window appears, you can either search for the desired value, or begin entering the desired value in the Search field. The system will automatically go to the first value that matches your entry in this field.

•	If you want your selection criteria to return task values that match the specified values, click on the Selection based on task values option at the bottom of the reporting form.


Notes about Selecting a Specific Table Item

•	You can perform a lookup in any field on the Selection tab clicking on the Find button, [image], or by double-clicking in the Project, Vendor, or Employee field. Once the search window appears, you can either search for the desired value, or begin entering the desired value in the Search field. The system will automatically go to the first value that matches your entry in this field.

•	If you want your selection criteria to return task values that match the specified values, click on the Selection based on task values option at the bottom of the reporting form.


Notes about the Selection Criteria Section

•	You can perform a lookup in any field on the Selection tab clicking on the Find button, [image], or by double-clicking in the Project, Vendor, or Employee field. Once the search window appears, you can either search for the desired value, or begin entering the desired value in the Search field. The system will automatically go to the first value that matches your entry in this field.

•	If you want your selection criteria to return task values that match the specified values, click on the Selection based on task values option at the bottom of the reporting form.

•	There is no fixed Account Selection Criteria. Therefore, the General Ledger report/data category does not include this section.


Notes about Specifying Selection Values

•	You can perform a lookup in any field on the Selection tab clicking on the Find button, [image], or by double-clicking in the Project, Vendor, or Employee field. Once the search window appears, you can either search for the desired value, or begin entering the desired value in the Search field. The system will automatically go to the first value that matches your entry in this field.

•	If you want your selection criteria to return task values that match the specified values, click on the Selection based on task values option at the bottom of the reporting form.


Notes about the Profit Center and Sort Selects Section

•	You can perform a lookup in any field on the Selection tab clicking on the Find button, [image], or by double-clicking in the Project, Vendor, or Employee field. Once the search window appears, you can either search for the desired value, or begin entering the desired value in the Search field. The system will automatically go to the first value that matches your entry in this field.

•	If you want your selection criteria to return task values that match the specified values, click on the Selection based on task values option at the bottom of the reporting form.


Note about Specifying Selection Values for Numeric Fields

If you put the selection criteria, >100000;<450000, on one line, you are setting up an ‘or’ type relationship. Since all contract values are greater than $100,000 or less than $450,000, you would retrieve all projects in your database. For this reason, perform the above steps to enter the condition as an ‘and’ statement.


Note about Specifying Selection Values for Date Fields

If you put the selection criteria, >02/28/97;<03/31/98, on one line, you are setting up an ‘or’ type relationship. Since all contracts were dated after 2/28/97 or before 3/31/98, you would retrieve all projects in your database. Therefore, enter the condition as an ‘and’ statement as in the above steps.


Tip on Saving and Changing Default Report Settings

You can change your default report settings at any time. To do this, access the report settings to make your default and click on the Save Settings button. The system displays the report settings in the Description field. Select the Save as default settings option and then click on the OK button.


Note about Printing and/or Submitting Reports from the Batch Printing Tab

From the Batch Printing tab in Project Reporting, you also have the ability to define Report Heading Dates. These fields default to the current period. You can enter any desired date and review the financial information for the period specified.


Note about General Ledger Reporting

If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.


Notes about Sorting General Ledger Reports

•	You define the number of profit center levels in your firm during installation in Profit Center Setup Maintenance. To increase/decrease the number of levels after installation, use the Profit Center Key Conversion Utility.

•	You can define up to three sort/select codes for your accounts in Sort/Select Setup Maintenance.


Notes about Printing the Balance Sheet

•	If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.

•	You should print the Balance Sheet at the end of each period (after all data has been entered and posted).

•	You can print the current period amounts for your balance sheet accounts by selecting the Print Current Period Amounts on Balance Sheet option on the Options tab in General Ledger Reporting.


Notes about Printing the Income Statement

•	If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.

•	You can print a cash-basis or accrual-basis Income Statement.


Notes about Printing the Account Analysis Report

•	If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.

•	You can print a cash-basis or accrual-basis General Ledger Account Analysis.


Notes about Printing the Trial Balance Report

•	If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.

•	You can print a cash-basis or accrual-basis Trial Balance.


Note about Printing the Profit Planning Monitor

If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.


Note about Accounts Receivable Reporting

If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.


Notes about Sorting Accounts Receivable Reports

•	You define the number of profit center levels in your firm during installation in Profit Center Setup Maintenance. To increase/decrease the number of levels after installation, use the Profit Center Key Conversion Utility.

•	You can define up to thirty sort/select codes for your projects in Sort/Select Setup Maintenance.


Notes about Printing the Aged Accounts Receivable Report

•	If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.

•	The report displays the options for which you ran the report in the footer of the report.

•	To print this report in Summary form, deselect the Include invoice detail option from the A/R Aged tab. If you print the summary version, Advantage does not include the source postings from the Invoice table.


Notes about Printing the Accounts Receivable Ledger

•	If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.

•	Invoices and cash receipts are broken down into the following categories: fees, reimbursables, taxes, interest, and other.

•	You must retain accounts receivable ledger detail in order to get an Accounts Receivable Ledger report. Receipt amounts do not appear in the Total column unless you specified multiple Accounts Receivable accounts in System Setup Maintenance.


Note about Printing the Accounts Receivable Statement

If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.


Note about Printing the Cash Journal

If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.


Tip on Displaying Columns on the Invoice Register

You can only display the first four columns as defined in A/R Ledger Headings Maintenance on the Invoice Register. However, you may want to see another four columns (i.e., columns 2-5 rather than 1-4). In this case, simply re-number the report columns so that the columns you want to appear on this report are numbered 1 through 4.


Note about Employee Reporting

If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.


Notes about Sorting Employee Reports

•	You define the number of profit center levels in your firm during installation in Profit Center Setup Maintenance. To increase/decrease the number of levels after installation, use the Profit Center Key Conversion Utility.

•	You can define up to thirty sort/select codes for your employees in Sort/Select Setup Maintenance.


Notes about Printing the Time Analysis Report

•	If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.

•	If Profit Center Reporting is installed and you select employees based on a specific profit center or profit center level, the Time Analysis report only prints the employees who are assigned to the specified profit center or profit center level.


Note about Printing the Employee List

If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.


Notes about Printing the Employee Ledger

•	If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.

•	The Amount column in the Employee Ledger report is now divided into four columns: Expenses, Advances, Payments, and Totals.  Also, the report now prints in landscape rather than portrait.


Note about Printing the Labor Cross Charge Report

If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.


Note about Printing the Account List

If you have cash-basis reporting installed, this list also shows the cash-basis accounts specified for the corresponding accrual-basis accounts.


Note about Printing the Bank Code List

If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.


Note about Printing the Profit Center List

If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.


Note about Project Reporting

If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.


Notes about Sorting Project Reports

•	You define the number of profit center levels in your firm during installation in Profit Center Setup Maintenance. To increase/decrease the number of levels after installation, use the Profit Center Key Conversion Utility.

•	You can define up to thirty sort/select codes for your projects in Sort/Select Setup Maintenance.


Notes about Printing the Project Progress Report

•	If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.

•	An asterisk appears next to labor adjustment amounts and amounts that have been transferred from a project. Transferred amounts are only marked on the "transferred from" project. These amounts only appear if you are showing full labor detail for your projects.

•	If you are generating the Project Progress report at billing rates, the overhead line does not appear.

•	If you are generating the Project Progress report at billing rates, the overhead line does not appear.

•	If you are not showing detail, you can specify the number of labor code levels to appear (defined at the Labor code levels field on the Project Progress Options screen).

•	If you want to view employee detail for each labor code, select JTD by Empl at the Labor Detail by option on the Project Progress Options screen.

•	You specify the detail timeframe, current or job-to-date, on the Project Progress Options screen.

•	The Direct Expense section only appears if you select the Print direct expenses option on the General Options screen. The option to print direct expenses is the default when you print the report at cost. You can turn this option off, if desired.


Notes about Printing the Project Detail Report

•	If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.

•	You specify the detail timeframe, current or job-to-date, on the Project Detail Options screen.

•	An asterisk appears next to labor adjustment amounts and amounts that have been transferred from a project. Transferred amounts are only marked on the "transferred from" project. These amounts only appear if you are showing full labor detail for your projects.

•	If you are generating the Project Detail report at billing rates, the overhead line does not appear.

•	You specify the detail timeframe, current or job-to-date, on the Project Detail Options screen.

•	Advantage also displays a subtotal for all direct, reimbursable, and/or indirect expenses.

•	The Direct Expenses section only appears if you select the Print direct expenses option on the General Options screen. The option to print direct expenses is the default when you print the report at cost. You can turn this option off, if desired.


Notes about Printing the Project Summary Report

•	If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.

•	If you are generating the Project Summary report at billing rates, the overhead line does not appear.

•	Advantage displays totals for each project.

•	The Direct Expense section only appears if you select the Print direct expenses option on the General Options screen. The option to print direct expenses is the default when you print the report at cost. You can turn this option off, if desired.


Note about Printing the Office Earnings Report

If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.


Note about Printing the Project List

If row-level security is implemented, Advantage only displays information on the reports according to your security workgroup’s access rights.


Relevant Reports for Revenue Method B

Office Earnings Report (total billed)


Relevant Reports for Revenue Method R

Office Earnings Report (total billed)

Accounts Receivable Ledger


Relevant Reports for Revenue Method M

Project Summary Report at Cost Rates (labor cost and reimbursable expenses, using cost rates)

Project List (for specified multiplier)

Office Earnings Report (total revenue for the current period, year-to-date, and job-to-date)


Relevant Reports for Revenue Method N

Project Summary Report at Cost Rates (labor cost and reimbursable expenses, using cost rates)

Project List (for specified multiplier)

Office Earnings Report (total revenue for the current period, year-to-date, and job-to-date)


Notes about Revenue Method P

•	The JTD Reimbursable Expenses at Cost Rates portion of the Revenue Method P equation pulls from the project reports. This figure is not calculated from the project’s billing terms.

•	If you use method P, you should determine whether the percent complete you come up with is a weighted average of the percentage of your labor services and the consultants. If you do not determine this, you may be recognizing revenue at an aggressive rate, but not matching the expenses to that revenue. In this case you look better than your true performance.


Example for Revenue Method P

Let us assume that the compensation is $10,000 for a project with a contract set up as a fixed-fee or not-to-exceed-this-amount. The project is 75% complete, which is based on actual work performed. You can either enter this amount in the Overall Pct Comp field on the Miscellaneous tab of Project Table Maintenance, or let Advantage automatically calculate the Percent Complete from the entered labor and expense percent completes in the Project Budget Worksheet.

Advantage performs the following steps when you post the Revenue Generation journal entry file and then the invoice:

1.	Once you run the Revenue Generation program and post the journal entry file, Advantage debits the Unbilled Services account and credits the Unbilled Revenue account.

	Debit	Credit
Unbilled Services (121.00) Unbilled Revenue (402.00)	7,500	7,500
Totals	7,500	7,500
2.	You accept and post an invoice for $6,000. When you post the invoice, Advantage debits the Accounts Receivable account for $6,000 and credits the Billed Revenue account for $6,000, recognizing what was actually billed. Advantage then debits the Unbilled Revenue account for $6,000 and credits the Unbilled Services account for $6,000.

	Debit	Credit
Accounts Receivable (111.00) Billed Revenue (401.00)	6,000	6,000
Unbilled Revenue (402.00) Unbilled Services (121.00)	6,000	6,000
Totals	6,000	6,000
The result is a remaining balance of $1,500 as unbilled.


Relevant Reports for Revenue Method P

Project List (estimated compensation)

Project Summary Report at Cost Rates (total reimbursable expense, overall percent complete)

Office Earnings Report (total revenue for the current period, year-to-date, and job-to-date)


Notes about Revenue Method W

•	Revenue Method W requires that you give special attention to how you schedule invoice processing. With Method W, you must either accrue the unbilled labor and expenses at billing rates prior to invoicing or post the amount invoiced once the bill has been accepted. Once accepted, it is essential that you post the invoice file before running Revenue Generation. If you have not posted the invoice file, then you will understate revenue by the amount of the invoice. Method W either includes unbilled time at billing value, or (if it has been invoiced) includes this amount in job-to-date billings.

•	You should only use revenue method W with time-based contracts. That is, if the contract type is lump sum and there are fee and reimbursable expense billing terms established, Advantage only recognizes reimbursable expenses for the project (that is, it does not recognize labor for the project). This is because Revenue Method W calculates work in progress based on the project’s billing terms.

•	When you run Revenue Generation for projects with Method W, Advantage does not use the default project billing terms for regular projects by default. However, you can do this by selecting the Use project reporting default billing terms for revenue method W from the Revenue Generation routine.


Example for Revenue Method W

Let us assume that you have posted labor and expenses with a total billing value of $5,000.00. At the end of the month, when you normally print and distribute financial statements, you discover that you have not yet processed bills. If you run Revenue Generation with a method of W, Advantage will recognize $5,000.00 of unbilled revenue

	Debit	Credit
Unbilled Services (121.00) Unbilled Revenue (402.00)	5,000	5,000
Totals	5,000	5,000
Days later, when you accept and post bills, you bill only $4,000.00 of the $5,000.00 as work-in-progress (WIP).

	Debit	Credit
Accounts Receivable (111.00) Billed Revenue (401.00)	4,000	4,000
Unbilled Revenue (402.00) Unbilled Services (121.00)	4,000	4,000
That leaves $4,000.00 of billed fee revenue, and $1,000.00 of unbilled revenue — a total revenue of $5,000.00.


Relevant Reports for Revenue Method W

Office Earnings Report (total billings)

Unbilled Detail Report (unbilled labor and expenses)


Note about User-Defined Revenue Methods

If you use a custom revenue method using percent completes, you should determine whether the percent complete you come up with is a weighted average of the percentage of your labor services and the consultants. If you do not determine this, you may be recognizing revenue at an aggressive rate, but not matching the expenses to that revenue. In this case you look better than your true performance.


Note about Modifying a User-Defined Revenue Method

You cannot modify the revenue methods that come standard with Advantage.


Note about Deleting a User-Defined Revenue Method

You cannot delete the revenue methods that come standard with Advantage.


Notes about Setting Up Selection Criteria for Revenue Generation

•	You can perform a lookup in any field on the Selection tab clicking on the Find button, [image], or by double-clicking in the Project field. Once the search window appears, you can either search for the desired project, or begin entering the desired value in the Search field. The system will automatically go to the first value that matches your entry in this field.

•	If you want your selection criteria to return task values that match the specified values, click on the Selection based on task values option at the bottom of the Revenue Generation form.


Note about Making Revenue Adjustments for Write-Offs and Bad Debts

Use these methods only when writing off revenue. When outstanding invoices are involved, see the entry on Write-offs related to Billing.


Notes about Posting Journal Entries to Accrue Revenue

•	The amount of the journal entry is always added to revenue. In other words, always enter the current change in unbilled revenue or total revenue, not the cumulative amount.

•	You should only use the Unbilled Revenue account for journal entries. Do not post journal entries to other 400 (Revenue) accounts.

•	If a project’s revenue is incorrect, you may have entered journal entries incorrectly. Correct it with another journal entry.


Notes about Timing your Cash-Basis Reporting Installation

•	Enabling Cash-Basis Reporting at the beginning of the fiscal year is easiest because you only need to translate Balance Sheet balances from accrual to cash-basis.

•	Enabling Cash-Basis Reporting in the middle of the fiscal year requires you to translate all account balances from accrual to cash-basis.

•	You should consider the date you enable this feature the cut-off date. Opening balances should be calculated as of this date.

•	If you are not ready to enter opening balances, turn on the feature and set up your accounts in Account Table Maintenance. You can enter account balances history at a later time. Doing this will ensure all postings from the cut-off date forward will affect the cash-basis accounts appropriately. Account history will add to these amounts when you enter the balances.


Note about Enabling Cash-Basis Reporting

In order to enable the Cash-Basis Reporting feature, you must enable the flag in General System Setup Maintenance, set up account mappings in Account Table Maintenance, and enter opening cash-basis balances in Account Balances History. For more information, see the topic titled Cash-Basis Reporting Checklist.


Notes about Setting up Cash-Basis Accounts

•	You only need to map an account that differs between the accrual and cash-basis posting.

•	Advantage maintains one Chart of Accounts for accrual and cash-basis accounts. All accounts must be added to the list and can then be indicated as a "mapped" account for cash-basis transactions.


Notes about Cash-Basis Accounts

•	Each account can only be mapped to one cash-basis account.

•	The Enable cash postings for labor transactions flag on the Timesheets tab of General System Setup Maintenance also influences the way in which you map your accounts.


Note about Cash-Basis Transactions

The mapping of some accounts is influenced by posting decisions and should be considered carefully as reviewing the following topics:

Cash Disbursement Postings

Cash Receipt Postings

Accounts Payable Payment Processing and A/P Disbursements

Journal Entry Postings

Timesheet Postings

Payroll Postings


Notes about Journal Entry Postings

•	A cash-only journal entry can be used to correct any erroneous postings.

•	A journal entry should be used to record payroll if you do not own the Payroll application.


Notes about Timesheet Postings

•	The cash-basis postings are the same as accrual-basis. The Job Cost Variance account serves to offset timesheet job costing reflected in the labor expense accounts.

•	The above cash-basis entries are made only if the Enable cash postings for labor transactions option is enabled.

•	The mapping of payroll accounts is greatly influenced by the Enable cash postings for labor transactions flag. See the topic titled Using Payroll with Cash-Basis Reporting for various scenarios of posting timesheets as cash-basis.


Notes about Using Payroll with Cash-Basis Reporting

•	Payroll will post the entire payroll entry as cash-basis only if the Post net payroll directly to bank option is enabled in Payroll Setup Maintenance.

•	If you do not own the Payroll module, you need to complete a journal entry for both the accrual-basis and cash-basis books. The journal entry usually debits the Job Cost Variance account and the Employers portion of the FICA expense and will automatically credit your cash-basis labor expense account (if specified). In addition, the journal entry should credit the appropriate liabilities and cash/Salaries Payable account. These must be mapped accordingly.


Notes about Profit Center Reporting

•	If you want to sort reports (e.g., by project manager, building type, or department) without generating separate financial statements, you can use standard sorting options (i.e., select codes) that do not require Profit Center Reporting.

•	Advantage allows you to maintain separate Balance Sheets for each profit center. You set this option in Profit Center Reporting Setup Maintenance.

•	Advantage allows you to establish a profit center structure of as many as four levels. This will allow you to differentiate your operations by office, by department, by discipline, etc. In addition, the corporate office may also be set up as a profit center, even if it does not generate profit by itself.

•	When setting up the profit center structure for your firm, you can choose labels for each distinct entity. You may call them cost centers, branches, or any other name of your choice. The most common approach is to call them profit centers.


Note about Using Profit Center Reporting

If you do not need separate financial statements for the different offices in your firm, you may not need to install the Profit Center Reporting application. If you are only looking to track an office’s revenue and expenses, you may be able to use user-defined fields.

By defining a user-defined field as Department, for example, and then referencing a department for each project, you can then sort your Project reports by department. Many of our clients sort the Office Earnings report by select code to determine the revenue for each office.


Notes about the Select-Code Method

•	You define select code values for your projects, employees, clients, vendors, and accounts in Table Maintenance, as follows:

-	In Project and Employee Table Maintenance these values are specified on the Sort/Select tab.

-	In Vendor Table Maintenance, these values are specified on the Miscellaneous tab.

-	Account and Client Table Maintenance do not have multiple tabs, therefore, you specify the sort/select code values on the initial form.

•	When printing a report in Advantage, you can define the select code values for which to print the report. Report data will then be limited to only those projects, employees, clients, vendors, or accounts that have the specified select code value(s) specified in Table Maintenance. See the topic titled Selecting Data for Reports for more information.


Notes about the Cross-Charge Method

•	The cross-charge method requires agreement on an internal transfer price for all contracts.

•	The advantages of the cross-charge method include ease of administration and allowance for free flow of resources between profit centers.

•	The primary disadvantage is the lack of accountability for the number of hours charged by other profit centers. If an employee from one profit center helps on a project in a different profit center, and the employee spends twice as much time on the project, the profit center receives twice as much of the cost through the transfer mechanism. If you are concerned about this accountability issue, use a different option.

•	Some firms use the cross-charging method on modest amounts of work, while using the task-division method for larger contact segments. You can combine methods.


Note about the Task-Division Method

Some firms use the cross-charging method on modest amounts of work, while using the task-division method for larger contact segments. You can combine methods.


Notes about Labor Transferring at Cost

•	Intercompany entries on Balance Sheets will remain unless settled up.

•	Profit Center B still retains all of the revenue from the employee without the related payroll expenses.

•	Profit Center A will incur payroll, DPE expenses, without labor hours to absorb the overhead costs.


Notes about Labor Transferring at a Benefit Rate

•	Intercompany Benefit Recovery and Expenses should be established as an indirect account.

•	This method compensates the Employee’s Profit Center for the cost of benefits.

•	Profit Center B is charged for the cost of the employees’ benefits.


Note about Profit Center Tolerances

A tolerance on the Balance Sheet of individual profit centers can result due to the different factors guiding the debit and credit postings.

To avoid Balance Sheet tolerances when entering A/P vouchers, cash receipts, cash disbursements, etc. where a batch default bank code or liability code is used in data entry, you should separate the source of the input into batches with the appropriate bank/liability code specified by batch.


Notes about Profit Center Installation

•	With Profit Center Reporting, all of your postings to revenue and expense accounts flow to the individual profit centers. You can print the Income Statement by individual profit center or consolidate for the entire firm. The default is to print a consolidated Income Statement.

•	Advantage treats Balance Sheets differently than Income Statements. You must decide before conversion whether to select Maintain separate balance sheets by profit center in Utilities, Setup Table Maintenance, Profit Centers, Profit Center Reporting Setup. If you select this option, you can print a separate Balance Sheet for each center and still print a consolidated Balance Sheet for the entire firm. If you leave this option unselected, you can print only a consolidated balance sheet for the entire firm.

•	If you select Maintain separate balance sheets by profit center, you must enter a project number for each transaction during data entry, regardless of the Account you enter. Advantage identifies the profit center from its association with the project number.

You must also enter a profit center for each bank code through Bank Code Table Maintenance and for each A/P liability code through A/P Liability Code Table Maintenance. (Separate A/P liability codes are not necessary if you want the liability posting of the voucher to follow the project’s profit center.)

•	If you leave Maintain separate balance sheets by profit center unselected, you must enter a project number for each transaction during data entry, where the Account is an Income Statement account (Revenue, Reimbursable, Direct, and Indirect, including Other Charges accounts.)  You may not enter a project number for a transaction during data entry, where the Account is a Balance Sheet account. All implicit and explicit postings to Balance Sheet accounts will flow to a default profit center.


Notes about Profit Center Reporting Setup Maintenance

•	If you are enabling Profit Center Reporting for the first time, Enable Profit Centers appears as the name for this form. After initially entering installation data on this form, Advantage automatically renames it Profit Center Setup Table Maintenance. You can access these forms by selecting Utilities, System Setup Table Maintenance, Profit Centers, Profit Center Reporting Setup from the Advantage main menu.

•	The Enable Profit Centers form lets you set up the framework for running Profit Center Reporting. You may modify the default settings on this form and then convert your Advantage database to adapt to the new settings. You are required to enter all of the applicable fields on this installation form before converting.


Note about Enabling Profit Center Reporting

After converting your system to Profit Center Reporting, the Conversion Profit Center field no longer appears in Profit Center Reporting Setup Maintenance. Also, the name of the form changes to Profit Center Setup Table Maintenance.


Notes about Individual Profit Center Setup Maintenance

•	You can add a profit center at any time. If the subcodes exist, you create a valid combination of the subcodes in the Individual Profit Center Setup Maintenance, then add any miscellaneous projects and a specific overhead rate for the profit center in Individual Profit Center Setup Maintenance.

•	The Default Profit Center (if any) and the profit center for database conversion are added automatically to this screen after Profit Center Reporting conversion. For each combination of subcodes, you see the description of each level that you entered in Profit Center Subcode Setup Maintenance.

•	If you choose to allocate overhead on a profit center basis, you can modify the overhead allocation information in the Overhead distribution and allocation setup section of this form. Prior to completing Overhead Allocation information, you must enter a variance project/task in the Variance project/task field on this form.


Example for Changing a Project's Profit Center

Assume you have a brand new firm with two profit centers: A and B. In the first month of processing, you post an Accounts Payable voucher for $100 to the travel expense account for a project in profit center A. The credit for this entry goes to the A/P liability account for profit center A.

At the end of the accounting period you have a liability on the Balance Sheet of $100 and a loss of ($100). In month two, you run the Change Project’s Profit Center utility, moving the project from profit center A to B. The utility creates a journal entry type transaction crediting the travel expense account in profit center A and debiting the travel expense in profit center B.

Conceptually, at this point, if you look at the General Ledger for Profit Center A:

•	There is a profit/loss of zero, since your original expense has been moved to profit center B.

•	You still have the $100 liability on the Balance Sheet.

•	Your Balance Sheet has a tolerance of ($100).

Profit center B also has a tolerance, as it now has the $100 expense but no liability. The Change Project’s Profit Center utility posts this tolerance to the account that you specify on the Change Project’s Profit Center form.


Notes about Viewing the Change Profit Center Posting Log

•	If you use cash-basis reporting, Advantage generates a cash-basis General Ledger posting log as well.

•	You can print multiple change profit center posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	You can print the posting log by selecting Reporting, Posting Logs, Change Project’s Profit Center from the Advantage main menu. Then, select the appropriate posting log.

•	The posting log becomes your permanent audit trail.


Notes about Establishing Miscellaneous Projects

•	You can set up a select code to separate miscellaneous projects from standard projects on reports.

•	You should number your miscellaneous project numbers outside of the regular project number range so that they can be easily located in the Project Lookup (e.g., ZBOAR.00).


Note about Miscellaneous Projects

Miscellaneous projects are "intercompany" projects. You may decide to absorb costs posted to these projects into overhead projects. However, the following methods will group these projects together on your financial statements.


Notes about Miscellaneous Projects and Profit Center Names

•	Use the Z to identify the miscellaneous project. This groups these projects together and at the bottom of project lists, project reports, etc.

•	Use the .01 and .02 to identify distribution debits and/or credits.


Notes about Miscellaneous Projects and Series Numbers

•	Use the Z to identify the miscellaneous project. This groups these projects together on project lists, project reports, etc.

•	If Profit Center Reporting is installed, use the series number (for example 900) to identify a specific profit center (which you associated with a profit center such as BO.AR).

•	Use the 1.00 and 2.00 to identify distribution debits and/or credits associated with the project.


Notes about Miscellaneous Projects with Tasks

•	You can set up one miscellaneous project (for example, ZBOAR.00), and have its tasks identify distribution debits and/or credits.

•	If you are using tasks with projects for Profit Center Reporting, you should be uniform in task numbering for the different profit centers for all projects.

•	You can subtotal miscellaneous projects (tasks) by project number on reports.


Notes about Redistributing Labor, Revenue, and Expenses to Profit Centers

•	You can set up multiple miscellaneous projects for each profit center (for example, one for overhead transfers and one for regular transfers).

•	Prior to redistributing revenue or expenses to profit centers, you should identify the miscellaneous project number that will receive the credit.

•	To transfer expenses or revenue charges, use a journal entry form.


Tip on Switching Projects

To switch quickly from one project to another, enter the desired project number in the Select field. Double-click or press the F3 key in this field to perform a lookup.

Advantage remains on this field until you begin modifying the displayed project information. Thus, you can switch from project to project and review the data displayed without leaving this field.


Notes about Project Budgeting

•	If row level security is implemented in your firm, you can only enter budgets for projects according to your security workgroup’s access rights.

•	When you select the Project Budget Worksheet from the Processing Menu, the Project List lookup box appears and you can select the project for which to enter or edit a budget.

•	If job-to-date hours and amounts have been posted to the project via Timesheet Data Entry, they appear for the project on the Project Budget Worksheet (even if the budget has not been entered). To enter the budget, simply click on the Edit Budget button and enter the labor code that has job-to-date amounts. Then enter the budget as normal.

•	If you do not have the Billing Application, you enter budgets at cost rates. If the Billing Application is installed, you can enter budgets at cost or billing rates, or both. The option to enter billing rates only appears if the Report at billing rates option is selected on the General tab of General System Setup Maintenance.

•	The AIA publications, Compensation Guidelines and Financial Management for Architects, are excellent references for compensation, negotiation, and budgeting issues.

•	If you want to create a budget but are not concerned with detail, you can create a labor code called Budget and then enter the labor budget for the entire project using this one labor code. Some do the same for expenses by creating a budget account in each major account range.

•	If you are using the multi-user option you can give your project managers access to the budgeting worksheets.

•	Budget amounts entered in the Project Budget Worksheet appear on the Project Summary and Project Progress reports. The system uses these amounts to calculate the percentage of the budgeted dollars that has actually been spent in the % Exp column. Advantage calculates this percentage by dividing project-to-date dollars by budgeted dollars.


Notes about Copying an Existing Project's Budget

•	Once you copy information into a project, that project’s existing budget (if any) is overwritten. You can never return to the original budget. Be certain that you want to override an existing budget prior to copying information into the project.

•	For labor budgets, the system copies the labor code for both billing and cost budgets. No percent completes, hours, amounts, job-to-date hours, or spent amounts are copied.

•	For expense budgets, the system copies the account number for both billing and cost budgets. The percent complete, amount, and job-to-date spent amount is not copied.


Notes about Types of Budget Rates

•	You can only enter budgets at billing rates if the Billing application is installed and you selected the Report at billing rates option in System Setup Table Maintenance.

•	The Budget Summary section appears differently for the two types of budgets. For example, cost budgets contain overhead and profit calculations.

•	In the Budget Summary section, all hours and amounts, including profit, are budget figures, not actual figures.

•	To switch between billing and cost rates click on either the Cost Budgets or Billing Budgets button.

•	To switch between labor and expense budgets click on either the Labor Budgets or Expense Budgets button.


Note about Recalculating the Project Budget Worksheet

If you are making edits to the Overall Pct Compl, Labor Pct Compl, Expense Pct Compl, Compensation, Consultant Fee, and/or Reimb Allowance fields in Project Table Maintenance while the Project Budget Worksheet is open, you will need to re-calculate the worksheet in order for you changes to be reflected.


Notes about Estimating Percent Completes

•	The percent complete you enter for the labor budget is the reported percent complete on the Project Progress and Project Summary reports.

•	Advantage uses the weighted average percent complete reported for each labor code and expense to calculate the weighted average overall percent complete for the project. Bill processing does not use this percentage. Revenue Method P uses the percent complete for billing.


Note about the Percent Complete Example

You may find it helpful to review each working drawing when estimating the percent complete for a phase of the project.


Notes about Entering Overall Percent Completes for Labor and Expenses

•	To access the Labor Percent Complete field, you must be entering a labor budget. To access the Expense Percent Complete field, you must be entering an expense budget.

•	With this method, you do not need to detail the overall percent complete by expense and labor code.

•	If you enter any overrides, click on the Re-Calculate button so your changes take effect.

•	Any override you enter here also updates Project Table Maintenance.


Notes about Calculating the Overall Percent Complete

•	The Total Project Budget (denominator value) is the sum of the budgeted amounts in the Labor, Overhead, Direct Consult, Other Direct Exp, Reimb Consult, and Other Reimb fields.

•	These examples assume that you have entered the required overall, labor, and expense percent complete information in the Budget Setup section of the Project Budget Worksheet.

•	When a percent complete exists at the individual record level and a percentage exists in the Labor Pct Compl. field the system uses the overall labor percent complete when calculating the Overall Pct Compl in the Budget Summary section.

•	Alternatively, when a percent complete exists at the individual record level and a percentage exists in the Expense Pct Compl field the system uses the expense percent complete for all/each of the expense record when calculating the Overall Pct Compl in the Budget Summary section.

•	The system uses the overhead percentage specified at the Budgeted OH field in Project Table Maintenance. If no percentage is entered at this field, the system uses the overhead rate specified for the project’s profit center (if Profit Center Reporting is installed). If the system does not find a percentage for either of these options, it uses the firm-wide rate specified in System Setup Maintenance.


Notes about Defining Labor Budgets

•	When you are budgeting by labor code line, you need to attach hours and amounts to all labor code lines. Therefore, all labor codes that are being used by this project should be extended.

•	A shortcut to entering less labor budget detail is to create a labor code value in all levels of your labor code structure called Budget. You can enter the overall labor budget or labor budget based on one or more of the labor code levels. For example, Level 1 - Budgeted on existing codes, Level 2 - Budget, Level 3 - Budget.

•	The percent complete you enter for the labor budget is the reported percent complete on the Project Progress and Project Summary reports.

•	The project reports are only as useful for budget comparison as the information entered and updated here.

•	Use Security Setup Maintenance to limit access for your project managers to the Project Budget Worksheet.


Notes about Defining Expense Budgets

•	The budget amount you enter for the account is automatically added to the Total Budget. For example, if you enter $1,500.00 for account 613.00 Electrical Consultant, the program automatically adds this amount to the Direct Consult. field, which in turn, affects the Labor & Direct and Total Budget fields.

•	A shortcut to entering less expense budget detail is to create an expense account in each account range to which to enter the total budget amount. For example:

-	Reimbursable consultant - 519.99 Budget

-	Reimbursable expense - 599.99 Budget

-	Direct Consultant - 619.99 Budget

-	Direct Expense - 699.99 Budget

•	The project reports are only as useful for budget comparison as the information entered and updated here.

•	Use Security Setup Maintenance to limit access for your project managers to the Project Budget Worksheet.


Notes about Budgeting for Projects with Tasks

•	Projects and tasks must be defined in Project Table Maintenance prior to specifying them on the Project Budget Worksheet.

•	You can print project reports with task detail rolled up to the main project detail.


Notes about Entering Budget Summary Information

•	The Compensation, Consultant Fee, and Reimbursable Allowance fields appear in both the Project Budget Worksheet and Project Table Maintenance. These are the same fields. Any changes you make to these fields are reflected in both places.

•	The system automatically calculates the labor budget, total hours, direct consultant, other direct expense, reimbursable consultant, and other reimbursable expense amounts from the information entered in the project’s budget.

•	For Billing Budgets, the system also displays the total labor and direct expenses, and the total budget.

•	For Cost Budgets, the system also displays overhead, profit on services, and profit percentage.

•	The sum of the Compensation, Consultant Fee, and Reimbursable Allowance fields equals the project’s total compensation.


Notes about Calculating the Overall Percent Complete from the Transaction Detail

•	You can override the overall percent complete in the Budget Summary section by entering a value at the Overall Pct Compl field in the Budget Setup section of this worksheet. When a percent is entered in this field, that percentage is applied to each labor and expense record when calculating the Overall Pct Compl value in the Budget Summary section.

•	The overall percent complete also appears on the Project Progress and Project Summary reports.

•	Each percent complete must have a corresponding budget and vice versa.

•	Whenever a change is made to any of the following fields, the user must select Re-Calculate for the calculated Overall Pct Compl to reflect an updated percentage.

-	The percent complete, hours, rate, and/or the amount for labor detail records (via the Edit Budget option).

-	The percent complete and/or the amount for expense detail records (via the Edit Budget option).

-	The overall percent complete, labor percent complete, and/or expense percent complete in the Budget Setup section of the worksheet.

-	If you modify the Overall Pct Compl, Labor Pct Compl, Expense Pct Compl, Compensation, Consultant Fee, and/or Reimb Allowance fields in Project Table Maintenance while the Project Budget Worksheet is open, you will need to re-calculate the worksheet in order for your changes to be reflected.


Notes about Corporate Budgeting

•	If row level security is implemented in your firm, you can only enter budgets for projects according to your security workgroup’s access rights.

•	If you are using Profit Center Reporting, you can budget on a firm-wide basis, for each profit center, or for a group of profit centers.

•	You can set up budgets for all accounts specified in your Chart of Accounts. However, you can set up budgets for accounts that do not exist in your Chart of Accounts. If you do this, the system lets you enter a custom description for the account. You can change the description of any account whether it is part of the Chart of Accounts or not.


Note about Entering Accounts for your Corporate Budget

You can enter budget information for all of your Income Statement accounts. If you enter any non-Income Statement accounts, they will not appear on the Profit Planning Monitor report.


Notes about Importing Accounts from the Income Statement or Another Budget

•	The Income Statement includes all your revenue and expense accounts as defined in your Chart of Accounts.

•	The system does not automatically import the amounts currently on file for the selected accounts. You can copy amounts from the Income Statement or another budget by clicking on the Copy Amounts button.


Note about Copying Amounts from the Income Statement or Another Budget

If Profit Center Reporting is installed, the system will copy amounts from the Income Statement that apply to the profit center associated with this budget.


Notes about Entering a Reference Budget

•	The reference budget amount has no effect on the distribution of the annual amount on the worksheet. It should only be used for reference purposes only.

•	The Reference Budget is the last column in the budget. Scroll all the way to the right in order to see this column.


Note about Distributing an Annual Amount Evenly

If you have the Automatically distribute annual budgets option checked, the system automatically distributes the annual amount evenly after you enter a value in the Annual column and press Enter. You must select this option prior to entering the amount.


Notes about Modifying and Restoring the Original Layout of Your Budget

•	You cannot drag the Account, Description, or Annual columns on the worksheet.

•	If you modify an account description on the Profit Planning Worksheet and want to restore the original General Ledger account name, click on the Refresh Names button with that account description selected.


Note about Deleting your Budget

The budget you want to delete must be the active budget. For example, if you are modifying the 1996 budget, you cannot delete the 1995 budget. To make the budget you want to delete Active, click on the Budget name window and select the budget to be deleted. It will display. Then click on the Delete Budget button.


Notes about Overhead Allocation

Because Advantage allows you to enter data for any previous accounting period in your database, Overhead Allocation should not be run in the new (current) period until it has been run in the prior period. Because the foundation of overhead allocation comes from year-to-date calculations (or estimates, when using assignment) the change of data in any earlier period affects the accuracy of current data in any later period.


Note about Overhead Projects

When you close out the last period of a fiscal year, Advantage automatically sets to zero the job to date amounts for all overhead projects, so that overhead projects can track expenses for the new year. As a result, overhead is always calculated year-to-date. Promotional projects are not zeroed out at the start of a new year.


Notes about Promotional Projects

•	Advantage does not set to zero job-to-date amounts for promotional projects at the start of a new fiscal year. Job-to-date amounts on overhead projects are set to zero.

•	Indirect expensed in your General Ledger are calculated by adding overhead project expenses and promotional project expenses.


Notes about the Overhead Allocation Formula

•	The user chooses the firmwide overhead rate when using the assignment method.

•	The system calculates the firmwide overhead rate based on actual activity when using the proration method.


Notes about Allocating Overhead on a Profit Center Basis

•	When allocating overhead to profit centers, Overhead Allocation never uses the firmwide budgeted overhead rate.

•	You setup each profit center’s overhead allocation method in Individual Profit Center Setup Maintenance.


Notes about Setting up Overhead Allocation on a Profit Center Basis

•	It is useful to map out your overhead scenario. It is important to understand your distribution scenario to determine the targets. Setting up common profit center subcodes will be important in identifying the target passes. You can link to the Apple and Bartlett Demonstration Database for an example of profit center setup.

•	Distribution pass numbers determine the order the overhead pools should be allocated along. It is not related to the number of profit center levels.

•	Your basis choice depends upon the expenses to be found at the targets. For example, distributing expenses from a non-operating profit center to another non-operating profit center would need to be based on Total Labor or Total Cost as that non-operating target would not contain regular projects to generate direct labor or revenue.

•	The Overhead Variance Project is a regular project that has been added to the database through Project Table Maintenance. The Overhead Variance Project captures the calculated difference between the actual and applied overhead amounts when using the assignment method, or when there is no base amount to include in a proration calculation (for example, at the beginning of a fiscal year).


Note about Wildcards

It is important to create subcodes that allow for common distribution targets in line with your overhead setup.


Notes about Allocating Overhead for Both Operating And Non-Operating Profit Centers

•	Although the following examples show percentages carried to two decimal places (such as .3820, or 38.20%), the overhead allocation program uses the entire figure (such as .3823529, or 38.23529%).

•	The Proration Example and Assignment Example illustrate how Advantage distributes overhead to the Boston profit centers.

•	The Corporate office contains expenses from the Boston and San Francisco branches.

•	Boston and San Francisco branches each have individual indirect expense pools that are not shared.

•	Combined pools of overhead expenses from distribution pass 1 and pass 2 to operating profit centers, will be passed onto those divisional projects.


Notes about the Assignment Example

•	We suggest that you use proration from non-operating profit centers to ensure that expenses are not left ‘stranded’ in the variance project as shown above in this assignment example.

•	The overhead variance project contains the difference between the effective rate (actual rate) of 38.2 for Pass 1 and 92.1 for Pass 2, and an assignment rate of 40% and 165%, respectively.


Notes about Allocating Overhead to Projects Within an Operating Profit Center

•	The assignment percentage will result in a $10,900.00 variance in the overhead variance project.

•	The assignment percentage is user-defined. A benefit of a user-defined rate is consistent allocation to your projects. However, this rate will most likely vary from the year-to-date effective rate, resulting in a variance that must be applied or taken from the variance project. Monthly fluctuations between the assignment rate and the proration/effective rate are expected by definition, however, should be monitored as months pass.


Notes about the Proration Method of Overhead Allocation

•	The main advantage in using the proration method to allocate overhead is that you generate an actual overhead amount for each project.

•	The main disadvantage in using the proration method to allocate overhead is that the overhead for each project will fluctuate from season to season.

•	If you prorate overhead, large one-time expenses, such as professional liability insurance and depreciation, can inflate the overhead allocated in a particular accounting period. To prevent a large fluctuation in the overhead rate, you may want to make monthly accruals through journal entries to spread out the effect of the expenses on your project reports.


Notes about the Assignment Method of Overhead Allocation

•	The main advantage in using the assignment method to allocate overhead is that you generate a consistent overhead amount for each project.

•	The main disadvantage in using the assignment method to allocate overhead is that the overhead amount calculated for each project is not actual.

•	The assigned overhead percentage is defined in Overhead Allocation Setup. If Profit Center Reporting is installed, this percentage is defined in Individual Profit Center Setup.

•	If the method is Assignment, Advantage uses the budgeted overhead rate defined for the project in Project Table Maintenance. If you have not defined a budgeted overhead rate for the project, Advantage uses the firmwide overhead rate defined in Overhead Allocation Table Maintenance.

•	You can override the overhead rate on a project-by-project basis in Project Table Maintenance.


Note about Calculating the Actual Overhead Rate

If the labor job cost rate includes some indirect expenses, the system credits the Job Cost Variance account, decreasing the overhead pool. The Proration method automatically reflects this, however, you should keep this in mind when choosing the overhead percentage for the Assignment method.


Notes about Running the Overhead Allocation Program

•	If Profit Center Reporting is installed, you specify the method to allocate overhead for each profit center.

•	Overhead is calculated when you run the Overhead Allocation program or when you close a period.

•	When you allocate overhead, the system does not make any entries in your general ledger.

•	When more than one accounting period is open and overhead needs to be run in a prior period, you cannot run Overhead Allocation in the new period. This is to prevent artificially high overhead figures from appearing on new period reports.


Notes about Historical Overhead Allocation

•	If a project has tasks, you can enter a historical overhead amount for each task.

•	When getting started with overhead allocation, you may want to enter historical overhead for prior years and/or months passed in the current year. Overhead is a year-to-date calculation and calculates for the current year according to the method and basis.

•	The Overhead field should be job-to-date overhead for the current year. If you enter any current year base information, the current year’s overhead will be derived from running overhead.


Notes about Maintaining Overhead Allocation

•	In the Accounting application, the sum of all the expenses charged to overhead and promotional projects equals the sum of all the expenses charged to indirect expense accounts in the general ledger.

•	Year-to-date overhead amounts should tie to the 700-level account total on the Income Statement.

•	The Direct Labor base includes accounts 601.00, 602.00, and any user-defined labor posting accounts.

•	The Revenue base includes all accounts in the 400-level range.

•	You can change overhead percentage or method at any time.

•	You should monitor your 700-level accounts (especially 703.00) if the overhead rate has changed.


Notes about Data Entry

•	Entering transactions in Data Entry does not make the data available in your system. To make the data available for processing and reports, you must post the data entry file.

•	To ensure the validity of your transactions, if your firm has multiple users, one person should be responsible for entering the transactions and another person should be responsible for posting the transactions.


Note about the Data Entry Control Totals Form

You can change/modify the control totals at a later time by clicking on the [image] button from within the actual data entry transaction file.


Note about Setting Up a Recurring Transaction

When you setup a recurring transaction file for the first time, it is available for posting in the current period by default. For this reason the Resubmit button is disabled. However, after the file is posted, this button will become enabled, so that you can select this file for posting in a future period.


Notes about Editing/Posting a Recurring Transaction File in a Future Period

•	When you change the date(s), clear/reverse amounts, and/or resubmit, the system performs the same actions on all the vendors included in the recurring transaction file.

•	In most cases, you will simply select the transaction file in data entry, change the dates, resubmit the file for posting, and post the resulting file.


Notes about Entering Timesheets

•	If you have the Timekeeper application installed, users do not enter timesheets through data entry. Instead, users enter their timesheets in Timekeeper. Only users without access to Timekeeper will enter their timesheets using this routine.

•	Unless specified otherwise in System Setup Table Maintenance, you can only post transaction files that are in balance.


Notes about Entering Labor Adjustments

•	Unless specified otherwise in System Setup Table Maintenance, you can only post transaction files that are in balance.

•	If you are transferring amounts, you should post a negative amount to the job from which you are transferring and a positive amount to the job to which you are transferring.

•	If you have the Billing application installed, you can use Interactive Billing to automatically transfer labor and the associated cost. See the topic titled Transferring/Reclassifying Labor Transactions for more information.

•	For the most accurate audit trail, you may want to use positive/negative timesheet entries instead of labor adjustments.

•	Using the Labor Adjustment Data Entry form is useful for making changes for Project Reporting purposes..


Notes about Entering Cash Disbursements

•	Unless specified otherwise in System Setup Table Maintenance, you can only post transaction files that are in balance.

•	If you enter a cash disbursement, Advantage does not update your vendor table.

•	If you are charging the disbursement to a balance sheet or below the line revenue or expense account type, leave the Project field blank.

•	If you use Profit Center Reporting and maintain separate balance sheets for each profit center, specify a project number associated with the profit center code to which you are expensing the disbursement.

•	If you are entering the disbursement for a regular project, fill in a reimbursable or direct account in the Account field.

•	If you are entering the disbursement for an overhead project, fill in an indirect account in the Account field. If you enter an indirect account, you do not need to enter a project. When you post this type of disbursement, Advantage uses the general overhead project and task for the posting.

•	The system credits the account referenced by the bank code assigned to this transaction.


Notes about Entering Cash Receipts

•	Advantage recognizes interest entered on an invoice when you enter and post the cash receipt. Therefore, you must enter any payments for interest charges separately from the actual invoice amount. For more information, see Handling Interest Charges in Advantage.

•	Unless specified otherwise in General System Setup Maintenance, you can only post transaction files that are in balance.

•	For more efficient processing, we suggest utilizing the Open Invoice Lookup feature.

•	If the client is paying interest, the interest amount should be listed on its own detail line.

•	You usually enter an accounts receivable account when you enter a cash receipt. This accounts receivable account can correspond to a specific invoice category if you want to break out the receipts by category (for example, labor, fee, reimbursable, and so on).

•	If you are entering the receipt for an overhead project, fill in an indirect account in the Account field. If you enter an indirect account, you do not need to enter a project. When you post this type of receipt, Advantage uses the general overhead project and task for the posting. This is usually done when an employee is reimbursing the firm for supplies or other items received from the firm, or when a vendor sends you a returned check.

•	The debit for a cash receipt posting is the general ledger account assigned to the bank code for this transaction.


Notes about Entering Journal Entries

•	Unless specified otherwise in System Setup Table Maintenance, you can only post transaction files that are in balance.

•	Journal entries will not appear in Bank Statement Reconciliation. If you want this particular transaction to appear in Bank Statement Reconciliation, use a cash disbursement instead of a journal entry.

•	If you are using the journal entry to record unbilled revenue, you must make a balancing entry to your unbilled services account.

•	If you are referencing a balance sheet account in the journal entry data entry file, you must enter a project number (if you are using profit center reporting and maintaining separate balance sheets).

•	If you are using the cash-basis reporting feature, you can record this journal entry as accrual, cash, or both.

•	When you enter journal entries, you must specify the debit and the credit. The system does not perform automatic postings.

•	If you are entering the journal entry for a regular project, enter a reimbursable or direct account in the Account field.

•	If you are entering the journal entry for an overhead project, enter an indirect account in the Account field. When entering an indirect account, you do not need to enter a project. Advantage uses the general overhead project and task for this posting.


Note about Recording Salaries

You only need to post a Payroll Journal Entry if you do not use the Payroll module. The Payroll application handles salary, withholding and bonus postings automatically.


Notes about Entering Units

•	Unless specified otherwise in System Setup Table Maintenance, you can only post transaction files that are in balance.

•	If you set up account numbers at the Regular Account and Overhead Account fields in Unit Table Maintenance, Advantage places one of these accounts in the Account field in Unit Data Entry. If you enter a regular project, Advantage displays the regular account in the Account field. If you enter an overhead or promotional project, Advantage displays the overhead account in the Account field. You can override this value in data entry, if desired.

•	If you are entering the unit for an overhead project, fill in an indirect account in the Account field. If you enter an indirect account, you do not need to enter a project. When you post this type of unit, Advantage uses the general overhead project and task for the posting.


Notes about Entering Invoices

•	Unless specified otherwise in System Setup Table Maintenance, you can only post transaction files that are in balance.

•	When you post this transaction, Advantage credits the revenue account specified in the Invoice file, and debits the accounts receivable account specified in Invoice Mapping Accounts Maintenance.

•	To adjust an invoice that has already been posted, create and post the adjustment using Invoice Data Entry.

•	If you use the Advantage Billing application, the system creates invoices and invoice transaction files automatically. You can change the amounts to post using the Billing application’s Accept command, or you can edit the invoice file using data entry.

•	To write-off an invoice, see the topic titled Write-Offs and Bad Debts.

•	To void an invoice created through the Billing application, see the topic titled Voiding a Final Invoice .

•	The Invoice Section field in Invoice Data Entry controls where the transaction appears in the Billings to date section of the invoice.

•	You must specify a revenue account on invoices.


Notes about Entering Employee Expenses

•	Unless specified otherwise in System Setup Table Maintenance, you can only post transaction files that are in balance.

•	An advance amount without any associated detail information will not post when trying to post an employee expense file.


Note about Entering Employee Repayments

Unless specified otherwise in System Setup Table Maintenance, you can only post transaction files that are in balance.


Notes about Entering Miscellaneous Expenses

•	Unless specified otherwise in System Setup Table Maintenance, you can only post transaction files that are in balance.

•	The automatic credit account is defined on the Auto Posting tab of General System Setup Maintenance.


Tip on Duplicating Data Entry Lines

When you are in a data entry field, you can duplicate the information in the field above by pressing the Up Arrow key. This enables you to enter lines quickly and effectively and saves you from having to manually enter the same information on multiple lines.

Note that Advantage cannot duplicate the entry in the Suppress Billing field. You must manually select/deselect this option as desired.


Notes about Entering Print and Reproduction Expenses

•	If you use the Billing application, you may use Unit Data Entry to record cost amounts and/or billing amounts if you have numerous reproductions for a particular client. Calculations can then be made automatically, that is, a per-copy price is calculated automatically by the Billing application.

•	If you use the Accounts Payable application and are recording outside printing expenses, you may prefer to record these expenses using the Accounts Payable application.

•	Unless specified otherwise in System Setup Table Maintenance, you can only post transaction files that are in balance.

•	The automatic credit account is defined on the Auto Posting tab of General System Setup Maintenance.


Notes about Posting

•	If your firm has multiple users, one person will usually be responsible for posting transactions.

•	Unless otherwise specified in System Setup Table Maintenance, you can not post a file with unbalanced control totals.

•	You can print the posting log at a later time by selecting the applicable posting log from the Reporting, Posting Logs menu and selecting the associated file for which to print the log.

•	If you create a transaction file in a prior period and post it in the current period, the posting will effect the current period’s general ledger and reports. No effect is seen in the prior period.


Note about Posting Sequence/Run Numbers

Each posting sequence/run number is unique within the accounting period. When you open a new period the numbers are reset.

The Posting Log Review report lists all the transactions and posting sequence/run numbers of files posted within that period. You can also view the posting sequence/run number on the Account Analysis report next to the appropriate transaction.


Note about Keeping Track of Multiple Sessions

If you cancel a processing run, the system will not re-use the posting sequence number. Posting sequence numbers are only reset when you open a new accounting period.


Note about Maintaining an Audit Trail Through Posting Sequence/Run Numbers

Once you obtain the posting sequence number from the General Ledger Account Analysis report, you can print out the posting log associated with this number.


Notes about Reviewing Transaction Lists

•	You can print transaction lists for recurring transaction files.

•	Since it is much faster and easier to correct data before it is posted than to change data in a previous period, we suggest that you always print transaction lists prior to posting data.

•	You can use transaction lists to search for system-generated errors. Advantage performs a data validity check when processing a transaction list, allowing you to ensure the integrity of your database.


Notes about Posting Timesheets

•	To view employee labor that has been posted to a profit center that is different than the employee’s profit center, print the Labor Cross Charge Report.

•	You should post timesheets as often as you pay your employees, that is, weekly, bi-weekly, semi-monthly, or monthly.

•	You can print the posting log at a later time by selecting the applicable posting log from the Reporting, Posting Logs menu and selecting the associated file for which to print the log.


Notes about Viewing the Labor Posting Log

•	If you use cash-basis reporting and you selected the option to post labor to the cash-basis general ledger, Advantage generates a cash-basis General Ledger posting log as well.

•	You can print multiple labor posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	You can either print the posting log immediately after the posting, or later, by selecting the posting log from the Reporting, Posting Logs menu.

•	The transaction’s posting log becomes your permanent audit trail.


Notes about Posting Labor Adjustments

•	To view employee labor that has been posted to a profit center that is different than the employee’s profit center, print the Labor Cross Charge report.

•	You can print multiple labor adjustment posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	You can print the posting log at a later time by selecting the applicable posting log from the Reporting, Posting Logs menu and selecting the associated file for which to print the log.


Notes about Viewing the Labor Adjustment Posting Log

•	If you use cash-basis reporting and you have the option set to post labor to the cash-basis general ledger, Advantage generates a cash-basis General Ledger posting log as well.

•	You can either print the posting log immediately after the posting, or later, by selecting the posting log from the Reporting, Posting Logs menu.

•	The transaction’s posting log becomes your permanent audit trail.


Notes about Posting Cash Disbursements

•	If appropriate, a cash disbursement posting will effect the project reports.

•	If you use the Accounts Payable application, cash disbursements should only be used for non-vendor related transactions.

•	You can print the posting log at a later time by selecting the applicable posting log from the Reporting, Posting Logs menu and selecting the associated file for which to print the log.

•	For a cumulative listing of all cash disbursement activity during the current accounting period or year-to-date, print the Cash Journal Report.


Notes about Viewing the Cash Disbursements Posting Log

•	If you use cash-basis reporting, Advantage generates a cash-basis General Ledger posting log as well.

•	You can print multiple cash disbursement posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	You can either print the posting log immediately after the posting, or later, by selecting the posting log from the Reporting, Posting Logs menu.

•	The transaction’s posting log becomes your permanent audit trail.


Notes about Posting Cash Receipts

•	You should post all of your Cash Receipts Forms before you print the Accounts Receivable Ledger Report, the Aged Accounts Receivable Report, Cash Journal, and financial statements for the accounting period.

•	For a cumulative listing of all cash receipt/cash disbursement activity during the current accounting period or year-to-date, print the Cash Journal Report.

•	You can print the posting log at a later time by selecting the applicable posting log from the Reporting, Posting Logs menu and selecting the associated file for which to print the log.


Notes about Viewing the Cash Receipts Posting Log

•	If you use cash-basis reporting, Advantage generates a cash-basis General Ledger posting log as well.

•	You can print multiple cash receipt posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	You can either print the posting log immediately after the posting, or later, by selecting the posting log from the Reporting, Posting Logs menu.

•	The transaction’s posting log becomes your permanent audit trail.


Note about Posting Journal Entries

You can print the posting log at a later time by selecting the applicable posting log from the Reporting, Posting Logs menu and selecting the associated file for which to print the log.


Notes about Viewing the Journal Entry Posting Log

•	If you use cash-basis reporting and you entered a cash-basis or both journal entry, Advantage generates a cash-basis General Ledger posting log as well.

•	You can print multiple journal entry posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	You can either print the posting log immediately after the posting, or later, by selecting the posting log from the Reporting, Posting Logs menu.

•	The transaction’s posting log becomes your permanent audit trail.


Note about Posting Units

You can print the posting log at a later time by selecting the applicable posting log from the Reporting, Posting Logs menu and selecting the associated file for which to print the log.


Notes about Viewing the Unit Posting Log

•	For cost per unit rates, the debit account is the account specified at the Regular Account (for regular projects) or Overhead Account (for overhead and promotional projects) field in Unit Table Maintenance. This account appears as the default value in the Account field in Unit Data Entry. You can override this account.

•	The credit account is the account specified at the Credit Account field in Unit Table Maintenance.

•	You can print multiple unit posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	You can either print the posting log immediately after the posting, or later, by selecting the posting log from the Reporting, Posting Logs menu.

•	The transaction’s posting log becomes your permanent audit trail.


Note about Reviewing Transaction Lists

You should thoroughly review any transaction list for errors, before selecting it for posting. This will help ensure the integrity of your database.


Note about Posting Invoices

You can print the posting log at a later time by selecting the applicable posting log from the Reporting, Posting Logs menu and selecting the associated file for which to print the log.


Notes about Viewing the Invoice Posting Log

•	You can print multiple invoice posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	You can either print the posting log immediately after the posting, or later, by selecting the posting log from the Reporting, Posting Logs menu.

•	The transaction’s posting log becomes your permanent audit trail.


Note about the Write-Off and Bad Debt Methods

Use these methods only when an outstanding invoice is involved. To write off revenue, see the topics under Revenue Recognition.


Note about the Negative Invoice Method

This method is typically considered an invoice adjustment as opposed to a bad debt.


Note about the Allowance for Bad Debt Account Method

The benefit of this method is that you are accruing for the bad debt and the time of the sale.


Note about Reviewing the Employee Expenses Transaction List

You should thoroughly review any transaction list for errors, before selecting it for posting. This will help ensure the integrity of your database.


Note about Posting Employee Expenses

You can print the posting log at a later time by selecting the applicable posting log from the Reporting, Posting Logs menu and selecting the associated file for which to print the log.


Notes about Viewing the Employee Expenses Posting Log

•	You can print multiple employee expense posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	The transaction’s posting log becomes your permanent audit trail.


Note about Reviewing the Employee Repayments Transaction List

You should thoroughly review any transaction list for errors, before selecting it for posting. This will help ensure the integrity of your database.


Note about Posting Employee Repayments

You can print the posting log at a later time by selecting the applicable posting log from the Reporting, Posting Logs menu and selecting the associated file for which to print the log.


Notes about Viewing the Employee Repayments Posting Log

•	You can print multiple employee repayment posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	You can either print the posting log immediately after the posting, or later, by selecting the posting log from the Reporting, Posting Logs menu.

•	The transaction’s posting log becomes your permanent audit trail.


Note about Reviewing the Miscellaneous Expenses Transaction List

You should thoroughly review any transaction list for errors, before selecting it for posting. This will help ensure the integrity of your database.


Note about Posting Miscellaneous Expenses

You can print the posting log at a later time by selecting the applicable posting log from the Reporting, Posting Logs menu and selecting the associated file for which to print the log.


Notes about Viewing the Miscellaneous Expenses Posting Log

•	You can print multiple miscellaneous expense posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	You can either print the posting log immediately after the posting, or later, by selecting the posting log from the Reporting, Posting Logs menu.

•	The transaction’s posting log becomes your permanent audit trail.


Note about Reviewing the Print and Reproduction Expenses Transaction List

You should thoroughly review any transaction list for errors, before selecting it for posting. This will help ensure the integrity of your database.


Note about Posting Print and Reproduction Expenses

You can print the posting log at a later time by selecting the applicable posting log from the Reporting, Posting Logs menu and selecting the associated file for which to print the log.


Notes about Viewing the Prints and Reproductions Posting Log

•	If you use cash-basis reporting, Advantage generates a cash-basis General Ledger posting log as well.

•	You can print multiple prints and reproduction posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	You can either print the posting log immediately after the posting, or later, by selecting the posting log from the Reporting, Posting Logs menu.

•	The transaction’s posting log becomes your permanent audit trail.


Note about Reviewing the Timekeeper Timesheets Transaction List

You should thoroughly review any transaction list for errors, before selecting it for posting. This will help ensure the integrity of your database.


Notes about Posting Timekeeper Timesheets

•	Once you have completed posting Timekeeper timesheets for a period, you may select a new period in which to post Timekeeper timesheets by selecting a new period in the Period ending field.

•	You can print the posting log at a later time by selecting the applicable posting log from the Reporting, Posting Logs menu and selecting the associated file for which to print the log.


Notes about Viewing the Labor Posting Log for Timekeeper Timesheets

•	If you use cash-basis reporting, Advantage generates a cash-basis General Ledger posting log as well.

•	You can print multiple labor posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	The transaction’s posting log becomes your permanent audit trail.


Note about Reviewing the Expensekeeper Expense Reports Transaction List

You should thoroughly review any transaction list for errors, before selecting it for posting. This will help ensure the integrity of your database.


Note about Posting Expensekeeper Expense Reports

You can print the posting log at a later time by selecting the applicable posting log from the Reporting, Posting Logs menu and selecting the associated file for which to print the log.


Notes about Viewing the Posting Log for Expensekeeper Expense Reports

•	If you use cash-basis reporting, Advantage generates a cash-basis General Ledger posting log as well.

•	You can print multiple Expensekeeper Expense Report posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	The transaction’s posting log becomes your permanent audit trail.


Notes about Viewing Posting Logs

•	If Profit Center Reporting is installed, accounting postings are shown by profit center, with a subtotal for each account. Debit and credit postings, as well as implicit and explicit postings, are included. Totals appear for all debits and credits.

•	You can print multiple posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.

•	If you use cash-basis reporting, Advantage generates a cash-basis General Ledger posting log for all appropriate postings. That is, it doesn’t create a cash-basis transaction when posting accrual-basis entries such as, invoices, and revenue generation.


Note about Posting Log Review

You should review this report for any processing run that was not successful and not canceled. This report may indicate a possible posting interrupt, which could effect your data integrity.


Notes about Using the Adjust Salaried Job Costing Feature

•	In Interactive Billing - Labor Detail, you can view the effective hourly rate for the employee by selecting the View option.

•	A salaried employee’s adjusted hourly job cost rate will vary by payroll period depending on the number of hours worked.

•	You must remember to run the Adjust Salaried Job Cost feature at the end of each period. Otherwise, the rates are not adjusted and your general ledger, employee, and project reports may not represent the correct information for the project/employee. Also, the billing rate for the employee will be the average hourly wage (not the actual hourly wage).

•	You must run the Adjust Salaried Job Cost feature for the correct timesheet files. Otherwise, rates will not be adjusted appropriately.

•	You cannot run the Adjust Salaried Job Cost routine between periods. If you have a Payroll cycle that overlaps two different periods, you should adjust your employee pay rates so that they reflect the period of time remaining at the end of the month.

For example, assume your pay cycle is bi-weekly and the next timesheet period is 2/21/98 - 3/7/98. In order to adjust salaried rates, you would first need to adjust the employee pay rates from a bi-weekly to a weekly rate. Then, change the job cost frequency to weekly and run the salaried job cost feature for the timesheet posting dated 2/21/98 - 2/28/98. Finally, in March, you can run the salaried job cost feature for the timesheet posting dated 3/1/98 - 3/7/98.


Notes about Processing Employee Advances and Expenses
Note about Processing Employee Advances and Expenses

When you process expense report payments, Deltek Advantage lets you apply an advance against previously posted expense reports; thereby reducing the total repayment to the employee.


Tips on Processing Employee Advances and Expenses

Prior to processing employee advances and expenses:

•	Backup your database.

•	Review your cash requirements, make any necessary changes to the payment information, and then review your cash requirements again.


Notes about Automatic Payment Processing

•	To change an applied advance amount, click on the Review Employees button and select an employee to modify from the Employee Lookup list. When you have the Employee Review form open, click on the Modify button and then enter the amount in the New Applied Advance field on the Change Expense Report form. This allows you to modify the amount due for payment.

•	When you change an applied advance on an expense report, Deltek Advantage posts the adjustment to the system only if the expense report is paid. If you cancel the run, Deltek Advantage resets the adjustment to the original applied advance amount.

•	You do not need to complete processing all of the expense reports in a selected run before exiting the system. Deltek Advantage remembers where you ended your session.


Notes about Manual Payment Processing

•	To change an applied advance amount, click on the Review Employees button and select an employee to modify from the Employee Lookup list. When you have the Employee Review form open, click on the Modify button and then enter the amount in the New Applied Advance field on the Change Expense Report form. This allows you to modify the amount due for payment.

•	When you change an applied advance on an expense report, Deltek Advantage posts the adjustment to the system only if the expense report is paid. If you cancel the run, Deltek Advantage resets the adjustment to the original applied advance amount.

•	You do not need to complete processing all of the expense reports in a selected run before exiting the system. Deltek Advantage remembers where you ended your session.

•	The Auto Selections fields are not available when you choose the Manual Select payment processing option.


Note about Entering Auto Selection Criteria

The Auto Selection fields on the Employee Advance/Expense Processing form are not available when you choose the Manual Select option.


Note about Reviewing Employees for a Payment Processing Sesion
Note about Reviewing Employees for a Payment Processing Session

The Select, Select All, and Deselect All buttons appear on the Employee Review form only when you choose the Manual Select payment processing option.


Notes about Viewing Details on the Employee Ledger Report

•	You can run an Employee Ledger using selection criteria for one or more employees.

•	You can run a Detail Ledger Report from the Reporting, Employee Reports menu.


Notes about Processing Checks

•	If you click on the Process Checks button and there are no checks selected for processing, a message appears. You must select expenses to pay before proceeding.

•	If you produce a manual check for employee advances/expenses, you must record and post the payments in your general ledger.

•	Employee checks print on specific forms produced for Deltek. To obtain check stock for Advantage, see Ordering New Check Stock.


Notes about Printing the Check File

•	You must print each check file separately.

•	Prior to printing, the system produces the checks in Print Preview mode. Confirm that all advances, expense reports, and applied advances for the checks being printed are correct. If you see any mistakes, close out of Print Preview and cancel the run.

•	If a problem occurred during the printing of checks, you can click on the Print button and locate the checks to reprint. You then select Print from the File menu and specify a page range. The system prints only the checks specified.

•	After you print the check file, Yes appears in the Printed column.


Notes about Assigning Check Numbers

•	The sequential assignment can start with any check in the file. All of the checks following the selected check will be assigned sequentially.

•	Ensure that your printed check numbers are sequential prior to choosing this option.


Notes about Printing a File Copy of the Check

•	You should print at least one copy of this file prior to posting payments.

•	When you print a file copy, Deltek Advantage prints the word Copy on the form.


Notes about Posting Advances/Reimbursements

•	You must print the checks and assign check numbers before Deltek Advantage will allow you to post payments.

•	If, because of an applied advance, all payments for a payment run net to zero, post the payments to clear the advance/expense accounts but do not print or assign checks.


Note about Viewing the Payment Processing Posting Log
Notes about Viewing the Payment Processing Posting Log

•	You can print the posting log anytime after the posting by selecting the posting log from the Reporting, Posting Logs, Employee Payment Processing menu.

•	You can print multiple employee payment posting logs when reprinting the posting logs from the Reporting, Posting Logs menu.

−	To select multiple, sequential posting logs, hold down the <Shift> key and click on the first and last posting logs in the range to print.

−	To select multiple, non-sequential posting logs, hold down the <Ctrl> key and click on the individual posting logs to print.


Note about Canceling a Payment Processing Run

After you post payments for a payment processing run, you can no longer cancel the payment run. Be sure that all information is correct prior to posting your payments.


Notes about Bank Statement Reconciliation

•	You can have an unlimited number of statement dates open. Advantage displays the most recent statement date at the beginning of the list.

•	If you own the Payroll module, if a user does not have access to reconcile the payroll bank statement in Security Setup Maintenance, they cannot access the bank code setup for payroll (as defined in Payroll Setup Maintenance).


Tip on Selecting an Existing Statement Date

You can quickly select a statement date by double-clicking on the desired date in the Statement Dates box.


Note about Selecting an Existing Statement Date

If you make changes to a statement date other than the current statement date, the change is reflected in all statements after the one you changed.


Note about Deposits

Deposits are the result of a posted cash receipt to the bank code. If your account balance is off, ensure that you actually posted the cash receipt.


Notes about Clearing vs. Unclearing an Amount

•	When you clear a deposit, Advantage subtracts the amount of the deposit from the Deposits line of the Uncleared Items summary and adds the amount to the Deposits line of the Cleared Items summary.

•	When you clear a check, Advantage adds the amount of the check to the Checks line of the Uncleared Items summary and subtracts the amount from the Checks line of the Cleared Items summary.


Notes about Miscellaneous Items

•	Any internal transactions made between bank accounts that are not entered as a cash receipt, cash disbursement check, accounts payable disbursement check, accounts payable check, or payroll check, must be entered as a miscellaneous item and as a journal entry since miscellaneous items entered in Bank Statement Reconciliation do not make any entries to the general ledger.

•	You may want to enter interest (or other credits) as a cash receipt and service charges (or other debits) as a cash disbursement with a "dummy" check number so these items are accounted for in the general ledger and are automatically included in Bank Statement Reconciliation.

•	When you enter a miscellaneous amount, Advantage adds the amount to the Miscellaneous line of the Cleared Items summary.

•	Negative payroll checks do not reduce the balance of the uncleared checks, nor do they offset the original payroll check. In order to see the effects of negative payroll checks, you need to manually enter them on the Miscellaneous tab of Bank Statement Reconciliation.


Notes about Void Check Processing

•	Advantage only displays posted cash disbursements, accounts payable disbursements, processed accounts payable vouchers and employee expenses/reimbursements, and payroll checks (to which check numbers have been assigned and amounts have been posted) in this routine.

•	When you void an accounts payable check, Advantage returns the voucher to Accounts Payable Payment Processing where you can reprocess the voucher.

•	Voided disbursements affect the general ledger accounts, vendor, and voucher tables the same way as the original disbursement, except that the transaction is reversed.

•	Only checks that appear in the Checks on file list box are available for voiding.


Notes about the Void Check Processing Log

•	If you use cash-basis reporting, Advantage generates a cash-basis General Ledger posting log in addition to the Void Check Processing Log.

•	You can print the posting log immediately after the posting run. Or, you can print the posting log later by selecting the appropriate posting log type from the Reporting, Posting Logs menu.


Notes about Changing Periods

•	Although you can process data in historical periods, the selection of these periods should be used only to print reports reflective of that timeframe. Performing processing functions can lead to unexpected results in your database.

•	If you change periods to a closed period, you can only process data in that period if the Allow processing in closed periods option is selected on the Privileges tab of Security Setup Maintenance.


Notes about Opening a New Period

•	If you want to modify the date of the new period, double click on the white portion of the Start or End period to access the Calendar lookup.

•	The Open New Period form lets you modify both Accounting and Fiscal periods.

•	All posting and processing updates effect the period in which you are performing the task. The dates of the posting file or processing run do not direct the period that will be effected.


Note about Closing a Period

Any user can access a closed period. However, on the Privileges tab of Security Setup Maintenance, you can grant access to security workgroups that lets the users process in closed periods. We suggest that you limit the number of security workgroups in which you grant this privilege.


Notes about Changing your Period Setup

•	The dates you enter in this routine appear as the default report header dates for current period detail.

•	The number of periods in a year is determined at the time of installation. This number is typically 12 for 12 periods/accounting months in the fiscal year. The system assigns a period number to each period as it is opened. The system knows when it is time to open a new fiscal year when the new period to be opened would exceed the expected periods per fiscal year indicated here.

•	The current fiscal period and year displays for your reference. You cannot modify the date in this field.

•	The system displays whether or not the period is closed for your reference. You cannot close a period using this form. To close a period, use the Close Period utility.


Note about the Auto Posting Tab of General System Setup Maintenance

Some of the above listed fields may be grayed out depending on the use of Profit Center Reporting automatic postings.


Note about the Project Tab of Sort/Select Fields Setup Maintenance

Within a category, you can define a set of specific codes. These individual values within a category are called select code list values. A category can have any number of these.

If you select the Limit to List option for a project text sort/select field, you must enter valid entries in Sort/Select List Maintenance.


Note about the Employee Tab of Sort/Select Fields Setup Maintenance

Within a category, you can define a set of specific codes. These individual values within a category are called select code list values. A category can have any number of these.

If you select the Limit to List option for an employee text sort/select field, you must enter valid entries in Sort/Select List Maintenance.


Note about the Client Tab of Sort/Select Fields Setup Maintenance

Within a category, you can define a set of specific codes. These individual values within a category are called select code list values. A category can have any number of these.

If you select the Limit to List option for a client text sort/select field, you must enter valid entries in Sort/Select List Maintenance.


Note about the Account Tab of Sort/Select Fields Setup Maintenance

Within a category, you can define a set of specific codes. These individual values within a category are called select code list values. A category can have any number of these.

If you define an account text sort/select field as required, you must enter valid entries in Sort/Select List Maintenance.


Note about the Vendor Tab of Sort/Select Fields Setup Maintenance

Within a category, you can define a set of specific codes. These individual values within a category are called select code list values. A category can have any number of these.

If you select the Limit to List option for a vendor text sort/select field, you must enter valid entries in Sort/Select List Maintenance.


Notes about Bank Codes Setup Maintenance

•	If Profit Center Reporting is installed and your firm has multiple profit centers and each profit center has one or more accounts at one or more banks, you can set up a bank code for each account, at each bank, for each profit center. You can use the same account for each profit center bank code. If you are maintaining separate balance sheets for your profit centers, Advantage will display the account totals for each.

•	After you enter a bank code and save the information for that code, you cannot change the bank code. To change a bank code, use the Bank Code Conversion utility.


Note about Modifying a Bank Code
Note about Modifying Bank Code Data

Do not use the Bank Code Setup routine if you want to change or convert a bank code.

You can change a bank code at any time or convert a bank code into another bank code using the Bank Code Key Conversion utility.


Note about A/R Ledger Headings Setup Maintenance

If you decide to change to order/label of the report headings, you should check Invoice Mapping Accounts Maintenance to ensure that your accounts are mapped to the appropriate Accounts Receivable report column.


Notes about Employee Types Setup Maintenance

•	By categorizing your employees by employee type and having their labor posted to separate accounts, the Account Analysis report shows labor expenses separated by each employee type.

•	You can post overhead time by project number rather than employee type, as defined in Time Analysis Setup Maintenance.


Notes about Labor Code Setup Maintenance

•	For a list of possible labor codes, see Appendix B of the Installation Guide. If you do not have a copy of this guide, contact the Distribution Department at (617) 492-4410 extension 286 (or distribution@ma.deltek.com) to receive a copy.

•	You can add new labor codes within a labor code level or change labor code descriptions. To do this, select the desired labor code level for which to add a labor code and scroll down to the first empty row. In the empty row, enter the new Code and Label.


Tip on Entering Time Analysis Report Headings

You may find it useful to open Time Analysis Headings Maintenance (select Utilities, Setup Table Maintenance, Time Analysis Headings from the main menu), and enter your Time Analysis report headings at the same time as the projects that will be included in each report column.


Note about Time Analysis Setup Maintenance

If you make changes to Time Analysis Setup Maintenance, they are automatically reflected on the Time Analysis report.


Note about Adding a Process Queue

You must enable the Process Servers feature in General System Setup Maintenance prior to being able to set up process queues for your firm.


Note about Modifying Process Queues

If you modify a process queue that is currently running or paused (i.e., the process queue is assigned to a process server), the system will not reflect changes to the queue setup until the next poll of the process queue by its associated process server.


Note about Advantage Security

You must set up security for all users in your firm prior to installing Advantage on individual workstations.

If you do not establish security first, when users log into Advantage, they can use all functions and access all data. The Security Administrator must set up security before Advantage is installed on individual workstations.


Notes about Creating Security Workgroups

•	When you log into Advantage and enter your username and password, the system verifies the security workgroup to which you belong. The menu structure and access rights for your Advantage session are identified by your workgroup.

•	The buttons at the bottom of the main Security Maintenance form are for adding, deleting, and modifying security workgroups. User options (i.e., username, password, and workgroup) are defined by clicking on the User Setup button in the top right corner of the form.


Notes about Restricting Access to Menus

•	You can disable access to all routines by clicking on the Disable All button. This button is useful if you want to restrict access to most of the Advantage menus.

•	If you disable one of the top-level menus, Advantage automatically disables all options under that menu.

•	Ιf you enable a top-level menu that was previously disabled, Advantage does not automatically enable all the options under that menu. To enable options, you must select the previously disabled function/routine and click on the Enable button or you can click on the Enable All button to regain access to all Advantage functions/routines.

•	If you enable a menu that was previously disabled (e.g., you enable Project Table Maintenance although the Tables menu is disabled), Advantage automatically enables the top-level menu on which the routine/function appears.


Notes about Access to Table Maintenance

•	If you do not want to grant a security workgroup access to a Table Maintenance routine, you must disable the menu option on the Menus tab of Security Setup.

•	If you have restricted access to the menus on which the above listed routines/functions reside, you do not need to specify functional-level access (i.e., users cannot access these routines).


Notes about Applying Row Level Security to Billing

•	When using Interactive or Batch Billing, you can only bill a project if you have access to the main project record. That is, you cannot generate an invoice for a project to which you only have access to some of the tasks or subprojects.

•	If you apply row level security to billing, you must also determine whether or not to apply row level security to the sub-projects in Billing Group Maintenance.


Note about Applying Row Level Security to Sub-Projects in Billing Group Maintenance

We recommend that if an employee has access to the main project in a billing group, they have access to all of the sub-projects in the group.


Notes about Adding Users to Advantage

•	All users, passwords, and security access settings become active once you log out of the current Advantage session and begin a new one.

•	Users can change their passwords even if they don’t have access to Security Setup Maintenance.


Note about Changing a User Password

If a user forgets a password, the security administrator can change the password in Security Setup Maintenance. The original password cannot be retrieved.


Notes about Project Closeouts

•	If you want to change a project’s number, you do not need to closeout the project. Instead, use the Project Number Key Conversion utility and continue processing as normal under the new project number.

•	If you want to change a project’s profit center, you do not need to closeout the project. You can simply use the Change Project’s Profit Center routine and continue processing as normal.


Notes about Key Conversion

•	When you perform a key conversion, Advantage changes the format/length of the primary key in the current, future and prior periods.

•	When you perform a project, task, employee, account, client, vendor, unit, labor code, or profit center key conversions, Advantage creates an entry for the conversion on the Posting Log Review report.

•	All key conversions appear on the Posting Log Review report with a transaction type of AL. the Comment field of this report displays the type of conversion performed.


Note about Closing Employee Numbers no Longer in Use

You cannot close an employee number that is currently entered in a Timesheet, Timekeeper Timesheet, Labor Adjustment, or Employee Expense/Advance transaction file. In addition, you cannot close an employee number that is included in a Payroll or Employee Advances and Expenses processing run.


Notes about Performing Functions on the Process Server Workstation

•	You cannot assign a process queue that is already running or is currently paused. If you attempt to start a process server for a process queue that is already running, a message appears and Advantage will not start the process server.

•	Once a process server has been started on a workstation, the rest of the Advantage menu is disabled. That is, you cannot run any other Advantage functions from the process server workstation. For this reason, you cannot start a process server with open Advantage forms.

•	You can minimize the Advantage application on the Process Server workstation, if desired.


Notes about Process Queue Manager/Monitor

•	Once a process server is running on a workstation, all other Advantage functions on that workstation are disabled. The Process Queue Manager lets you stop, pause, and continue a process queue from a workstation other than the process server. This feature is useful when you need to stop/pause a process queue, and the process server is located in a different location (e.g., on another floor).

•	The Process Queue Manager is also the mechanism you can use to stop (and unassign) a process queue that has been stranded in a ‘running’ state due to an abnormal process server shutdown or a fatal error.

•	When you set up security for your workgroups, you should only grant access to the Process Queue Manager to workgroups whose users should have ability to stop, pause, and continue process queues, as well as the ability to modify processes submitted by any user.

•	When you set up security for your workgroups, you should generally grant access to the Process Queue Monitor to all workgroups whose users have the ability to submit processes to process queues. The Process Queue Monitor gives users the ability to modify the processes they submit, as well as to check the status and relative positioning of processes they submitted.

•	The Process Queue Monitor is similar in functionality to the Process Queue Manager with the following exceptions:

−	You cannot stop, pause, or continue a process queue in the Process Queue Monitor.

−	You cannot modify processes submitted by other users in the Process Queue Monitor. You can, however, use the Process Queue Monitor to view processes submitted by you.


Notes about Stopping a Process Queue

•	If you click on the Stop button and there are no eligible processes in the queue, the queue shuts down after the next regular polling interval of the process server.

•	If a process server shutdown happens abnormally (for example, because one of the jobs generates a run-time error), not only will the process server still appear to be running, but that job will still have a status of Running.

•	In order for these jobs to be cleared from the queue and marked as Failed, you must stop and restart the server using the Process Queue Manager form.

•	Once you stop a process queue, it can only be restarted by selecting it upon start up of the process server.

•	If you pause or shutdown a server with active processes waiting in the queue, Advantage will not delete these jobs. If a process is currently being run on the process server, Advantage will complete the current process prior to actually pausing or shutting down.


Notes about Pausing a Process Queue

•	You may want to pause a queue if you need to load new forms in the target printer (i.e., letterhead for bills).

•	Pausing a queue temporarily suspends processing for the selected queue, but does not unassign it from the associated process server.

•	If you pause or shutdown a server with active processes waiting in the queue, Advantage will not delete these jobs. If a process is currently being run on the process server, Advantage will complete the current process prior to actually pausing or shutting down.


Note about Continuing a Process Queue

This button is only enabled if the process queue is currently paused.


Note about Viewing and Modifying Processes

In addition to being able to modify information about your processing jobs, you can also view the following information:

•	Process queue information including queue ID, name, server and status.

•	Selected process information including process ID (a sequential number assigned to the process when it is submitted), status, submitter, fiscal period for which the process was submitted, description, filename (if the process is a transaction file posting), and time submitted.

•	Completed process summary information including time started, time ended, and a comment.


Note about Resubmitting a Process

Since Advantage creates a new entry for the resubmitted process, you can now delete the original process (that is, the process with the status of Cancelled).


Notes about Canceling a Process

•	You can only cancel processes with a status of ‘Waiting’ or ‘Hold’.

•	If you cancel a transaction file posting, the associated transaction file is deselected for posting, releasing it for further editing and subsequent selection for posting at a later time.


Note about Refreshing Process Queue Information

When this form is opened for a period of time on your workstation, refresh the queue information. Advantage does not update this information automatically.


Notes about Submitting Processes

•	If you only have one process queue set up, that process queue is automatically selected. If you have more than one process queue set up, the first process queue (in queue name order) is automatically selected.

•	Customizable user settings allow for a default process queue to be specified for each user. If a default queue has been specified for the submitting user, that process queue is automatically selected. You can change this default queue if desired.


Note about Database Backups and Restores

The Backup/Restore routine is an exclusive job. That is, no users may be logged into the database while a backup/restore is in process.


Notes about Backing Up Your Database to a Floppy Disk

•	You cannot log into Advantage while the system is performing a database backup.

•	The following backup options are saved between backup sessions: Compact database first, Quick format/erase, Add comment to backup, and Maximum compression.


Note about Connecting to an Existing Advantage Database

Once you connect to a different Advantage database, you will be connected to it until you re-connect to another Advantage database.


Notes about Entering Project Labor and Expense History

•	To ensure that the historical data you entered is correct, print the Project Progress report for labor and expenses and verify the amounts you entered.

•	If a historical transaction is billable, it appears as an HE or an HL transaction type in the Billing system.

•	Billing extensions within Interactive Billing are calculated using the Amount field – not the Billing Extension field.

•	The Billing Extension field is used to display the billing rates within Project Reporting.


Notes about Entering Historical Overhead for Regular Projects

•	You must select the Allow changes to history data option in General System Setup Maintenance in order to access Historical Overhead Allocation. If you enable this option, you must exit Advantage and re-enter to see history forms.

•	The system always calculates overhead on a year-to-date basis and adds to the job-to-date totals.

•	To ensure that the historical overhead you entered is correct, print the Project Progress report and verify the amounts you entered.

•	Use this form to record job-to-date overhead on projects for the Project Detail and Project Progress reports at cost rates.

•	The overhead amount entered on this form also updates job-to-date spent amounts for the project as displayed on the Office Earnings report.

•	Overhead captures allocation of your 700 account level expenses. If you are installing Advantage at mid-year, check that the YTD Spent amount on the Office Earnings report, which includes labor and expenses, agrees with the Total Operating Expenses amount on the Income Statement after all history has been loaded. Enter the detail for overhead labor and expenses to overhead projects on the Project Cost History form.

•	You can only enter historical overhead for regular projects. That is, the Overhead field only appears if you have selected a regular project.

•	If you plan to install Profit Center Reporting immediately after the Accounting application installation, without posting any transactions, you may want to delay entering historical overhead (if you want to establish separate overhead rates for each profit center).


Note about Entering Historical Account Balances

To ensure that the historical account data you entered is correct, print the Trial Balance and verify the amounts you entered.


Note about Determining the Structure of Your Task Numbers

Tasks are often confused with labor codes. Please read the topic titled Labor Codes to understand the difference between these two fields. In the Labor Codes topic, we have included a description of the difference between tasks and labor codes.


Notes about Expense Account Types

•	All reimbursable, direct, and indirect expenses appear on the Income Statement, which is a year-to-date report. The Operating Profit/Loss amount, listed at the end of the Income Statement, ties directly to the Current Years Profit (Loss) account balance on the Balance Sheet.

•	When you initialize into a new fiscal year, Advantage zeros the revenue and expense amounts on the Income Statement and moves the amount from the Current Years Profit (Loss) account to the Previous Years Retained Earnings account on the Balance Sheet. This step prepares the Income Statement to begin collecting revenue and expense amounts for the new year’s profit/loss activity.

•	The account ranges listed are from the Advantage Standard Chart of Accounts. Your ranges may differ depending on your account setup as defined on the Accounts tab of General System Setup. Print out an Account List for a listing of your firm’s Chart of Accounts.


Note about Creating Desktop Shortcuts for Advantage

Whenever you receive an update, you should delete and recreate your desktop shortcuts to ensure you are running the appropriate version of Advantage.


Note about Performing Lookups in Advantage

In addition to the above listed lookup options, you can also press the <F3> key on your keyboard to obtain a lookup of appropriate values for a field.


Note about Selecting a Value from a Drop-Down List

In some instances when you click the drop-down arrow, Advantage displays a lookup box instead of a drop-down list. For example, this occurs with the client drop-down arrow to allow you more options with the lookup list (e.g., sorting the list by name or number).


Notes about Using the Project Lookup List

•	You can access this type of lookup from the Project field on all forms.

•	To access a lookup of projects, double-click or press the <F3> key in the Project field. In Project Table Maintenance and Billing Terms Table Maintenance, you can also click on the Lookup button.

•	If the Retrieve Automatically option is not selected, a Retrieve button appears next to the Find Next button. In addition, if this option is not selected, the navigation buttons are not available for scrolling from project to project on the Project Table Maintenance or Billing Terms Table Maintenance forms.


Notes about Using the Employee Lookup List

•	You can access this type of lookup from the Employee, Principal, or Project Manager field on all forms.

•	Τo access a lookup of employees, double-click or press the <F3> key in the Employee, Principal, or Project Manager field. In Employee Table Maintenance, you can also click on the Lookup button.

•	If the Retrieve Automatically option is not selected, a Retrieve button appears next to the Find Next button.


Notes about Using the Client Lookup List

•	You can access this type of lookup from the Client field on all forms.

•	To access a lookup of clients, double-click or press the <F3> key in the Client field. In Client Table Maintenance, you can also click on the Lookup button.

•	If the Retrieve Automatically option is not selected, a Retrieve button appears next to the Find Next button.


Notes about Using the Account Lookup List

•	You can access this type of lookup from the Account field on all forms.

•	Τo access a lookup of accounts, double-click or press the <F3> key in the Account field. In Account Table Maintenance, you can also click on the Lookup button.

•	If the Retrieve Automatically option is not selected, a Retrieve button appears next to the Find Next button.


Notes about Using the Account Group Lookup List

•	You can access this type of lookup from Account Group Table Maintenance.

•	To access a lookup of account groups, double-click or press the <F3> key in the Select field. In Account Group Table Maintenance, you can also click on the Lookup button.

•	If the Retrieve Automatically option is not selected, a Retrieve button appears next to the Find Next button.


Notes about Using the Labor Code Lookup List

•	You can access this type of lookup from the Labor Code field on all forms.

•	To access a lookup of labor codes, double-click or press the <F3> key in the Labor Code field.


Notes about Using the Vendor Lookup List

•	You can access this type of lookup from the Vendor field on all forms.

•	To access a lookup of vendors, double-click or press the <F3> key in the Vendor field. In Vendor Table Maintenance, you can also click on the Lookup button.

•	If the Retrieve Automatically option is not selected, a Retrieve button appears next to the Find Next button.


Notes about Using the Unit Lookup List

•	You  can access this type of lookup from the Unit field on all forms.

•	To access a lookup of units, double-click or press the <F3> key in the Unit field. In Unit Table Maintenance, you can also click on the Lookup button.


Notes about Using the Profit Center Lookup List

•	You can access this type of lookup from the Profit Center field on all forms.

•	To access a lookup of profit centers, double-click or press the <F3> key in the Profit Center field. In Individual Profit Center Setup, you can also click on the Lookup button.

•	If the Retrieve Automatically option is not selected, a Retrieve button appears next to the Find Next button.


Note about Open forms in Advantage

You can also update an open form by pressing the F9 key while the form is active.


Notes about Adding New Account Groups

•	Before creating a new table from scratch, consider copying and modifying an existing table.

•	The Table Name that you enter will appear as a choice on report formatting screens in both standard and Interactive General Ledger Reporting. Try to choose a name that will be meaningful to all users of those applications.

•	For each account group, you can specify either a range of account numbers or a single account number.

•	When you enter a StartAccount number, Advantage automatically enters the same number as the EndAccount. To specify a single account number, simply leave the EndAccount number as is, so that your StartAccount and EndAccount are identical.

•	You can use overlapping account ranges in the same table. For instance, you can have a group made up of accounts 600.00 to 610.00 and another group made up of accounts 605.00 to 615.00. You should use overlapping ranges carefully, however, to avoid creating confusing reports.

•	The names in the G/L Group drop-down list are the names you have established through Account Group Name Table Maintenance, and can be modified through that routine.

•	Any accounts that are not associated with a group appear on reports with an appropriate "other" label. For example, if you do not assign account 101.00—an Asset account—to any group, Advantage includes account 101.00 under the label Other Assets, which appears at the end of the Assets section.

•	Your entries in the Sort Order column determine the order in which groups appear on reports.

Advantage ensures that all references to the same group have the same Sort Order number. For example, Advantage will not let you specify that certain accounts belong to the Cash Accounts group, with Sort Order 1, and other accounts belong to the Cash Accounts group, with Sort Order 2.


Notes about Modifying Account Groups
Note about Modifying Account Groups

If you know the Table Number of the table that you want to modify, you do not need to use the Lookup button. Simply enter the correct number in the Select field.


Note about Tax Codes Setup Maintenance

You may also want to use these fields to define any multiplier-based charge, such as an Error and Omissions Insurance charge, if your state does not require sales tax on professional services.


Example for Selecting Based on Task Values

Assume you want to retrieve all of the projects or tasks for which William Apple is the project manager. You have the following projects set up in your database:

Project	Project Manager
1999014.00	William Apple
	001	James Bartlett
	002	Grace Cohen
	003	William Apple
	004	William Apple
	005	James Bartlett
1999020.00	James Bartlett
	001	James Bartlett
	002	William Apple

If you do not select the Selection based on task values, Advantage prints the report displaying only project 1999014.00, where William Apple is the project manager for the project. Even though William Apple is the project manager for one of the tasks in project 1999020.00, this project is not included on the report.

If you select the Selection based on task values, Advantage prints the report displaying tasks 003 and 004 for project 1999014.00 and task 002 for project 1999020.00, where William Apple is the project manager for one or more of the tasks for the project.


Notes about Disabling all Advantage, Timekeeper, and Expensekeeper Logins

•	When you click on the Disable All button, Advantage does not disable your login.

•	If you need to perform system maintenance activities and users are currently logged into Advantage, Timekeeper, or Expensekeeper you will need to have them log out manually.

To determine whether users are logged into Advantage:

1.	Select Help, About Advantage from the Advantage main menu. Advantage displays the About Advantage form.

2.	Click on the Who button. Advantage displays the Current Users form listing the workstations that are currently connected to the Advantage database.

3.	Ask those users to log out of the system temporarily until the maintenance tasks have been completed.


Notes about Entering Selection Criteria for an Automatic Employee Payment Processing Run

•	If you define multiple auto selections for a Payment Processing session, Advantage includes only vendors who meet all criteria in the processing run.

•	To sort checks by name, click on the Vendor Name radio button; To sort checks by number, click on the Vendor Number radio button.


Notes about Backing Up Your SQL Server Database

You cannot restore a backup made using the Deltek Advantage SQL Server Backup routine. To restore these backups, you must use SQL Server Enterprise Manager.

See your SQL Server Guide for more information.


Tip on Configuring Your E-mail System

Use the Microsoft Outlook Rules Wizard to automatically forward any e-mail received by the Advantage e-mail account.


Example for Converting a Project Without Tasks into a Task on Another Project

Assume you have the current setup of vacation projects:

•	0000002.00 - Corporate Vacation

•	0000002.10 - Admin Vacation

•	0000002.20 - R&D Vacation

•	0000002.30 - Consultants Vacation

And you want to now have only one Vacation project for the entire firm. If you decide to make project 0000002.00 - Corporate Vacation the vacation project, you would first need to turn on tasks for the project.


Notes about Selecting a Period to Purge

•	The periods you select to purge cannot be within the last 12 periods. For example, if the current period is 06/2000, the most recent period you can select to purge is 06/1999. If you select a period within the last 12 periods, Advantage displays the following error message:

The purge cannot be run within the last 12 periods.

The most current period that can be purged is <MM/YYYY>.

•	Advantage will process and purge transaction level detail from Purged projects for all periods up to and including the period selected.


Notes about the Accrued Time Report

If row-level security is implemented, Advantage only displays employees to which your security workgroup has access.


Note about Benefit Hours Accruals

When you process benefit hours accruals, you always affect the number of hours earned. You do not affect the number of hours taken.

On the other hand, when you process benefit hours adjustments, you may adjust either benefit hours earned or taken.


Note about Benefit Hours Adjustments

When you process benefit hours accruals, you always affect the number of hours earned. You do not affect the number of hours taken.

On the other hand, when you process benefit hours adjustments, you may adjust either benefit hours earned or taken.


Note about Adding a Bank Code

The Direct Deposit Information fields appear on the Bank Codes Setup form only if you have the Payroll application and/or Expensekeeper application installed.


Note about Entering Employee Direct Deposit Information

You can specify expense payment direct deposit and payroll direct deposit information for a single account on the same line on the Employee Direct Deposit Table Maintenance form. However, you do not have to complete the Payroll Method and Payroll Amount/Percent fields if you plan to process only employee expense payment direct deposits.


Notes about the Vendor Batch Conversion Utility

•	The queries run in Step 2 only need to be run once – like other set-ups, this information will be saved in the system. However, you should restore to a backup prior to initiating the conversion process.

•	You can use the INSERT INTO VECVT VALUES (‘11111’,’22222’) query to enter multiple inserts.

•	The conversion will not combine a Vendor into an existing number, nor change the length of that number.


Notes about the Employee Batch Conversion

•	The queries run in Step 2 only need to be run once – like other set-ups, this information will be saved in the system. However, you should restore to a backup prior to initiating the conversion process.

•	You can use the INSERT INTO EMCVT VALUES (‘11111’,’22222’) query to enter multiple inserts.

•	The conversion will not combine an Employee into an existing number, nor change the length of that number.


Notes about the Client Batch Conversion Utility

•	The queries run in Step 2 only need to be run once – like other set-ups, this information will be saved in the system. However, you should restore to a backup prior to initiating the conversion process.

•	You can use the INSERT INTO CLCVT VALUES (‘11111’,’22222’) query to enter multiple inserts.

•	The conversion will not combine a Client into an existing number, nor change the length of that number.


Notes about the Task On Batch Conversion Utility

•	Posted labor and expenses automatically roll over to the first task.

•	All fields requiring input are copied from the Project level.

•	The queries run in Step 2 only need to be run once – like other set-ups, this information will be saved in the system. However, you should restore to a backup prior to initiating the conversion process.

•	You can use the INSERT INTO TASKCVT VALUES (‘11111’,’22222’) query to enter multiple inserts.


Note about Sorting Checks

When you make your check sorting selections, Deltek Advantage uses your check sorting selections to sort the information on the Cash Requirements form. In addition, Deltek Advantage remembers your check sorting selections for subsequent processing runs.


Notes about Selecting or Deselecting Expense Reports for Payment

•	When you select an expense report for payment, Deltek Advantage places the entire balance of the report in the Net Payment column. At this point, you can either process the full amount of the expense report or you can click on the Modify button to apply a new advance amount.

•	You can select all or deselect all the expense reports for an employee by clicking on either the Select All button or the Deselect All button.


Profit on Services Calculation

Calculated as (Compensation + Consultant Fee) less (Total Labor Budget + Total Direct Expense Budget + Overhead).


Profit Percentage Calculation

Calculated as Profit on Services divided by (Compensation + Consultant Fees).


Profit on Services Calculation

Calculated as (Compensation + Consultant Fee) less (Total Labor Budget + Total Direct Expense Budget + Overhead)


Profit Percentage Calculation

Calculated as Profit on Services divided by (Compensation + Consultant Fees)


Note about Advantage Support

For more information about Advantage and the Deltek Ongoing Support Plan (OSP), please visit our Web site at www.deltek.com, or contact your Account Manager at 800/836-1600.


Overview of Overhead Allocation

Overhead Allocation is the practice of distributing indirect costs to revenue producing projects. Once indirect costs have been distributed, the revenue from projects supports the total cost of doing business. The general steps are as follows:

The Advantage Overhead Allocation program distributes overhead to regular projects and tasks to which direct labor or revenue has been charged during the accounting year. In addition, if Profit Center Reporting is installed and you enable Overhead Allocation by profit center, this program distributes overhead expenses from non-operating profit centers to operating profit centers.

Using Advantage, you charge all indirect labor costs and indirect expenses to overhead projects. Advantage then distributes these overhead costs to all regular projects, according to the allocation method you have chosen.

You should print the Overhead Allocation Report when overhead allocation is complete. This report shows the immediate results of the overhead distribution. The system does not make an accounting entry for the reported allocation, but rather the distribution appears on project reports run at cost rates (as a separate line item or in the Spent column on the Office Earnings report.

Whenever you run Overhead Allocation (for either situation: when allocating overhead on a firmwide basis, or when allocating based on profit centers), the program performs a test prior to allocating overhead to ensure that all necessary information has been set up. The Profit Center Overhead Test Report lists problems, if any, with the way in which overhead allocation information is set up either in Profit Center Setup Table Maintenance or on the Profit Center Control Detail screen.

Advantage computes the exact overhead rate if you choose pro rata allocation, or uses an assigned overhead rate if you choose assignment.

 Notes

 Related Topics


Overhead Projects

Using Advantage, you charge all indirect labor costs and indirect expenses to overhead projects. Advantage then distributes these overhead costs to all regular projects, according to the allocation method you have chosen.

Advantage provides you with the following default overhead projects, which you can change during installation:

Project	Description
1.00	General Overhead
2.00	Vacation
3.00	Sick Leave
4.00	Holiday
Use Project Table Maintenance to set up additional overhead projects or to change the default overhead projects. You may also assign tasks to overhead projects.

 Notes

 Related Topics


Promotional Projects

A promotional project is a type of overhead project. It is used to collect project related costs prior to award of the contract, such as during the contract proposal process. Advantage distributes costs charged to promotional projects among all regular projects in the same way that it distributes other overhead costs.

If necessary, you can transfer some or all of a promotional project's costs to a regular project number. To do this, transfer the costs using labor adjustments and journal entries.

In the Accounting module, the sum of all the expenses charged to overhead and promotional projects equals the sum of all the expenses charged to indirect expense accounts in the general ledger.

 Notes


Overhead Allocation Setup Checklist

Prior to using the Overhead Allocation feature, you must enter/define certain firmwide information to be used for all projects.

Overhead Allocation Setup Checklist

The following checklist describes the process to perform in order to set up the your system to allocate overhead to your projects. Each step is described later in this section. Print out this page and check off each item as they are completed.

Completed?	Step
_________	Ensure that all desired overhead projects are setup.
_________	Ensure that all desired promotional projects are setup.
_________	Enter historical overhead amounts for your projects, if needed.
_________	Setup the system overhead structure for your firm.
_________	Setup any additional account number(s) that contain expenses to include in the overhead allocation base.


Overhead Allocation Setup Maintenance

The Overhead Allocation Setup routine enables you to control how overhead expenses are allocated to your regular projects.

To enter general overhead allocation setup parameters for your firm:

1.	Select Utilities, Setup Table Maintenance, Overhead Allocation Setup from the Advantage main menu. Advantage displays the Overhead Allocation Setup form.

2.	Complete the fields on the Overhead Allocation Setup form, referring to the context-sensitive help on the form.

3.	Click on the Save button to save your changes.

4.	Click on the Close button to exit Overhead Allocation Setup and return to the Advantage main menu.

 Related Topics


Setting up Overhead Allocation Accounts

The Accounts for Overhead Allocation routine enables you to define the account number(s) that contain additional expenses that you may want to also include in the overhead allocation base. (This is typically associated with the proration method.)

To enter overhead allocation accounts for your firm:

1.	Select Utilities, Setup Table Maintenance, Overhead Allocation Accounts from the Advantage main menu. Advantage displays the Accounts for Overhead Allocation form.

2.	Complete the fields on the Accounts for Overhead Allocation form, referring to the context-sensitive help on the form.

3.	Click on the Save button to save your changes.

4.	Click on the Close button to exit the Accounts for Overhead Allocation form and return to the Advantage main menu.


Overhead Allocation Formula

Use the following formula to calculate your firm's overhead rate:

Firmwide Overhead Rate = (Year-to-date indirect expenses) / (Year-to-date direct labor or revenue base)

When the system calculates overhead it uses one of the following formulas:

Overhead by project	(Firmwide Overhead Rate * Year-to-date base by project) = Overhead for project
Overhead from non-operating profit centers	(Firmwide Overhead Rate * Year-to-date base of center) = Overhead for center
 Notes

 Related Topics


Allocating Overhead on a Firmwide Basis

If you choose to allocate overhead on a firmwide basis, you essentially treat the entire firm as one profit center. This is the most simple and straightforward method of allocating overhead.

For example, you choose assignment or proration as the allocation method; you choose labor or revenue as the allocation base, and you set up an overhead variance project number (if using the assignment method) to store any difference between actual and applied overhead. You enter this information in Overhead Allocation Setup Maintenance.

If you are allocating overhead on a firmwide basis, go to Overhead Allocation Setup Maintenance (select Utilities, Setup Table Maintenance, Overhead Allocation Setup from the Advantage main menu) and fill in the following information:

•	Scope:  Firmwide

•	Method:  Assign or Prorata

•	Basis:  Direct Labor, or Revenue

•	Overhead Rate (for budgeting purposes if Method = Prorata)

•	Variance Project (required if Method = Assign)

•	Variance Task (if applicable)


Overhead Allocation on a Firmwide Basis

The following example shows how overhead allocation may be allocated on a firmwide basis if you are using profit centers.


Allocating Overhead on a Profit Center Basis

If you choose to allocate overhead on a profit center basis, you treat each profit center as if it is a separate entity, i.e., each profit center may have overhead expenses to be allocated to other profit centers and/or projects.

Overhead becomes individual pools to be distributed. The pools of overhead consist of total indirect expenses posted to overhead or promotional projects that belong to the specific profit center. An operating profit center may contain its own pool of indirect expenses. A non-operating profit center often contains expenses shared by many profit centers and posts in total to this one profit center. You can use the Overhead Allocation program to distribute these expenses (pools) to other profit centers.

If you are allocating overhead by profit center, whenever Overhead Allocation is run; Advantage performs a profit center overhead test. If the test displays a message reporting setup problems, you must correct the problems before you can proceed with Overhead Allocation. You correct the problems either in Profit Center Setup Table Maintenance or on the Individual Profit Center Setup screen.

If you are allocating overhead on a profit center basis, go to Overhead Allocation Setup Maintenance (select Utilities, Setup Table Maintenance, Overhead Allocation Setup from the Advantage main menu), and fill in the following information: Scope = Profit Center.

 Notes

 Related Topics


Overhead Allocation without a Corporate Profit Center

The following example shows how overhead allocation may be allocated in a profit center environment with no corporate profit center.

Non-operating profit centers can be allocated based on total cost or labor.


Overhead Allocation with a Corporate Profit Center

The following example shows how overhead allocation may be allocated in a profit center environment with a corporate profit center.

Non-operating profit centers can be allocated based on total cost or labor.


Setting Up Overhead Allocation on a Profit Center Basis

If you are allocating overhead on a profit center basis, you will need to decide the method of allocating overhead by profit center on the Individual Profit Center Setup Maintenance form. To complete the information on this form, you must identify the distribution method for non-operating profit centers and the allocation method for operating profit centers.

You can set up overhead distribution for each non-operating profit center combination you specify whether or not you want to distribute overhead from non-operating to operating profit center(s).

To access this maintenance routine, select Utilities, Setup Table Maintenance, Profit Centers, Individual Profit Center Setup from the Advantage main menu. Advantage displays the Individual Profit Center Setup Maintenance form. Specify the following information.

Field	Description
Distribute to operating profit centers	If you select this option, Advantage enables all the fields on this form. If you do not select this option, Advantage assumes that this is an operating profit center and that you want to allocate overhead to projects (not to other profit centers). An operating profit center may receive overhead from a non-operating profit center, but will not distribute to non-operating profit centers. Regular, revenue-producing jobs usually reside in operating profit centers. A non-operating profit center does not contain revenue-producing projects. They pass on their overhead expense plus any overhead allocated from another non-operating profit center.
Distribution target	Specify the profit center that will receive the overhead. You can enter wildcards as values in this field.
Distribution pass	Enter the pass on which the overhead allocation pass should distribute the overhead from the non-operating profit center to other profit center(s). Valid entries are 1, 2, 3, or 4. For more information, see Allocating Overhead for Both Operating And Non-Operating Profit Centers.
Method	Enter the method by which to allocate overhead. Your choices are:
	Assign	If you select this method, you supply the overhead rate, which the system multiplies by a base to yield the amount of overhead that will be allocated.
	Prorata	If you select this method, the system calculates the overhead rate by dividing the total overhead expenses (from the Income Statement) by a base for each project to yield the amount of overhead that will be allocated.
	None	If you do not want to allocate overhead at this point, enter None as the Method.
Basis	You can specify one of the following: • Direct Labor Costs (both regular and overtime labor) • Revenue (total project revenue) • Total Labor Costs (both regular and overtime labor) • Total Costs (both regular and overtime labor, and direct and indirect expenses)
Overhead rate	The overhead rate to apply to this profit center.
Variance project/task	Enter the project/task to store the difference between the computed amount and the actual amount of overhead distributed. An amount is usually applied to this project/task if you are using the Assign method. You must enter a project/task number in this field if you are allocating overhead on a profit center basis (regardless of the method). The Proration method may result in penny rounding differences that will show up in this project/task.
 Notes


Wildcards

The two-character wildcard ** represents all possible profit center sub-codes in a specific position. When used in reference to overhead distribution on the Individual Profit Center Setup screen, a wildcard in the Target field represents all profit center sub-codes in the specified position except the source profit center sub-code. The Distribution Target field applies only if the Distribute Expenses field is set equal to Y (Yes).

For example, on the BO:00 Individual Profit Center Setup Maintenance form, BO:** in the Distribution Target field means all profit centers in Boston except BO:00.

 Note


Allocating Overhead Within Operating Profit Centers

You set up Overhead Allocation within operating profit centers on the Individual Profit Center Setup form (of each operating profit center for which you want to allocate overhead).

Operating profit centers may have their own individual pool of indirect expenses posted to overhead or promotional projects that belong to that center. Often, the overhead allocation setup directs overhead to be received by these profit centers from a non-operating profit center. The combined overhead pool is then distributed to the projects of the operating profit center.

When you allocate overhead to an operating profit center's regular projects, the Distribution Information Setup section of the Individual Profit Center Setup form becomes the Allocation Information section.

The fields on the Individual Profit Center Setup Maintenance form for operating profit centers should have the following values:

Overhead Allocation Setup:

Distribute to operating profit centers	Leave blank
Distribution Target	N/A
Distribution Pass	N/A
The above listed fields are disabled because this profit center is an operating profit center.

Distribution information:

Method	Enter the method by which to allocate overhead. Your choices are:
	Assign	If you select this method, you supply the overhead rate, which the system multiplies by a base to yield the amount of overhead that will be allocated.
	Prorata	If you select this method, the system calculates the overhead rate by dividing the total overhead expenses (from the Income Statement) by a base for each project to yield the amount of overhead that will be allocated.
	None	If you do not want to allocate overhead at this point, enter None as the Method.
Basis	You can specify one of the following: • Direct Labor Costs (both regular and overtime labor) • Revenue (total project revenue)
Overhead Rate	Enter the rate if the method is Assignment, Advantage uses the budgeted overhead rate defined for the project in Project Table Maintenance. If you have not defined a budgeted overhead rate for the project, Advantage uses the profit center overhead rate defined in Individual Profit Center Setup Maintenance.
Variance project/task	Enter the project/task to store the difference between the computed amount and the actual amount of overhead distributed. An amount is usually applied to this project if you are using the Assign method.


Allocating Overhead for Both Operating And Non-Operating Profit Centers

When discussing overhead allocation, it is useful to distinguish between two types of profit centers. An operating profit center typically has regular (R) projects; a non-operating profit typically does not have regular projects. Either profit center may have overhead (H) or promotional (P) projects.

Example 1
	CO:00 Corporate Office(non-operating)
Pass 1 Target ??:00
BO:00 Boston Branch (non-operating)		SF:00 San Francisco Branch (non-operating)
Pass 2 - Target BO:??		Target SF:??
BO:AR Boston Architectural	BO:EN Boston Engineering		SF:EN San Francisco Engineering	SF:EV San Francisco Environmental
In the example above, the corporate office, CO:00, is a non-operating profit center. The corporate office generates indirect expenses but no revenue.

The Boston office has a non-operating profit center, BO:00, and two operating profit centers, BO:AR and BO:EN. The San Francisco office has a non-operating profit center, SF:00, and operating profit centers, SF:EN and SF:EV.

Pass 1 distributes overhead from the corporate office to the cities’ non-operating profit centers.

Pass 2 distributes overhead from non-operating profit centers to their respective disciplines. A portion of corporate overhead plus a portion of the branch’s overhead goes to the operating profit centers.

 Notes


Two-step Process

The system performs two steps during overhead allocation on a profit center basis:

1.	Distributes any non-operating profit center's overhead to the target profit center's total overhead pool.

If the receiving profit center is an operating profit center, you can use one of four distribution base options:

•	Total Labor

•	Revenue

•	Direct Labor

•	Total Cost

If the receiving profit center is an non-operating profit center, you can use one of two distribution base options:

•	Revenue

•	Direct Labor

Distribution can include multiple passes.

2.	For each operating profit center, allocates the overhead from the profit center pool to the regular projects within the profit center.

The profit center pool consists of overhead it received from the non-operating profit center plus the profit center’s own overhead.

A pass is the distribution of overhead to one or more profit centers at one time.


Proration Example
Proration Example  <<correct this page, see notes>>

Rate(YTD indirect expenses / YTD base) * YTD base of target = Overhead allocated

Pass 1:

Pass 1 Illustrates the distribution of overhead from a non-operating profit center (CO:00) to two non-operating profit centers (BO:00 and SF:00) by proration based on total costs.

Overhead Base:  Total Labor Costs	Method:  Proration
	C0:00 Corporate Office
Pass 1 Target = ??:00
	BO:00 Boston Branch	SF:00 San Francisco Branch
Advantage performs the overhead distribution according to the calculations described below:

Profit Center	Overhead	Total Costs
Source:  CO:00	$13,000.00
Target:  BO:00	$20,000.00	$20,000.00
Target:  SF:00	$14,000.00	$14,000.00

The total base amount for profit centers BO:00 and SF:00 is equal to:

Total Base:
	BO:00	$20,000.00
	SF:00	14,000.00
		34,000.00
Profit Center BO:00

The prorata rate is equal to 38.2% for profit center BO:00. This is calculated by dividing the total overhead pool by the total base of the targets (700-level accounts/Year-to-date base of targets or 13,000/34,000).

This amount is then used to determine the Overhead received from the source.

BO.00	38.2% (Rate)	*	$20,000.00 (Base of Target)	=	$7,640.00 (Overhead received from CO:00)
The total overhead received from CO:00 is used to calculate the total overhead for BO:00.

$7,640.00	Overhead received from distribution source CO:00
+20,000.00	Overhead of target BO:00
27,640.00	Total overhead pool for BO:00

The BO:00 target has $20,000 of its own overhead. When you add $7,640.00, which was received from source CO:00, to the $20,000, the total overhead pool for BO:00 is $27,640.00.

Profit Center SF:00

The prorata rate is equal to 38.2% for profit center SF:00. This is calculated by dividing the total overhead pool by the total base of the target (13,000/34,000).

This amount is then used to determine the Overhead received from the source.

SF.00	38.2% (Rate)	*	$14,000.00 (Base of Target)	=	$5,348.00 (Overhead received from CO:00)
The total overhead received from CO:00 is used to calculate the total overhead for SF:00.

$5,348.00	Overhead received from distribution source CO:00
+14,000.00	Overhead of target SF:00
19,348.00	Total overhead pool for SF:00

The SF:00 target has $14,000 of its own overhead. When you add $5,348.00, which was received from source CO:00, to the $14,000 the total overhead pool for SF:00 is $19,348.00. Note that $7,640.00 plus $5,348.00 equals $12,988.00, the total indirect expenses of profit center CO:00.

Pass 2:

Pass 2 Illustrates the distribution of combined overhead from a non-operating profit center (BO:00) to two operating profit centers (BO:AR and BO:EN) by proration based on direct labor.

Overhead Base:  Direct Labor	Method:  Proration
	BO:00 Boston Branch
Pass 2 Target BO:??
	BO:AR Boston Architecture	BO:EN Boston Engineering

Advantage performs the overhead distribution according to the calculations described below:

Profit Center	Overhead  +	Received Overhead:  Pass 1  =	Total Overhead Pool	Direct Labor Base
Source:  BO:00	$20,000.00	$7,640.00	$27,640.00
Target:  BO:AR	$7,000.00			$10,000.00
Target:  BO:EN	$11,000.00			$20,000.00

The prorata rate is equal to 92.1% for profit center BO:00. This is calculated by dividing the total indirects for BO:00 by the base of the targets.

The total base amount for profit centers BO:AR and BO:EN is equal to the sum of the direct labor costs ($10,000 + $20,000), or $30,000.

Profit Center BO:AR

The prorata rate is equal to 92.1% for profit center BO:AR. This is calculated by dividing the total overhead pool by the total base of the target of direct labor (27,640/30,000).

This amount is then used to determine the Overhead received from the source.

BO:AR	92.1% (Rate)	*	$10,000.00 (Base of Target)	=	$9,210.00 (Overhead received from BO:00)
The total overhead received from BO:00 is used to calculate the total overhead for BO:AR.

$9,210.00	Overhead received from distribution source BO:00
+7,000.00	Overhead of target BO:AR
16,210.00	Total overhead pool for BO:AR

The BO:AR target has $7,000.00 of its own overhead. When you add $9,210.00, received from source BO:00, the total overhead pool for BO:AR is $16,210.00.

Profit Center BO:EN

The prorata rate is equal to 92.1% for profit center BO:EN. This is calculated by dividing the total overhead pool by the total base of the target of direct labor (27,640/30,000).

This amount is then used to determine the Overhead received from the source.

BO:EN	92.1% (Rate)	*	$20,000.00 (Base of Target)	=	$18,420.00 (Overhead received from BO:00)
The total overhead received from BO:00 is used to calculate the total overhead for BO:EN.

$18,420.00	Overhead received from distribution source BO:00
+11,000.00	Overhead of target BO:AR
29,420.00	Total overhead pool for BO:AR

The BO:EN target has $11,000.00 of its own overhead. When you add $18,420.00, received from source BO:00, the total overhead pool for BO:EN is $29,420.00. Note that $9,210.00 plus $18,420.00 equal $27,640.00, the total allocated from BO:00.

To see the conclusion of this example, the allocation of overhead to individual projects in the final pass of this process, see Allocating Overhead to Projects Within an Operating Profit Center.

Because the Proration method uses the calculated actual year-to-date overhead percentage, 100% of the overhead pool should be allocated, leaving a zero balance in the variance project (penny rounding differences should be expected).


Assignment Example

Rate * YTD Base of Target = Overhead Allocated

Pass 1:

Pass 1 Illustrates the distribution of overhead from a non-operating profit center (CO:00) to two non-operating profit centers (BO:00 and SF:00) by assignment based on total costs.

Overhead Base:  Total Costs	Method:  Assignment Rate:  40%
	CO:00 Corporate Office
Pass 1 Target = ??:00
	BO:00 Boston Branch	SF:00 San Francisco Branch
Advantage performs the overhead distribution according to the calculations described below:

Profit Center	Overhead	Total Base Costs
Source:  CO:00	$13,000.00
Target:  BO:00	$20,000.00	$20,000.00
Target:  SF:00	$14,000.00	$14,000.00
Profit Center BO:00

The system calculates the total overhead received from CO:00 (given an assignment rate of 40%) in the following way:

BO:00	40% (Rate)	*	$20,000.00 (Base of Target)	=	$8,000.00 (Overhead received from CO:00)
The total overhead received from CO:00 is used to calculate the total overhead for BO:00

$8,000.00	Overhead received from distribution source CO:00
+20,000.00	Overhead of target BO:00
28,000.00	Total overhead pool for BO:00
The BO:00 target has $20,000 of its own overhead. When you add $8,000.00, which was received from source CO:00, to the $20,000, the total overhead pool for BO:00 is $28,000.00.

Profit Center SF:00

The system calculates the total overhead received from CO:00 in the following way:

SF:00	40% (Rate)	*	$14,000.00 (Base of Target)	=	$5,600.00 (Overhead received from CO:00)

The total overhead received from SF:00 is used to calculate the total overhead for SF:00.

$5,600.00	Overhead received from distribution source CO:00
+14,000.00	Overhead of target SF:00
19,600.00	Total overhead pool for SF:00

The SF:00 target has $14,000 of its own overhead. When you add $5,600.00, which was received from source CO:00, to the $14,000 brings the total overhead pool for SF:00 to $19,600.00. Note that $8,000.00 plus $5,600.00 = $13,600.00. $13,000.00 of this amount is the total indirect expenses of CO:00 so $600.00 is posted to the variance project.

Pass 2:

Pass 2 Illustrates the distribution of overhead from a non-operating profit center (BO:00) to two operating profit centers (BO:AR and BO:EN) by assignment based on direct labor.

Overhead Base:  Direct Labor	Method:  Assignment Rate:  165%
	BO:00 Boston Branch
Pass 2 Target = BO:??
	BO:AR Boston Architecture	BO:EN Boston Engineering
Advantage performs the overhead distribution according to the calculations described below:

Profit Center	Overhead  +	Received Overhead:  Pass 1  =	Total Overhead Pool	Direct Labor Base
Source:  CO:00	$20,000.00	$8,000.00	$28,000.00
Target:  BO:AR	$7,000.00			$10,000.00
Target:  BO:EN	$11,000.00			$20,000.00
Profit Center BO:AR

The system calculates the total overhead received from BO:00 in the following way:

BO:AR	165%	*	$10,000.00 (Base of Target)	=	$16,500.00 (Overhead received from BO:00)
The total overhead received from BO:00 is used to calculate the total overhead for BO:00

$16,500.00	Overhead received from distribution source BO:00
+7,000.00	Overhead of target BO:AR
23,500.00	Total overhead pool for BO:AR

The BO:AR target has $7,000.00 of its own overhead. When you add $16,500.00, received from source BO:00, the total overhead pool for BO:AR is $23,500.00.

Profit Center BO:EN

The system calculates the total overhead received from BO:00 in the following way:

BO:EN	165%	*	$20,000.00 (Base of Target)	=	$33,000.00 (Overhead received from BO:00)

The total overhead received from BO:00 is used to calculate the total overhead for BO:00

$33,000.00	Overhead received from distribution source BO:00
+11,000.00	Overhead of target BO:EN
44,000.00	Total overhead pool for BO:EN

The BO:EN target has $11,000.00 of its own overhead. When you add $33,000.00, received from source BO:00, the total overhead pool for BO:EN is $44,000.00. Note that $16,500.00 plus $33,000.00 equals $49,500.00. $28,000.00 of this amount is the total BO:00 indirect, therefore, $21,500.00 is posted to the overhead variance project.

To see the conclusion of this example, the allocation of overhead to individual projects in the final pass of this process, see Allocating Overhead to Projects Within an Operating Profit Center.

 Notes


Allocating Overhead to Projects Within an Operating Profit Center

Initially, the Overhead Allocation system distributes overhead expenses from non-operating profit centers to operating profit centers' total overhead pools according to decisions made when you set up the source profit centers in Individual Profit Center Setup Maintenance. The allocation process then proceeds to allocate the overhead from the total overhead pool of each operating profit center to the regular projects within the operating profit center.

If the method is Proration:	Allocation Rate = (year-to-date indirect expense source) / (year-to-date base of target)
	BO:AR	Based on:  Direct Labor
	BO:EN	Based on:  Direct Labor
The mechanics of how Advantage performs the allocation are presented below:

Profit Center	Overhead	Received Overhead: Pass 2	Total Overhead Pool	Direct Labor Base
BO:AR	$7,000.00	$9,210.00	$16,210.00	$10,000.00
BO:EN	$11,000.00	$18,420.00	$29,420.00	$20,000.00

BO:AR

The proration rate is equal to:

YTD Total Overhead Pool	16,210.00	=	1.621 (Proration Rate)
YTD Total Base of Target	10,000.00
Proration Rate	*	YTD Base of each project	=	YTD Overhead to be allocated to each project
Project Number	Rate	x	Base  (Direct Labor)	YTD Overhead to be allocated to each project
97020.00 97059.00 97076.00	162.1% 162.1% 162.1%		$5,800.00    3,100.00    1,100.00	$9,402.00    5,025.00    1,783.00
			$10,000.00	$16,210.00
$16,210.00	Total overhead pool for BO:AR
-16,210.00	Total overhead allocated to projects
0	Variance

Note that the proration method allocates 100% of the combined overhead pool in BO:AR.

BO:EN

The proration rate is equal to:

YTD Total Overhead Pool	$ 29,420.00	=	1.471 (Proration Rate)
YTD Total Base of Target	20,000.00
Proration Rate	*	YTD Base of each project	=	YTD Overhead to be allocated to each project
Project Number	Rate	x	Base (Direct Labor)	YTD Overhead to be allocated to each project
97108.00 97129.00 97166.00	147.1% 147.1% 147.1%		$10,000.00 6,800.00 3,200.00	$14,710.00 10,002.80 4,707.20
			$20,000.00	$29,420.00
$ 29,420.00	Total overhead pool for BO:EN
-  29,420.00	Total overhead allocated to projects
0	Variance

Note that the proration method allocates 100% of the combined overhead pool in BO:EN.

If the Method is Assignment:
	BO:AR	Based on:  Direct Labor	Assignment Rate:  165%
	BO:EN	Based on:  Direct Labor	Assignment Rate:  155%
The mechanics of how Advantage performs the allocation are presented below:

Profit Center	Overhead	Received Overhead: Pass 2	Total Overhead Pool	Direct Labor
BO:AR	$7,000.00	$16,500.00	$23,500.00	$10,000.00
BO:EN	$11,000.00	$33,000.00	$44,000.00	$20,000.00

BO:AR

Rate	x	YTD Base of each project	=	Overhead to be allocated to each project
Project Number	Rate	x	Base  (Direct Labor)	YTD Overhead to be allocated to each project
97020.00 97059.00 97076.00	165% 165% 165%		$5,800.00    3,100.00    1,100.00	$9,570.00    5,115.00    1,815.00
			$10,000.00	$16,500.00
$ 23,500.00	Total overhead pool for BO:AR
-  16,500.00	Total overhead allocated to projects
7,000.00	Variance

Note that the assignment percentage will result in a $7,000.00 variance in the overhead variance project in BO:AR

BO:EN

Project Number	Rate	x	Base (Direct Labor)	YTD Overhead to be allocated to each project
97108.00 97129.00 97166.00	155% 155% 155%		$10,000.00    6,800.00    3,200.00	$ 15,500.00    10,540.00    4,960.00
			$20,000.00	$31,000.00
$33,100.00	Total overhead pool for BO:EN
44,000.00	Total overhead allocated to projects
10,900.00	Variance

Note that the assignment percentage will result in a $10,900.00 variance in the overhead variance project in BO:EN


Proration Method of Overhead Allocation

With the proration method, the system calculates the overhead rate by dividing the firm’s, or profit center’s, indirect expenses by the firm’s, or profit center’s, labor or revenue. The system then multiplies the resulting overhead rate by the base for each project to yield the amount of overhead that will be allocated. Since the actual amount of overhead is being applied, typically there is no overhead variance associated with the proration method.

The purpose of prorating overhead is to allocate a percentage of the firm's actual year-to-date indirect expenses to each regular-type project. When you prorate overhead, each project absorbs its share of the indirect expenses.

Advantage uses the following formula to calculate the overhead for each project:

Prorated year-to-date overhead % rate = (Total YTD indirect expenses for firm or profit center) / (Total YTD direct labor or revenue for firm or profit center)

The prorated year-to-date overhead amount is then distributed to all regular-type projects using the following formula:

(Rate * Year-to-date Base) = Overhead to project

This method is effective if you want to track an actual overhead number for each accounting period. It can fluctuate with the season, which makes forecasting for project managers more difficult (than a budgeted overhead rate comes into play).

The effects of overhead can be viewed on the Overhead Allocation report, all project reports at cost, and in the Spent column of the Office Earnings report.

 Notes

 Related Topics


Assignment Method of Overhead Allocation

With the assignment method, you supply a default overhead rate in Overhead Setup Maintenance. (This can be overridden at the project or task level in Project Table Maintenance.) The system multiplies this rate by a base (total year-to-date direct labor or total year-to-date revenue) to yield the amount of overhead that will be allocated to each project. This computed, or applied, amount may differ from the actual amount of overhead that has been incurred. Any difference is stored in the Overhead Variance Project. You set the Overhead Variance Project number in Overhead Allocation Table Maintenance (or in Individual Profit Center Setup for those with profit centers and also Scope = Profit Center).

When you use the assigned overhead method, Advantage lets you override the firmwide rate for individual projects or tasks. To use a different overhead rate for a particular project/task, enter the desired rate in Project Table Maintenance for the specified project/task. Advantage uses the rate you entered in Project Table Maintenance, instead of the firmwide assigned rate, to calculate the overhead for the specified project. (If the Budgeted Overhead Rate field is left blank, the system will use the default overhead rate.)

This method is effective if one job has either a higher or lower overhead rate than specified in Overhead Allocation Setup or Individual Profit Center Setup. This rate may be changed at your discretion.

The purpose of assigning overhead is to allocate overhead to all regular projects based on a specified percentage of each project's direct labor or revenue, not on the firm's actual overhead costs. When you assign overhead, each project absorbs a share of the indirect expenses.

Advantage uses the following formula to calculate the overhead for each project, where the rate is user defined:

Project Overhead = (Project’s year-to-date direct labor or revenue * Assigned overhead percentage)

The assignment method is more common than the proration method. The assignment method is effective if you want to track a consistent overhead amount for regular projects. With this method, it is easier for project managers to forecast overhead on projects

Although overhead is consistent, it is not a true number. A variance project is used to absorb the difference between actual overhead and assigned overhead. This number should be monitored, and if necessary, adjusted to achieve a more proper year-end rate.

The effects of overhead can be viewed on the Overhead Allocation report, all project reports at cost rates, and in the Spent column of the Office Earnings report.

 Notes

 Related Topics


Setting Up an Overhead Variance Project

This step is necessary when running overhead using the assignment method or if you are running overhead allocation by profit center.

If the Accounting module is installed, you need to maintain reconciliation between total project costs and general ledger costs. Advantage requires that you set up an Overhead Variance Project for this purpose if you are using the assignment method.

Variance amount = (Total year-to-date overhead applied - Actual total indirect expenses incurred)

The Overhead Variance Project is also needed if you are allocating overhead by profit center, whether you are prorating or assigning.

To set up the Overhead Variance Project:

1.	Use Project Table Maintenance to create a regular project called Overhead Variance.

2.	Enter the project in System Setup.

The variance amount appears on the Project Summary and Overhead Allocation Reports. It represents the difference between the overhead allocated to projects and the actual overhead costs. Check the variance amount at the end of each accounting period. If it becomes significant, you may want to adjust the assigned percentage accordingly.

 Related Topics


Calculating the Actual Overhead Rate

For a variety of reasons, such as establishing project fees, a firm may want to estimate its actual overhead rate. The estimated actual rate can differ from the provisional rate, which is the rate last calculated by the Overhead Allocation program.

Firmwide Overhead Rate = (Total indirect expenses / Total year-to-date direct labor or revenue0

The Denominator (Total YTD Direct Labor or Revenue): Total YTD Direct Labor includes balances typically in 601.00, 602.00, and any other user-defined labor posting account. Total YTD Revenue includes the total balance of your 400-level accounts.

The size of the Job Cost Variance account can influence the accuracy of the overhead calculation. If the Job Cost Variance account has a zero balance, or small balance relative to the labor accounts, use the preceding formula to calculate actual overhead. If the Job Cost Variance account balance is significant, there are consequences for overhead calculations.

If your firm has a significant Job Cost Variance (more than 5% of the total labor cost), the direct labor figures on your reports will not reflect actual payroll labor costs. For this reason, ignoring a large Job Cost Variance produces an incorrect actual overhead rate.

The Numerator (Total Indirect Expenses): Total Indirect Expenses include the total balance of your 700-level accounts.

The calculation of actual overhead can also depend on the varieties of contracts that restrict what you can claim as allowable indirect expenses. For example, if you are audited for a government contract, certain overhead items, such as interest expense and some promotional fees, may be disallowed by outside auditors. The auditor can require you to deduct the cost of these items, if necessary, from your actual overhead cost by subtracting the amount from the total indirect expenses.

If you compare your firm's operating results with industry statistics, it is important to calculate the actual overhead rate to insure that you compare your results with all other firms on a consistent and accurate basis.

With these overhead worksheets, you can distribute the Job Cost Variance between direct and indirect labor accounts to get an accurate basis for computing the actual overhead:

•	Overhead Worksheet - % Based On Direct Labor

•	Overhead Worksheet - % Based On Revenue

 Note

 Related Topics


Running the Overhead Allocation Program

You allocate overhead to disperse year-to-date indirect expenses to all regular revenue-producing projects, based on direct labor or revenue. Once you have setup your system to run overhead allocation in Overhead Setup Maintenance or in Individual Profit Center Setup Maintenance, you can run the Overhead Allocation program. Overhead Allocation can be run as often as needed (usually before printing project reports).

To run the Overhead Allocation program:

1.	Select Processing, Overhead Allocation from the Advantage main menu. The system displays the Overhead Allocation form.

2.	Click on the Test OH Setup button to ensure that Overhead Allocation Setup Maintenance is set up appropriately.

The Overhead Allocation program always performs this test before allocating overhead - this option allows you to test your setup independent of actual allocation. If you forget to test and just run overhead the system will still check to make sure overhead is set up properly. If not, you will receive a message to re-configure your overhead setup.

3.	Click on the Run Overhead button. The system runs the Overhead Allocation program.

Advantage shows you each stage of the process as it calculates, distributes, and allocates overhead. Then, the program displays the projects (by number) as they are processed.

4.	Click on the Close button to exit the Overhead Allocation routine.

 Notes

 Related Topics


Overhead Allocation Report

The Overhead Allocation report shows the allocation of overhead, either through proration or assignment, to all regular projects as of the last time Overhead Allocation was run. The report shows:

•	The Allocation method. Assignment or proration.

•	The Allocation Base by project. This column includes the amounts posted to accounts you chose to include in the allocation base in Overhead Allocation Accounts setup maintenance.

•	Current, year-to-date, and project-to-date overhead for your individual regular projects.

•	The budgeted overhead rate and effective overhead rate.

If Profit Center Reporting is installed, Advantage sorts the report by profit center. That is, overhead amounts for one project can be spread across multiple profit centers. If Profit Center Reporting is installed, this report contains two additional sections:

•	Profit Center Distribution Summary. This section includes the pass on which overhead was distributed, the method, rate, basis by which to distribute overhead, and the total amount of expenses to distribute from this profit center. Information in this section only appears if you selected the Distribute expenses option in Individual Profit Center setup maintenance.

•	Profit Center Allocation Summary. This section includes the method, rate, and basis by which to allocate overhead, the additional account(s) included in the allocation base, the profit center overhead, the amount allocated to the profit center, and the overhead variance (if using the assignment method). Information in this section appears if you did not select the Distribute expenses option in Individual Profit Center setup maintenance.

 Related Topics


Reports Containing Overhead

The following table describes the Advantage reports that contain overhead allocation information.

Report	Information
Project Progress Report (at cost rates)	Current period, job-to-date, and budgeted overhead for each regular project.
Project Detail Report (at cost rates)	Current period or job-to-date overhead for each regular project.
Project Summary Report (at cost rates)	Current period, job-to-date, and budgeted overhead for all regular projects.
Office Earnings Report (Accounting module installed)	Overhead amounts are included in the "Spent" column. The total spent column for all projects should tie to your Income Statement.  Note: Your total YTD Spent column for all projects, should tie to your total operating expenses on the Income Statement.
Overhead Allocation Report (Accounting module installed)	Current period, year-to-date, and job-to-date overhead for all regular projects. Note: The YTD Overhead column should tie to the total indirect expenses on your Income Statement.
When you run Overhead Allocation using the proration method, Advantage calculates and uses a provisional overhead rate to determine overhead amounts. Allocating overhead by the assignment method, based on estimates rather than on calculations, may not be as accurate.

When generating project reports at cost rates (set in Report Options), reports display overhead amounts. If you use the alternative setting, billing rates, overhead amounts are not displayed.


Overhead Worksheet - % Based On Direct Labor

*Direct Labor - Principals (601.00)	$____________
*Direct Labor - Employees (602.00) Total Direct Labor	$____________	$___________(A)
*Indirect Labor - Principals (701.00)	$____________
*Indirect Labor - Employees (702.00)	$____________
*Indirect Labor - Time Analysis (vac., etc.) Total Indirect Labor Total Labor = A + B =	$____________	$___________(B) $___________(C)
Direct/Total Labor Proportion = A / C =		___________(D)
Indirect/Total Labor Proportion = B / C =		___________(E)
*Job Cost Variance (703.00)		$___________(F)
Direct Job Cost Variance = D x F =		$___________(G)
Indirect Job Cost Variance = E x F =		$___________(H)
**Direct Salary Expense = A - G =		$___________(I)
**Indirect Salary Expense = B - H =		$___________(J)
*All Other Indirect Expenses (except labor and job cost variance) Total Indirect Expense = J + K = OVERHEAD RATE =  (L / I) x 100 =		$___________(K)  $___________(L)   ____________%

*Directly from Income Statement

**Job Cost Variance is normally a credit balance. Add rather than subtract 'G' and 'H' if a debit balance.


Overhead Worksheet - % Based On Revenue

*Direct Labor - Principals (601.00)	$____________
*Direct Labor - Employees (602.00) Total Direct Labor	$____________	$___________(A)
*Indirect Labor - Principals (701.00)	$____________
*Indirect Labor - Employees (702.00) Total Indirect Labor Total Labor = A + B =	$____________	$___________(B) $___________(C)
Indirect/Total Labor Proportion = B / C =		$___________(D)
*Job Cost Variance (703.00)		$___________(E)
Indirect Job Cost Variance = D x E =		$___________(F)
**Indirect Salary Expense = B - F =		$___________(G)
*All Other Indirect Expenses (except labor and job cost variance) Total Indirect Expense = G + H = OVERHEAD RATE =  (I / Total Revenue***) x 100 =		$___________(H) $___________(I)  ____________%

*Directly from Income Statement

**Job Cost Variance is normally a credit balance. Add rather than subtract 'F' if a debit balance.

***Total Revenue includes all amounts in the 400.00 to 499.99 range.


Historical Overhead Allocation

To access a project’s historical overhead amount, select Utilities, History Loading, Project Labor and Expense History from the Advantage main menu. The system displays the Project List. Select the project for which to enter historical overhead and click on the OK button. The system displays the Project Cost History form.

You enter an individual project’s historical overhead dollar amounts using Project Labor and Expense History.

To enter historical overhead for your regular projects:

1.	Access the Project Cost History form as described above.

2.	Select the project for which to enter a historical overhead amount.

3.	Enter the appropriate historical overhead amount in the Overhead field.

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Maintaining Overhead Allocation

The following list contains some suggestions on running and maintaining overhead allocation in your firm:

Running Overhead

•	Run overhead when there is only one period.

•	Run overhead prior to reviewing project reports at cost rates for regular projects/tasks.

•	Run overhead prior to closing a period.

Also note that since overhead is a year-to-date calculation, you can run it multiple times. However, overhead must be run in all prior periods, prior to running it in the current.

Assignment Method

You should expect to generate a variance when using the Assignment method. You should monitor the variance amount quarterly to determine whether you need to adjust the percentage.

Adjusting Overhead Rates for Seasonal Fluctuations

It is a good idea to run the Overhead Allocation program manually (that is, before the end of accounting period closeout) in months when overhead costs change dramatically from the previous month to get accurate project reports.

For many businesses, there are seasonal periods in which the company's overhead costs increase (or decrease) suddenly. For example, during the months (such as July and August) when many employees go on vacation, vacation time is charged to overhead projects. At the same time, less direct labor is charged to regular projects.

Later, when direct labor charges increase again, the overhead rate comes closer to the average. However, your project reports do not reflect that change until overhead is allocated again. Advantage uses a provisional overhead rate to calculate the projects' overhead until overhead is allocated again.

Note that if you are a new client, you must run overhead allocation at least once before you can use the provisional overhead rate.

In the vacation example, the overhead figures on the September project reports will still be inflated unless you run the Overhead Allocation program manually prior to printing month-end reports. Otherwise, you will have to wait for October project reports to reflect the lower rate.

Adjusting Overhead Manually After Posting

When Prorating Overhead, there may be times when you want the overhead figures on the project reports to match the indirect expenses on the Income Statement to the penny. In this case, you should run the Overhead Allocation program manually after you post all transactions for the current period, but before you print project reports. If not, the system will use a provisional or estimated number on project reports.

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Troubleshooting Overhead Allocation

What happens if my overhead rate changes?

If the overhead rate changes, Advantage recalculates each project's year-to-date overhead, but leaves the previous years' overhead unchanged.

What happens if I close a period and forget to run Overhead Allocation?

Advantage does not allocate overhead automatically when you close an accounting period.  Overhead Allocation is period-specific.  You may run Overhead Allocation before or after closing the period.

What if I open a new period, but did not run Overhead Allocation in the prior period?

You may open a new period without running Overhead Allocation. Your overhead numbers on your project reports are estimated, not actual. If you try to run overhead in a current period without running it in the prior period, the system will not let you. You will be prompted with a message to run prior period overhead. Change periods to the prior period and run overhead.

Why do my project reports show overhead as estimated?

Advantage is displaying a provisional overhead rate. If you have posted transactions since overhead was last allocated, Advantage uses an estimated, or provisional, overhead rate to calculate the overhead figures on your project reports. This is common on mid-month reports because overhead is usually run at month end. This is only a display; the database is not updated with the estimated data.

If you are using the assignment method, the assigned and provisional rates are the same.

If you are using the proration method, the provisional rate is the rate in effect the last time overhead was allocated.

Which reports display Overhead Allocation information?

The following table describes the Advantage reports that contain overhead allocation information.

Report	Information
Project Progress Report (at cost rates)	Current period, job-to-date, and budgeted overhead for each regular project.
Project Detail Report (at cost rates)	Current period or job-to-date overhead for each regular project.
Project Summary Report (at cost rates)	Current period, job-to-date, and budgeted overhead for all regular projects.
Office Earnings Report (Accounting module installed)	Overhead amounts are included in the "Spent" column. The total spent column for all projects should tie to your Income Statement.  Note: Your total YTD Spent column for all projects, should tie to your total operating expenses on the Income Statement.
Overhead Allocation Report (Accounting module installed)	Current period, year-to-date, and job-to-date overhead for all regular projects. Note: The YTD Overhead column should tie to the total indirect expenses on your Income Statement.
When you run Overhead Allocation using the proration method, Advantage calculates and uses a provisional overhead rate to determine overhead amounts. Allocating overhead by the assignment method, based on estimates rather than on calculations, may not be as accurate.

When generating project reports at cost rates (set in Report Options), reports display overhead amounts. If you use the alternative setting, billing rates, overhead amounts are not displayed.  Note that the Project Detail Report at cost does not display overhead amounts if you run the report specifying a timeframe other than current period of job-to-date.

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(Overhead Definition)
Overhead is the sum of a firm's indirect expenses — including such things as vacation pay, sick time, rent, utilities, office supplies, and administration — which are not directly associated with any one project/task.


Distributing Costs

Normally, you distribute firmwide overhead costs to all regular projects so that each project absorbs a share of the expenses. For this reason, each project should have an allowance for overhead built into its fee.


Plug Amounts

When installing Advantage during a fiscal year, you can make adjustments for the portion of the fiscal year prior to installation by inserting amounts that make up the difference between actual year-to-date amounts and the amounts loaded into projects via the normal activities in Advantage during each fiscal period.


Scope

Required. The procedure tells Advantage whether or not to allocate overhead as well as how to allocate the expenses. Enter one of the following:

•	Firmwide - If you choose this procedure, the Advantage Overhead Allocation program distributes one pool of overhead to regular projects and tasks to which direct labor or revenue has been charged during the accounting year.

•	Profit Center - If you choose this procedure, the Advantage Overhead Allocation program distributes separate pools of overhead from non-operating profit centers to operating profit centers. Then, Advantage distributes overhead to projects and tasks to which direct labor or revenue has been changed during the accounting period.

If you select this method, all other fields become disabled. Setup is done for each individual profit center. See Setting Up Overhead Allocation on a Profit Center Basis for instructions on setting up overhead in a profit center environment.

•	None - Does not allocate overhead. If you select this option, Advantage disables the remaining fields on this form and does not allow you to define any more information. You would usually not allocate overhead if your firm job costs using billing rates.

It is rare for a firm to select this method. You would not allocate overhead if your firm job-costs using billing rates or does gross margin reporting (comparing revenue to direct labor, direct expenses, and reimbursable expenses).

We recommend that you allocate overhead to analyze project performance.


Method

Required, if the scope is Firmwide. The method of allocating overhead expenses is used by Advantage to determine how the expenses will be allocated. Overhead is the sum of a firm’s indirect expenses, such as vacation pay, sick time, rent, utilities, office supplies, and administration. Normally, you distribute firmwide overhead costs to all regular projects, so each project absorbs a share of the expenses. Enter one of the following:

•	Assign - If you choose this method, Advantage allocates overhead on a year-to-date basis to regular projects based on a specified percentage of each project’s direct labor or revenue, not on the firm’s actual overhead costs.

Because you select the specified percentage, this method generates a consistent overhead number. However, the number is not a true overhead number.

•	Prorata (proration) - If you choose this method, Advantage allocates on a year-to-date basis to regular projects based on a percentage of the firm’s actual year-to-date indirect expenses to each regular project.

This method generates a true overhead number but will fluctuate.


Basis

Required, if the scope is Firmwide. Enter one of the following:

•	Direct Labor - Indicates you want to base your overhead allocation on your direct labor, including regular hours and overtime hours. For every dollar of direct labor, a certain percentage of overhead should be assigned. Therefore, more labor-intensive projects will receive more overhead.

•	Revenue - Indicates you want to base your overhead allocation on your revenue. For every dollar of revenue, a certain percentage of overhead should be assigned. Therefore, projects generating more revenue will receive more overhead.


Overhead Rate

Required, if the scope is Firmwide. Enter the default overhead rate to use when assigning or budgeting overhead. When Advantage allocates overhead, it uses this rate for all projects/tasks that do not have a rate defined in Project Table Maintenance.

This rate is used if you are assigning overhead by both the assignment and proration methods.  If you assign overhead by the proration method, this rate is used for budgeting purposes.  For the project budget worksheet, Advantage uses the rate defined in Project Table Maintenance for each project and task.  If the Budgeted OH Rate field is blank, Advantage uses this rate.

You do not need to enter decimal points or percent signs. For example, enter 165 for 165%. The overhead rate helps to determine the amount of overhead a project will receive by calculating the amount for every dollar of direct labor and revenue ($1.00 * 165% = 1.65 of overhead).


Variance Project

Required, if the scope is Firmwide. Specify the regular project to which Advantage will assign all unallocated overhead.

In order to maintain reconciliation between project costs and general ledger costs, you must define this Overhead Variance Project. This project stores the difference between the total year-to-date overhead assigned to projects (via the assignment method) and the actual total indirect expenses incurred. Use the Overhead Allocation report to gauge the variance and whether the rate should be adjusted.

You must enter an overhead variance project when using the Assign method (not for Proration).


Variance Task

Required, if the Variance Project has tasks. Enter the task to which Advantage will assign all unallocated overhead. This is only required if the project has tasks.


Account

Optional. Enter the expense accounts for which you want to include in the allocation base. For example, if you specified Direct Labor for your Basis in Overhead Setup Maintenance. You may add additional direct and/or reimbursable expenses within the base.

Suggested accounts to add to the base include any expense that is often an alternative to the base, for example, computer expense for Direct Labor allocation.

This field applies to the following:

Base	Apply
Direct Labor	Yes
Revenue	No
Total Labor	Yes	Only if allocating by profit center with the distribute to operating profit centers option selected.
Total Cost	Yes


Advantage Data Entry

Data entry lets you enter transactions, such as timesheets and cash receipts, which you can then review and/or revise prior to posting any information to Advantage. This series of checks and balances maintains the integrity of the data in your system.

You can enter the following transactions in Advantage:

Timesheets	Units
Labor Adjustments	Invoices
A/P Vouchers	Employee Expenses
A/P Disbursements	Employee Repayments
Cash Disbursements	Miscellaneous Expenses
Cash Receipts	Prints and Reproductions
Journal Entries
 Notes

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Navigating Through Data Entry

Advantage includes buttons in each data entry routine to help you navigate through data entry. These buttons are:

Button	Use to
	Add a new transaction to the current data entry file.
	Access any transaction included in the current data entry file.
	Return to the previous data entry transaction in the current file. If you press this button and you are on the first transaction entry in this file, Advantage remains on the current transaction. You can also use the Page Up button on your keyboard to retrieve the previous record.
	View the next data entry transaction in the current file. If you press this button and you are on the last transaction entry in this file, Advantage provides a blank data entry form. If desired, you can add another transaction to the current data entry file. You can also use the Page Down button on your keyboard to retrieve the next record.
	Remove the entire transaction (including any Amount Advanced) from the data entry file currently open. To delete just one line, select the specific line using the record selector, then press Delete on your keyboard.
	This button appears only in Expense Reports Data Entry.


Accessing Table Maintenance Routines and Other Functions from Data Entry

Advantage includes buttons for accessing table maintenance routines from within data entry. This feature lets you modify vendor addresses, add tasks to a project, add account numbers, and so on. The buttons are:

Button	Use to
	View, add, and/or modify account information in Account Table Maintenance. This button appears in all data entry routines except Timesheet Data Entry.
	View, add, and/or modify employee information in Employee Table Maintenance. This button appears only in Timesheet Data Entry.
	View missing timesheets for all employees in your firm for the current transaction file. You can sort this list by employee number or name. This button only appears in Timesheet Data Entry.
	View, add, and/or modify project information in Project Table Maintenance. This button appears in all data entry routines.
	View, add, and/or modify unit information in Unit Table Maintenance. This button only appears in Unit Data Entry.
	View, add, and/or modify vendor information in Vendor Table Maintenance. This button only appears in A/P Voucher Data Entry.
	Compare the totals entered for this data entry transaction file to the control total entered on the New Files screen. This button appears in all data entry routines. You can also use it to modify your original control totals.
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Data Entry Control Totals Form

Whenever you create a new data entry file, Advantage lets you enter control totals for the file. The control totals are used as a guide for the information you will enter in the file. The information entered on this form differs, depending on the data entry type. See the individual data entry types for more information.

 Note


Setting Up a Recurring Transaction

If you have transactions that occur each accounting period with little or no difference in content (such as, a journal entry for depreciation), you can create recurring transaction files to help speed your data entry for these items each month. You can create recurring transaction files for the following transaction types:

•	Accounts Payable Vouchers

•	Cash Disbursements

•	Employee Expenses

•	Journal Entries

•	Miscellaneous Expenses

•	Prints and Reproductions

To use this feature, you must initially set up a recurring transaction file for future use based on an existing transaction file.

To set up a recurring transaction file:

1.	Select Processing, Data Entry from the Advantage main menu. Advantage displays a menu listing all of the available data entry types available.

2.	Select one of the applicable recurring data entry types (A/P Vouchers, Cash Disbursements, Employee Expenses, Journal Entries, Miscellaneous Expenses, and Prints and Reproduction Expenses).

3.	Click on the New Recurring button from the main data entry selection form. Advantage displays the New Files form where you can enter control totals for this recurring transaction.

4.	Enter the information on the New File control total screen, and click on the OK button. Advantage opens a new form where you can specify detail for this recurring transaction.

5.	Enter the appropriate transaction detail for the recurring transaction. The file is now available for posting.

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Editing/Posting a Recurring Transaction File in a Future Period

Once you set up the recurring transaction file, you can edit and select to post it in future periods.

To post and/or edit the recurring transaction file in a future period:

1.	Select the recurring transaction data entry file to edit in the appropriate data entry routine. Advantage opens the data entry file with the previously entered dates and amounts.

2.	Click on the Change Dates button. Advantage displays the Change Transaction Dates form where you can specify a new transaction date (you can also specify a new invoice date and payment date for A/P Vouchers) for the recurring transaction file. This feature universally changes all dates in the file.

3.	Click on the Clear Amts button to enter a new amount for the transaction (if appropriate). Advantage removes the amount(s) from the detail lines of the recurring transaction file. You can specify new amounts as appropriate. You may perform this step if the amounts in the file change each posting run.

4.	Click on the Reverse Amts button to reverse the amount(s) of the previous recurring transaction (if appropriate). Advantage reverses the amounts on the detail lines of the recurring transaction and on the New File control total screen. This feature is useful for setting up reversing journal entries.

5.	If you have previously posted the recurring transaction file, the Resubmit button becomes enabled. Click on this button to make this file available for posting. You must click on the Resubmit button for the file to become available for posting.

 Notes


Entering Timesheets

Timesheets are the basis for all labor costing and billing in Advantage. You enter timesheet transactions through data entry.

Usually, you enter timesheets at the same frequency as your payroll (that is, weekly, biweekly, semi-monthly, or monthly). However, to receive accurate and up-to-date costing reports, you may want to enter timesheets more often, especially if employees are paid monthly.

To enter timesheets:

1.	Select Processing, Data Entry, Timesheets from the Advantage main menu.

Advantage displays the Select Timesheets form. This form provides a summary of all existing timesheet files to date. You can select an existing file to review/edit/delete or create a new file.

2.	Click on the New button to create a new file. The Timesheet New File form appears. Complete the fields on the New File form, referring to the context-sensitive help on the form.

3.	Click OK. Advantage brings you to the Timesheet Data Entry form. This form lets you enter the information for the timesheet.

4.	Enter the timesheet by completing the fields on the data entry form, referring to the context-sensitive help on the form.

5.	Enter additional timesheets, if necessary.

6.	Click on the Close button.

7.	Print and review the timesheets, using the Timesheet transaction list.

8.	Post the timesheet file, using the Post Timesheets routine.

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Entering Labor Adjustments

Labor adjustments let you make changes to labor detail while keeping a tight audit trail on the changes. You may use labor adjustments to:

•	Adjust the number of hours or labor costs charged to a project, task, or labor code.

•	Transfer labor charges to another, project, task, and/or labor code.

•	Override standard job-costing rates when posting timesheet data.

Also, with labor adjustments, you can enter negative hours and/or amounts to adjust a previously entered timesheet. For example, if William Apple recorded 40 hours for drawings and this entry was costed at an older/incorrect rate, you could enter a cost-only adjustment for the same labor code through Labor Adjustments.

If the hours/timesheet you are adjusting have the same cost rate, you can use Timesheet Data Entry to adjust the hours. Performing an adjustment using timesheet data entry will automatically extend cost and billing rates, using the current rate.

To enter labor adjustments:

1.	Select Processing, Data Entry, Labor Adjustments from the Advantage main menu.

Advantage displays the Select Labor Adjustments form. This form provides a summary of all existing labor adjustment files to date. You can select an existing file to review/edit/delete or create a new file.

2.	Click on the New button to create a new file. The Labor Adjustment New File form appears. Complete the fields on the New File form, referring to the context-sensitive help on the form.

3.	Click OK. Advantage brings you to the Labor Adjustment Data Entry form. This form lets you enter the information for the adjustment.

4.	Enter the labor adjustment by completing the fields on the data entry form, referring to the context-sensitive help on the form.

5.	Enter additional labor adjustments, if necessary.

6.	Click on the Close button.

7.	Print and review the labor adjustments, using the Labor Adjustments transaction list.

8.	Post the labor adjustment file, using the Post Labor Adjustments routine.

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Entering Cash Disbursements

If you do not want to record a voucher or retain vendor history for a transaction (if you have the Accounts Payable application installed), you can enter a cash disbursement. You enter this cash disbursement transaction in data entry. If you want to record vendor history, use the A/P Disbursements Data Entry form.

Entering Manual Checks through Cash Disbursements

Although you can produce accounts payable checks automatically, there may be times when you want to produce a check manually. To do this, you must first decide if you want to enter the manual check with or without accounts payable history. If you do not want accounts payable history and do not want to use a miscellaneous vendor, select Cash Disbursement as the Data Entry type

To Enter Cash Disbursements:

If you want Advantage to print the check, you must have the Allow printing of checks from disbursements option selected in Security Setup.

1.	Select Processing, Data Entry, Cash Disbursements from the Advantage main menu.

Advantage displays the Select Cash Disbursements form. This form provides a summary of all existing cash disbursement files to date. You can select an existing file to review/edit/delete or create a new file.

2.	Click on the New button to create a new file. The Cash Disbursements New File form appears. Complete the fields on the New File form, referring to the context-sensitive help on the form.

3.	Click OK. Advantage brings you to the Cash Disbursements Data Entry form. This form lets you enter the information for the cash disbursement.

4.	Enter the cash disbursement by completing the fields on the data entry form, referring to the context-sensitive help on the form.

5.	Click on the Add button to enter additional cash disbursements, if necessary.

6.	Click on the Close button.

7.	Print and review the cash disbursements file, using the Cash Disbursements transaction list.

8.	Post the cash disbursement file, using the Post Cash Disbursements routine.

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Manual Checks

You can create three types of manual checks in Advantage:

Cash Disbursements	A manual check for a transaction that is not vendor-related. Typically, you use this for cash on deliver (C.O.D.) or other one time miscellaneous charges for which you do not want to set up a vendor. In addition, you can use cash disbursements for all checks if you do not use the Accounts Payable application.
A/P Disbursements	A manual check for a transaction that is vendor-related. An A/P disbursement vouchers the expense and pays it in the same transaction. Therefore, you use this data entry form for A/P vouchers that do not already exist in Advantage.
A/P Payment Processing	For vouchers, there is no data entry form that lets you expense and pay the voucher at the same time. To pay these vouchers, use A/P Payment Processing.  In A/P Payment Processing you select the specific vendor and voucher for payment, and process the check. If you have written or typed the check manually, you do not need to actively print the check, you can simply print it to the screen.


Entering Cash Receipts

If you want to record individual receipts that make up a deposit from one voucher to one bank code, you can enter a cash receipt. You enter this cash receipt transaction in data entry.

To enter cash receipts:

1.	Select Processing, Data Entry, Cash Receipts from the Advantage main menu.

Advantage displays the Select Cash Disbursements form. This form provides a summary of all existing cash receipt files to date. You can select an existing file to review/edit/delete or you can create a new file.

2.	Click on the New button to create a new file. The Cash Receipts New File form appears. Complete the fields on the New File form, referring to the context-sensitive help on the form.

3.	Click OK. Advantage brings you to the Cash Receipts Data Entry form. This form lets you enter the information for the cash receipt.

4.	Enter the receipt by completing the fields on the data entry form, referring to the context-sensitive help on the form.

5.	Click on the Add button to enter additional cash receipts, if necessary.

6.	Click on the Close button.

7.	Print and review the cash receipts file, using the Cash Receipts transaction list.

8.	Post the cash receipt file, using the Post Cash Receipts routine.

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Handling Interest Charges in Advantage

Because most firms that bill interest charges to their clients do not expect to receive payment for the interest amount, Advantage inserts the interest amount on the bill, but this amount is not recognized on your general ledger until the client pays the interest charge.

Advantage displays the interest amount on Accounts Receivable reports. However, it only affects the general ledger as a memo entry. This process eliminates the step of writing-off interest charges when the client does not pay the interest.

The interest amount can be recorded in one of the following ways:

•	If you are creating an invoice through Invoice Data Entry, you can enter the interest amount manually in the Interest Invoice Section field in the detail section of this form. The Invoice Sections automatically appear after you enter the Invoice, Date, Project, Task, and Comment. Note that you cannot enter an account number for the interest amount because the interest charge will not affect your general ledger until you recognize payment of the interest.

•	If you are generating the invoice through Interactive Billing, you can enter the interest amount manually on the Final Invoice Accept screen. Or, you can set up your billing terms to automatically calculate interest for the specific project. (This screen displays when you click on the Accept button and select/create an invoice file.) You enter the amount in the Interest field on this form. Note that you cannot enter an account number for the interest amount because the interest charge will not affect your general ledger until you recognize payment of the interest.

After you enter the interest amount, you can post the invoice file through Invoice Data Entry or Interactive Billing. When you post the invoice file, the interest charge appears on the Accounts Receivable Ledger, Aged Accounts Receivable report, and in the Billed-to-date section on the invoice (if the Billing application is installed).

Then, when the client sends in the payment for the invoice, you will enter and post a cash receipt to recognize the payment. One of two situations can occur:

The client pays off the entire invoice amount, including the interest.

The client pays off the entire invoice amount, excluding the interest.


If the client pays the interest

If the client pays the interest, you must record the interest as a separate entry in Cash Receipts Data Entry. That is, in Cash Receipts Data Entry you enter the reference number, date, bank, and comment for the cash receipt file. Then, in the detail section of the form, you enter one line to record the invoice amount and one line to record payment of any interest charges.

You must do this because Advantage assumes that you will not be paid for interest charges, so it does not include the interest amount in the invoice total. When you double-click in the Invoice field to receive a lookup of open invoices on file, the invoice amounts include interest charges applied to the invoice, however, when you select the invoice, only non-interest amounts are entered on the detail line.

For example, assume you receive a payment for Invoice 0000179. The client is paying off an $800.00 charge for labor and fees performed on the project, and a $200.00 interest charge for late payments. When you double-click in the Invoice field, the open invoice appears as follows:

Invoice	Date	Project	Task	Amount	Balance
0000179	6/15/97	92005.00		1,000.00	1,000.00
However, when you highlight this invoice and click on the Copy button, only the $800.00 charge for labor and fees is entered in the detail line. If you receive payment for the interest charge, you must enter the $200.00 for interest manually. With the interest charge entered, your cash receipts data entry form appears as follows:

For interest payments, you must enter a revenue account and select the Interest option. Note that if you enter the full amount, including the interest charge, in the first detail line, Advantage will consider the invoices to be overpaid. In order for these amounts to be reflected properly in your general ledger and on your project reports, you must split out the amounts.

After you enter the cash receipt, post the file. When the file is posted, all amounts (including interest charges) are reflected in your general ledger and on your project reports.


If the client does not pay the interest

If the client does not pay the interest, you will record only the actual amount received on the invoice. That is, in Cash Receipts Data Entry you enter the reference number, date, bank, and comment for the cash receipt file. Then, in the detail section of the form, you enter one line to record the invoice amount for fee, labor, expense, and/or unit charges.

For example, assume you receive a payment for Invoice 0000179. The client is paying off an $800.00 charge for labor and fees performed on the project. Although a $200.00 interest charge for late payments was included, you receive only the $800.00 due for labor and fees. When you double-click in the Invoice field, the open invoice appears as follows:

Invoice	Date	Project	Task	Amount	Balance
0000179	6/15/97	92005.00		1,000.00	1,000.00
However, when you highlight this invoice and click on the Copy button, only the $800.00 charge for labor and fees is entered in the detail line. Your cash receipts data entry form appears as follows:

After you enter the cash receipt, post the file. When the file is posted, the $200.00 interest charge still remaining on the invoice is removed from Advantage and does not affect your general ledger and project reports.


Entering Journal Entries

If you want to record salaries, withholdings, bonuses, or accruals; perform reclassifications; or reallocate account activity, you can use a journal entry. You enter journal entries through data entry.

You should not use journal entries to move timesheet charges from one project to another, make an entry that affects the Accounts Receivable account(s), Accounts Payable, or the Current Year’s Profit and Loss account, or to adjust billed revenue. If you use a journal entry for these transaction, you will create a file reconciliation problem.

To enter journal entries:

1.	Select Processing, Data Entry, Journal Entries from the Advantage main menu.

Advantage displays the Select Journal Entries form. This form provides a summary of all existing journal entry files to date. You can select an existing file to review/edit/delete or create a new file.

2.	Click on the New button to create a new file. The Journal Entries New File form appears. Complete the fields on the New File form, referring to the context-sensitive help on the form.

3.	Click OK. Advantage brings you to the Journal Entry Data Entry form. This form lets you enter the information for the journal entry.

4.	Enter the journal entry by completing the fields on the data entry form, referring to the context-sensitive help on the form.

5.	Click on the Add button to enter additional journal entries, if necessary.

6.	Click on the Close button.

7.	Print and review the journal entry file, using the Journal Entries transaction list.

8.	Post the journal entry file, using the Post Journal Entries routine.

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Adjusting Journal Entries

If you post an incorrect journal entry, you can post another journal entry to reverse the error.

To adjust a journal entry:

1.	Print the posting log of the inaccurate journal entry. Select Reporting, Posting Logs, Journal Entries from the Advantage main menu.  Then, select and print the appropriate posting log.

2.	Create a new journal entry file for the reversal.

When specifying the control total, enter the amount of the original journal entry.

3.	On the Journal Entry data entry form, enter the information exactly as it was in the incorrect journal data entry file, however, credit the account you previously debited and debit the account you previously credited.

4.	Post the journal entry file.


Recording Salaries, Withholdings, and Bonuses

Advantage automatically calculates the cost of labor as it is charged to projects. However, if you do not have the Payroll application installed, the Advantage Project Control and Accounting applications cannot automatically calculate payroll (the amount actually paid to employees for their labor).

The purpose of the Payroll Journal Entry is to record the actual payroll and have it affect the Income Statement, if you do not have the Payroll Application installed. See the following sections for more information:

Labor Distribution

How the Payroll Journal Entry Works

How to Enter a Payroll Journal Entry

How to Determine Payroll on the Income Statement

Recording Bonuses

 Note


Labor Distribution

When you post timesheets, labor is posted to the general ledger.

The following table lists the automatic postings made to the different labor accounts. The first four postings are the amounts costed to projects according to employee timesheets and job cost rates. To balance these debits, Advantage credits an equal amount to the indirect expense account called Job Cost Variance.

Account	Debit	Credit
Direct Labor – Principals	3,000.00
Direct Labor – Employees	3,536.00
Indirect Labor – Principals*	706.00
Indirect Labor – Employees*	1,390.00
Job Cost Variance		8,632.00
Totals	8,632.00	8,632.00
*	You can post time charged to Vacation, Sick, Holiday, and other overhead projects to separate indirect expense accounts. If you prefer separate accounts, you must enter the accounts in Time Analysis Setup Maintenance.


How the Payroll Journal Entry Works

The Payroll Journal Entry distributes the amount that is being held in the Job Cost Variance account. The journal entry debits the Job Cost Variance account for the amount of the gross payroll. Then, it credits either the Checking account or a Salaries Payable account for the net payroll and credits the withholding accounts for the various withholdings. For example:

Entry No. 103	Date 02/24/98
Description	RECORD PAYROLL 2/15

Project	Account Number	Account Name	Debit	Credit
1.00*	703.00	Job Cost Variance	8,500.00
	721.00	Employer FICA	650.00
	231.00	Salaries Payable		5,720.00
	232.00	FICA Withholding		1,300.00
	233.00	Federal Withholding		1,700.00
	234.00	State Withholding		330.00
	235.00	Insurance Withholding		100.00
		Totals	9,150.00	9,150.00
*	1.00 is the General Overhead Project number recorded on the General tab of General System Setup Maintenance.

After you post the journal entry, what remains in the Job Cost Variance account is the difference between the job cost amount and the amount actually paid to employees. In our example, the job cost variance amount is the difference between the credit of $8,632.00 and the debit $8,500 or ($132.00).

This amount is often negative because the job cost amount is higher than the amount actually paid (for example, when salaried employees’ overtime hours are costed but not paid). When the job cost variance amount is negative, the firm’s indirect expense will be reduced by the job cost variance amount (because the Job Cost Variance account is an indirect expense account). If overhead is prorated, Advantage reduces the overhead allocation to the projects accordingly.


How to Enter a Payroll Journal Entry

Here are the rules to follow when deciding how to record your payroll:

•	Always debit the Job Cost Variance account for the gross payroll amount.

•	Always credit the amounts withheld to the appropriate withholding accounts. In addition, as part of this journal entry or in another journal entry, debit the employer’s FICA portion to the Employer’s FICA Expense account and credit the same portion to the FICA Withholding account.

•	Credit the remaining amount – net payroll – either to a salaries payable liability account or directly to a payroll checking asset account.

The possible combinations of the above listed factors are:

Cases A and B	There is no separate Payroll checking account. There are three ways to handle the cash disbursement for an employee: 1. You draw paychecks from the main checking account and enter them along with other cash disbursements. 2. You enter a lump sum cash disbursement for net payroll. This maintains confidential information; it does not appear on the Cash Journal or the General Ledger Account Analysis. 3. You make a journal entry to credit the checking account for the payroll checks.
Case A	If you pay employees in the same month as the timesheet period, enter a payroll journal entry that credits a liability account called Salaries Payable for the cost of the net payroll.
Case B	If you pay employees in the month following the timesheet period, enter a payroll journal entry in the current month to credit Salaries Payable for the cost of the net payroll.
Cases C and D	There is a separate Payroll checking account. You do not enter paychecks with other cash disbursements.
Case C	If you pay employees in the same month as the timesheet period, enter a Payroll Journal Entry that credits the Payroll checking account for the cost of the net payroll.
Case D	If you pay employees in the month following the timesheet period: 6. Enter a journal entry in the current month to credit Salaries Payable for the cost of the net payroll. 7. Enter a journal entry in the next month to credit the Payroll checking account and debit the Salaries Payable account for the cost of the net payroll.


How to Determine Payroll on the Income Statement

You can determine the firm’s gross payroll by looking at the Income Statement. Add all of the labor account and the job cost variance amounts as shown below:

Account	Amount
Direct Labor – Principals	3,000.00
Direct Labor - Employees	3,536.00
Indirect Labor – Principals	706.00
Indirect Labor - Employees	1,390.00
Job Cost Variance	132.00
Total Payroll	8,500.00

This calculation can be made either for the current period or year-to-date.

 Related Topics


Recording Bonuses

You can also use journal entries to record employee bonuses, if you do not have the Payroll application installed.

As in the Payroll Journal Entries, the Bonus Journal Entry credits different accounts, depending on whether or not a firm has a separate Payroll checking account.

The debit side of the Bonus Journal Entry can be any of the following:

•	Some firms prefer to debit an indirect expense account, and have bonuses allocated as overhead to all of the firm’s projects. You can set up a special indirect expense account for this purpose.

This approach makes sense if you are recording regular, relatively modest employee bonuses that are considered an employee benefit.

•	Some firms charge bonuses to an Other Revenue and Expense account (in the range 800.00 to 999.99). This produces, in effect, a line item charge against operating profits, falling below the bottom line.

This approach makes sense if bonuses are based on profits or are discretionary, large, and infrequent.

•	Some firms charge a portion of bonuses to the direct labor accounts and the remaining portion to the indirect labor accounts, depending on the current direct/indirect labor proportion.

This approach makes sense if bonuses are seen as deferred compensation and, therefore, are guaranteed.


Entering Units

You can bill labor (such as survey crews) and expense charges (such as mileage or reprographics) as a unit transaction. To perform data entry for units, the unit first must be set up in Unit Table Maintenance. You enter unit transactions through data entry.

You can use units to show more detail on project reports, or to bill several people as a group (for example, a two-person survey crew).

To enter units:

1.	Select Processing, Data Entry, Units from the Advantage main menu.

Advantage displays the Select Units form. This form provides a summary of all existing unit files to date. You can select an existing file to review/edit/delete or create a new file.

2.	Click on the New button to create a new file. The Units New File form appears. Complete the fields on the New File form, referring to the context-sensitive help on the form.

3.	Click OK. Advantage brings you to the Unit Data Entry form. This form lets you enter the information for the unit.

4.	Enter the unit by completing the fields on the data entry form, referring to the context-sensitive help on the form.

5.	Click on the Add button to enter additional units, if necessary.

6.	Click on the Close button.

7.	Print and review the unit file, using the Units transaction list.

8.	Post the unit file, using the Post Units routine.

 Note

 Tip

 Related Topics


Entering Invoices

For every invoice you send to a client, you must enter and post an invoice file. You can create this invoice file in Invoice Data Entry (for manual invoices), or Advantage will automatically create this file if you use the Advantage Billing application to create your invoices.

If you do not own Advantage Billing, you can create your invoice using a word processing program, and then enter and post the invoice file.

To enter invoices:

1.	Select Processing, Data Entry, Invoices from the Advantage main menu.

Advantage displays the Select Invoices form. This form provides a summary of all existing invoice files to date. You can select an existing file to review/edit/delete or you can create a new file.

2.	Click on the New button to create a new file. The Invoice New File form appears. Complete the fields on the New File form, referring to the context-sensitive help on the form.

3.	Click OK. Advantage brings you to the Invoice Data Entry form. This form lets you enter the information for the invoice.

4.	Enter the invoice by completing the fields on the data entry form, referring to the context-sensitive help on the form.

5.	Click on the Add button to enter additional invoices, if necessary.

6.	Click on the Close button.

7.	Print and review the invoice file, using the Invoices Transaction list.

8.	Post the invoice file, using the Post Invoices routine.

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Creating Invoices through Billing

If you have Advantage Billing, in Invoice Data Entry, you associate account numbers with the columns in the Billings to date section of the invoice. This feature lets you specify, for each transaction line, the column of the Billings to date section of your invoice where this charge should appear. For example, assume you have the following Invoice Data Entry information defined:

Invoice Section	Account	Amount
Fee	401.00	11,250.00
Labor	401.00	31,240.60
Consultant	421.00	1,032.50
Expense	422.00	664.51
Unit	425.00	352.85
Add-on	425.00	0.00
Tax	425.00	0.00
Interest		0.00
Now assume that the Billings to date section of your invoice appears as follows:

	Current	Prior	Total
Fee	0.00	51,500.00	51,500.00
Labor	0.00	197,014.70	197,014.70
Consultant	0.00	59,253.12	59,253.12
Expense	0.00	17,077.81	17,077.81
Unit	0.00	8,404.08	8,404.08
Add-on	0.00	5,400.00	5,400.00
Totals	0.00	338,649.71	338,649.71

When you post the above invoice data entry file, Advantage updates the Prior period Billings to date section of the invoice with the amounts in the associated file. So now your Billings to date section appears as follows:

	Current	Prior	Total
Fee	0.00	62,750.00	62,750.00
Labor	0.00	228,255.30	228,255.30
Consultant	0.00	60,285.62	60,285.62
Expense	0.00	17,742.32	17,742.32
Unit	0.00	8,756.93	8,756.93
Add-on	0.00	5,400.00	5,400.00
Totals	0.00	383,190.17	383,190.17
Prior period Billings to date are represented on the invoice after the time that you performed the invoice posting. For example, if you post an invoice file today, the amounts from the posted invoice will appear in the Billings to date section of the next invoice you generate. Also, if you append billing amounts generated in Interactive Billing to an existing Invoice Posting file, Advantage:

•	Prints the amounts generated through Advantage Billing in the Current period Billings to date column for the associated section for the current invoice.

•	Then, after you post the invoice file to which you appended amounts, Advantage prints the amounts generated through Advantage Billing in the prior period Billings to date column for the associated section of the invoice. Also, if any manual invoice amounts were included in the invoice file (entered through Invoice Data Entry), Advantage prints these amounts in the Prior period Billings to date column.

Note that if you are creating a manual invoice and Advantage Billing is installed, you must specify the column of the Billings to date to update when the invoice file is posted. Also, if Advantage Billing is installed, the Invoice Data Entry form displays a new column, Invoice Section.


Entering Employee Expenses

Employee Expense Data Entry is designed for Expensekeeper administrators to record employee expenses and advances, and to access and modify posted expense reports, whether created in Expensekeeper or in Employee Expense Data Entry.

To enter employee expenses:

1.	Select Processing, Data Entry, Employee Expenses from the Advantage main menu.

Advantage displays the Select Employee Expenses form. This form provides a summary of all existing employee expense files to date. You can select an existing file to review/edit/delete or you can create a new file.

Click New to create a new file. The Employee Expenses New File form appears. Complete the fields on the New File form, referring to the context-sensitive help on the form.

2.	Click OK. The Employee Expenses Data Entry form appears.

3.	Enter the employee expense and/or advance by completing the fields on the data entry form, referring to the context-sensitive help on the form.

•	This form must contain at least one row of data in order for the file to post. If you are using the form merely to enter an amount advanced, enter a row of detail, inputting zero for the Amount.

•	If you are using the form to access and modify a posted expense report, enter the employee’s name and click Expense Lookup.

4.	Click Add to enter additional employee expenses, if necessary.

5.	Click Close.

6.	Print and review the employee expense file, using the Employee Expenses transaction list.

7.	Post the employee expense file, using the Post Employee Expenses routine.

 Tip

 Related Topics


Entering Employee Repayments

The Employee Repayments Report is designed for you to record repayments for travel and automobile expenses. You may, however, use it anytime an employee needs to file a repayment report.

To enter employee repayments:

1.	Select Processing, Data Entry, Employee Repayments from the Advantage main menu.

Advantage displays the Select Employee Repayments form. This form provides a summary of all existing employee repayment files to date. You can select an existing file to review/edit/delete or you can create a new file.

2.	Click on the New button to create a new file. The Employee Repayments New File form appears. Complete the fields on the New File form, referring to the context-sensitive help on the form.

3.	Click OK. Advantage brings you to the Employee Repayments Data Entry form. This form lets you enter the information for the employee repayment.

4.	Enter the employee repayment by completing the fields on the data entry form, referring to the context-sensitive help on the form.

5.	Click on the Add button to enter additional employee repayments, if necessary.

6.	Click on the Close button.

7.	Print and review the employee repayments, using the Employee Repayments transaction list.

8.	Post the employee repayments file, using the Post Employee Repayments routine.

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 Related Topics


Entering Miscellaneous Expenses

Miscellaneous expenses let you charge expenses (that do not fit into one of the other data entry types) to your projects. You use this form primarily to distribute overhead costs to projects. Telephone, postage and shipping, models, photographs, and CAD are all expenses typically recorded on this form.

This form is designed to charge previously costed overhead items (such as telephone, postage, and so on) to your regular jobs/projects. This process of reclassification allows you to reduce your overhead rate and show a more accurate picture of your projects profitability. In addition, if you charge the job expenses to a 500-level reimbursable account, this process also lets you bill these items, whether they are in-house or outside expenses.

The implicit credit account for miscellaneous expenses is defined at the Miscellaneous Credit Account field on the Auto Posting tab of General System Setup Maintenance.

To enter miscellaneous expenses:

1.	Select Processing, Data Entry, Miscellaneous Expenses the Advantage main menu.

Advantage displays the Select Miscellaneous Expenses form. This form provides a summary of all existing miscellaneous expense files to date. You can select an existing file to review/edit/delete or you can create a new file.

2.	Click on the New button to create a new file. The Miscellaneous Expenses New File form appears. Complete the fields on the New File form, referring to the context-sensitive help on the form.

3.	Click OK. Advantage brings you to the Miscellaneous Expenses Data Entry form. This form lets you enter the information for the miscellaneous expense.

4.	Enter the miscellaneous expense by completing the fields on the data entry form, referring to the context-sensitive help on the form.

5.	Click on the Add button to enter additional miscellaneous expenses, if necessary.

6.	Click on the Close button.

7.	Print and review the miscellaneous expenses, using the Miscellaneous Expenses transaction list.

8.	Post the miscellaneous expense file, using the Post Miscellaneous Expenses routine.

  Notes

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In-House Expenses

Typically, when you pay for any internal items, you record the initial expense/payment directly to an overhead project and indirect account. Then, when you are ready to cost and/or bill these to regular jobs, you use this form to reclassify the overhead project and indirect account to regular projects and direct/reimbursable accounts.

If you are using this form to record in-house expenses only, the amount credited to the Miscellaneous Credit Account represents the amount of the miscellaneous expenses that Advantage has distributed to projects. (Distribution is usually to regular projects, but may be to overhead projects as well.) Total overhead is reduced by the amount distributed to regular projects.

When you actually pay for the expenses, you need to record the payment on a Cash Disbursements Data Entry form. Cash disbursements should debit the appropriate indirect expense account (for example, in the Standard Chart of Accounts, 761.00 - Auto Gas and Oil, or 745.00 - Postage/Shipping/Delivery) and not the Miscellaneous Credit Account. This process is typically done before you charge the items to the project (using this form).


In-House and Outside Expenses

If you decide to use this form to record both in-house expenses and expenses associated with outside vendors, the amount credited to the Miscellaneous Credit Account for outside expenses should be temporary. You would not use this form for outside expenses if the Accounts Payable application is installed.

The purpose of the credit account is to show the amount of in-house expense recovered through assignment to regular projects as direct or reimbursable expenses. Thus, debiting the Miscellaneous Credit Account when you record the cash disbursement to the outside vendor relieves the temporary portion of the credit. For in-house miscellaneous expenses, follow the instructions in the preceding section when you record the cash disbursement. We recommend that you use this method if you do not have the Accounts Payable application installed.


Entering Print and Reproduction Expenses

Use the Prints and Reproductions data entry form to record costs for photocopying, blueprints, and other printing expenses.

The implicit credit account for print and reproduction expenses is defined at the Reproduction Credit Account field on the Auto Posting tab of General System Setup Maintenance.

To enter print and reproduction expenses:

1.	Select Processing, Data Entry, Prints and Reproductions from the Advantage main menu.

Advantage displays the Select Prints and Reproductions form. This form provides a summary of all existing prints and reproduction files to date. You can select an existing file to review/edit/delete or you can create a new file.

2.	Click on the New button to create a new file. The Prints and Reproductions New File form appears. Complete the fields on the New File form, referring to the context-sensitive help on the form.

3.	Click OK. Advantage brings you to the Prints and Reproductions Data Entry form. This form lets you enter the information about the print and reproduction expense.

4.	Enter the print and reproduction expense by completing the fields on the data entry form, referring to the context-sensitive help on the form.

5.	Click on the Add button to enter additional print/reproduction expenses, if necessary.

6.	Click on the Close button.

7.	Print and review the print/reproduction expenses, using the Prints and Reproductions transaction list.

8.	Post the prints/reproduction expense file, using the Post Prints and Reproductions routine.

 Notes

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In-House Reproductions

Typically, for internal printing expenses, you do not know which projects will use the resource at the time of purchase (e.g., copier resources). Therefore, when you purchase these supplies, record them to an overhead project and indirect expense account. Then, when you use the copier resources, use this form to reclassify the printing expense to a regular project and direct/reimbursable account.

If you are using this form to record in-house reproduction only, the amount credited to the Reproduction Credit Account represents the amount of the reproduction expense that has been distributed to projects. (Distribution is usually to regular projects, but may be to overhead projects as well.) Total overhead is reduced by the amount distributed to regular projects.

Generally, the expenses occur before you know which resources/jobs are actually going to use them. (For example, you pay for your copier lease, toner, paper, and other supplies in advance.) Then, as you use these resources for "revenue-producing" jobs, you should match all expenses associated with that job. We suggest that you not only charge reimbursable prints, but also charge direct (non-billable) prints. This will reduce your overhead rate and ensure a more accurate project cost.

For example, if you enter a Prints and Reproduction expense that debits a direct account for $50 and debits a reimbursable account for $25, Advantage credits the indirect Reproduction Credit Account for $75. The net effect is to move $75 out of overhead and into direct and reimbursable expense accounts, thereby reducing your overhead rate.

In addition to the Prints and Reproduction form, you typically post a cash disbursement or accounts payable voucher to record the actual expenses to the appropriate indirect expense accounts (for example, in the Standard Chart of Accounts, 746.00 - Equipment Rental, or 743.00 - Office Supplies) and not to the Reproduction Credit Account.


In-House and Outside Reprographics

If you decide to use this data entry form to record both in-house and outside reprographics, the amount credited to the Reproduction Credit Account for outside reprographics should be only temporary.

The purpose of the credit account is to show the amount of in-house expenses recovered through their assignment to regular projects as direct or reimbursable expenses. Thus, the temporary portion of the credit must be relieved by debiting the Reproduction Credit Account when you record the cash disbursement to the outside reproduction vendor. For in-house reproduction expenses, follow the instructions in the preceding section when you record the cash disbursement.


Advantage Posting Routines

When you post your transaction files that you created during data entry, you are making this data a permanent part of your system. This lets you use this data for processing and reporting purposes. There are several critical steps in the posting process:

1.	Make a backup of your Advantage database prior to posting. This is to ensure data integrity in case of a failed posting.

2.	Print and review the associated transaction list prior to posting any data to Advantage.

3.	If you find any errors due to incorrect data, reopen the file in data entry, make the necessary changes, and re-print the transaction list.

4.	Post the transaction files.

You can post the following transactions in Advantage:

Timesheets	Invoices
Labor Adjustments	Employee Expenses
A/P Vouchers	Employee Repayments
A/P Disbursements	Miscellaneous Expenses
Cash Disbursements	Prints and Reproductions
Cash Receipts	Timekeeper Timesheets
Journal Entries	Expensekeeper Expense Reports
Units
You may want to enter data daily, weekly, or as soon as you have a reasonable number of entries.

If you enter and post data frequently, Advantage gives you more up-to-date reports. Frequent postings, however, may require entering additional data. For example, if an employee works an entire month on one project, daily entry entails about 20 entries; monthly entry requires only one entry.

If you enter data frequently, you need not post it each time you enter it, thereby eliminating excess fragmented posting logs. However, your reports will be as current as your last postings. If you have transaction files that you have not posted, you can re-open the transaction files and add more data. For example, you may want to enter accounts payable vouchers every day, but post them less frequently, perhaps weekly or bi-weekly.

 Notes

 Related Topics


Posting Routines

All Transaction Files

Accounts Payable Payments

Accounts Payable Vouchers

Cash Disbursements

Cash Receipts

Employee Expenses

Employee Repayments

Invoices

Journal Entries

Labor Adjustments

Miscellaneous Expenses

Payroll

Prints and Reproductions

Timesheets

Units

Timekeeper Timesheets

Expensekeeper Expense Reports


Posting Interlocks

When running Advantage in a multi-user environment, you can run into conflict if another user is trying to perform the same function. For this reason, posting interlocks exist to control the posting of data entry files. Posting interlocks prevent two different users from posting the same file.

If a posting interlock occurs, you will receive a message indicating that the record is locked.


Posting Sequence/Run Numbers

Posting Sequence Numbers are system assigned numbers that allow you to track a posting process (primarily, but not limited to transaction postings) from start to finish. Advantage assigns the posting sequence/run number when you initiate the posting. The posting sequence number lets you:

Reproduce posting logs.

Keep track of multiple sessions for multiple users.

Maintain a tight audit trail for the General Ledger Account Analysis Report.

 Note


Reproducing Posting Logs

If you need to reproduce a posting log for any reason (for example, if you found questionable transactions on the General Ledger Account Analysis report and would like to see the postings in detail), you can select the posting log from the Reporting, Posting Logs menu.

To do this, you must select the appropriate posting sequence number. The sequence number for each posting is located in the Post Seq column of the Account Analysis report.

To reproduce a posting log in a current period:

1.	Select Reporting, Posting Logs from the Advantage main menu. Advantage displays a menu listing all of the different Advantage transactions for which you can reproduce posting logs.

2.	Select the transaction type of the posting log (e.g., Timesheets). Advantage displays the Select posting run form. This form lists all of the transactions posted during the current period.

3.	Select the posting sequence/run number that identifies the posting for which to reproduce the posting log. The posting sequence/run number appears in the Seq column of this form.

4.	Click on the Select button. Advantage opens the posting log in print preview mode on your screen.

5.	You can either review the posting log on-line or print it. To print the posting log, select File, Print from the Advantage main menu.

To reproduce a posting log in a prior period:

1.	Select Utilities, Change period from the Advantage main menu. Advantage displays the Period Selection form.

2.	Select the period you want to access by placing the record selector on the appropriate Fiscal Period line.

3.	Click on the OK button. Advantage opens the prior period. A yellow bar appears on the bottom of your form, indicating that you are in the prior period.

4.	Select Reporting, Posting Logs from the Advantage main menu. Advantage displays a menu listing all of the different Advantage transactions for which you can reproduce posting logs.

5.	Select the transaction type of the posting log (e.g., Timesheets). Advantage displays the Select posting run form. This form lists all of the transactions posted during the current period.

6.	Select the posting sequence/run number that identifies the posting for which to reproduce the posting log. The posting sequence/run number appears in the Seq column of this form.

7.	Click on the Select button. Advantage opens the posting log in print preview mode on your screen.

8.	You can either review the posting log on-line or print it. To print the posting log, select File, Print from the Advantage main menu.


Keeping Track of Multiple Sessions

Since you can have multiple processing sessions (for example, Accounts Payable Payment Processing) occurring at the same time, Advantage assigns a posting sequence number to each. This number is assigned as you open a new processing run, so even if you do not complete processing at that time, a posting sequence number is already assigned.

After Advantage assigns this number, you can use it to identify your postings and/or completed and posted processing jobs (e.g., posted A/P Payment Processing runs) the next time you try to access the run. This eliminates confusion if more than one person is entering payments, bills, etc.

 Note


Maintaining an Audit Trail Through Posting Sequence/Run Numbers

Posting sequence numbers allow you to maintain a tight audit trail on your general ledger. This number stores all information about the posting including:

•	The date and time for which it was entered.

•	The employee who entered the transaction.

•	How many records were included.

•	The accounting period it was included in.

 Note


Reviewing Transaction Lists

Transaction lists are printouts of the transaction files you create through data entry. You should print and review transaction lists prior to posting data to the database. Doing so significantly reduces the chances of posting inaccurate data.

Transaction files provide you with a tool by which you can check the validity of the data you entered. Data is usually valid at the time of entry, however, there can be a gap in time between when the file is entered and when it is posted. In this period of time, another employee may have changed the database creating invalid data in that file. You can identify this incorrect data by using transaction lists to review the content of your transaction files.

You can print/review transaction lists by selecting the desired list from the Reporting, Transaction Lists menu. You can also print/review transaction lists from data entry processing and from the posting routine.

What do you want to do?

Review the Timesheets Transaction List.

Review the Labor Adjustments Transaction List.

Review the A/P Vouchers Transaction List.

Review the A/P Disbursements Transaction List.

Review the Cash Disbursements Transaction List.

Review the Cash Receipts Transaction List.

Review the Journal Entries Transaction List.

Review the Units Transaction List.

Review the Invoices Transaction List.

Review the Employee Expenses Transaction List.

Review the Employee Repayments Transaction List.

Review the Miscellaneous Expenses Transaction List.

Review the Prints and Reproductions Transaction List.

Review the Timekeeper Timesheets Transaction List.

Review the Expensekeeper Expense Reports Transaction List.

 Notes


Posting Multiple Transaction Files

Advantage lets you post multiple data entry transaction files of different types.

To post multiple data entry files:

1.	Make a backup of your Advantage database prior to posting. This is to ensure data integrity in case of a failed posting.

2.	Select Processing, Transaction Posting, All Transactions from the Advantage main menu. Advantage displays a list of all the unposted transaction files in your database.

3.	Select the desired transaction files to post. To select multiple, sequential files press the Shift key when selecting the first and last data entry files in the range. To select multiple, non-sequential files, press the Ctrl key when selecting the individual data entry files to post.

4.	Click on the Post button to post the files immediately from your workstation. Or, click on the Submit button to offload the postings to a process server (if the feature is enabled) and free up your workstation.

5.	A message appears indicating that posting causes permanent changes to the database. To continue, click on the Yes button.

6.	Indicate whether you want to print the posting log(s) during this process.

7.	Advantage posts the files.


Reviewing the Timesheets Transaction List

The Timesheets transaction list contains all data entered in selected timesheet transaction files. The report also informs you whether files included in the report are in balance.

The Timesheets transaction list displays the transaction file’s lines as entered through Timesheet Data Entry: Employee Number, Employee Name, Date, Project Number, Task Number, Labor Code, Regular Hours, Overtime Hours, Secondary Overtime Hours, Project Name, Task Name.

In addition, the information from the control total screen also appears on the transaction list.

You can print the Timesheets transaction list in one of the following ways:

After completing the data entry file.

Prior to posting a file in the Timesheets posting routine.

From the Reporting menu.


Printing the Timesheets Transaction List from Data Entry

To print the Timesheets transaction list after completing the data entry file:

1.	Select Processing, Data Entry, Timesheets from the Advantage main menu. Advantage displays the Select Timesheets form.

2.	Select the Timesheet data entry file whose transaction list you want to view. See also Entering Timesheets.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Timesheets form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Timesheets form.
5.	Click on the Close button to exit Timesheets Data Entry.

 Note


Printing the Timesheets Transaction List from the Posting Routine

To print the Timesheets transaction list prior to posting the file:

1.	Select Processing, Transaction Posting, Timesheets from the Advantage main menu. Advantage displays the Post Timesheets form.

2.	Select the Timesheet data entry file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Post Timesheets form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Post Timesheets form.
5.	Click on the Close button to exit the Timesheets Posting routine.

 Note


Printing the Timesheets Transaction List from the Reporting Menu

To print the Timesheets transaction list from the Reporting menu:

1.	Select Reporting, Transaction Lists, Timesheets from the Advantage main menu. Advantage displays the Select Timesheets form.

2.	Select the Timesheet file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Timesheets form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Timesheets form.
5.	Print/print preview additional Timesheets transaction lists.

6.	Click on the Close button to exit the Transaction Lists Reporting routine.

 Note


Posting Timesheets

Once you verify that your timesheet transaction file is in balance, you can post the file. During a timesheet posting, Advantage:

	Debits the direct or indirect labor account set up for the employee type. (For example, in the Standard Chart of Accounts for a regular employee, Advantage debits account 602.00 - Direct Labor - Employees or 702.00 - Indirect Labor - Employees.)
	Credits the job cost variance account set up in your Chart of Accounts. (For example, in the Standard Chart of Accounts, Advantage credits account 703.00 - Job Cost Variance.)
	If applicable, updates the time taken for benefit accrual plans (for example, vacation, sick, and personal time).
To post timesheets:

1.	Make a backup of your Advantage database prior to posting. This is to ensure data integrity in case of a failed posting.

2.	Select Processing, Transaction Posting, Timesheets from the Advantage main menu. Advantage displays the Post Timesheets form.

3.	Select the timesheet file to post.

4.	Select to Print or Print Preview the timesheet’s transaction list in the Transaction List section of this form.

5.	Verify that the data on the transaction list is correct.

6.	Click on the Post button to post the file immediately from your workstation. Or, click on the Submit button to offload the timesheet posting to a process server (if the feature is enabled) and free up your workstation.

A message appears indicating that posting causes permanent changes to the database. To continue, click on the Yes button.

7.	Indicate whether you want to print the posting log(s) during this process.

Prior to posting the file, Advantage performs a pre-posting check to ensure that data will be posted accurately. Advantage checks the following areas:

•	The General OH project/task and any other automatic posting account and/or project/task on the Auto Posting tab of General System Setup Maintenance.

•	The Labor credit account on the Timesheets tab of General System Setup.

•	The Labor distribution credit project/task setup up in Individual Profit Center Setup Maintenance, if Profit Center Reporting is installed and you are distributing labor by profit center.

8.	Advantage posts the file.

 Notes

 Related Topics


Job Cost Variance Account

Job costing is the practice of allocating labor and expense costs to projects. The job cost variance is the difference between the standard cost rate (based on an employee’s hourly or salary rate as entered through Employee Table Maintenance) and pay rate (basis of an employee’s payroll check). When cost rates and pay rates differ, Advantage depends on the Job Cost Variance account to increase or decrease total indirect expenses so that the labor accounts plus the variance equals the actual payroll expense. The main purpose of this account is to provide accurate job cost reports while maintaining the actual payroll expense in the general ledger.

The Job Cost Variance account lets Advantage project reports reflect labor from timesheet postings before the pay period ends. We created the Job Cost Variance account in conjunction with the accounting firm of Arthur Andersen.

The following examples demonstrate how to use the Job Cost Variance account:

Example 1 - Timesheet Entry

Example 2 - Credit Balance in the Job Cost Variance Account

Example 3 - Debit Balance in the Job Cost Variance Account

Example 4 - Zero balance in the Job Cost Variance Account

 Related Topics


Example 1 - Timesheet Entry

	Debit	Credit
Direct labor expense: 601.00 Direct Labor — Principals 602.00 Direct Labor — Employees	600.00 400.00
Total	1,000.00
Indirect labor expense: 703.00 Job Cost Variance		1,000.00

When posting timesheets, the amounts net to zero, resulting in no change from the financial accounting perspective of the Advantage system.

However, from the project management perspective, the project reports do reflect a change. They reflect up-to-date job costs after timesheet postings. The financial accounting perspective will be affected only when a payroll is actually recorded, that is, when the Job Cost Variance account (703.00) is debited. Thus, the Job Cost Variance account has no effect on the Income Statement until you actually process a payroll. At that point, the Job Cost Variance account could affect your firm’s indirect expenses in one of several ways, depending on your firm’s cost/pay methods.


Example 2 - Credit Balance in the Job Cost Variance Account

	Regular Hours	Overtime Hours
Actual labor worked by an employee	40.0	5.0
Labor posted to the project	40.0	5.0
Payroll processed for the employee	40.0	0.0

Because all the hours, including the overtime hours, will be posted to the project (for accurate project reporting), and only the regular hours will be processed for payroll (for salaried employees), the pay rate debited to Job Cost Variance account 703.00 will be less than the timesheet cost rate credited to 703.00. The balance remaining in 703.00 after payroll is processed will be a credit balance (that is, a negative amount). Advantage reduces the indirect expenses by the overtime, or credit balance, amount. This credit is the difference between the amount charged to the projects by your employees and what you pay the employees.

A credit, or negative, Job Cost Variance balance indicates that pay rates are lower than cost rates. This situation occurs when salaried personnel work overtime or charge more than 40 hours on a project and do not receive additional pay. Advantage accounts for all job costs in its project reports.


Example 3 - Debit Balance in the Job Cost Variance Account

Bonus paid to employee(s)

Job Cost Variance account 703.00 is debited for the amount of the bonus pay rate, since there are no associated cost amounts (that is, no timesheets posted for a bonus). After the bonus payroll is processed, the balance remaining in account 703.00 will be a debit balance (that is, a positive amount). Advantage increases the indirect expenses to reflect the additional cash outlay.


Example 4 - Zero balance in the Job Cost Variance Account

Cost Rates = Pay Rates

Appropriate entries are made to the Job Cost Variance account, labor accounts, tax withholdings, and salaries payable account. Indirect expenses remain unchanged because the credit and debit sides of the Job Cost Variance account cancel each other out.

If you have the Payroll Application installed, a zero balance can also appear in this account if the Job Cost Rate for an employee is a salaried amount and equals the Pay Rate for that employee as defined in the Payroll Application.

Typically a zero balance would occur if all employees are hourly employees or you are using the Adjust Salaried Job Cost Feature.


Viewing the Labor Posting Log

Advantage produces a Labor Posting Log each time you post timesheets. The log describes all timesheets posted during that session.

In addition, Advantage generates a General Ledger posting log for timesheets. This report lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

You can either print the Labor Posting Log immediately after posting a file, or from the Reporting menu.

To print the Labor posting log from the Reporting menu:

1.	Select Reporting, Posting Logs, Timesheets from the Advantage main menu. Advantage displays the Timesheet files posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number or the date and time stamp of the posting.

3.	Click on the Print button to send the posting log to your default printer. Or, click on the Print Preview button to view the posting log on your screen.

4.	Print/print preview additional Labor posting logs.

5.	Click on the Close button to exit the Labor posting log form.

 Notes


Reviewing the Labor Adjustments Transaction List

The Labor Adjustments transaction list contains all data entered in selected labor adjustment transaction files. The report also informs you whether files included in the report are in balance.

The Labor Adjustments transaction list displays the transaction file’s lines as entered through Labor Adjustments Data Entry: Employee Number, Employee Name, Date, Project Number, Task Number, Labor Code, Regular Hours and Amounts, Overtime Hours and Amounts, Secondary Overtime Hours and Amounts, Billing Amount, whether billing should be suppressed, Project Name, Task Name.

In addition, the information from the control total screen also appears on the transaction list.

You can print the Labor Adjustments transaction list in one of the following ways:

•	After completing the data entry file.

•	Prior to posting a file in the Labor Adjustments posting routine.

•	From the Reporting menu.


Printing the Labor Adjustments Transaction List from Data Entry

To print the Labor Adjustments Transaction List after completing the data entry file:

1.	Select Processing, Data Entry, Labor Adjustments from the Advantage main menu. Advantage displays the Select Labor Adjustments form.

2.	Select the Labor Adjustment data entry file whose transaction list you want to view. See also Entering Labor Adjustments.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Labor Adjustments form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Labor Adjustments form.
5.	Click on the Close button to exit Labor Adjustments Data Entry.

 Note


Printing the Labor Adjustments Transaction List from the Posting Routine

To print the Labor Adjustments Transaction List prior to posting the file:

1.	Select Processing, Transaction Posting, Labor Adjustments from the Advantage main menu. Advantage displays the Post Labor Adjustments form.

2.	Select the Labor Adjustment data entry file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Post Labor Adjustments form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Post Labor Adjustments form.
5.	Click on the Close button to exit the Labor Adjustments Posting routine.

 Note


Printing the Labor Adjustments Transaction List from the Reporting Menu

To print the Labor Adjustments Transaction List from the Reporting menu:

1.	Select Reporting, Transaction Lists, Labor Adjustments from the Advantage main menu. Advantage displays the Select Labor Adjustments form.

2.	Select the Labor Adjustment file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Labor Adjustments form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Labor Adjustments form.
5.	Print/print preview additional Labor Adjustments transaction lists.

6.	Click on the Close button to exit the Transaction Lists Reporting routine.

 Note


Posting Labor Adjustments

Once you verify that your labor adjustment transaction file is in balance, you can post the file. During a labor adjustment posting, Advantage:

	Debits the direct labor account set up for the employee type. (For example, in the Standard Chart of Accounts for a regular employee, Advantage debits account 602.00 - Direct Labor - Employees.)
	Credits the job cost variance account set up in your Chart of Accounts. (For example, in the Standard Chart of Accounts, Advantage credits account 703.00 - Job Cost Variance.)
	If applicable, updates the time taken for benefit accrual plans (for example, vacation, sick, and personal time).
To post labor adjustments:

1.	Make a backup of your Advantage database prior to posting. This is to ensure data integrity in case of a failed posting.

2.	Select Processing, Transaction Posting, Labor Adjustments from the Advantage main menu. Advantage displays the Post Labor Adjustments form.

3.	Select the labor adjustment file to post.

4.	Select to Print or Print Preview the labor adjustment’s transaction list in the Transaction List section of this form.

5.	Verify that the data on the transaction list is correct.

6.	Click on the Post button to post the file immediately from your workstation. Or, click on the Submit button to offload the labor adjustment posting to a process server (if the feature is enabled) and free up your workstation.

A message appears indicating that posting causes permanent changes to the database. To continue, click on the Yes button.

7.	Indicate whether you want to print the posting log(s) during this process.

Prior to posting the file, Advantage performs a pre-posting check to ensure that data will be posted accurately. Advantage checks the following areas:

•	The General OH project/task and any other automatic posting account and/or project/task on the Auto Posting tab of General System Setup Maintenance.

•	The Labor credit account on the Timesheets tab of General System Setup.

•	The Labor distribution credit project/task setup up in Individual Profit Center Setup Maintenance, if Profit Center Reporting is installed and you are distributing labor by profit center.

8.	Advantage posts the file.

 Notes

 Related Topics


Viewing the Labor Adjustment Posting Log

Advantage produces a Labor Posting Log each time you post labor adjustments. The log describes all labor adjustments posted during that session.

In addition, Advantage generates a General Ledger posting log for labor adjustments. This report lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

You can either print the Labor Adjustment posting log immediately after posting a file, or from the Reporting menu.

To print the Labor Adjustment posting log from the Reporting menu:

1.	Select Reporting, Posting Logs, Labor Adjustments from the Advantage main menu. Advantage displays the Labor Adjustment files posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number or the date and time stamp of the posting.

3.	Click on the Print button to send the posting log to your default printer. Or, click on the Print Preview button to view the posting log on your screen.

4.	Print/print preview additional Labor Adjustment posting logs.

5.	Click on the Close button to exit the Labor Adjustment posting log form.

 Notes


Reviewing the Cash Disbursements Transaction List

The Cash Disbursements transaction list contains all data entered in selected cash disbursement transaction files. The report also informs you whether files included in the report are in balance.

The Cash Disbursements transaction list displays the transaction file’s lines as entered through Cash Disbursements Data Entry: Check Number, Date, Bank Code, Payee, Description, Project Number, Task Number, Account, Amount, tax amounts if applicable, Project Name, Task Name.

In addition, the information from the control total screen also appears on the transaction list.

You can print the Cash Disbursements transaction list in one of the following ways:

•	After completing the data entry file.

•	Prior to posting a file in the Cash Disbursements posting routine.

•	From the Reporting menu.


Printing the Cash Disbursements Transaction List from Data Entry

To print the Cash Disbursements transaction list after completing the data entry file:

1.	Select Processing, Data Entry, Cash Disbursements from the Advantage main menu. Advantage displays the Select Cash Disbursements form.

2.	Select the Cash Disbursement data entry file whose transaction list you want to view. See also Entering Cash Disbursements.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Cash Disbursements form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Cash Disbursements form.
5.	Click on the Close button to exit Cash Disbursements Data Entry.

 Note


Printing the Cash Disbursements Transaction List from the Posting Routine

To print the Cash Disbursements transaction list prior to posting the file:

1.	Select Processing, Transaction Posting, Cash Disbursements from the Advantage main menu. Advantage displays the Post Cash Disbursements form.

2.	Select the Cash Disbursement data entry file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Post Cash Disbursement Files form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Post Cash Disbursement Files form.
5.	Click on the Close button to exit the Cash Disbursements Posting routine.

 Note


Printing the Cash Disbursements Transaction List from the Reporting Menu

To print the Cash Disbursements transaction list from the Reporting menu:

1.	Select Reporting, Transaction Lists, Cash Disbursements from the Advantage main menu. Advantage displays the Select Cash Disbursements form.

2.	Select the Cash Disbursement file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Cash Disbursements form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Cash Disbursements form.
5.	Print/print preview additional Cash Disbursements transaction lists.

6.	Click on the Close button to exit the Transaction Lists Reporting routine.

 Note


Posting Cash Disbursements

Once you verify that your cash disbursement transaction file is in balance, you can post the file. During a cash disbursement posting Advantage:

	Debits explicitly the amount specified on each detail line to the specified account (typically an expense or liability account).
	Credits implicitly the total cash disbursement amount to the bank account via the specified Bank Code for the cash disbursement.
To post cash disbursements:

1.	Make a backup of your Advantage database prior to posting. This is to ensure data integrity in case of a failed posting.

2.	Select Processing, Transaction Posting, Cash Disbursements from the Advantage main menu. Advantage displays the Post Cash Disbursements form.

3.	Select the cash disbursement file to post.

4.	Select to Print or Print Preview the cash disbursement’s transaction list in the Transaction List section of this form.

5.	Verify that the data on the transaction list is correct.

6.	Click on the Post button to post the file immediately from your workstation. Or, click on the Submit button to offload the cash disbursement posting to a process server (if the feature is enabled) and free up your workstation.

A message appears indicating that posting causes permanent changes to the database. To continue, click on the Yes button.

7.	Indicate whether you want to print the posting log(s) during this process.

Prior to posting the file, Advantage performs a pre-posting check to ensure that data will be posted accurately. Advantage checks the General OH project/task on the Auto Posting tab of General System Setup Maintenance.

8.	Advantage posts the file.

 Notes

 Related Topics


Viewing the Cash Disbursements Posting Log

Advantage produces a Cash Disbursements Posting Log each time you post cash disbursements. The log details all cash disbursements posted during that session.

In addition, Advantage generates a General Ledger posting log for cash disbursements. This report lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

You can either print the Cash Disbursements posting log immediately after posting a file, or from the Reporting menu.

To print the Cash Disbursements posting log from the Reporting menu:

1.	Select Reporting, Posting Logs, Cash Disbursements from the Advantage main menu. Advantage displays the Cash Disbursement files posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number or the date and time stamp of the posting.

3.	Click on the Print button to send the posting log to your default printer. Or, click on the Print Preview button to view the posting log on your screen.

4.	Print/print preview additional Cash Disbursements posting logs.

5.	Click on the Close button to exit the Cash Disbursements posting log form.

 Notes


Reviewing the Cash Receipts Transaction List

The Cash Receipts transaction list contains all data entered in selected cash receipt transaction files. The report also informs you whether files included in the report are in balance.

The Cash Receipts transaction list displays the transaction file’s lines as entered through Cash Receipts Data Entry: Voucher Number, Date, Bank Code, Description, Project Number, Task Number, Account, Amount, whether the payment includes an interest charge, Project Name, Task Name.

In addition, the information from the control total screen also appears on the transaction list.

You can print the Cash Receipts transaction list in one of the following ways:

After completing the data entry file.

Prior to posting a file in the Cash Receipts posting routine.

From the Reporting menu.


Printing the Cash Receipts Transaction List from Data Entry

To print the Cash Receipts Transaction List after completing the data entry file:

1.	Select Processing, Data Entry, Cash Receipts from the Advantage main menu. Advantage displays the Select Cash Receipts form.

2.	Select the Cash Receipt data entry file whose transaction list you want to view. See also Entering Cash Receipts.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Cash Receipts form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Cash Receipts form.
5.	Click on the Close button to exit Cash Receipts Data Entry.

 Note


Printing the Cash Receipts Transaction List from the Posting Routine

To print the Cash Receipts Transaction List prior to posting the file:

1.	Select Processing, Transaction Posting, Cash Receipts from the Advantage main menu. Advantage displays the Post Cash Receipts form.

2.	Select the Cash Receipt data entry file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Post Cash Receipts form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Post Cash Receipts form.
5.	Click on the Close button to exit the Cash Receipts Posting routine.

 Note


Printing the Cash Receipts Transaction List from the Reporting Menu

To print the Cash Receipts Transaction List from the Reporting menu:

1.	Select Reporting, Transaction Lists, Cash Receipts from the Advantage main menu. Advantage displays the Select Cash Receipts form.

2.	Select the Cash Receipt file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Cash Receipts form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Cash Receipts form.
5.	Print/print preview additional Cash Receipts transaction lists.

6.	Click on the Close button to exit the Transaction Lists Reporting routine.

 Note


Posting Cash Receipts

Once you verify that your cash receipt transaction file is in balance, you can post the file. During a cash receipt posting Advantage:

	Credits explicitly the amount specified on each detail line to the specified account (typically, an accounts receivable account).
	Debits implicitly the total cash receipt amount to the bank account using the bank code specified for this cash receipt (typically, account 101.00)
	Adds the receipts to the expense detail table so they appear on the Accounts Receivable Ledger Report.
To post cash receipts:

1.	Make a backup of your Advantage database prior to posting. This is to ensure data integrity in case of a failed posting.

2.	Select Processing, Transaction Posting, Cash Receipts from the Advantage main menu. Advantage displays the Post Cash Receipts form.

3.	Select the cash receipt file to post.

4.	Select to Print or Print Preview the cash receipt’s transaction list in the Transaction List section of this form.

5.	Verify that the data on the transaction list is correct.

6.	Click on the Post button to post the file immediately from your workstation. Or, click on the Submit button to offload the cash receipt posting to a process server (if the feature is enabled) and free up your workstation.

A message appears indicating that posting causes permanent changes to the database. To continue, click on the Yes button.

7.	Indicate whether you want to print the posting log(s) during this process.

Prior to posting the file, Advantage performs a pre-posting check to ensure that data will be posted accurately. Advantage checks the General OH project/task on the Auto Posting tab of General System Setup Maintenance. It also checks the Bank Code Setup for the implicit posting.

8.	Advantage posts the file.

 Notes

 Related Topics


Viewing the Cash Receipts Posting Log

Advantage produces a Cash Receipts Posting Log each time you post cash receipts. The log details all cash receipts posted during that session.

In addition, Advantage generates a General Ledger posting log for cash receipts. This report lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

You can either print the Cash Receipts posting log immediately after posting a file, or from the Reporting menu.

To print the Cash Receipts posting log from the Reporting menu:

1.	Select Reporting, Posting Logs, Cash Receipts from the Advantage main menu. Advantage displays the Cash Receipt files posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number or the date and time stamp of the posting.

3.	Click on the Print button to send the posting log to your default printer. Or, click on the Print Preview button to view the posting log on your screen.

4.	Print/print preview additional Cash Receipt posting logs.

5.	Click on the Close button to exit the Cash Receipt posting log form.

 Notes


Reviewing the Journal Entries Transaction List

The Journal Entries transaction list contains all data entered in selected journal entry transaction files. The report also informs you whether files included in the report are in balance.

The Journal Entries transaction list displays the transaction file’s lines as entered through Journal Entries Data Entry: Entry Number, Date, Description, Project Number, Task Number, Account, Debit, Credit, tax amounts if applicable, whether billing should be suppressed, Project Name, Task Name.

In addition, the information from the control total screen also appears on the transaction list.

You can print the Journal Entries transaction list in one of the following ways:

After completing the data entry file.

Prior to posting a file in the Journal Entries posting routine.

From the Reporting menu.


Printing the Journal Entries Transaction List from Data Entry

To print the Journal Entries Transaction List after completing the data entry file:

1.	Select Processing, Data Entry, Journal Entries from the Advantage main menu. Advantage displays the Select Journal Entries form.

2.	Select the Journal Entry data entry file whose transaction list you want to view. See also Entering Journal Entries.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Journal Entries form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Journal Entries form.
5.	Click on the Close button to exit Journal Entries Data Entry.

 Note


Printing the Journal Entries Transaction List from the Posting Routine

To print the Journal Entries Transaction List prior to posting the file:

1.	Select Processing, Transaction Posting, Journal Entries from the Advantage main menu. Advantage displays the Post Journal Entries form.

2.	Select the Journal Entry data entry file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Post Journal Entries form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Post Journal Entries form.
5.	Click on the Close button to exit the Journal Entries Posting routine.

 Note


Printing the Journal Entries Transaction List from the Reporting Menu

To print the Journal Entries Transaction List from the Reporting menu:

1.	Select Reporting, Transaction Lists, Journal Entries from the Advantage main menu. Advantage displays the Select Journal Entries form.

2.	Select the Journal Entry file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Journal Entries form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Journal Entries form.
5.	Print/print preview additional Journal Entries transaction lists.

6.	Click on the Close button to exit the Transaction Lists Reporting routine.

 Note


Posting Journal Entries

Once you verify that your journal entry transaction file is in balance, you can post the file. During a journal entry posting, Advantage performs the debits and credits entered on the Journal Entries Data Entry form.

To post journal entries:

1.	Make a backup of your Advantage database prior to posting. This is to ensure data integrity in case of a failed posting.

2.	Select Processing, Transaction Posting, Journal Entries from the Advantage main menu. Advantage displays the Post Journal Entries form.

3.	Select the journal entry file to post.

4.	Select to Print or Print Preview the journal entry’s transaction list in the Transaction List section of this form.

5.	Verify that the data on the transaction list is correct.

6.	Click on the Post button to post the file immediately from your workstation. Or, click on the Submit button to offload the journal entry posting to a process server (if the feature is enabled) and free up your workstation.

A message appears indicating that posting causes permanent changes to the database. To continue, click on the Yes button.

7.	Indicate whether you want to print the posting log(s) during this process.

Prior to posting the file, Advantage performs a pre-posting check to ensure that data will be posted accurately. Advantage checks the General OH project/task on the Auto Posting tab of General System Setup Maintenance.

8.	Advantage posts the file.

 Note

 Related Topics


Viewing the Journal Entry Posting Log

Advantage produces a Journal Entry Posting Log each time you post journal entries. The log describes all journal entries posted during that session.

In addition, Advantage generates a General Ledger posting log for journal entries. This report lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

You can either print the Journal Entry posting log immediately after posting a file, or from the Reporting menu.

To print the Journal Entries posting log from the Reporting menu:

1.	Select Reporting, Posting Logs, Journal Entries from the Advantage main menu. Advantage displays the Journal Entry files posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number or the date and time stamp of the posting.

3.	Click on the Print button to send the posting log to your default printer. Or, click on the Print Preview button to view the posting log on your screen.

4.	Print/print preview additional Journal Entry posting logs.

5.	Click on the Close button to exit the Journal Entry posting log form.

 Notes


Reviewing the Units Transaction List

The Units transaction list contains all data entered in selected unit transaction files. The report also informs you whether files included in the report are in balance.

The Units transaction list displays the transaction file’s lines as entered through Units Data Entry: Unit Number, Unit Name, Date, Description, Project Number, Task Number, Table, Account, Quantity, Project Name, Task Name.

In addition, the information from the control total screen also appears on the transaction list.

You can print the Units transaction list in one of the following ways:

After completing the data entry file.

Prior to posting a file in the Units posting routine.

From the Reporting menu.


Printing the Units Transaction List from Data Entry

To print the Units Transaction List after completing the data entry file:

1.	Select Processing, Data Entry, Units from the Advantage main menu. Advantage displays the Select Units form.

2.	Select the Unit data entry file whose transaction list you want to view. See also Entering Units.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Units form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Unit form.
5.	Click on the Close button to exit Units Data Entry.

 Note


Printing the Units Transaction List from the Posting Routine

To print the Units Transaction List prior to posting the file:

1.	Select Processing, Transaction Posting, Units from the Advantage main menu. Advantage displays the Post Units form.

2.	Select the Unit data entry file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Post Units form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Post Units form.
5.	Click on the Close button to exit the Units Posting routine.

 Note


Printing the Units Transaction List from the Reporting Menu

To print the Units Transaction List from the Reporting menu:

1.	Select Reporting, Transaction Lists, Units from the Advantage main menu. Advantage displays the Select Units form.

2.	Select the Unit file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Units form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Units form.
5.	Print/print preview additional Units transaction lists.

6.	Click on the Close button to exit the Transaction Lists Reporting routine.

 Note


Posting Units

Once you verify that your unit transaction file is in balance, you can post the file. During a unit posting, Advantage:

	Debits explicitly the amount specified on each detail line to the specified account (typically a reimbursable expense account).
	Credits implicitly the total unit amount to the Credit Account specified in Unit Table Maintenance (typically, account 792.00 – Miscellaneous Expense Recovery).
To post units:

1.	Make a backup of your Advantage database prior to posting. This is to ensure data integrity in case of a failed posting.

2.	Select Processing, Transaction Posting, Units from the Advantage main menu. Advantage displays the Post Units form.

3.	Select the unit file to post.

4.	Select to Print or Print Preview the unit’s transaction list in the Transaction List section of this form.

5.	Verify that the data on the transaction list is correct.

6.	Click on the Post button to post the file immediately from your workstation. Or, click on the Submit button to offload the unit posting to a process server (if the feature is enabled) and free up your workstation.

A message appears indicating that posting causes permanent changes to the database. To continue, click on the Yes button.

7.	Indicate whether you want to print the posting log(s) during this process.

Prior to posting the file, Advantage performs a pre-posting check to ensure that data will be posted accurately. Advantage checks the following areas:

•	The General OH project/task and any other automatic posting account and/or project/task on the Auto Posting tab of General System Setup Maintenance.

•	The Unit credit projects/tasks setup up in Individual Profit Center Setup Maintenance, if Profit Center Reporting is installed and you are distributing units by profit center.

8.	Advantage posts the file.

 Note

 Related Topics


Viewing the Unit Posting Log

Advantage produces a Unit Posting Log each time you post units. The log describes all units posted during that session. Depending on the type of rate defined for the unit, Advantage displays the following information:

•	If the unit has only a billing rate defined, for each unit, the unit number, name, project (and task, if any), account, quantity, and extended billing amount.

•	If the unit has only a cost per unit rate defined, for each unit, the unit number, name, project (and task, if any), account, quantity, and extended cost amount. A general ledger posting summary also appears listing the debit and credit amounts for this unit.

•	If the unit has both a billing and a cost per unit rate defined, for each unit, the unit number, name, project (and task, if any), account, quantity, and the extended billing and cost amounts. A general ledger posting summary also appears listing the debit and credit amounts for the costed portion of this unit.

You can either print the Unit posting log immediately after posting a file, or from the Reporting menu.

To print the Unit posting log from the Reporting menu:

1.	Select Reporting, Posting Logs, Units from the Advantage main menu. Advantage displays the Unit files posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number or the date and time stamp of the posting.

3.	Click on the Print button to send the posting log to your default printer. Or, click on the Print Preview button to view the posting log on your screen.

4.	Print/print preview additional Unit posting logs.

5.	Click on the Close button to exit the Unit posting log form.

 Notes


Summary of Unit Postings

The following chart summarizes how Advantage costs and bills units, (assuming these are reimbursable expenses on the costing side):

Type of Unit Rate	How Advantage Costs and Bills Units
Billing Rate	Bills at billing rate. Does not cost (does not affect your general ledger).
Billing and  Cost Rates	Bills at billing rate. Posts to project at cost rate.
Cost Rate	Bills if general ledger account number is a reimbursable expense and billing terms are set up for reimbursable expenses. Posts to project at cost rate.


Reviewing the Invoices Transaction List

The Invoices transaction list contains all data entered in selected invoice transaction files. The report also informs you whether files included in the report are in balance.

The Invoices transaction list displays the transaction file’s lines as entered through Invoices Data Entry: Invoice Number, Date, Project Number, Task Number, Project Name, Task Name, Comment, Invoice Section, Account, Amount, Retainage, Tax Basis if applicable.

In addition, the information from the control total form also appears on the transaction list.

You can print the Invoices transaction list in one of the following ways:

After completing the data entry file.

Prior to posting a file in the Invoices posting routine.

From the Reporting menu.


Printing the Invoices Transaction List from Data Entry

To print the Invoices Transaction List after completing the data entry file:

1.	Select Processing, Data Entry, Invoices from the Advantage main menu. Advantage displays the Select Invoices form.

2.	Select the Invoice data entry file whose transaction list you want to view. See also Entering Invoices.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Invoices form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Invoices form.
5.	Click on the Close button to exit Invoices Data Entry.

 Note


Printing the Invoices Transaction List from the Posting Routine

To print the Invoices Transaction List prior to posting the file:

1.	Select Processing, Transaction Posting, Invoices from the Advantage main menu. Advantage displays the Post Invoices form.

2.	Select the Invoice data entry file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Post Invoices form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Post Invoices form.
5.	Click on the Close button to exit the Invoices Posting routine.

 Note


Printing the Invoices Transaction List from the Reporting Menu

To print the Invoices Transaction List from the Reporting menu:

1.	Select Reporting, Transaction Lists, Invoices from the Advantage main menu. Advantage displays the Select Invoices form.

2.	Select the Invoice file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Invoices form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Invoices form.
5.	Print/print preview additional Invoices transaction lists.

6.	Click on the Close button to exit the Transaction Lists Reporting routine.

 Note


Posting Invoices

Once you verify that your invoice transaction file is in balance, you can post the file. During an invoice posting, Advantage:

	Credits explicitly the billed revenue accounts that you entered on the Invoice forms for their respective amounts. (For sales tax and interest, you may also credit an asset, liability, or other revenue/expense account; for example, you post sales tax directly to a liability account.) This account is typically a 400-level account.
	Debits implicitly the Accounts Receivable account(s), typically 111.00, which is mapped to each of the revenue accounts in Invoice Mapping Accounts Maintenance, for the total amount of all invoices.
	Posts the billed amounts to the projects. The billed amounts posted to revenue accounts for projects appear in the Office Earnings report and in the financial analysis section of the Project Progress report.
	Posts revenue to the Billed Revenue account(s) for projects for which you are recognizing revenue (if Revenue Generation is enabled). Advantage also performs a reversal by crediting the Unbilled Services and debiting the Unbilled Revenue and Accounts Receivable accounts by the same revenue amount.
	Adds the invoices to the Accounts Receivable table so they appear on both the Aged Accounts Receivable report and the Accounts Receivable Ledger report.
To post invoices:

1.	Make a backup of your Advantage database prior to posting. This ensures data integrity in case of a failed posting.

2.	Select Processing, Transaction Posting, Invoices from the Advantage main menu. Advantage displays the Post Invoices form.

3.	Select the invoice file to post.

4.	Select to Print or Print Preview the invoice’s transaction list in the Transaction List section of this form.

5.	Verify that the data on the transaction list is correct.

6.	Click on the Post button to post the file immediately from your workstation. Or, click on the Submit button to offload the invoice posting to a process server (if the feature is enabled) and free up your workstation.

A message appears indicating that posting causes permanent changes to the database. To continue, click on the Yes button.

7.	Indicate whether you want to print the posting log(s) during this process.

Prior to posting the file, Advantage performs a pre-posting check to ensure that data will be posted accurately. Advantage checks the General OH project/task on the Auto Posting tab of General System Setup Maintenance.

8.	Advantage posts the file.

 Note

 Related Topics


Viewing the Invoice Posting Log

Advantage produces an Invoice Posting Log each time you post invoices. The log describes all invoices posted during that session.

In addition, Advantage generates a General Ledger posting log for invoices. This report lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

You can either print the Invoice posting log immediately after posting a file, or from the Reporting menu.

To print the Invoice posting log from the Reporting menu:

1.	Select Reporting, Posting Logs, Invoices from the Advantage main menu. Advantage displays the Invoice files posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number or the date and time stamp of the posting. The posting log includes a Retainer checkbox, indicating that there is a retainer associated with the corresponding transaciton.

3.	Click on the Print button to send the posting log to your default printer. Or, click on the Print Preview button to view the posting log on your screen.

4.	Print/print preview additional Invoice posting logs.

5.	Click on the Close button to exit the Invoice posting log form.

 Notes


Write-Offs and Bad Debts

There are three methods for writing off a bad debt on an outstanding invoice:

Method 1 — Enter and post a negative invoice for the amount of the write-off.

Method 2 — Use a cash receipt to charge the amount to a Bad Debt direct expense account.

Method 3 — Use a cash receipt to charge the amount to a Bad Debt indirect expense account.

Method 4 — Accrue for bad debt using an Allowance for Bad Debt Account

The four methods reflect different philosophies, but their effects on firmwide profit or loss are the same.

 Note


Method 1: Negative Invoice

Enter and post a negative invoice for the amount of the write-off. Use this method if you overbill a client and need to reduce the amount of revenue expected. Advantage reduces both earned revenue (if the project's revenue method is B) and billings for the project by the amount of the write-off, as well as the project's profit or loss.

On the Invoice Form, enter the original invoice number, and enter the amount to be written off, but enter it as a negative number. Use either the original revenue account(s) used for the invoice, or a revenue account created especially for write-offs (special accounts allow you to isolate write-offs on the Income Statement, letting you see the total amount of write-offs for the period.).

The net result is a debit to the revenue account(s), and a credit to the Accounts Receivable account.

 Note


Method 2: Bad Debt Direct Expense Account

Use a cash receipt to charge the amount to a Bad Debt direct expense account (you may need to add this account using Account Table Maintenance). This method reflects the same philosophy as Method 1, only the project responsible for the write-off suffers reduced profitability. Instead of reducing the project's earned revenue and billings, this method increases its expenses.

The advantage of this method over Method 1 is that Advantage preserves the total amount of billings for the project. You can see how much the project would have earned if the client had paid the outstanding invoice, and you can view (by project) the amount of the bad debt expense.

To use this method, enter and post a net zero cash receipt like the one shown below. By simulating payment of the invoice, the cash receipt removes the invoice from the file of outstanding receivables. The invoice no longer appears in the project's total amount of receivables or on the Aged Accounts Receivable Report. Instead, it appears as a direct expense on the project reports.

Description	Invoice No	Amount	Account
Write-off	175	525.00	111.00	This cash receipt entry removes the amount from A/R reports.
Write-off		-525.00	659.00	This cash receipt entry adds it as a direct expense to the project.
		0.00		There is no effect on cash.
The first line credits an Accounts Receivable account (111.00 in the standard chart of accounts) and automatically debits the Checking account, as if the payment actually had been made. The second line has a negative amount, which, in effect, debits the direct Bad Debt expense account (659.00) and automatically credits the Checking account.

The net result is a debit to the Bad Debt direct expense account and a credit to the Accounts Receivable account(s).


Method 3: Bad Debt Indirect Expense Account

Use a cash receipt to charge the amount to a Bad Debt indirect expense account (you may need to add this account using Account Table Maintenance). Unlike Methods 1 and 2, in this method the write-off is absorbed into overhead, instead of affecting only the project responsible for the write-off. If you prorate overhead, all projects have a slight increase in overhead. In this case, you are spreading the additional costs to all projects. If you assign overhead, none of the projects have an increase in overhead unless you increase the specified overhead rate. As in Method 2, Advantage preserves the total amount of billings, so you can see how much the project would have earned if the client had paid the outstanding invoice.

To use this method, enter and post a net zero cash receipt. However, on the second line, charge the negative amount to an overhead project and task, if applicable, and an indirect expense account for Bad Debts, rather than a direct expense account.

Description	Invoice No	Amount	Account
Write-off	175	525.00	111.00	This cash receipt entry removes the amount from A/R reports.
Write-off		-525.00	759.00	This cash receipt entry adds it as a direct expense to the project. Typically, this amount is charged to project 1.00 – General Overhead.
		0.00		There is no effect on cash.
The first line credits an Accounts Receivable account and automatically debits the Checking account, as if the payment actually had been made. The second line has a negative amount, which effectively debits the Bad Debt indirect account and automatically credits the Checking account. The net result is a debit to the Bad Debt indirect account, affecting overhead but not the project, and a credit to the Accounts Receivable account(s).


Method 4: Allowance for Bad Debt Account

As a typical function of accrual accounting, many firms will accrue, each month, a bad debt expense amount. This amount is typically a percentage of the specific month’s sales (e.g., 3% of sales).

To use this method:

1.	Create an accrual-only journal entry file recognizing (or accruing) the expense. Typically, you would debit the Bad Debt Expense account (759.00) and credit the Allowance for Bad Debt account (118.00). You may need to create these accounts.

2.	Follow the steps outlined in Method 1: Negative Invoice, Method 2: Bad Debt Direct Expense Account, or Method 3: Bad Debt Indirect Expense Account to actually recognize the bad debt to a specific project.

3.	Reverse the accrual-only journal entry created in Step 1, for the total amount of the recognized bad debt created in Step 2.

 Note


Reviewing the Employee Expenses Transaction List

The Employee Expenses transaction list contains all data entered in the selected employee expense transaction files. The report also informs you whether files included in the report are in balance.

The Employee Expenses transaction list displays the transaction file’s lines as entered through Employee Expenses Data Entry: Employee Number, Employee Name, Date, Description, Project Number, Task Number, Account, Amount, whether billing should be suppressed, Project Name, Task Name, and Advance Amount, if any.

The Control Total and any Amount Advanced information you entered in the New File/Review Totals dialogs also appears on the transaction list.

You can print the Employee Expenses transaction list in one of the following ways:

After completing the data entry file.

Prior to posting a file in the Employee Expenses posting routine.

From the Reporting menu.


Printing the Employee Expenses Transaction List from Data Entry

To print the Employee Expenses Transaction List after completing the data entry file:

1.	Select Processing, Data Entry, Employee Expenses from the Advantage main menu. Advantage displays the Select Employee Expenses form.

2.	Select the Employee Expense data entry file whose transaction list you want to view. See also Entering Employee Expenses.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Employee Expenses form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Employee Expenses form.
5.	Click on the Close button to exit Employee Expenses Data Entry.

 Note


Printing the Employee Expenses Transaction List from the Posting Routine

To print the Employee Expenses Transaction List prior to posting the file:

1.	Select Processing, Transaction Posting, Employee Expenses from the Advantage main menu. Advantage displays the Post Employee Expenses form.

2.	Select the Employee Expense data entry file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Post Employee Expenses form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Post Employee Expenses form.
5.	Click on the Close button to exit the Employee Expenses Posting routine.

 Note


Printing the Employee Expenses Transaction List from the Reporting Menu

To print the Employee Expenses Transaction List from the Reporting menu:

1.	Select Reporting, Transaction Lists, Employee Expenses from the Advantage main menu. Advantage displays the Select Employee Expenses form.

2.	Select the Employee Expense file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Employee Expenses  form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the main Select Employee Expenses  form.
5.	Print/print preview additional Employee Expenses transaction lists.

6.	Click on the Close button to exit the Transaction Lists Reporting routine.

 Note


Posting Employee Expenses

Once you verify that your employee expense transaction file is in balance, you can post the file. During an employee expense posting Advantage:

	Debits explicitly the amount specified on each detail line to the specified account.
	Credits implicitly the account specified in the Employee Expense Credit Account field on the Auto Posting tab of System Setup Maintenance, or the Company Paid Account specified for company paid expenses in Expensekeeper Administration (Expensekeeper only).
To post employee expenses:

1.	Make a backup of your Advantage database prior to posting. This is to ensure data integrity in case of a failed posting.

2.	Select Processing, Transaction Posting, Employee Expenses from the Advantage main menu. Advantage displays the Post Employee Expenses form

3.	Select the employee expense file to post.

4.	Select to Print or Print Preview the employee expense’s transaction list in the Transaction List section of this form.

5.	Verify that the data on the transaction list is correct.

6.	Click on the Post button to post the file immediately from your workstation. Or, click on the Submit button to offload the employee expense posting to a process server (if the feature is enabled) and free up your workstation.

A message appears indicating that posting causes permanent changes to the database. To continue, click on the Yes button.

7.	Indicate whether you want to print the posting log(s) during this process.

Prior to posting the file, Advantage performs a pre-posting check to ensure that data will be posted accurately. Advantage checks the following areas:

•	The General OH project/task and any other automatic posting account and/or project/task on the Auto Posting tab of General System Setup Maintenance.

•	The Employee expense distribution credit projects/tasks setup up in Individual Profit Center Setup Maintenance, if Profit Center Reporting is installed and you are distributing expenses by profit center.

8.	Advantage posts the file.

 Note

 Related Topics


Viewing the Employee Expenses Posting Log

Advantage produces an Employee Expenses Posting Log each time you post employee expenses. The log describes all expenses posted during that session and includes a reference number for each employee expense file.

In addition, Advantage generates a general ledger posting log for employee expenses. This report lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

You can either print the Employee Expenses posting log immediately after posting a file, or from the Reporting menu.

To print the Employee Expenses posting log from the Reporting menu:

1.	Select Reporting, Posting Logs, Employee Expenses from the Advantage main menu. Advantage displays the Employee Expense files posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number, or by the date and time stamp of the posting.

3.	Click on the Print button to send the posting log to your default printer. Or, click on the Print Preview button to view the posting log on your screen.

4.	Print/print preview additional Employee Expense posting logs.

5.	Click on the Close button to exit the Employee Expense posting log form.

 Notes


Reviewing the Employee Repayments Transaction List

The Employee Repayments transaction list contains all data entered in selected employee repayment transaction files. The report also informs you whether files included in the report are in balance.

The Employee Repayments transaction list displays the transaction file’s lines as entered through Employee Repayments Data Entry: Reference Number, Date, Comment, Description, Employee Number, Employee Name, Bank Code, Amount.

In addition, the information from the control total screen also appears on the transaction list.

You can print the Employee Repayments transaction list in one of the following ways:

After completing the data entry file.

Prior to posting a file in the Employee Repayments posting routine.

From the Reporting menu.


Printing the Employee Repayments Transaction List from Data Entry

To print the Employee Repayments Transaction List after completing the data entry file:

1.	Select Processing, Data Entry, Employee Repayments from the Advantage main menu. Advantage displays the Select Employee Repayments form.

2.	Select the Employee Repayment data entry file whose transaction list you want to view. See also Entering Employee Repayments.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Employee Repayments form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Employee Repayments form.
5.	Click on the Close button to exit Employee Repayments Data Entry.

 Note


Printing the Employee Repayments Transaction List from the Posting Routine

To print the Employee Repayments Transaction List prior to posting the file:

1.	Select Processing, Transaction Posting, Employee Repayments from the Advantage main menu. Advantage displays the Post Employee Repayments form.

2.	Select the Employee Repayment data entry file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Post Employee Repayments form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Post Employee Repayments form.
5.	Click on the Close button to exit the Employee Repayments Posting routine.

 Note


Printing the Employee Repayments Transaction List from the Reporting Menu

To print the Employee Repayments Transaction List from the Reporting menu:

1.	Select Reporting, Transaction Lists, Employee Repayments from the Advantage main menu. Advantage displays the Select Employee Repayments form.

2.	Select the Employee Repayment file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Post Employee Repayments form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Post Employee Repayments form.
5.	Print/print preview additional Employee Repayments transaction lists.

6.	Click on the Close button to exit the Transaction Lists Reporting form.

 Note


Posting Employee Repayments

Once you verify that your employee repayment transaction file is in balance, you can post the file. During an employee repayment posting Advantage:

	Debits explicitly the amount specified on each detail line to the specified account.
	Credits implicitly the account specified in the Employee Expense Credit Account field on the Auto Posting tab of System Setup Maintenance.
To post employee repayments:

1.	Make a backup of your Advantage database prior to posting. This is to ensure data integrity in case of a failed posting.

2.	Select Processing, Transaction Posting, Employee Repayments from the Advantage main menu. Advantage displays the Post Employee Repayments form.

3.	Select the employee repayment file to post.

4.	Select to Print or Print Preview the employee repayment’s transaction list in the Transaction List section of this form.

5.	Verify that the data on the transaction list is correct.

6.	Click on the Post button to post the file immediately from your workstation. Or, click on the Submit button to offload the employee repayment posting to a process server (if the feature is enabled) and free up your workstation.

A message appears indicating that posting causes permanent changes to the database. To continue, click on the Yes button.

7.	Indicate whether you want to print the posting log(s) during this process.

Prior to posting the file, Advantage performs a pre-posting check to ensure that data will be posted accurately. Advantage checks the following areas:

•	The General OH project/task and any other automatic posting account and/or project/task on the Auto Posting tab of General System Setup Maintenance.

•	The Employee expense distribution credit project/task setup up in Individual Profit Center Setup Maintenance, if Profit Center Reporting is installed and you are distributing expenses by profit center.

8.	Advantage posts the file.

 Note

 Related Topics


Viewing the Employee Repayments Posting Log

Advantage produces an Employee Repayments Posting Log each time you post employee repayments. The log describes all repayments posted during that session.

In addition, Advantage generates a General Ledger posting log for employee repayments. This report lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

You can either print the Employee Repayments posting log immediately after posting a file, or from the Reporting menu.

To print the Employee Repayments posting log from the Reporting menu:

1.	Select Reporting, Posting Logs, Employee Repayments from the Advantage main menu. Advantage displays the Employee Expense files posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number or the date and time stamp of the posting.

3.	Click on the Print button to send the posting log to your default printer. Or, click on the Print Preview button to view the posting log on your screen.

4.	Print/print preview additional Employee Repayment posting logs.

5.	Click on the Close button to exit the Employee Repayments posting log form.

 Notes


Reviewing the Miscellaneous Expenses Transaction List

The Miscellaneous Expenses transaction list contains all data entered in selected miscellaneous expense transaction files. The report also informs you whether files included in the report are in balance.

The Miscellaneous Expenses transaction list displays the transaction file’s lines as entered through Miscellaneous Expenses Data Entry: Reference Number, Date, Main Description, Line Item Description, Project Number, Task Number, Account, Amount, Project Name, Task Name.

In addition, the information from the control total screen also appears on the transaction list.

You can print the Miscellaneous Expenses transaction list in one of the following ways:

After completing the data entry file.

Prior to posting a file in the Miscellaneous Expenses posting routine.

From the Reporting menu.


Printing the Miscellaneous Expenses Transaction List from Data Entry

To print the Miscellaneous Expenses Transaction List after completing the data entry file:

1.	Select Processing, Data Entry, Miscellaneous Expenses from the Advantage main menu. Advantage displays the Select Miscellaneous Expenses form.

2.	Select the Miscellaneous Expense data entry file whose transaction list you want to view. See also Entering Miscellaneous Expenses.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Miscellaneous Expenses form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Miscellaneous Expenses form.
5.	Click on the Close button to exit Miscellaneous Expenses Data Entry.

 Note


Printing the Miscellaneous Expenses Transaction List from the Posting Routine

To print the Miscellaneous Expenses Transaction List prior to posting the file:

1.	Select Processing, Transaction Posting, Miscellaneous Expenses from the Advantage main menu. Advantage displays the Post Miscellaneous Expenses form.

2.	Select the Miscellaneous Expense data entry file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Post Miscellaneous Expenses form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Post Miscellaneous Expenses form.
5.	Click on the Close button to exit the Miscellaneous Expenses Posting routine.

 Note


Printing the Miscellaneous Expenses Transaction List from the Reporting Menu

To print the Miscellaneous Expenses Transaction List from the Reporting menu:

1.	Select Reporting, Transaction Lists, Miscellaneous Expenses from the Advantage main menu. Advantage displays the Select Miscellaneous Expenses form.

2.	Select the Miscellaneous Expense file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Miscellaneous Expenses form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Miscellaneous Expenses form.
5.	Print/print preview additional Miscellaneous Expenses transaction lists.

6.	Click on the Close button to exit the Transaction Lists Reporting routine.

 Note


Posting Miscellaneous Expenses

Once you verify that your miscellaneous expenses transaction file is in balance, you can post the file. During a miscellaneous expense posting Advantage:

	Debits explicitly the amount specified on each detail line to the specified account (typically, a reimbursable account number).
	Credits implicitly the account specified in the Miscellaneous Credit Account field on the Auto Posting tab of System Setup Maintenance (typically, account 792.00 - Miscellaneous Expense Recovery).
At the time of the original posting of the expense (e.g., copy resources), it is unknown which project will use these supplies. Therefore, all expenses are debited to an overhead project and an indirect expense account. After you use the copy resources, you can use the Miscellaneous Expenses form to re-classify the expense from an overhead project to a regular project and an indirect expense account to a direct or reimbursable expense account.

To post miscellaneous expenses:

1.	Make a backup of your Advantage database prior to posting. This is to ensure data integrity in case of a failed posting.

2.	Select Processing, Transaction Posting, Miscellaneous Expenses from the Advantage main menu. Advantage displays the Post Miscellaneous Expenses form.

3.	Select the miscellaneous expense file to post.

4.	Select to Print or Print Preview the miscellaneous expense’s transaction list in the Transaction List section of this form.

5.	Verify that the data on the transaction list is correct.

6.	Click on the Post button to post the file immediately from your workstation. Or, click on the Submit button to offload the miscellaneous expense posting to a process server (if the feature is enabled) and free up your workstation.

A message appears indicating that posting causes permanent changes to the database. To continue, click on the Yes button.

7.	Indicate whether you want to print the posting log(s) during this process.

Prior to posting the file, Advantage performs a pre-posting check to ensure that data will be posted accurately. Advantage checks the following areas:

•	The General OH project/task and any other automatic posting account and/or project/task on the Auto Posting tab of General System Setup Maintenance.

•	The Miscellaneous expense distribution credit projects/tasks setup up in Individual Profit Center Setup Maintenance, if Profit Center Reporting is installed and you are distributing repayments by profit center.

8.	Advantage posts the file.

 Note

 Related Topics


Viewing the Miscellaneous Expenses Posting Log

Advantage produces a Miscellaneous Expenses Posting Log each time you post a miscellaneous expense file. The log details all miscellaneous expenses posted during that session.

In addition, Advantage generates a General Ledger posting log for miscellaneous expenses. This report lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

You can either print the Miscellaneous Expenses posting log immediately after posting a file, or from the Reporting menu.

To print the Miscellaneous Expenses posting log from the Reporting menu:

1.	Select Reporting, Posting Logs, Miscellaneous Expenses from the Advantage main menu. Advantage displays the Employee Expense files posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number or the date and time stamp of the posting.

3.	Click on the Print button to send the posting log to your default printer. Or, click on the Print Preview button to view the posting log on your screen.

4.	Print/print preview additional Miscellaneous Expense posting logs.

5.	Click on the Close button to exit the Miscellaneous Expenses posting log form.

 Notes


Reviewing the Prints and Reproduction Expenses Transaction List

The Prints and Reproductions transaction list contains all data entered in selected print and reproduction transaction files. The report also informs you whether files included in the report are in balance.

The Prints and Reproductions transaction list displays the transaction file’s lines as entered through Prints and Reproductions Data Entry: Reference Number, Date, Description, Originals, Copies, Project Number, Task Number, Account, Amount, Project Name, Task Name.

In addition, the information from the control total screen also appears on the transaction list.

You can print the Prints and Reproductions transaction list in one of the following ways:

After completing the data entry file.

Prior to posting a file in the Prints and Reproductions posting routine.

From the Reporting menu.


Printing the Prints and Reproductions Transaction List from Data Entry

To print the Prints and Reproductions Transaction List after completing the data entry file:

1.	Select Processing, Data Entry, Prints and Reproductions from the Advantage main menu. Advantage displays the Select Prints and Reproductions form.

2.	Select the Print and Reproduction data entry file whose transaction list you want to view. See also Entering Prints and Reproductions.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Prints and Reproductions form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Prints and Reproductions form.
5.	Click on the Close button to exit Prints and Reproductions Data Entry.

 Note


Printing the Prints and Reproductions Transaction List from the Posting Routine

To print the Prints and Reproductions Transaction List prior to posting the file:

1.	Select Processing, Transaction Posting, Prints and Reproductions from the Advantage main menu. Advantage displays the Post Prints and Reproductions form.

2.	Select the Print and Reproduction data entry file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Post Prints and Reproductions form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Post Prints and Reproductions form.
5.	Click on the Close button to exit the Prints and Reproductions Posting routine.

 Note


Printing the Prints and Reproduction Transaction List from the Reporting Menu

To print the Print and Reproduction Expenses Transaction List from the Reporting menu:

1.	Select Reporting, Transaction Lists, Prints and Reproductions from the Advantage main menu. Advantage displays the Select Prints and Reproductions form.

2.	Select the Print and Reproduction file whose transaction list you want to view.

3.	Determine whether to Report errors only.

4.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Select Prints and Reproductions form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Select Prints and Reproductions form.
5.	Print/print preview additional Prints and Reproductions transaction lists.

6.	Click on the Close button to exit the Transaction Lists Reporting routine.

 Note


Posting Prints and Reproductions

Once you verify that your prints and reproductions transaction file is in balance, you can post the file. During a prints and reproductions posting Advantage:

	Debits explicitly the amount specified on each detail line to the specified account (typically, a reimbursable account number).
	Credits implicitly the account specified in the Reproduction Credit Account field on the Auto Posting tab of System Setup Maintenance (typically, account 791.00 - Printing/Reproduction Recovery).
To post print and reproduction expenses:

1.	Make a backup of your Advantage database prior to posting. This is to ensure data integrity in case of a failed posting.

2.	Select Processing, Transaction Posting, Prints and Reproductions from the Advantage main menu. Advantage displays the Post Prints and Reproductions form.

3.	Select the print and reproduction file to post.

4.	Select to Print or Print Preview the print and reproduction’s transaction list in the Transaction List section of this form.

5.	Verify that the data on the transaction list is correct.

6.	Click on the Post button to post the file immediately from your workstation. Or, click on the Submit button to offload the print and reproduction expense posting to a process server (if the feature is enabled) and free up your workstation.

A message appears indicating that posting causes permanent changes to the database. To continue, click on the Yes button.

7.	Indicate whether you want to print the posting log(s) during this process.

Prior to posting the file, Advantage performs a pre-posting check to ensure that data will be posted accurately. Advantage checks the following areas:

•	The General OH project/task and any other automatic posting account and/or project/task on the Auto Posting tab of General System Setup Maintenance.

•	The Reproduction expense distribution credit project/task setup up in Individual Profit Center Setup Maintenance, if Profit Center Reporting is installed and you are distributing reproduction expenses by profit center.

8.	Advantage posts the file.

 Note

 Related Topics


Viewing the Prints and Reproductions Posting Log

Advantage produces a Print and Reproduction Expenses Posting Log each time you post a print and reproductions file. The log details all print and reproduction expenses posted during that session.

In addition, Advantage generates a General Ledger posting log for print and reproduction expenses. This report lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

You can either print the Prints and Reproduction Expenses posting log immediately after posting a file, or from the Reporting menu.

To print the Prints and Reproduction Expenses posting log from the Reporting menu:

1.	Select Reporting, Posting Logs, Prints and Reproductions from the Advantage main menu. Advantage displays the Prints and Reproduction files posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number or the date and time stamp of the posting.

3.	Click on the Print button to send the posting log to your default printer. Or, click on the Print Preview button to view the posting log on your screen.

4.	Print/print preview additional Prints and Reproduction Expense posting logs.

5.	Click on the Close button to exit the Prints and Reproduction Expenses posting log form.

 Notes


Reviewing the Timekeeper Timesheets Transaction List

The Timekeeper Timesheets transaction list contains all data entered in selected employee Timekeeper Timesheet transaction files. The report also informs you whether files included in the report are in balance.

The Timekeeper Timesheets transaction list displays the transaction file’s lines as entered through the Timekeeper application (Date, Project, Task, Labor Code, Category, and Regular and Overtime Hours).

You can print the Timekeeper Timesheets transaction list in one of the following ways:

•	Prior to posting a file in the Timekeeper Timesheets posting routine.

•	From the Reporting menu.


Printing the Timekeeper Timesheets Transaction List from the Posting Routine

To print the Timekeeper Timesheets Transaction List prior to posting the file:

1.	Select Processing, Transaction Posting, Timekeeper Timesheets from the Advantage main menu. Advantage displays the Timekeeper Timesheets Files form.

2.	Enter a labor period in the Period ending field. The employees who have Timekeeper timesheets in the specified period appear in the file list on this form.

3.	Select the employee groups whose transaction lists you want to review.

4.	Specify the sort option for the file list on this form.

5.	Select the Timekeeper Timesheets data entry file whose transaction list you want to review.

6.	Determine whether to Report errors only.

7.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Timekeeper Timesheets Files form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Timekeeper Timesheets Files form.
8.	Click on the Close button to exit the Timekeeper Timesheets Posting routine.

 Note


Printing the Timekeeper Timesheets Transaction List from the Reporting Menu

To print the Timekeeper Timesheets Transaction List from the Reporting menu:

1.	Select Reporting, Transaction Lists, Timekeeper Timesheets from the Advantage main menu. Advantage displays the Timekeeper Timesheets Files form.

2.	Enter a labor period in the Period ending field. The employees who have Timekeeper timesheets in the specified period appear in the file list on this form.

3.	Select the employee groups whose transaction lists you want to review.

4.	Specify the sort option for the file list on this form.

5.	Select the Timekeeper Timesheets file whose transaction list you want to review.

6.	Determine whether to Report errors only.

7.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Timekeeper Timesheet Files form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Timekeeper Timesheet Files form.
9.	Print/print preview additional Timekeeper Timesheets transaction lists.

10.	Click on the Close button to exit the Timekeeper Timesheets Files form.

 Note


Posting Timekeeper Timesheets

If you have the Timekeeper application installed, you must post your employees’ submitted timesheets to make the data available for reporting. During a Timekeeper timesheet posting, Advantage:

	Debits the direct labor account set up for the employee type, if the time was entered for a regular project. For example, using the Standard Chart of Accounts for a regular employee, Advantage debits account 602.00 - Direct Labor - Employees.
	Debits the indirect labor account set up for the employee type, if the time was entered for an overhead or promotional project. For example, using the Standard Chart of Accounts for a regular employee, Advantage debits account 702.00 - Indirect Labor - Employees.
	Credits the job cost variance account set up in your Chart of Accounts. For example, using the Standard Chart of Accounts, Advantage credits account 703.00 - Job Cost Variance.
	Updates the project reports.
	Updates an employee’s pay hours in Payroll.
	Updates the unbilled labor transaction detail in Billing.
To post Timekeeper timesheets:

1.	Make a backup of your Advantage database prior to posting. This is to ensure data integrity in case of a failed posting.

2.	Select Processing, Transaction Posting, Timekeeper Timesheets from the Advantage main menu. Advantage displays the Timekeeper Timesheets Files form.

3.	Enter the period for which to post timesheets in the Period ending field. The employees who have timesheets in the specified period appear in the file list on this form.

4.	Specify the employee groups for which you want to post timesheets.

5.	Specify the sort option for the file list on this form.

6.	Select the individual employee timesheets to post. Or, click on the Select All button to post all of the employee timesheets for the period and group(s) specified.

•	To select multiple, non-sequential timesheet files, hold down the Ctrl key and click on the individual employee files to post.

•	To select multiple, sequential timesheet files, hold down the Shift key and click on the first and last employee file in the range to post.

7.	Select to Print or Print Preview the Timekeeper Timesheets transaction list in the Transaction List section of this form.

8.	Verify that the data on the Timekeeper Timesheets transaction list is correct.

9.	Click on the Post button to post the file immediately from your workstation. Or, click on the Submit button to offload the Timekeeper Timesheets posting to a process server (if the feature is enabled) and free up your workstation.

A message appears indicating that posting causes permanent changes to the database. To continue, click on the Yes button.

10.	Indicate whether you want to print the posting log(s) during this process.

Prior to posting the file, Advantage performs a pre-posting check to ensure that data will be posted accurately. Advantage checks the following areas:

•	The General OH project/task and any other automatic posting account and/or project/task on the Auto Posting tab of General System Setup Maintenance.

•	The Labor distribution credit account on the Timesheets tab of General System Setup.

•	The Labor distribution credit project/task setup up in Individual Profit Center Setup Maintenance, if Profit Center Reporting is installed and you are distributing labor by profit center.

11.	Advantage posts the file.

 Notes

 Related Topics


Viewing the Labor Posting Log for Timekeeper Timesheets

Advantage produces a Labor Posting Log each time you post Timekeeper timesheets. The log lists all entries on employee Timekeeper timesheets posted during that session.

In addition, Advantage generates a General Ledger posting log for timesheets. This report lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

You can either print the Timekeeper Timesheets posting log immediately after posting a file, or you can print it later, from the Reporting menu.

To print the Timekeeper Timesheets posting log from the Reporting menu:

1.	Select Reporting, Posting Logs, Timesheets from the Advantage main menu. Advantage displays the timesheets posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number or the date and time stamp of the posting.

3.	Click on the Print button to send the posting log to your default printer. Or, click on the Print Preview button to view the posting log on your screen.

4.	Print/print preview additional Timekeeper Timesheet posting logs.

5.	Click on the Close button to exit the Timesheets posting log form.

 Notes


Reviewing the Expensekeeper Expense Reports Transaction List

The Expensekeeper Expense Reports transaction list contains all data entered in selected employee Expensekeeper Expense Report transaction files. The report also informs you whether files included in the report are in balance.

The Expensekeeper Expense Reports transaction list displays the transaction file’s lines as entered through the Expensekeeper application: Employee Number, Employee Name, Date, Description, Project Number, Task Number, Account, Amount, whether the company will pay the vendor directly, Project Name, Task Name).

You can print the Expensekeeper Expense Reports transaction list in one of the following ways:

•	Prior to posting a file in the Expensekeeper Expense Reports posting routine.

•	From the Reporting menu.


Printing the Expensekeeper Expense Reports Transaction List from the Posting Routine

To print the Expensekeeper Expense Reports Transaction List prior to posting the file:

1.	Select Processing, Transaction Posting, Expensekeeper Expense Reports from the Advantage main menu. Advantage displays the Expensekeeper Expense Reports Files form.

2.	Select the employee groups whose transaction lists you want to review.

3.	Specify the sort option for the file list on this form.

4.	Select the Expensekeeper Expense Reports data entry file whose transaction list you want to review.

5.	Determine whether to Report errors only.

6.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Expensekeeper Expense Report Files form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Expensekeeper Expense Report Files form.
7.	Click on the Close button to exit the Expensekeeper Expense Reports Posting routine.

 Note


Printing the Expensekeeper Expense Reports Transaction List from the Reporting Menu

To print the Expensekeeper Expense Reports Transaction List from the Reporting menu:

1.	Select Reporting, Transaction Lists, Expensekeeper Expense Reports from the Advantage main menu. Advantage displays the Expensekeeper Expense Report Files form.

2.	Select the employee groups whose transaction lists you want to review.

3.	Specify the sort option for the file list on this form.

4.	Select the Expensekeeper Expense Reports files whose transaction list you want to review.

5.	Determine whether to Report errors only.

6.	Click on one of the following icons to review the transaction list:

	Prints a hardcopy transaction list to your default Window’s printer. After the transaction list is printed, Advantage returns you to the Expensekeeper Expense Report Files form.
	Prints the transaction list to your screen for review. Click on the Close button in the Advantage toolbar to close the transaction list and return to the Expensekeeper Expense Report Files form.
8.	Print/print preview additional Expensekeeper Expense Reports transaction lists.

9.	Click on the Close button to exit the Expensekeeper Expense Reports Files form.

 Note


Posting Expensekeeper Expense Reports

If you have the Expensekeeper application installed, you must post your employees’ submitted expense reports to make the data available for reporting. During an Expensekeeper expense report posting, Advantage:

	Debits explicitly the amount specified on each expense report detail line to the specified account.
	Credits implicitly the account specified in the Employee Expense Credit Account field on the Auto Posting tab of System Setup Maintenance.
To post Expensekeeper expense reports:

1.	Make a backup of your Advantage database prior to posting. This is to ensure data integrity in case of a failed posting.

2.	Select Processing, Transaction Posting, Expensekeeper Expense Reports from the Advantage main menu. Advantage displays the Expensekeeper Expense Reports Files form.

3.	Specify the employee groups for which you want to post expense reports.

4.	Specify the sort option for the file list on this form.

5.	Select the individual employee expense reports to post. Or, click on the Select All button to post all of the employee expense reports for the group(s) specified.

•	To select multiple, non-sequential employee expense report files, hold down the Ctrl key and click on the individual employee files to post.

•	To select multiple, sequential employee expense report files, hold down the Shift key and click on the first and last employee files in the range to post.

6.	Select to Print or Print Preview the Expensekeeper Expense Reports transaction list in the Transaction List section of this form.

7.	Verify that the data on the transaction list is correct.

8.	Click on the Post button to post the file immediately from your workstation. Or, click on the Submit button to offload the Expensekeeper Expense Reports posting to a process server (if the feature is enabled) and free up your workstation.

A message appears indicating that posting causes permanent changes to the database. To continue, click on the Yes button.

9.	Indicate whether you want to print the posting log(s) during this process.

10.	Prior to posting the file, Advantage performs a pre-posting check to ensure that data will be posted accurately. Advantage checks the following areas:

•	The General OH project/task and any other automatic posting account and/or project/task on the Auto Posting tab of General System Setup Maintenance.

•	The Employee expense/advance distribution credit projects/tasks setup up in Individual Profit Center Setup Maintenance, if Profit Center Reporting is installed and you are distributing expenses by profit center.

11.	Advantage posts the file.

 Note

 Related Topics


Viewing the Posting Log for Expensekeeper Expense Reports

Advantage produces an Expense Reports Posting Log each time you post Expensekeeper expense reports. The log lists all entries on employee expense reports posted during that session and includes a reference number for each employee expense report.

In addition, Advantage generates a General Ledger posting log for expense reports. This report lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

You can either print the Expensekeeper Expense Reports posting log immediately after posting a file, or you can print it later, from the Reporting menu.

To print the Expensekeeper Expense Reports posting log from the Reporting menu:

1.	Select Reporting, Posting Logs, Employee Expenses from the Advantage main menu. Advantage displays the Employee Expenses posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number or the date and time stamp of the posting.

3.	Click on the Print button to send the posting log to your default printer. Or, click on the Print Preview button to view the posting log on your screen.

4.	Print/print preview additional Employee Expense posting logs.

5.	Click on the Close button to exit the Employee Expenses posting log form.

 Notes


Viewing Posting Logs

Advantage generates a posting log each time you post a data entry file or make other postings to the database. You can either print this log right after you post the file, or you can print it through the Reporting, Posting Logs menu. Posting logs represent your audit trail, the data shown on the posting log has already been posted to the database.

A General Ledger Posting Summary section appears at the end of all posting logs to show the debits and credits, as well as the amount posted to each account.

The following posting logs are available in Advantage:

Posting Log Review

Timesheets

Labor Adjustments

A/P Vouchers

A/P Disbursements

Cash Disbursements

Cash Receipts

Journal Entries

Units

Invoices

Employee Expenses

Employee Repayments

Miscellaneous Expenses

Prints and Reproductions

Benefit Hours Processing

A/P Payment Processing

Employee Payment Processing

Labor Billing Transfers

Expense Billing Transfers

Unit Billing Transfers

Payroll

Payroll Journal

Change project's profit center

Project Closeouts

 Notes

 Related Topics


Posting Log Review

You can view a list of all the postings made during the current period by selecting Reporting, Posting Logs, Posting Log Review from the Advantage main menu. When you do this, Advantage produces a report listing all of the Posting Logs generated during the current period (regardless of the transaction type).

Note that this report logs all activities in which changes were made in the database. Therefore, in addition to the regular transaction postings, this report also lists:

•	Payroll processing runs.

•	Payment processing runs.

•	Benefit hours accruals and adjustments processing runs.

•	Interactive billing transfers.

•	Opening new accounting periods, W-2 quarters, or benefit accrual years.

•	Closing periods.

•	Key conversions – Changing the length or format of your projects, tasks, employees, accounts, clients, vendors, units, and profit centers (including changing a project’s profit center).

The following table describes the information that appears on this report:

Field	Description
Posting Sequence	The unique number assigned to this transaction during posting appears in this column. This number is period specific and restarts when you open a new period.
Creator	The username of the employee that posted the transaction.
Posting Date	The date and time that the transaction was posted.
Transaction Type	The type of transaction that was posted. For a complete list of transaction types, see Transaction Types in Advantage.
Completed	If the posting completed successfully, with no errors, this field is selected.
Canceled	If the posting run was canceled (for example, a canceled A/P Payment Processing run), this field is selected.
Comment	The entry in this field depends on the transaction type. The following list displays the possible values for this field.
	Transaction Type	Then the following displays:
	AL	The type of key conversion that generated this entry. For example, Project Number Convert.
	AP, CD, CR, CV, ER, EP, EX, IN, JE, LA, MI, PR, TS, or UN	Number of records posted and the period in which they were posted. For example, 1 recs, Pd end 5/15/00.
	BA	Whether this was a benefit accruals or benefit adjustments processing run.
	BE, BL, or BU	The type of transfer performed during an Interactive Billing session. For example, Billing - Labor.
	CD	Void check(s) if this is a voided cash disbursement check.
	CP	For example, Change profit center.
	CV	Void check(s) if this is a voided cash receipt check.
	EP	Void check(s) if this is a voided expense advance and reimbursement check.
	PP	For A/P Payment Processing sessions, the point of the process you are at when this report was run. For example, Selecting Auto. Or, Void check(s) for a voided A/P Payment Processing check.
	PY	For Payroll Processing sessions, the point of the process you are at when this report was run. For example, Selecting Auto.
 Note

 Related Topics


Posting Logs

Accounts Payable Disbursement Posting Log

Accounts Payable Voucher Posting Log

Cash Disbursements Posting Log

Cash Receipts Posting Log

Employee Expenses Posting Log

Employee Repayments Posting Log

Invoice Posting Log

Journal Entry Posting Log

Labor Posting Log

Labor Adjustment Posting Log

Miscellaneous Expenses Posting Log

Print and Reproduction Expenses Posting Log

Benefit Hours Processing Journal

Unit Posting Log


Adjust Salaried Job Costing

To access the Adjust Salaried Job Costing feature, select Processing, Adjust Salaried Job Costing from the Advantage main menu. Advantage displays the Timesheet postings for the current period.

By default, Advantage uses an average hourly rate for labor job costing for hourly or salaried employees. This feature may not be desirable for hours worked that are not paid through the Payroll application. The Adjust Salaried Job Costing feature provides you with true job costing for salaried employees.

This feature is most useful to show actual hourly job costing based on actual hours worked and for the rate times multiplier billing method. The following table outlines the benefits and drawbacks of using this feature:

Benefits	Drawbacks
• Minimizes the amount in the Job Cost Variance account. If an employee’s salaried job cost rate is equal to the employee’s pay rate for the period, there will be no variance in the Job Costing account. • Your employees must enter all hours worked on a project. • Provides true payroll costing. • All hours are costed. Hours would not be costed if your employees entered overtime hours with a zero cost rate.	• Fluctuating rates. • May cause inaccurate report data. • Makes budgeting for a project more difficult.


Adjust Salaried Job Costing Checklist

Prior to using the Adjust Salaried Job Costing feature, you must perform certain setup steps. The following setup steps are firmwide and affect all employees.

Adjust Salaried Job Costing Checklist

The following checklist describes the process to perform in order to setup and run the Adjust Salaried Job Costing feature. Each step is described later in this section. Print out this page and check off each item as they are completed.

Completed?	Step
_________	Enable the Adjust Salaried Job Cost feature
_________	Set up your salaried employees in Employee Table Maintenance
_________	Post timesheets for employees
_________	Run the Check Adjustments utility
_________	Run the Adjust Salaried Job Costing routine


Using the Adjust Salaried Job Costing Feature

For employees who are salaried (that is, no pay for overtime) it is important that all hours charged are entered in the regular hours field on the timesheet.

During the Adjust Salaried Job Costing routine, Advantage,

•	Locates the salaried rate for the employee defined at the Job Cost Rate field in Employee Table Maintenance and computes an average hourly job cost rate for the employee.

•	Adjusts the hourly rate based on the actual wage and amount of time charged during this period. The period differs depending on whether you are set up for weekly, bi-weekly, semi-monthly, or monthly salaried job costing.

When you post time for a salaried employee, Advantage computes an average hourly job cost rate for the employee based on:

•	The amount entered at the Job Cost Rate field.

•	The Job Cost Frequency (as defined in System Setup Maintenance).

•	The Hours/day field in Employee Table Maintenance for the employee.

[Hours Per Day * 260] / Job Cost Frequency

Where frequencies are the number of timesheet periods in a year:

•	Weekly - 52 timesheet periods per year

•	Bi-Weekly - 26 timesheet periods per year

•	Semi-Monthly - 24 timesheet periods per year

•	Monthly - 12 timesheet periods per year

Calculation - No Overtime

Assume you have the following:

Timesheet Hours Posted	100.00
Job Cost Rate	$800.00
Job Cost Frequency	Bi-Weekly (that is, 10 days)
Hours/Day	8.00

Advantage computes the average hourly wage as follows, (Job Cost Rate / Job Cost Frequency / Hours/Day), or, ($800.00 / 10 days) / 8.00 hours/day = $10.00 per hour or $1,000.00 for this pay period.

When you run the Adjust Salaried Job Costing Routine, Advantage sets the Employee’s Regular Amount for the period to $800.00 and reduces the hourly job cost amount to $8.00 (that is, ($800.00 / 100.00 hours).

Calculation - Overtime

Assume you have the following:

Timesheet Hours Posted	100.00 (80 regular, 20 overtime)
Overtime Rate	000
Job Cost Rate	$800.00
Job Cost Frequency	Bi-Weekly (that is, 10 days)

Advantage computes the average hourly wage as follows, (Job Cost Rate / Regular Hours), or, ($800.00 / 80 hours) = $10.00 per hour or $1,000.00 for this pay period.

Advantage computes the overtime wages as follows, (Job Cost Rate / Regular Hours) * Overtime Rate * Overtime Hours, or, ($800.00 / 80 hours) * 000 * 20 hours = $0.00 per hour.

Note that if hours are charged to overtime and the overtime percentage is zero, these hours will be costed at $0.00.

 Notes

 Related Topics


Considerations When Using the Adjust Salaried Job Cost Feature

•	Adjust salaried job costing should be set up prior to your employees entering their timesheets.

•	This feature only adjusts salaried employees.

•	The job cost variance account may still have a balance if bonuses are paid.

•	The entry of regular and overtime hours must be consistent with salary set up. That is, enter all hours in regular time column in timesheet data entry.

•	Salaried rates must be entered for each salaried employee in Employee Table Maintenance in order for this feature to work.

•	The salaried rates must be consistent with the period of adjustment. That is, enter a bi-weekly rate if you run this feature bi-weekly.

•	Make sure the hours per day in Employee Table Maintenance is correct or the calculation will be incorrect.

•	Advantage does not generate a posting log when the Adjust Salaried Job Cost feature is run.


Setting Up Your System for Salaried Job Cost Rates

To set up the salaried job cost feature:

1.	Select Utilities, Setup Table Maintenance, General System Setup from the Advantage main menu.

2.	On the General tab, select the option to Allow job cost rates to be salaries.

3.	Exit Advantage and re-enter to refresh your menu options.

To have the feature calculate properly, it is necessary to enter the salaried rate for the payroll period (that is, weekly, bi-weekly, semi-monthly, or monthly). For example, if you post timesheets weekly and run payroll bi-weekly, you must enter the bi-weekly pay rate.

For employees who are salaried (that is, are not paid for overtime), it is important that all hours charged are entered in the regular hours field on the timesheet.


Checking the Adjusted Job Cost Rates

Prior to selecting a timesheet posting run to be adjusted, you should run the Check Routine. You run this routine by clicking on the Check button from the Adjust Salaried Job Costing Routine.

When you run this routine, Advantage searches through the timesheet file(s) selected to be adjusted and produces an on-line report with the following information:

Column	Contents
Employee	The employee’s number appears in this column.
Name	The employee’s last name appears in this column.
Salary	The employee’s salary entered in the Job Cost Rate field in Employee Table Maintenance appears in this column.
Costed	The extended amount appears in this column. See Costing Labor to Projects Using a Salaried Rate for more information on how Advantage derives this amount.
Adjustment	The difference between the employee’s salary and the amount costed in this period appears in this column.


To Adjust Salaried Job Cost Rates

1.	Select Processing, Adjust Salaried Job Costing from the Advantage main menu.

2.	Click on the timesheet file for which to adjust the job cost rates for salaried employees, then click on the Check button. Advantage displays a warning that adjusting salaried rates permanently updates the database.

3.	Click on the Yes button to continue. Advantage produces a form listing, for each salaried employee included in the selected timesheet file the year and period of the posting, the employee’s number and name, the salary amount for the period, the posting sequence number, the amount costed this period, and the difference between the salary and amount costed.

Once you verify the information on this form, proceed with Step 4. However, if you find inconsistencies, you should modify the transaction before proceeding.

4.	Click on the Select button.

A message appears indicating that adjusting salaried rates update your database. To continue, click on the Yes button.

5.	Reprint the Labor Posting Logs that contained the adjusted salaried employees. The posting logs now contain the adjusted information for the salaried employees. Because Advantage overwrites the original Labor Posting Log with the adjusted amounts, it is a good idea to retain a copy of the original posting log (prior to adjusting salaried rates).


Troubleshooting Adjust Salaried Job Costing Issues

When should I run the Adjust Salaried Job Costing feature?

You should run this feature each time you process payroll. If this is not possible, you should run this feature more frequently than payroll.

Employee or Adjust Salaried Job Costing was not setup correctly prior to posting

If your setup for your employees in Employee Table Maintenance or the Adjust Salaried Job Costing setup was incorrect during timesheet posting, you must post negative timesheets with the incorrect setting to reverse the entry. Then, fix the incorrect setup and repost the timesheet.

Employees salary does not correspond to the frequency

If you setup an employee as salaried and the job cost frequency does not correspond to the rate entered (e.g., the employee’s rate is their monthly salary and your frequency is semi-monthly), you must adjust the frequency or salary in Employee Table Maintenance, and rerun the Adjust Salaried Job Cost feature.

Labor period spans two accounting periods

You cannot run the Adjust Salaried Job Cost routine between periods. If you have a Payroll cycle that overlaps two different periods, you should adjust your employee pay rates so that they reflect the period of time remaining at the end of the month.

For example, assume your pay cycle is bi-weekly and the next timesheet period is 2/21/98 - 3/7/98. In order to adjust salaried rates, you would first need to adjust the employee pay rates from a bi-weekly to a weekly rate. Then, change the job cost frequency to weekly and run the salaried job cost feature for the timesheet posting dated 2/21/98 - 2/28/98. Finally, in March, you can run the salaried job cost feature for the timesheet posting dated 3/1/98 - 3/7/98.


Processing Employee Advances and Expenses

The Employee Payments processing routine allows you to post employee advance/expense payments, print checks for employee advance/expense payments, and complete direct deposit transactions for employee advance/expense payments.

What do you want to do?

Process employee payments automatically.

Process employee payments manually.

Sort the checks generated in a processing session.

Review the employees included in a processing run.

Modify expense report information.

Display cash requirements prior to processing checks.

Review the appropriate employee reports prior to processing checks.

Process checks for employees with payments due.

Establish direct deposit information for employee expense payments.

Process direct deposit transactions for employees with payments due.

 Note

 Tips


Running Multiple Payment Processing Sessions

You can run multiple payment processing sessions simultaneously by selecting New from the Select posting run form. Deltek Advantage opens a new processing run with the new information you provide.

After you select an expense report for payment in a selected run, you cannot schedule that report for payment processing in another run.


Automatic Payment Processing

Automatic payment processing lets you process advance/expense payments for all employees who have unpaid expense reports as of a specific date. Or, you can define automatic payment selection criteria to limit advance/expense payments to specific classes of employees who have unpaid expense reports as of a specific date.

To process automatic payments:

1.	Select Processing, Employee Payments, Employee Advances and Expenses from the Deltek Advantage main menu.

If there are active posting runs in progress, Deltek Advantage displays the Select posting run form.

•	To open a current posting run of employee advances/expenses, select a posting run from the list and click on the Select button. Deltek Advantage displays the Employee Advance/Expense Processing form.

•	To create a new posting run of employee advances/expenses, click on the New button. Deltek Advantage displays the Employee Advance/Expense Processing form.

If there are no active posting runs in progress, Deltek Advantage automatically opens a new run and displays the Employee Advance/Expense Processing form.

2.	Select the Automatic option in the Selection Type area of the form.

3.	Enter a date in the Date field. The default date is the date of the selected run, or today’s date if you opened a new run. Deltek Advantage uses this date to search for outstanding expense reports to include in this run.

4.	Enter a date in the Check Date field. The default date is the date of the selected run, or today’s date if you opened a new run. This is the date that will appear on your checks.

5.	Select the Do not create any direct deposit transactions for this run option if you want all employees to get a check for the full amount of any expense payment, regardless of their direct deposit setup.

6.	Use the drop-down arrows in the Sort Checks By fields to define check sorting criteria for this run.

7.	Use the drop-down arrows in the Auto Selections fields to enter selection criteria that will limit the employees included in this run.

8.	Click on the Review Employees button to review/modify employee and expense report information. When you click on this button, Deltek Advantage displays an Employee Lookup list, from which you can access the Employee Review form.

9.	Click on the Cash Requirements button to review your cash requirements by employee or bank. If the information is not correct, return to the Employee Review form and make changes, as needed.

10.	Click on the Process Checks button to process checks for employee payments. Within this process, you will print checks, assign check numbers, print file copies, and post payments. Note that checks are sorted according to the Expense report date.

When you complete this step, Deltek Advantage closes the Employee Advances and Expenses processing routine.

11.	Process direct deposits for employee advance/expense payments, if applicable.

 Notes


Entering Selection Criteria for an Automatic Employee Payment Processing Run

If you want to limit the employees to include in an automatic employee advance/expense payment processing run, you can enter selection criteria based on profit center and/or pre-defined employee select codes. The selections you make will determine which employees will be included in the current run.

To set up selection criteria for an automatic employee payment processing run:

1.	Select the Automatic option in the Selection type area of the Employee/Advance Expense Processing form.

2.	Determine the selection criteria that will determine which employees will be included in this Employee Advance/Expense Processing run. Your options are:

Profit Center

Employee Sort/Select Codes

3.	Proceed with the automatic payment processing session as desired.

 Note


Auto Selections - Profit Center

To select employees for an advance/expense payment run based on a profit center, click on the drop-down arrow in the Profit Center field and select a profit center from the list. Only those employees assigned to the selected profit center will be included in this automatic payment run.

If you enter a value for more than one auto selection field, Deltek Advantage includes only those employees that meet all of the selection criteria.


Auto Selections - Employee Select Codes
Auto Selections - Employee Sort/Select Codes

To select employees for an advance/expense payment run based on employee sort/select codes, click on the drop-down arrow in any of the fields and select a value from the list displayed. Only those employees who match the values you select will be included in this automatic payment run.

You define the Sort/Select values that appear in these fields in Sort/Select Lists Maintenance.

If you enter a value for more than one auto selection field, Deltek Advantage includes only those employees that meet all of the selection criteria.


Manual Payment Processing

Manual payment processing lets you process expense reports for selected employees in the payment processing run you have open. You can use this feature to print a check for one or more employees, while bypassing all other employees.

This feature differs from automatic processing because it allows you to process payments for selected employees and to choose—for each selected employee—which expense reports to pay. This feature is useful if an employee requires payment for a specific expense prior to the time that you process payments for all other employees.

To process manual payments:

1.	Select Processing, Employee Payments, Employee Advances and Expenses from the Deltek Advantage main menu.

If there are active posting runs in progress, Deltek Advantage displays the Select posting run form.

•	To open a current posting run of employee advances/expenses, select a posting run from the list and click on the Select button. Deltek Advantage displays the Employee Advance/Expense Processing form.

•	To create a new posting run of employee advances/expenses, click on the New button. Deltek Advantage displays the Employee Advance/Expense Processing form.

If there are no active posting runs in progress, Deltek Advantage automatically opens a new run and displays the Employee Advance/Expense Processing form.

2.	Select the Manual Select option in the Selection Type area of the form.

3.	Enter a date in the Check Date field. The default date is the date of the selected run, or today’s date if you opened a new run. This is the date that will appear on your checks.

4.	Select the Do not create any direct deposit transactions for this run option if you want all employees to get a check for the full amount of any expense payment, regardless of their direct deposit setup.

5.	Use the drop-down arrows in the Sort Checks By fields to define check sorting criteria for this run.

6.	Click on the Review Employees button to review/modify employee and expense report information. When you click on this button, Deltek Advantage displays an Employee Lookup list, from which you can access the Employee Review form.

7.	Click on the Cash Requirements button to review your cash requirements by employee or bank. If the information is not correct, return to the Employee Review form and make changes, as needed.

8.	Click on the Process Checks button to process checks for employee payments. Within this process, you will print checks, assign check numbers, print file copies, and post payments. Note that checks are sorted according to the Expense report date.

When you complete this step, Deltek Advantage closes the Employee Advances and Expenses processing routine.

9.	Process direct deposits for employee advance/expense payments, if applicable.

 Notes


Sorting the Checks Generated in this Processing Session

Whether you choose the Automatic or Manual Select option for processing employee advance/expense payments, you have the ability to determine how to sort the checks generated during the session. You can specify up to three sort levels for the checks processed in any session. For example, to simplify the separation and distribution of checks, you could sort checks first by profit center, then by profit center level, and finally by employee name.

To specify a sort selection, click on the drop-down arrows in the First, Second, and Third fields in the Sort Checks By area of the Employee Advance/Expense Processing form.

Your check sorting options are determined by the sort/selection options defined in Sort/Select Lists Maintenance.

If you do not choose a check sorting option, Deltek Advantage will sort checks based on employee number.

Some common sort options include:

•	Employee Number. Deltek Advantage sorts all checks processed during this session in numerical order by the employee’s number.

•	Employee Name. Deltek Advantage sorts all checks processed during this session alphabetically by the employee’s last name.

•	Employee Status. Deltek Advantage sorts all checks by employee status: Active, Inactive, and then Terminated.

•	Profit Center. Deltek Advantage sorts all checks processed during this session by profit center code.

•	Profit Center Levels. Deltek Advantage sorts all checks processed during this session by profit center level.

•	Employee Sort/Select Codes. Deltek Advantage sorts all checks processed during this session by the specified sort/select code.

 Note


Reviewing Employees for a Payment Processing Session

After you select the type of processing you want to perform (automatic or manual), you can review the employees who have balances or payments due by clicking on the Review Employees button on the Employee Advance/Expense Processing form. Deltek Advantage displays an Employee Lookup list from which you can select an employee to modify/review. You can choose to display active employees only, employees with unpaid expense reports only, or all employees in the Employee Lookup list.

After you select an employee to modify/review, Deltek Advantage displays the Employee Review form. This form shows the unpaid expense reports associated with the selected employee as well as the payment information currently on file. You can use this form to review and modify employee and expense information.

What do you want to do?

Select or deselect expense reports for payment—manual processing only.

Modify expense report information.

View details of posted expense reports.

View an employee ledger summary report for the current employee.

Select a new employee to review.

 Note


Selecting and/or Deselecting Expense Reports for Payment
Selecting or Deselecting Expense Reports for Payment

When you choose the Manual Select payment processing option, you can select or deselect specific expense reports for payment in the current processing run. You cannot select or deselect specific expense reports if you choose the Automatic payment processing option.

To select or deselect expense reports for payment (manual payment processing only):

1.	Click on the Review Employees button on the Employee Advance/Expense Processing form. Deltek Advantage displays the Employee Lookup list.

2.	Select an employee from the Employee Lookup list and click OK. Deltek Advantage displays the Employee Review form, which lists all the expense report and payment information for the selected employee.

3.	To include an expense report for payment, click on the expense report line and click on the Select button, or click on the Pay box at the end of the expense report line. When you include an expense report for payment, Deltek Advantage inserts a check mark in the Pay box.

4.	To exclude an expense report for payment, click on the expense report line and click on the Deselect button, or click on the Pay box at the end of the expense report line. When you exclude an expense report for payment, Deltek Advantage removes the check mark from the Pay box.

 Notes

 Related Topic


Modifying Expense Report Information

Whether you choose the Automatic or Manual Select payment processing option, you can edit the bank code and applied advance amount for individual employees included in the payment processing run.

To modify expense report information (automatic and manual payment processing):

1.	Click on the Review Employees button on the Employee Advance/Expense Processing form. Deltek Advantage displays the Employee Lookup list.

2.	From the Employee Lookup list, select the employee whose advance/expense information you want to modify and click OK. Deltek Advantage displays the Employee Review form, which lists all the expense report and payment information for the selected employee.

3.	Click on the expense report line to be modified and then click on the Modify button, or click on the expense report line to be modified and then double-click in the App Advance field or the Bank field. Deltek Advantage displays the Change Expense Report form.

4.	Enter the desired changes in the Bank Code and/or New Applied Advance fields. Note that a net payment equals the applied advance deducted from the original amount of the expense.

5.	The original applied advance amount appears on this form, allowing you to do the following:

•	View the amount that the employee intended to apply on the expense report

•	Identify errors

Note that the applied advance amount cannot exceed the total for the expenses listed on the expense report, nor can it be a negative amount.

6.	Click on the Close button to save your changes and return to the Employee Review form.

7.	Repeat steps 3 through 5 to modify additional expense reports, or click on the Close button to return to the Employee Advance/Expense Processing form.

 Related Topic


Viewing Details of Posted Expenses

When you open the Employee Review form for a selected employee, you can click on the Show Detail button to view the details of expense reports included in the current processing run. You can use this form to identify what lines are cleared from the expense report when you enable company paid expenses.

The Expense Report Detail form shows itemized amounts for each expense report. Use this form to ensure that the amounts being paid to employees are accurate.

To view details for a specific expense report:

1.	From the Employee Review form, click on an expense report line and then click on the Show Detail button. Deltek Advantage displays the Expense Report Detail form.

2.	Review the expense items included on this form. For each expense item, the Expense Report Detail form displays the following:

•	The date the expense was entered into Deltek Advantage.

•	The name of the specific expense item.

•	The associated project, task, and account numbers.

•	The amount requested for each expense item.

3.	To return to the Employee Review form, click on the Close button.

 Related Topic


Viewing Details on the Employee Ledger Report

You can use the Employee Ledger report to identify errors with advances paid to employees. If an employee’s expense report has a negative balance, he or she owes the company money. If an employee’s expense report has a positive outstanding balance, the company owes the employee money. To view a summary of all advances, expenses, reimbursements, and repayments that make up the employee’s balance, run an Employee Ledger report.

To run the Employee Ledger report:

1.	From the Employee Review form, click on the Ledger button. Deltek Advantage displays the Employee Ledger report for the selected employee.

2.	Review the transactions on the report.

3.	To return to the Employee Review form, click on the Close button on the toolbar.

 Notes

 Related Topics


Selecting a New Employee to Review

When you have the Employee Review form open, you do not have to return to the Employee Advance/Expense Processing form to view expense reports for another employee. You can select a new employee to review from the Employee Review from.

To view expense reports for a different employee from the Employee Review form:

1.	Click on the Lookup button on the Employee Review form. Deltek Advantage displays the Employee Lookup form.

2.	Do one or more of the following:

•	If you want only active employees to appear in the Lookup, select the Active Employees Only option.

•	If you want only employees with unpaid expense reports to appear in the Lookup, select the Employees w/Unpaid Expense Reports option.

3.	Select an employee to review/modify from the Employee Lookup list to and click OK.

 Related Topic


Displaying Cash Requirements Prior To Processing Employee Payments

Before you process advance/expense checks, you should review your cash requirements to determine the amounts scheduled for payment and the effect the payments will have on your firm's cash accounts. To display cash requirements, click on the Cash Requirements button on the Employee Advance/Expense processing form.

You can display your cash requirements by employee or by bank:

•	If you display your cash requirements by employee, Deltek Advantage displays total unpaid expense reports, applied advances, any new advances to be issued for this run, and a net payment amount included in the payment processing run. This list includes the net payment only for those expense items that have a check mark in the Pay box on the Employee Review form.

Note that employees who are not receiving advances or reimbursements and who do not have any unpaid expense reports do not appear on the list.

•	If you display your cash requirements by bank, Deltek Advantage displays the payment due for each bank in this payment processing run.

If you find that your cash requirements are not equal to the anticipated totals, you can make the necessary changes to your payment schedule before proceeding with check processing.

 Related Topic


Reviewing Employee Reports from Payment Processing

For direct access to employee reports from payment processing, click on the Employee Reports button on the Employee Advance/Expense Processing form. Deltek Advantage opens the main Employee Reporting form, which allows you to select and print the desired reports.


Processing Checks

You can produce employee checks and post employee payments using either manual or automatic payment processing. To process checks, access the Employee Advances and Expenses processing routine and follow the procedures to process an automatic payment run or a manual payment run. When you are ready to process checks, click on the Process Checks button on the Employee Advance/Expense Processing form. Deltek Advantage displays the Employee Check Printing and Numbering form.

Use the Employee Check Printing and Numbering form to:

Print the Check File

Assign Check Numbers

Print a File Copy

Post Advances/Reimbursements

Cancel a Payment Processing Run

 Notes


Ordering Check Stock for Advantage

To produce checks in Deltek Advantage, you need to obtain check stock from one of the following companies:

•	Emily Business Forms, Inc. at (800) 392-6018. Visit their website at www.emilybusinessforms.com.

•	Deluxe Business Systems, Inc. at (800) 336-4168. Visit their website at www.deluxe.com.

Prior to ordering check stock, test the printer on which you will be running checks to determine whether the printer draws paper from the top or the bottom of the tray. Both Emily and Deluxe can sort your check stock accordingly, for example, using a check sort of 1-100 for printers that draw paper from the top or a check sort of 100 –1 for printers that draw paper from the bottom.


Printing the Check File

Deltek Advantage creates a check file that contains the data that prints on each check. The check file contains all checks to be printed for a particular run. To print the check file, do the following:

1.	Click on the Process Checks button on the Employee Advance/Expense Processing form. Deltek Advantage displays a message box, prompting you to confirm that you want to process checks.

2.	Click on the Yes button. Deltek Advantage displays the Employee Check Printing and Numbering form.

3.	Select the desired bank from which to print checks. At this point you should ensure the correct check stock is loaded in the printer.

4.	Click on the Print button. Deltek Advantage displays the checks included in the bank file in Print Preview mode. Deltek Advantage has not yet printed the checks.

5.	Select File, Print from the Deltek Advantage main menu to print all the checks included in the bank file.

6.	Assign the check numbers.

Note that checks are sorted according to the Expense report date.

 Notes


Assigning Check Numbers

After printing the check file, you must assign numbers to the printed checks in Deltek Advantage. The numbers you enter must match the pre-printed, micro-encoded numbers on the individual checks. These numbers are stored with the posted payments for tracking and inventory purposes. You can assign check numbers sequentially for all the checks in the file or for a single check, if necessary.

Assigning Numbers Sequentially for all the Checks in the File

If the check numbers in your check file are sequential (for example, 5320 through 5330), follow these steps for assigning check numbers:

1.	Click on the Assign Numbers button on the Employee Check Printing and Numbering form.

2.	Enter the starting check number in the Check number field.

3.	Select the Remaining checks option

4.	Click on the first check in the series.

5.	Click on the Assign button.

6.	Deltek Advantage assigns the check numbers sequentially to the employees listed in the file.

Assigning a Check Number for a Single Check

If a printing problem occurs, you may need to reprint a check and assign the check number for that check individually. To do so, follow these steps:

1.	Click on the Assign Numbers button on the Employee Check Printing and Numbering form.

2.	Enter the number of the newly printed check in the Check number field.

3.	Select the Single check option.

4.	Click on the employee whose check was reprinted.

5.	Click on the Assign button.

6.	Deltek Advantage assigns the check number to the employee file selected.

 Notes


Printing a File Copy of the Checks

After you finish printing checks and assigning numbers, we recommend that you print a file copy of the checks for your files. To print a file copy, click on the Print File Copy button on the Employee Check Printing and Numbering form. This option prints a copy of the checks and apron on regular laser paper.

 Notes


Posting Advances/Reimbursements

When you have finished printing checks and assigning numbers for all the bank check files in this run, you can post the payments to the Deltek Advantage database. To post payments, click on the Post button on the Employee Check Printing and Numbering form. During this routine, Deltek Advantage performs the following postings to the general ledger and employee ledger:

•	Debits the total payment amount to the employee expense account specified for the report (that is, advance account for advances, expense account for expense reports).

•	Credits the bank account.

•	Updates the employee ledger with the advance/reimbursement.

•	Updates accounts for any applied advance adjustments (that is, debits the expense account, credits the advance account).

•	Updates the check file to include a record for each check or employee credit.

•	Updates the bank transaction file for the check.

•	Updates accrual and cash-basis balances in general ledger accounts with the advance/reimbursement amount.

 Notes

 Related Topics


Viewing the Payment Processing Posting Log

Each time you post payments, Deltek Advantage produces an Advances/Expenses Payment Processing Posting Log. The log lists all payments posted during that session.

Deltek Advantage also generates a general ledger posting summary for the payments included in the processing run. This summary lists the general ledger accounts that were affected by the posting. The report shows the total amounts debited and credited to each account.

 Notes


Canceling a Payment Processing Run

You can cancel a payment processing run at any time by clicking on the Cancel Run button on the Employee Advance/Expense Processing form, or by clicking on the Cancel Run button on the Employee Check Printing and Numbering form.

When you click on the Cancel Run button, a message box appears asking if you are certain you want to cancel the run.

•	To cancel the run and return all data to the way it appeared prior to modifying it in Employee Payment Processing, click on the Yes button. If you cancel the run, Deltek Advantage exits from payment processing and returns you to the Deltek Advantage main menu.

•	If you do not want to cancel the run, click on the No button. Deltek Advantage returns to the Employee Advance/Expense Processing form, where you can continue processing.

 Note


Depositing an Employee's Entire Expense Payment to a Single Account

When you deposit an employee’s entire expense reimbursement payment (total expenses and advances minus applied advances) to a single account, Deltek Advantage generates a void check, which you can then give to the employee.

To deposit an employee’s entire expense reimbursement payment to a single account:

1.	Select Tables, Employees from the Deltek Advantage main menu. Deltek Advantage displays the Employee Table Maintenance form.

2.	Click on the Direct Deposit button on the Expensekeeper tab of Employee Table Maintenance. Deltek Advantage displays the Employee Direct Deposit Table Maintenance form.

3.	Complete the following fields on the Employee Direct Deposit Table Maintenance form, referring to the context-sensitive help as needed.

Bank ID

Account Number

Account Type

Status

4.	Leave the Employee Reimbursement Method and Employee Reimbursement Amount/Percent fields blank. This tells Deltek Advantage to deposit the entire employee reimbursement to the account specified.

5.	Click on the Close button to return to the Expensekeeper tab.

6.	Click on the Save button to save your changes.

7.	Click on the Close button to exit Employee Table Maintenance and return to the Deltek Advantage main menu.

Example

 Note


Direct Deposit Setup Example

The following is an example of the setup for depositing an employee’s entire expense reimbursement payment to a single account.


Depositing an Employee's Entire Expense Payment to Multiple Accounts

When you deposit an employee’s entire expense reimbursement payment (total expenses and advances minus applied advances) to multiple accounts, Deltek Advantage generates a void check, which you can then give to the employee.

To deposit an employee’s entire expense reimbursement payment to multiple bank accounts:

1.	Select Tables, Employees from the Deltek Advantage main menu. Deltek Advantage displays the Employee Table Maintenance form.

2.	Click on the Direct Deposit button on the Expensekeeper tab of Employee Table Maintenance. Deltek Advantage displays the Employee Direct Deposit Table Maintenance form.

3.	Complete the following fields on the Employee Direct Deposit Table Maintenance form, referring to the context-sensitive help as needed.

Bank ID	Status

Account Number 	Employee Reimbursement Method

Account Type	Employee Reimbursement Amount/Percent

4.	Enter the information for each bank account on a separate line.

Note that, when depositing an employee’s entire expense reimbursement payment to multiple accounts, the total amount or percentage you enter on the form must equal the total amount or 100% of the expense reimbursement.

5.	Click on the Close button to return to the Expensekeeper tab.

6.	Click on the Save button to save your changes.

7.	Click on the Close button to exit Employee Table Maintenance and return to the Deltek Advantage main menu.

Example

 Note


Direct Deposit Setup Example

The following is an example of the setup for depositing an employee’s entire expense reimbursement payment to multiple accounts.


Depositing a Portion of an Employee's Expense Payment to a Single Account

When you deposit a portion of an employee’s total expense reimbursement payment (total expenses and advances minus applied advances) to a single account, Deltek Advantage generates a check for the employee. The amount of the check is equal to the total expense reimbursement payment minus the direct deposit amount.

To deposit a portion of an employee’s expense reimbursement payment to a single bank account:

1.	Select Tables, Employees from the Deltek Advantage main menu. Deltek Advantage displays the Employee Table Maintenance form.

2.	Click on the Direct Deposit button on the Expensekeeper tab of Employee Table Maintenance. Deltek Advantage displays the Employee Direct Deposit Table Maintenance form.

3.	Complete the following fields on the Employee Direct Deposit Table Maintenance form, referring to the context-sensitive help as needed.

Bank ID	Status

Account Number 	Employee Reimbursement Method

Account Type	Employee Reimbursement Amount/Percent

Note that, when depositing a portion of an employee’s expense payment to a single account, the total amount or percentage you enter on the form does not have to equal the total amount or 100% of the expense reimbursement. The balance due is paid to the employee via check.

4.	Click on the Close button to return to the Expensekeeper tab.

5.	Click on the Save button to save your changes.

6.	Click on the Close button to exit Employee Table Maintenance and return to the Deltek Advantage main menu.

Example

 Note


Direct Deposit Setup Example

The following is an example of the setup for depositing a portion of an employee’s expense reimbursement payment to a single account.


Depositing a Portion of an Employee's Expense Payment to Multiple Accounts

When you deposit a portion of an employee’s total expense reimbursement payment (total expenses and advances minus applied advances) to multiple accounts, Deltek Advantage generates a check for the employee. The amount of the check is equal to the total expense reimbursement payment minus the direct deposit amount.

To deposit a portion of an employee’s expense reimbursement payment to multiple bank accounts:

1.	Select Tables, Employees from the Deltek Advantage main menu. Deltek Advantage displays the Employee Table Maintenance form.

2.	Click on the Direct Deposit button on the Expensekeeper tab of Employee Table Maintenance. Deltek Advantage displays the Employee Direct Deposit Table Maintenance form.

3.	Complete the following fields on the Employee Direct Deposit Table Maintenance form, referring to the context-sensitive help as needed.

Bank ID	Status

Account Number 	Employee Reimbursement Method

Account Type	Employee Reimbursement Amount/Percent

4.	Enter the information for each bank account on a separate line.

Note that, when depositing a portion of an employee’s expense reimbursement payment to multiple accounts, the total amount or percentage entered on the form does not have to equal the total amount or 100% of the expense reimbursement. The balance due is paid to the employee via check.

5.	Click on the Close button to return to the Expensekeeper tab.

6.	Click on the Save button to save your changes.

7.	Click on the Close button to exit Employee Table Maintenance and return to the Deltek Advantage main menu.

Example

 Note


Direct Deposit Setup Example

The following is an example of the setup to deposit a portion of an employee’s expense reimbursement payment to multiple accounts.


Reviewing the Direct Deposit Report

The Direct Deposit report lets you review the direct deposit transactions for an employee expense payments processing run. You can run this report before or after you process direct deposits and create the file to be sent to the bank. The Direct Deposit report should not be sent to the bank; it is for your records.

The Direct Deposit report contains information for each employee that is set up for expense payments direct deposit and who is included in the selected expense payments processing run. Therefore, you can print the report prior to processing direct deposits to ensure that each employee’s direct deposit information is correct.

The following data appears on the Direct Deposit report:

•	Employee Number, Name, and Social Security number - General employee information from Employee Table Maintenance. It is used for identification purposes.

•	Bank ID - The bank identification number as entered through Employee Direct Deposit Table Maintenance.

•	Bank Account - The employee’s bank account number as entered through Employee Direct Deposit Table Maintenance.

•	Type - The employee’s bank account type as entered through Employee Direct Deposit Table Maintenance.

•	Status - The employee’s direct deposit status.

•	Amount - The amount deposited to the employee’s bank account.

 Related Topics


Employee Expense Payment Direct Deposit
Employee Expense Payments Direct Deposit Setup

The Employee Payments processing routine in Deltek Advantage allows you to deposit all or a portion of an employee’s expense reimbursement payments to one or more of the employee’s bank accounts.

You enter bank account information for your employees using the Employee Direct Deposit Table Maintenance form in Employee Table Maintenance. Then, you use the Employee Advances and Expenses payment processing routine to print checks, post payments, and process direct deposits.

When you process direct deposits for employee expense payments, Deltek Advantage:

•	Generates a disk file using the Automated Clearing House (ACH) format, which is generally accepted by most banks and other financial institutions. You send this file to the bank after you process direct deposits for employee expense reimbursement payments.

•	Generates a Direct Deposit report, which lists the employee number, employee name, social security number, bank ID, bank account number, bank account type, direct deposit status, and direct deposit amount for all employees included in the selected payment run.

You can set up employee expense payment direct deposit in one of the following ways:

Deposit an Employee's Entire Expense Payment to a Single Account.

Deposit an Employee's Entire Expense Payment to Multiple Accounts.

Deposit a Portion of an Employee's Expense Payment to a Single Account.

Deposit a Portion of an Employee's Expense Payment to Multiple Accounts.

 Related Topics


Processing Employee Expense Payment Direct Deposit
Employee Expense Payments Direct Deposit Processing

You must enter direct deposit information for employees before you process any direct deposits for employee expense reimbursement payments. You enter the direct deposit information in Employee Table Maintenance.

To process direct deposits for employee expense reimbursement payments:

1.	Select Processing, Employee Payments, Employee Advances and Expenses from the Deltek Advantage main menu.

2.	Follow the procedures to process an automatic payment run or a manual payment run.  Be sure the Do not create any direct deposit transactions option is not selected on the Employee Payment Processing form.

3.	Process checks for the selected payment run. When you complete this step, Deltek Advantage closes the Employee Advances and Expenses Processing routine.

4.	Select Processing, Employee Payments, Direct Deposit from the Deltek Advantage main menu. Deltek Advantage displays the Direct Deposit Processing form.

5.	Enter a date in the Effective Date field. This date is the date on which entries are to be posted to employee accounts.

6.	Select the Exclude runs already processed option if you want to exclude previously processed runs from the list on the Direct Deposit Processing form. (Selecting this option excludes only runs processed after the installation of the Deltek Advantage 6.1a upgrade).

7.	Click on the Report button to review the Direct Deposit report for the selected run.

8.	Click on the Bank Code Maintenance button to display the Bank Codes Setup form. Use this form if you need to make any changes to the direct deposit information for the bank codes associated with the selected run. Refer to the context-sensitive help, as needed.

9.	Click on the Process button to create the files that you will send to each bank. Deltek Advantage processes direct deposits for employees who were set up for direct deposit when this run was posted.

Deltek Advantage generates the direct deposit files using the names that appear in the Expense File Name field for each bank. The file names and locations can vary from session to session.

10.	Review the files created and send them to the appropriate banks. You can send an output file directly to a bank by either mailing a disk copy or attaching it to an e-mail.

11.	Click on the Close button to exit the Employee Payments Direct Deposit Processing routine.

 Related Topics


Benefit Hours Accruals

You must accrue benefit hours regularly, so that your employees receive the vacation, sick, and other benefit time to which they are entitled.

If you have installed the Payroll module, you have two options for performing accruals:

•	Accrue benefit hours manually, using the Benefit Hours Accruals option on the Processing menu.

•	Have Advantage accrue benefit hours automatically each time you process a regular payroll.

If you do not have the Payroll module installed, you must always accrue benefit hours manually, using the Benefit Hours Accruals processing option.

Calculation

When you use the Benefit Hours Accruals processing option, Advantage calculates the number of hours accrued by referring to the Benefit Accrual Frequency field on the Timesheets tab of General System Setup. You use this field to indicate how often you plan to accrue benefit hours: monthly, semi-monthly, biweekly, or weekly. Advantage divides the annual number of benefit hours by the number of times each year that you plan to accrue benefit hours.

For example, if you an employee earns 120 hours of vacation per year and you plan to accrue benefit hours twice a month, Advantage divides the 120 hours by 24, and accrues 5 hours each time you process accruals.

Adjustments

You can also correct the number of earned and taken benefit hours by using the benefit hours adjustments feature.

To use the Benefit Hours Accrual option:

1.	Select Processing, Benefit Hours, Accruals from the Advantage main menu. Advantage displays the Benefit Hours Accruals Processing form.

The form shows two dates: the accrual date and the date of last benefit accruals processing.

2.	Change the accrual date if desired.

3.	Click on the Run button to process accruals.

Advantage displays the prompt:

Would you like to print the processing journal after processing is complete?

4.   Click Yes to print the report or click No to bypass printing the report.

Advantage processes accruals, one accrual plan at a time.

  Note

 Related Topics


Benefit Hours Adjustments

From time to time you may need to adjust the number of benefit hours an employee has earned or taken, and therefore adjust the employee’s current balance of hours. You can use the benefit hours adjustment feature to do this.

Use this feature to make non-history adjustments—adjustments that are reflected as current period activity on the Accrued Time report.

Calculation

To use this feature, you enter an adjustment to hours earned and/or taken, and Advantage calculates the new balance.

Advantage checks to see if the adjusted balance exceeds the maximum, if any, that you have established for the benefit plan. You enter the maximum amount on the Benefit Accrual Setup form in Setup Table Maintenance. If your adjustment creates a balance that exceeds the maximum, you must confirm that you want to make the adjustment.

To process adjustments to benefit hours:

1.	Select Processing, Benefit Hours, Adjustments from the Advantage main menu. Advantage displays the Employee Lookup form.

2.	Select an employee. Advantage displays the Benefit Hours Adjustments Processing form for that employee, listing all of the employee’s benefit plans, with year-to-date earned and taken amounts, and current balances.

3.	Optional. To switch to a different employee, enter a new employee number in the Employee field or double-click in the field to redisplay the Employee Lookup form.

4.	Locate the plan that you want to adjust and select it.

5.	Click on the Modify button. Advantage displays a window for just that plan, listing the plan code and current balance, and providing adjustment fields.

6.	Enter an adjustment amount in the Earned and/or Taken fields.

7.	Click OK. Advantage redisplays the original processing form, showing the results of the adjustment.

If the adjustment creates a new balance that exceeds the maximum you have established for the benefit plan (see "Calculation" above), Advantage displays a warning message. You can choose whether or not to process the adjustment.

8.	Click on the Close button to exit the Benefit Hours Adjustments Processing form. If you have processed any adjustments, Advantage displays the prompt:

Would you like to print the processing journal for all adjustments made?

9.	Click Yes to print the report or click No to bypass printing the report.

  Note

  Related Topics


Viewing the Benefit Hours Processing Journal

The Benefit Hours Processing Journal shows the results of a single benefit hours accruals session or benefit hours adjustments session. For each benefit plan processed during the run, the journal lists all employees who have had changes to their hours earned or taken.

Report Contents

For each employee, the report shows:

•	Employee number.

•	Employee name.

•	Hours earned during the processing session.

•	Hours taken during the processing session.

Printing the Report

Whenever you process benefit hours accruals or accrual adjustments, Advantage asks you if you want to print the processing journal. Choose Yes to print the journal immediately, or No to print it at a later time.

You can also use the Reporting menu to print the processing journal for any benefit hours accruals or adjustments sessions that took place during the current accounting period.

To print the Benefit Hours Processing Journal from the Reporting menu:

1.	Select Reporting, Posting Logs, Benefit Hours Processing from the Advantage main menu. Advantage displays any benefit hours accruals and adjustments processing sessions performed during the current period.

2.	Highlight the session for which you would like to print a processing journal. You can identify the session by the posting sequence number or by the date and time stamp of the posting.

3.	Click on the Print button to send the processing journal to your default printer, or click on the Print Preview button to view the processing journal on your screen.

4.	Click on the Close button to exit.


Overview of Bank Statement Reconciliation

To access Bank Statement Reconciliation, select Processing, Bank Statement Reconciliation from the Advantage main menu. Advantage displays the Bank Statement Selection form.

Bank Statement Reconciliation lets you review and reconcile your General Ledger activity such as accounts payable checks, payroll checks, cash disbursement checks, accounts payable disbursement checks, cash receipts, employee advance and expense checks, and employee repayments for a specified bank code.

Bank Statement Reconciliation Checklist

The following checklist describes the process to perform in order to reconcile a bank statement. Each step is described later in this section. Print out this page and check off each item as they are completed.

Completed?	Step
_________	Access Bank Code Reconciliation
_________	Select the bank to reconcile
_________	Select an existing statement date, or  Create a new statement date
_________	Review the deposits to this bank
_________	Review the checks written against this bank
_________	Review the miscellaneous charges for this bank
_________	Clear/unclear checks and deposits to the bank account
_________	Run the Bank Statement Reconciliation Report
 Notes

 Related Topics


Selecting the Bank to Reconcile

Prior to reconciling your bank statements, you must select the bank code and statement date to reconcile.

To select the bank to reconcile:

1.	Select Processing, Bank Statement Reconciliation from the Advantage main menu. Advantage displays the Bank Statement Selection form.

2.	Click on the drop-down arrow in the Bank field. Advantage displays the banks established in your system.

3.	You establish bank codes in Bank Code Setup Maintenance.

4.	Select the bank to reconcile.

 Related Topics


Selecting an Existing Statement Date

Prior to reconciling your bank statements, you must select the bank code and statement date to reconcile.

To select an existing statement date:

1.	Select Processing, Bank Statement Reconciliation from the Advantage main menu. Advantage displays the Bank Statement Selection form.

2.	Select the bank to reconcile in the Bank field. Advantage displays the statement dates that were previously created for this bank.

3.	Highlight the desired statement date in the Statement Dates box.

4.	Click Select. Advantage opens the Bank Statement Reconciliation form for the specified statement date.

 Tip

 Note


Creating a New Statement Date

Prior to reconciling your bank statements, you must select the bank code and statement date to reconcile. You would create a new statement date if no statement dates exist for the bank, or if you just want to create a new statement date for this bank.

To create a new statement date:

1.	Select Processing, Bank Statement Reconciliation from the Advantage main menu. Advantage displays the Bank Statement Selection form.

2.	Select the bank to reconcile in the Bank field. Advantage displays the statement dates that were previously created for this bank, if any.

3.	Click on the New button. Advantage displays the New Statement form.

4.	Enter the desired Statement Date. This date will be the way in which you identify this statement.

5.	Enter the Opening Balance for this statement. The Opening Balance should be last period’s closing balance.

6.	Click on the OK button. Advantage opens the Bank Statement Reconciliation form for the new statement date.


Modifying a Statement Date

To modify a statement date:

1.	Select Processing, Bank Statement Reconciliation from the Advantage main menu. Advantage displays the Bank Statement Selection form.

2.	Select the bank to reconcile in the Bank field. Advantage displays the statement dates that were previously created for this bank.

3.	Highlight the statement date to modify in the Statement Dates box.

4.	Click on the Modify Date button. Advantage displays the Modify Statement Date form listing the bank code and original statement date.

5.	Enter the desired statement date in the New Statement Date field.

6.	Click on the OK button. Advantage returns you to the Bank Statement Selection form.


Deposits

The Deposits tab of Bank Statement Reconciliation lists all of the deposits made to this bank code that have not already been designated as cleared for another statement date.

When you click on the Deposits tab, Advantage lists the following information for each cash receipt posted to this bank code:

Column	Contents
Number	The reference number entered for the deposit transaction during Cash Receipts Data Entry.
Date	The date of the deposit as entered during Cash Receipts Data Entry.
Amount	The amount of the deposit as entered during Cash Receipts Data Entry.
X	Indicates whether or not the bank has cleared the transaction. If an "x" appears in this field, the transaction has cleared and the amount is calculated into the balances on the right side of this form. For more information, see the topic titled Clearing vs. Unclearing an Amount.
Description	The description for this deposit as entered during Cash Receipts Data Entry.
Type	The transaction type for this deposit. Deposits will always have a CR transaction type.
Statement Date	This column displays the date that a check was cleared, and is populated by clicking the box in the X column.  If you try to clear a deposit or check from a future period, you will receive a message stating "deposit/check was cleared in a future statement, you must go to the appropriate statement to clear/unclear the item".
 Note

 Related Topics


Checks

The Checks tab of Bank Statement Reconciliation lists all of the checks written against this bank code which have not already been designated as cleared for another statement date.

When you click on the Checks tab, Advantage lists the following information for each check written against this bank code:

Column	Contents
Number	The reference number entered for the check transaction during data entry or processing.
Date	The date of the check as entered during data entry or processing.
Amount	The amount of the check as entered during data entry or processing.
X	Indicates whether or not the bank has cleared the transaction. If an "x" appears in this field, the transaction has cleared and the amount is calculated into the balances on the right side of this form. For more information, see the topic titled Clearing vs. Unclearing an Amount.
Payee	The person/organization to whom the check was written during data entry or processing.
Type	The transaction type for this check. Checks will always have one of the following transaction types:  • CD - Cash Disbursement • CV - A/P Disbursement • EP - Employee Advance and Expense Processing • PP - A/P Payment Processing • PY - Payroll Processing
Statement Date	This column displays the date that a check was cleared, and is populated by clicking the box in the X column.  If you try to clear a deposit or check from a future period, you will receive a message stating "deposit/check was cleared in a future statement, you must go to the appropriate statement to clear/unclear the item".
 Related Topics


Clearing vs. Unclearing an Amount

Clear/unclear checks and deposits to the bank account by selecting the check or deposit and clicking on the Clear/Unclear button. If necessary, you can also modify the opening balance of the account directly from this form.

Once a check has been cashed or a deposit has been credited to your bank account, you can clear the transaction. There are two ways in which to clear or unclear a transaction:

•	Click on the Clear or Unclear button while the record selector is positioned on the check/deposit line to clear or unclear. You may also select several transactions at once by clicking and dragging on the record selectors.

•	Click on the box in the X column of the check/deposit to clear or unclear. If the box is checked, the transaction has cleared. If the box is not checked, the transaction has not cleared.

 Notes

 Related Topics


Balances

Advantage displays the calculated closing balance for the account and a total of all uncleared items.

Advantage calculates the Closing Balance as follows:

Closing Balance = (opening balance) + (cleared deposits) - (cleared checks) + (miscellaneous)

Advantage calculates the Uncleared Balance as follows:

Uncleared Balance = (uncleared deposits) - (uncleared checks)

If all transactions are accurate and have been properly accounted for, the calculated Closing Balance should agree with the closing balance shown on the bank statement. If all uncleared items are accurate and have been properly accounted for, the sum of the Uncleared Balance should agree with the current account balance.


Miscellaneous Items

All transactions linked to a bank code appear in Bank Statement Reconciliation. The Miscellaneous tab of Bank Statement Reconciliation lets you enter miscellaneous items to account for any interest amounts or other credits and any service charges or other debits that are not linked to a bank code. Miscellaneous charges entered into Advantage using a journal entry must be added manually to Bank Statement Reconciliation using this tab.

You record miscellaneous items individually, by entering the following:

•	Positive amounts to account for interest or other credits.

•	Negative amounts to account for service charges or other debits.

For example, if you have a $60.00 service charge (entered as -60.00) and a $50.00 interest amount (entered as 50.00), Advantage effectively subtracts $10.00 from the opening balance when accounting for these items in calculating the closing balance.

To enter a miscellaneous amount:

1.	Click on the Miscellaneous tab. Advantage displays the Miscellaneous Amounts form.

5.	Enter the date, amount, and description for the miscellaneous amount.

 Notes


Bank Statement Reconciliation Report

The Bank Statement Reconciliation report lists all cleared and uncleared deposits and checks, the transaction type for each deposit and check, the Statement Date, and all miscellaneous amounts entered on the Miscellaneous tab. This report also lists the account summary as shown on the Bank Statement Reconciliation screen.

The report should tie-out in of the following two ways:

Closing Balance = closing balance on the bank’s statement

Closing Balance + Uncleared Balance = balance for the Advantage bank code account number on the General Ledger

If the report contains any items cleared in a future statement or voided in a future period, a statement appears at the bottom of the report reading "*items have been cleared in a future statement or voided in a future period".

To generate the Bank Statement Reconciliation report:

1.	Select Processing, Bank Statement Reconciliation from the Advantage main menu. Advantage displays the Bank Statement Selection form.

2.	Select the bank to reconcile in the Bank field. Advantage displays the statement dates that were previously created for this bank.

3.	Select Hide Summary Section to hide the account summary on the Bank Statement Reconciliation screen.  Hiding the summary improves processing speed.

4.	Select the desired statement date for which to run the report and click on the Select button. Advantage displays the Bank Statement Reconciliation form for the selected date.

5.	Click on the Summary button at the bottom of the Bank Statement Reconciliation form if you hid the summary and want to see it.

6.	Click on the Report button in the bottom right corner of the Bank Statement Reconciliation form. Advantage displays the Bank Statement Reconciliation report for this bank code and statement date.


Transactions that do not Appear in Bank Statement Reconciliation

The following six types of transactions in Advantage will not appear in Bank Statement Reconciliation:

1.	Journal Entries – Journal Entries must be entered on the Miscellaneous tab. If not, they may cause a Cash Journal Warning (see number 4).

2.	Void Payroll Check Adjustments - The checks show up on the report, but the amount is VOID. This amount must also be filled in on the Miscellaneous tab of the Bank Statement Reconciliation form.

3.	Payroll checks – If a selection is entered in the Bank Code field of Payroll Setup, then payroll checks will show up on the Bank Statement Reconciliation form; if it is empty, however, then the payroll checks will not show up on the Bank Statement Reconciliation form. Also, if the "Post net payroll directly to bank" option is not chosen in Payroll Setup, then Advantage is not actually crediting (reducing) a cash account at the time of payroll processing – it is instead crediting the account listed as a Salaries Payable account. Firms who decide against this option must credit their cash account with either Cash Disbursements (if a Bank Code is not chosen) or by a Journal Entry (if a Bank Code is chosen).

4.	Any Cash Disbursements, Cash Receipts, Journal Entries, etc., that are transferred from one bank account directly into another. This can be verified by running a Cash Journal report. A warning on the last page of the report means that such a transaction has been run.

This situation can be resolved in a number of ways:

•	Carefully check the posting logs for the period in question.

•	Reverse the problem entry.

•	Read "How do I transfer money from one checking account to another?" in the Advantage online help.

•	Put the entry in correctly.

5.	Certain transactions converted from the MCFMS software may not show up on the Bank Statement Reconciliation screen. The accounts are all correct – simply add them in on the Miscellaneous tab.

6.	Checks and Cash Receipts entered in History Loading (Project Invoice, Receipt History, A/P Voucher History) will not appear on the Bank Statement Reconciliation form. These accounts are accurate, but the transactions should be entered on the Miscellaneous Tab so that your Bank Statement Reconciliation is accurate. (Adding information to the Miscellaneous tab will not change the general ledger account balances, the Accounts Receivable reports or the Accounts Payable reports).


Overview of Void Check Processing

Advantage void check processing lets you void manual or EFT checks:

•	Issued to pay an accounts payable voucher,

•	Issued through A/P payment processing, cash disbursements, or employee advances and expenses processing,

•	For accounts payable disbursements, or

•	For payroll.

Advantage automatically posts the voided check amount to the general ledger and reverses the effect of the original check posting.

To void a check:

1.	Select Processing, Void Check from the Advantage main menu. Advantage displays the Void Check Processing form. The EFT column displays an asterisk for any EFT item that can be voided.

2.	Select the type of check you want to void.

You can select to void only one type of check at a time.

3.	Select the bank code for which to void checks. The bank code is the bank code to which the voucher, cash disbursement, accounts payable disbursement, employee expense, employee reimbursement, or payroll check was originally posted.

4.	From the Checks on file list box, select the check number to void and click on the down arrow. Advantage moves the check from the Checks on file list box into the Checks to void list box.

5.	Click on the Process button after you have selected all the checks you want to void. Advantage voids the specified checks and creates a posting log with the voided check information.

 Notes

 Related Topics


Effects of Voided Checks on the General Ledger

When you void a check through Void Check Processing, Advantage performs a series of entries to your general ledger. The entries depend on the type of check you are voiding:  accounts payable, cash disbursement, accounts payable disbursement, employee advance/reimbursement, or payroll.

Effect of voiding accounts payable checks

When you void an accounts payable check, Advantage:

•	Debits the account associated with the liability code to which the voucher was originally posted.

•	Credits the account entered for the individual voucher lines at the Account field in A/P Vouchers Data Entry.

Effect of voiding cash disbursement checks

When you void a manual check entered through a cash disbursement, Advantage:

•	Debits the account associated with the bank code to which the cash disbursement was originally posted.

•	Credits the account entered for the individual cash disbursement detail lines at the Account field in Cash Disbursements Data Entry.

Effect of voiding accounts payable disbursement checks

When you void a manual check entered through a cash disbursement, Advantage:

•	Debits the account associated with the bank code to which the accounts payable disbursement was originally posted.

•	Credits the account entered for the individual accounts payable disbursement detail lines at the Account field in A/P Disbursements Data Entry.

Effect of voiding employee advances and reimbursement checks

When you void an employee advance or reimbursement check, Advantage:

•	Debits the account associated with the bank code to which the employee expense was originally posted.

•	Credits the account entered at the Employee expense credit account field on the Auto Posting tab of General System Setup Maintenance.

Effect of voiding payroll checks

When you void a payroll check, Advantage:

•	Debits the account associated with the bank code to which the original payroll check was posted, if you post payroll directly to a bank account. If you do not post payroll directly to a bank account, Advantage debits the Salaries Payable account.

•	Debits the withholding accounts that were credited when the original payroll check was posted.

•	Credits the Job Cost Variance account and the Employer’s FICA Tax account.


Void Check Processing Log

Advantage automatically generates the Void Check Processing Log each time you void checks. This processing log lists the voided checks and describes all void amounts posted during that posting run. Advantage sorts the report by bank code and check number.

Advantage also generates a General Ledger Posting Log. This log lists the general ledger accounts affected by the posting. The log shows the amounts debited and credited to each account.

 Notes


Reports Affected by Voiding Checks

The following reports are affected when you void checks using the Void Check Processing routine:

•	Account Analysis - debits the account associated with the bank code (for cash disbursements) or the liability code (for accounts payable vouchers) and credits the account explicitly entered on the detail line of the transaction.

•	Accounts Payable Voucher Report - subtracts the voided accounts payable voucher check amount from the Previous Payments column for the appropriate vendor.

•	Accounts Payable Voucher Schedule Report - reschedules the accounts payable voucher for payment. The rescheduled payment amount displays in the first aging column for the appropriate vendor.


Posting Interlocks definition
Posting Interlocks

A system check performed before posting a file that locks (that is, makes the file ineligible for posting) the file, if another user has already selected it for posting.


Posting Sequence Number

A system defined number assigned when the transaction is posted. This number helps you reproduce posting logs, keep track of multiple sessions, and maintain a tight audit trail on the information in posting runs.

Each posting sequence number is unique within the accounting period. When you open a new period the numbers are reset.


Cost Rate

Enter the cost amount per unit, that is, the amount that should be costed to the project and general ledger expense account for each unit. If you enter 0 or leave this field blank, the unit will not be costed when you post.


Billing Rate

Enter the rate at which to bill each individual unit, that is, the amount that should be charged to the client for each unit. If you enter 0 or leave this field blank, the unit will be billed based on the cost rate.


Implicit Posting

An automatic general ledger posting of transaction data that occurs only if an Automatic Posting account was previously set up in Advantage.


Explicit Posting

A general ledger posting of transaction data, where the posting account was defined during Data Entry for the transaction type.


Date

Required, for expense transactions. Enter the date for this transaction. For labor adjustment and timesheet transactions, you enter a date for each detail line. For expense transactions, you enter a date for the entire file.

Double-click or press the F3 key in this field to receive a calendar lookup from which you can select the appropriate date.


Payee

If you want a specific name to appear on the check, enter that name in this field.


File Name

Required. Enter the name by which you want to identify this file, using up to 15 characters of free text. You can re-use a file name only after you post the file.

The file name is simply a user-defined name to help you identify the file. This name can be useful when editing or posting the file at a later time.


End Date

Required. Enter the ending date for the transactions. This is a control date for reference purposes only.

Double-click or press the F3 key in this field to receive a calendar lookup from which you can select the appropriate date.


Disbursements Total

Enter the total amount of the transactions to be entered in this file. The amount you enter on the New Files screen must equal the total amount entered for all cash disbursement transactions in the file. Unless otherwise specified in System Setup Maintenance, you cannot post an unbalanced transaction file.


Default Bank

Enter the bank code that will be used as the default for the entire file. You can override this bank code when entering each transaction. You do not have to enter a bank code unless you want to specify a default for the batch. However, if most of the transactions in the file are from the same bank, filling in the default bank code will make the data entry process more efficient. If you do not enter a default bank code, Advantage prompts you to enter a bank code on each new page in data entry.

To receive a list of the bank codes entered in your database, click on the drop-down arrow in this field.


Description

Enter a 40-character free text description of this transaction detail line.

For journal entries and miscellaneous expenses there are two descriptions. The Description field in the top portion of the data entry file is a required field. The Description field listed at the beginning of each detail line is an optional field.

For invoices, this is a required field. You can enter a comment for the invoice using up to 40 characters of free text.


Project

Enter the project number to which you are charging the transaction. Double-click or press the F3 key in this field to select a project from the Project Lookup list.

Depending on the type of Account you enter, whether your firm uses profit centers, and whether, if it does, it maintains separate balance sheets by profit center, this field is required or inactive. For details, see Profit Centers and Data Entry.

In Invoice Data Entry, when you enter the project number, Advantage displays the project name on the form to the right of the Project field. This is the project associated with the invoice.


Task

Required, if the project has tasks. Enter the task number to which you are charging the transaction. To see a list of tasks associated with this project, click on the drop-down arrow in this field. If the project does not have tasks, Advantage automatically skips this field.

For invoices, this is the individual task associated with this portion of the invoice.


Account

Required. Enter the account to which you are charging this item. The project type and account number must be compatible.

For most expense data entry forms, if you are entering the transaction for a regular project, fill in a reimbursable or direct account in the Account field. If you are entering the transaction for an overhead project, fill in an indirect account in the Account field.

For cash receipts, enter an accounts receivable account.

For invoices, enter a revenue account. You can specify any revenue account (400.00 – 499.99) in your database, except for the one set up for Uninvoiced Revenue in System Setup Maintenance. Also, note that you cannot enter an account for interest charges. Advantage automatically enters the revenue credit account specified for the invoice section in Billing Setup Maintenance.


Amount

Required. Enter the amount of the transaction detail. For expense transactions, this amount will be charged to the project, task, and account combination. For labor transactions, this amount will be charged to the employee, project, task, and labor code combination.


Receipts Total

Enter the total amount of the transactions to be entered in this file. Unless otherwise specified in System Setup Maintenance, you cannot post an unbalanced transaction file. The amount you enter on the New Files screen must equal the total amount of the cash receipt transactions entered in the file.


Invoice

Select the invoice number to which this cash receipt applies. If the payment is not invoice-related, leave this field blank. When you select an invoice number, Advantage automatically fills in the project, account, and dollar amount. You can edit the amount if the receipt is not for full payment of the invoice.

Open Invoice Lookup Form

If you don’t know the invoice number, use the Open Invoice Lookup form, which displays all of the open invoices in your database. To display the form, double-click or press the F3 key in the Invoice field. When you select an invoice from the list, Advantage automatically transfers the project, account, and amount information for the invoice to the cash receipt data entry form.

Searching Options

Take advantage of a number of options to focus your search for the correct invoice number on the Open Invoice Lookup form:

Option	Purpose
Invoice button	Lists all of the open invoices in your database, in invoice number order.
Project button	Lists all of the open invoices in your database, in project number/task number order.
Client button	Lists all of the open invoices in your database, in client number/project number/task number order.
Retrieve Automatically option	Automatically retrieves your entire list of open invoices each time you display the Open Invoice Lookup form. Also automatically updates the list each time you change sorting options or change the Consolidate Tasks option. We recommend that you avoid using this option if you have a large number of open invoices, which will take a long time to display.
Consolidate Tasks option	When you use the Consolidate Tasks option, Advantage displays invoices with no task-by-task breakout, using the project’s client number. When you do not use the Consolidate Tasks option, Advantage displays invoices broken out by task, using the task’s client number. If you do not consolidate by task, when you select an invoice, Advantage copies a separate line for each task onto the cash receipt data entry form.


Interest

Select this option if a client is paying off an interest charge. You can select this option only if a revenue account is entered in the Account field.


Retainer

Select this option if you are entering a retainer payment. Be sure that the Interest option is not selected.  The Account is the Retainer account.


Control Total

Enter the total amount of the debits or credits to be entered in the file. Unless otherwise specified in System Setup Maintenance, you cannot post an unbalanced transaction file. The amount you enter on the New Files form must equal the total amount of the transactions entered in the file.

Control totals are final totals for all of the information that you enter into a specific data entry file. Accountants often refer to this as a batch total. As you enter data, Advantage keeps running totals for the information that you enter; these running totals should equal the control totals before you post the file.

For example, you can calculate timesheet control totals by adding up all of the regular hours and overtime hours on all of the timesheets that you are about to enter. Advantage uses the control totals to verify that the total amounts you enter during data entry are equal to the total amounts you planned to enter.

If you select the sum key ( [image]) in data entry, Advantage will total all of the transactions in the data entry file and compare them with your input control total. You can also modify the control total at this point.


Debit

Enter the debit amount of the journal entry. This amount will be charged to the project, task, and account combination.


Credit

Enter the credit amount of the journal entry. This amount will be charged to the project, task, and account combination.


Supp Bill

Suppress Billing. If you want this journal entry to affect only the cost (project and general ledger) side of your system, select this option. If you want this journal entry to affect the billing side and appear on the invoice, leave this option unselected.


Invoice Total

Enter the total amount of the transactions to be entered in this file. Unless otherwise specified in System Setup Maintenance, you cannot post an unbalance transaction file. The amount you enter on the New Files screen must equal the total amount of the transactions entered in the file.


Reg Hrs Total

Enter the total number of regular hours to be entered in the file. Unless otherwise specified in System Setup Maintenance, you cannot post an unbalanced transaction file.


Ovt Hrs Total

Enter the total number of overtime hours to be entered in the file. Unless otherwise specified in System Setup Maintenance, you cannot post an unbalanced transaction file.


Reg Amt Total

Enter the total amount of regular labor dollars to be entered in the file. Unless otherwise specified in System Setup Maintenance, you cannot post an unbalanced transaction file.


Ovt Amt Total

Enter the total amount of overtime labor dollars to be entered in the file. Unless otherwise specified in System Setup Maintenance, you cannot post an unbalanced transaction file.


Billing Amt Total

This column appears only if you use base project reporting on billing rates. This field lets you adjust the amount posted for the labor item, for billing purposes.


Date

Enter the date for this transaction.


Labor Code

Required. Enter the labor code associated with the hours entered.

To enter a labor code, double-click or press the F3 key in this field. Advantage displays the Labor Code Lookup list, from which you can define the labor code.


Regular Hours

Enter the total number of regular hours. In Labor Adjustment Data Entry and Timesheet Data Entry, you do not charge hours to an account. All postings are automatic.


Overtime Hours

Enter the total number of overtime hours. In Labor Adjustment Data Entry and Timesheet Data Entry, you do not charge hours to an account. All postings are automatic.


Reg Amount

Enter the total regular amount (dollars) of the adjustment.


Ovt Amount

This field lets you adjust the overtime amount posted to the cost rate for the labor item.


Billing Amount

Enter the total billing amount (dollars) of the adjustment.


Suppr Billing

Suppress Billing. If you want this labor adjustment or employee expense to affect only the cost (project and general ledger) side of your system, select this option. If you want to include this charge on the billing side, do not select this option.

For example, you may want to suppress billing if you inserted a labor detail line through the billing application for billing purposes only and now need to absorb the cost into the project.


Comment

For labor adjustments and timesheets, this is an optional field. You can enter a comment for the labor adjustment/timesheet, using up to 255 characters of free text.

For cash receipts and employee repayments, this is a required field. You can enter a comment for the cash receipt/employee repayment, using up to 40 characters of free text.


Originals

Enter the number of originals.


Copies

Enter the number of copies made.


Start Date

Enter the starting date for the time period. This is a control date for reference purposes only.

If you double-click or press the F3 key in this field, Advantage displays a calendar form from which you can select the applicable date for this file.


End Date

Enter the ending date for the time period. This is a control date for reference purposes only.

If you double-click or press F3 in this field, Advantage displays a calendar form from which you can select the applicable date for this file.


Table

If a project-specific or referenced table was entered in Project Table Maintenance for this project, that table automatically appears in this field. Otherwise, the Default unit table appears in this field.

If the table that appears in this field is incorrect, enter the table that contains the unit’s applicable rate (and other costing information) for this project. To see a list of tables, click on the drop-down arrow in this field.


Quantity

Enter the number of units to charge to this project. The quantity will be multiplied by the rate (billing or cost) for this unit, as defined in Unit Table Maintenance, to determine the extended billing or cost amount for this unit.


Report Name

Enter an appropriate name that will identify the reason for submitting the report.


Employee

Enter an Advantage employee number in this field.

For Employee Repayments Data Entry, after you enter the employee number, Advantage automatically enters the employee name in the Name field and, if the employee has a bank listed in Advantage, Advantage enters the name of the bank in the Bank field.

For Timesheets and Labor Adjustments Data Entry, enter the employee number with which to associate the timesheet or labor adjustment. When you do this, Advantage displays the employee’s name on the form to the right of the Employee field.


Bank

Select the bank code to associate with this transaction. The bank code directs the implicit posting for the data entry file.


Record Selector

There are several types of record selectors in Advantage:

Record Selector	Definition
	Current record: This is the current record; the record will be saved as it appears.
	Pencil: You are editing this record; changes to this record have not been saved.
	New record: This is a new record that you can enter information in.


Check Number

Enter the check number for this cash disbursement, using up to 7 alphanumeric characters. If you enter less than 7 characters, Advantage adds leading zeros to the number you entered.


Reference Number

Required. Enter a number by which to reference this transaction, using up to 7 alphanumeric characters. If you enter less than 7 characters, Advantage adds leading zeros to the number you entered.


Unit Number

Enter the unit number to associate with this data entry file. When you enter a unit, Advantage displays the name of the unit and the plural label for the unit next to this field for your reference.

Double-click or press the F3 key in this field to retrieve a list of the available units in your database. To add a new unit, use Unit Table Maintenance.


In these tables box

Displays the tables in which this unit appears. All units appear in the Default unit table. Units may also appear in a project-specific or referenced unit table.

If a unit appears in multiple unit tables, it may have a different rate assigned it. For this reason, ensure that you are selecting the appropriate table for the unit (if multiple tables exist).


Invoice Number

For manual invoices, enter the invoice number for this invoice, using up to 7 characters of free text. If you enter less than 7 characters, Advantage adds leading zeros to the number you entered.

For invoices generated through Interactive or Batch Billing, the invoice number is generated through the Billing system and should not be modified.


Invoice Date

For manual invoices, enter the date for this invoice.

For invoices generated through Interactive or Batch Billing, Advantage displays the invoice date specified on the Session Options form. You can modify this date if desired.


Report Date

Required. Enter the date for this expense report.


Report Name

Required. Enter a name by which to identify this expense report, using up to 40 characters of free text.


Type of Print

Required. Enter a description for this printing expense, using up to 40 characters of free text.


Invoice Section

The invoice section of this form determines in which section of the invoice the charges you enter will appear. Available columns are: Fee, Labor, Consultant, Expense, Unit, Add-on, Tax, and Interest. For each of these invoice sections, you can enter an account, amount, and retainage amount.


Retainage

Enter the retainage amount for this invoice. Retainage represents the amount to be withheld from an invoice until a milestone in the project has been reached (usually project completion).

If you are using the Retainage feature in the Billing application, this amount is automatically calculated during the Accept Invoice process. You can then modify the amount, if desired, in Invoice Data Entry.


Total
Retainage Total

Enter the total retainage amount to be entered for the invoice in this file.


Update project billing amount when adjusting revenue

Select this option if you want journal entries posted to revenue to update billing amounts.


Journal Entry Type

Select the type of journal entry you are entering. Your choices are accrual, cash, or both accrual and cash.


Report errors only

Select this option to report only errors contained in the specified transaction files. The errors include invalid projects, employees, accounts, and so on.


Net Amount

Optional. Enter the amount of the item less any taxes. Taxes are entered separately in the Tax field.

The amount you enter in this field, is the amount that flows to the project and appears on all Project reports. Taxes are not treated as project costs because they can be reclaimed.

This field only appears if the Enable tax auditing feature is selected on the Taxes tab of General System Setup.


Tax Code

Optional. Select the tax code to apply to the Net Amount. When you select the tax code, Advantage automatically calculates the tax amount based on the rate entered for the tax code in Tax Codes Setup. The tax amount is then added to the Net Amount to yield to total amount for this detail line.

This field only appears if the Enable tax auditing feature is selected on the Taxes tab of General System Setup.


Tax

Optional. Advantage displays the tax amount based on the tax code you entered. The tax amount is then added to the Net Amount to yield to total amount for this detail line. You can override the amount in this field, if needed.

This field only appears if the Enable tax auditing feature is selected on the Taxes tab of General System Setup.


Default Tax Code

Optional. Enter the default tax code for this batch. This tax code can be overridden on a transaction line basis, as needed.


Allow Tax Entries

Optional. Select this option if you want to be able to enter tax entries in this batch. If you select this option, the following additional fields are enabled in Journal Entry Data Entry:

Tax Code

Type

Tax Debit

Tax Credit


Tax Type

Required. Select the tax type for this journal entry detail line. Your options are:

•	Input - Specifies that the entry represents an input (that is, a good purchased by the company).

•	Output - Specifies that the tax entry represents an output (that is, a good sold by the company).

The Type is used to classify the posted data for tax reporting, as well as to determine the general ledger account for the tax posting.


Tax Debit

Optional. Advantage displays the tax amount based on the tax code you entered and the amount entered in the Debit field. The tax amount is then added to the Debit amount to yield to total amount for this detail line. You can override the amount in this field, if needed.

This field only appears if the Enable tax auditing feature is selected on the Taxes tab of General System Setup.


Tax Credit

Optional. Advantage displays the tax amount based on the tax code you entered and the amount entered in the Credit field. The tax amount is then added to the Credit amount to yield to total amount for this detail line. You can override the amount in this field, if needed.

This field only appears if the Enable tax auditing feature is selected on the Taxes tab of General System Setup.


Tax Basis

Use this field to enter manually the basis on which this tax receipt is computed.  The tax basis is the taxable value of the item to which the tax rate is applied; for example, if the tax receipt is $1.00 and the tax rate for the specified tax code is 10%, Advantage calculates the tax basis as $1.00/.10, or $10.00.

You would enter a figure manually in this field whenever the calculated entry is inaccurate.  Inaccuracy could occur due to rounding, or to some exception in the way the tax rate applies to the item.

For any tax basis amount, when the tax receipt transaction is posted, the tax rate and the item’s tax basis are stored with the transaction, making them available for tax reporting.


Retainage Total

Optional. Enter the retainage amount applied to this invoice for this section. Retainage amounts should be entered as negative amounts.


Auto selection criteria - profit center

To select employees for a processing session based on a profit center, click on the drop-down arrow in the Profit Center field and select the bank code on which to select employees.

If you enter a value for more than one auto selection, Advantage only includes vendors that meet all of the selection criteria.


Auto selection criteria - employee select codes

To select employees for a processing session based on an employee select code value, click on the drop-down arrow in the appropriate employee select code field and select the value on which to select employees.

If you enter a value for more than one auto selection, Advantage only includes vendors that meet all of the selection criteria.


Change Dates

Click on the Change Dates button to change the transaction date for a recurring transaction. Advantage displays the Change Transaction Dates form where you can specify a new transaction date (you can also specify a new invoice date and payment date for A/P Vouchers) for the recurring transaction file. This feature universally changes all dates in the file.


Clear Amounts

Click Clear Amounts to enter a new amount for a recurring transaction (if appropriate). Advantage removes the amount(s) from the detail lines of the recurring transaction file. You can specify new amounts as appropriate. This feature is useful if the amounts in the file change each posting run.


Reverse Amounts

Click Reverse Amounts to reverse the amount(s) of a previous recurring transaction (if appropriate). Advantage reverses the amounts on the detail lines of the recurring transaction and on the New File control total screen. This feature is useful for setting up reversing journal entries.


Resubmit

Click on the Resubmit button to make a recurring transaction file available for posting in the current accounting period. This button is only enabled if you have previously posted the recurring transaction file. You must click on the Resubmit button for the file to become available for posting.


Change Transaction Dates

Enter the new transaction date for the recurring transaction file in the Date field.

Double-click or press the F3 key in this field to receive a calendar lookup from which you can select the appropriate date.

Depending on the type of recurring transaction you are entering, you may also have to enter a new Invoice date or a new Report date.

Click OK to save your changes and return to data entry, or click on the Cancel button to clear the form and return to data entry without changing the transaction date.


Timekeeper Timesheets Files Form

When you access the Timekeeper Timesheets posting routine, Advantage displays the Timekeeper Timesheets Files form. Advantage also displays this form when you choose to print or review a Timekeeper Timesheets transaction list from the Reporting menu. In both cases, all unposted Timekeeper timesheets appear in the file list on the form.

The following buttons allow you to select, post, and submit timesheets, and to exit the posting or transaction list reporting routine.

Button	Description
	Select all the timesheets in the file list. You can then post the selected timesheets, preview the transaction list for the selected timesheets, or print the transaction list for the selected timesheets.
	Post selected timesheets from the file list. This button does not appear on the form in the transaction list reporting routine.
	Submit selected timesheets from the file list to a process queue for posting at a specified date/time. This button does not appear on the form in the transaction list reporting routine.
	Exit the application.


Period ending

Select the labor period for which you want to review the Timekeeper Timesheets transaction list and/or post Timekeeper timesheets.


Employee Sort

The Employee Sort options allow you to sort the timesheets in the file list on the Timekeeper Timesheets Files form.

Select the Number option to sort the timesheets in the file list numerically by employee number.

Select the Last Name option to sort the timesheets in the file list alphabetically by employee last name.

Selecting these options does not sort the information on the transaction list or the posting log. Instead, these options sort the timesheets available for posting (in the file list) so that you can easily locate the timesheets you want to post (or review).


Expensekeeper Expense Reports Files Form

When you access the Expensekeeper Expense Reports posting routine, Advantage displays the Expensekeeper Expense Reports Files form. Advantage also displays this form when you choose to print or review an Expensekeeper Expense Reports transaction list from the Reporting menu. In both cases, all unposted Expensekeeper expense reports appear in the file list on the form.

The following buttons allow you to select, post, and submit expense reports, and to exit the posting or transaction list reporting routine.

Button	Description
	Select all the expense reports in the file list. You can then post the selected expense reports, preview the transaction list for the selected expense reports, or print the transaction list for the selected expense reports.
	Post selected expense reports from the file list. This button does not appear on the form in the transaction list reporting routine.
	Submit selected expense reports from the file list to a process queue for posting at a specified date/time. This button does not appear on the form in the transaction list reporting routine.
	Exit the application.


Number or Name Sorting

The Number and Name buttons allow you to sort the expense reports in the file list on the Expensekeeper Expense Reports Files form.

Click on the Number button to sort the expense reports in the file list numerically by employee number.

Click on the Name button to sort the expense reports in the file list alphabetically by employee last name.

Clicking on these buttons does not sort the information on the transaction list or the posting log. Instead, these buttons sort the expense reports available for posting (in the file list) so that you can easily locate the expense reports you want to post (or review).


Group

If you have groups established on the Employee Groups tab in Timekeeper Administration, you can use the Group field to specify the employee groups for which you want to review transaction lists or post Timekeeper timesheets.

To review the transaction list or post timesheets for all groups, select the All Groups option from the drop-down list in the Group field. This is the default.

To review the transaction list or post timesheets for a specific employee group, select the appropriate group from the drop-down list in the Group field.

When you select an employee group, only the timesheets for employees in that group appear in the file list on the Timekeeper Timesheets Files form. If all groups are selected, then the timesheets for all employees appear in the file list.


Group

If you have groups established on the Employee Groups tab in Expensekeeper Administration, you can use the Group field to specify the employee groups for which you want to review transaction lists or post Expensekeeper expense reports.

To review the transaction list or post expense reports for all groups, select the All Groups option from the drop-down list in the Group field. This is the default.

To review the transaction list or post expense reports for a specific employee group, select the appropriate group from the drop-down list in the Group field.

When you select an employee group, only the expense reports for employees in that group appear in the file list on the Expensekeeper Expense Reports Files form. If all groups are selected, then the expense reports for all employees appear in the file list.


Invoice Date and Report Date

Invoice Date

When entering a recurring transaction in A/P Vouchers Data Entry, you must enter a new voucher date each time you process a voucher using the recurring transaction file.

Enter the date from the vendor's current invoice in the Invoice Date field on the Change Dates form. Advantage uses this date to calculate the payment date if the terms are specified as a number of days.

Double-click or press the F3 key in this field to receive a calendar lookup from which you can select the appropriate date.

Report Date

When entering a recurring transaction in Employee Expenses Data Entry, you must enter a new report date each time you process an expense report using the recurring transaction file.

Enter the new report date in the Report Date field on the Change Dates form

Double-click or press the F3 key in this field to receive a calendar lookup from which you can select the appropriate date.


Payment Date

Enter the new payment date for the recurring transaction file. The payment date indicates the processing run in which the voucher for the recurring transaction file will be included. To see a list of payment options, click on the drop-down arrow in this field. You can specify one of the following values:

Type	Scheduled for Payment
Calendar	In the check run dated on or before the payment date entered at the start of payment processing.
Next	In the next check run.
Hold	On hold until you manually change the payment date to one of the other three options.
PWP	In the check run immediately following your firm’s full receipt of payment for the job (Pay When Paid).


Transaction Files Forms

When you select Data Entry or Transaction Posting from the Processing menu and then select a transaction, Advantage displays a Transaction Files form for the specified transaction type (Timesheets, Labor Adjustments, A/P Vouchers, and so on).

Data Entry Files Form

When you access data entry processing, Advantage displays the Select Files form, which lists unposted data entry files for the specified transaction type. Use this form to create new data entry files, and to review, edit, or delete existing data entry files.

Transaction Posting Files Form

When you access the posting routine, Advantage displays the Post Files form, which lists unposted data entry files for the specified transaction type. Use this form to select data entry files to post.


Select Files Form

When you access data entry processing, Advantage displays the Select Transaction Files form. Unposted data entry files and recurring data entry files (for the transaction type selected) appear in the file list on the form.

The following buttons are available on the Select Transaction Files form:

Button	Description
	Open an existing data entry file from the file list.
	Create a new data entry file.
	Delete selected data entry files from the file list.
	Exit Data Entry without opening an existing file or creating a new file.
	Create a new data entry file for transactions that need to be posted each accounting period with little or no change in content (for example, rent). The file can be posted repeatedly. This button is available only in A/P Vouchers, Cash Disbursements, Journal Entries, Employee Expenses, Miscellaneous Expenses, and Prints and Reproductions Data Entry.
	Review the Missing Timesheet report in Employee Reporting. This button is available only in Timesheet Data Entry.


Post Files Form

When you access the posting routine, Advantage displays the Post Transaction Files form. Unposted data entry files (for the transaction type selected) appear in the file list on the form.

The following buttons are available on the Post Transaction Files form:

Button	Description
	Post selected data entry files from the file list. Press the Shift key to select consecutive files for posting, or press the Ctrl key to select multiple files individually.
	Submit selected data entry files from the file list to a process queue for posting at a specified date/time.
	Delete selected data entry files from the file list without posting the files.
	Exit Transaction Posting without posting any data entry files, or exit Transaction Posting after submitting selected data entry files to a process queue for posting at a specified date/time.
	Review the Missing Timesheet report in Employee Reporting. This button is available only in Timesheet Posting.


 Accrual Date

When you first display the Benefit Hours Processing form, today’s date appears in the accrual date field. You can change this date to any other date you wish. Keep in mind that Advantage uses this date:

•	In the header of the Benefit Hours Processing Journal.

•	As the control date for the benefit hours processing session.


 Date of Last Benefit Accruals Processing

This field shows the last accrual date that you used. It appears here solely for your reference and cannot be changed.


Update Project Billing Amount When Adjusting Revenue

Select this field if you want Advantage to include the amount of this journal entry when it calculates job-to-date billings for the referenced project. It is important to check this field if you use a billing-based revenue method for the project and you are making an entry to a revenue account.

If you use the labor cross-charge feature of Profit Center Reporting, Advantage selects this field automatically when it creates journal entries to transfer revenue.


Employee

Either:

•	Enter the employee number of the employee for whom you are making the benefit accrual adjustment, or

•	Double-click in the Employee field to see a list of all employees, then select one.


Code

The code that represents the benefit accrual plan for which you are making the adjustment.


Current Balance

The number of hours the employee has in balance for the benefit accrual plan, prior to the adjustment. Advantage supplies this balance automatically.


Earned

Enter the number of hours that this adjustment adds to the year-to-date earned amount for this benefit accrual plan.


Taken

Enter the number of hours that this adjustment adds to the year-to-date taken amount for this benefit accrual plan.


Adjusted Balance

The number of hours the employee has in balance for the benefit accrual plan, after the adjustment. Advantage supplies this balance automatically.


Ovt-2 Hours

Enter the total number of secondary overtime hours. Secondary overtime hours are hours costed and paid at a higher or lower rate than standard overtime hours (often 200% of the employee's job cost rate or pay rate).

In Labor Adjustment Data Entry and Timesheet Data Entry, you do not charge hours to an account. All account postings are automatic.


Ovt-2 Amt

Enter the total secondary overtime amount (dollars) of the adjustment.


Ovt-2 Hrs Total

Enter the total number of secondary overtime hours to be entered in the file. Unless otherwise specified in System Setup Maintenance, you cannot post an unbalanced transaction file.


Ovt-2 Amt Total

Enter the total amount of secondary overtime dollars to be entered in the file. Unless otherwise specified in System Setup Maintenance, you cannot post an unbalanced transaction file.


Employee Review Form

With the Employee Review form open you can:

•	Review payment information for all employees included in the Employee Lookup list.

•	Give an advance to an employee.

•	Adjust the applied advance for an expense report.

•	Change the bank from which an advance will be paid.

•	View employee balances in the Employee Ledger report.

•	View details of individual expense reports.

•	Select the specific expense reports to be paid—manual payment processing only.


Display Retainer's Balance

Select this option to print the retainer’s balance (if any) for each project.


Tax Code

Use the drop-down box to select a tax code to associate with this cash receipt.

This field appears only if Enable tax auditing feature is selected on the Taxes tab of General System Setup.


Amount Advanced

Enter the total amount of the advances to be entered in the employee expense data entry file. Unless otherwise specified in System Setup Maintenance, you cannot post an unbalanced transaction file. The amount you enter in this field in the New Files dialog must equal the Amount Advanced entered in the file.

As you enter data, Advantage keeps running totals for the information that you enter; these running totals should equal the control totals before you post the file.

Advantage uses the amount you enter here to verify that the Amount Advanced you enter during data entry equals the Amount Advanced you planned to enter.

To compare the two, click ( [image]) in the employee expense data entry file. The Review Totals dialog opens, comparing the Amount Advanced entered in the employee expense file with the Amount Advanced entered in the New File dialog.  In the Review Totals dialog, you can modify the Amount Advanced.


Amount Advanced

Enter the amount, if any, advanced for the employee expenses covered by this expense report.

This data entry form must contain at least one row of data in order for the file to be posted. If you are using this form merely to enter an Amount Advanced, this row can include an Overhead Project, Indirect Labor Account and a zero Amount.


Expense Lookup

To enable this button, enter an Employee in the Employee Expense file dialog.

Click this button to open a lookup list of all of the Employee’s posted expense reports, whether created through Expensekeeper or through Employee Expense Data Entry.


Overview of Advantage Processing

In addition to data entry and transaction posting, Advantage allows you to process various other accounting and employee transactions. The following list highlights these transactions.

•	The Adjust Salaried Job Costing processing option allows you to adjust the hourly amounts paid to salaried employees (for reporting purposes) to reflect true job costing rates on your projects.

•	The Employee Advances and Expenses processing option allows you to enter and post employee advance/expense payments, print checks for employee advance/expense payments, and complete direct deposit transactions for employee advance/expense payments.

•	The Benefit Hours processing option allows you to accrue benefit hours for employees on a regular basis, so that your employees receive the vacation, sick, and other benefit time to which they are entitled.

•	The Bank Statement Reconciliation processing option allows you to review and reconcile your General Ledger activity such as accounts payable checks, payroll checks, cash disbursement checks, accounts payable disbursement checks, cash receipts, employee advance and expense checks, and employee repayments for a specified bank code.

•	The Void Check processing option allows you to void a check written to pay an accounts payable voucher, void a manual check paid through A/P payment processing, cash disbursements, or employee advances and expenses processing, void an accounts payable disbursement check, and void a payroll check.


Overview of Advance Amounts for Employees

Expensekeeper administrators can enter and modify employee advance amounts through Employee Expenses Data Entry, whether the advance was entered through Expensekeeper or through Employee Expenses Data Entry:

•	Use the Expense Lookup button to open a list of all of an employee’s posted expense reports, whether entered through Expensekeeper or through Data Entry.

•	The New File batch and Review Totals forms each include an Amount Advanced field.

•	The unbalanced transaction posting routine includes a comparison of the control total and input total for advance amounts.

•	When you delete a file, Del includes the advance amount in the deletion.

•	The Employee Expenses Transaction List includes the advance amount.


Profit Centers and Data Entry

Advantage uses the Project field on transaction data entry forms to implement your firm’s profit center approach:

•	If your firm is using profit centers and maintaining separate Balance Sheets, Project is a required field.

•	If your firm is using profit centers and not maintaining separate Balance Sheets, Project is a required field if you enter an Income Statement Account, and an inactive field if you enter a Balance Sheet Account. In this scenario, Income Statement accounts include Revenue, Reimbursable, Direct, Indirect, and Other Charges accounts.

•	If your firm is not using profit centers, Project is a required field if you enter an Income Statement Account, and inactive if you enter an Other Charges or Balance Sheet account. In this scenario, Income Statement accounts include Revenue, Reimbursable, Direct, and Indirect accounts, but not Other Charges accounts.


Access and Modify Prior Expense Reports

Expensekeeper administrators can use Employee Expenses Data Entry to copy or reverse out posted employee expense reports created from either Employee Expenses Data Entry or Expensekeeper.

To open a list of all of an employee’s expense reports, whether entered through Expensekeeper or through Employee Expense Data Entry, select the employee on the Employee Expenses data entry form and click Expense Lookup.


Viewing the Project Closeout Posting Log

The Project Closeout Posting Log lists all projects closed out during a run, along with the receiving projects.

You can either print the Project Closeout Posting Log immediately after posting a file, or from the Reporting menu.

To print the Project Closeout posting log from the Reporting menu:

1.	Select Reporting, Posting Logs, Project Closeout from the Advantage main menu. Advantage displays the project closeout files posted during the current period.

2.	Highlight the posting log to print. The posting log can be identified by the posting run number or the date and time stamp of the posting.

3.	Click on the Print button to send the posting log to your default printer. Or, click on the Print Preview button to view the posting log on your screen.

4.	Print/print preview additional Project Closeout posting logs.

5.	Click on the Close button to exit the Project Closeout posting log form.


Advantage Reporting

Advantage reporting offers you a complete, customizable way to retrieve data from your database. We recommend that you become familiar with these Advantage Reporting features before you begin:

Selecting Data for Reports reviews the Selection tab and the options available to you when selecting data for your reports.

Sorting Data on Reports reviews the Sorting tab and the options available to you when setting up sort criteria for the data on your reports.

Setting Up Report-Specific Options reviews the specific report tabs in all of the reporting routines.

Saving Report Settings reviews the procedure for saving report settings.

Loading Saved Report Settings reviews the procedure for loading saved report settings.

Generating Reports reviews the Batch Printing tab, Print option, Print Preview option, and Submit option.

Custom Reporting Toolkit

Do you need more customization options for your reports? Click here [image] to learn about the Advantage Custom Reporting Toolkit. The toolkit lets you create custom reports based on queries, which you set up.

Interactive Reporting Applications

If your firm has purchased any of the following Advantage interactive reporting applications, you should follow the separate procedures provided in the help topics specific to those applications. You can see help for:

Interactive Project Reporting

Interactive Employee Reporting

Interactive General Ledger Reporting

Interactive Accounts Receivable Reporting


Selecting Data for Reports

You select the data to include on your reports using the Selection tab located within each of the Reporting routines. The information on this tab differs slightly for each reporting routine, however, the functionality is basically the same. The type of information that differs is as follows:

•	The fixed selection criteria located in the middle of the form. This information includes either project, employee, account, or vendor specific data depending on the report type.

•	The sort/select codes as defined in Sort/Select Setup Maintenance. This information includes either project, employee, account, or vendor specific sort/select codes.

•	The specific key field selection section at the bottom of the form. You will either be able to select/clear specific projects, employees, accounts, or vendors, based on the reporting routine.

The selection options for reporting offer you complete flexibility when generating reports. To help you become more familiar with your options on the Selection tab, refer to the following topics:

Selection Tab (Reporting)

Specific Key Field Selection Section

Selection Criteria Section

Profit Center and Sort/Selects Section

  Related Topics


Selection Tab (Reporting)

The Selection tab offers you complete flexibility when setting up selection criteria for your reports. On this tab, you can decide which profit center levels and/or sort/select codes to use when selecting data. Some of the benefits of this type of selection are:

•	You can set up multiple types of selection criteria for the same profit center level or sort/select code. For example, assume you have a custom sort/select field, Contract Date, defined for your project, and you want to view all projects whose contract date is between 2/28/97 and 3/31/98. If you put the selection criteria, >02/28/97; <03/31/98, on one line, you are setting up an ‘or’ type relationship. Since all contracts were dated after 2/28/97 or before 3/31/98, you would retrieve all projects in your database.

Set up this selection criteria as follows:

By entering the selection criteria on two separate lines, you are setting up an ‘and’ type relationship. In other words, Advantage will retrieve all projects with contract dates after 02/28/97 and before 03/31/98.

•	You can specify up to nine custom selection criteria values (depending on the number of fixed selection options) based on your profit center levels (if Profit Center Reporting is installed) or your sort/select codes (set up in Sort/Select Setup Table Maintenance). This feature is especially useful for your employee and project sort/select codes, since you can define up to 30 custom sort/select codes for these key fields.

•	You can select multiple values for each selection criteria established.

The Selection tab is divided into three sections:

Selection Criteria

Profit Center and Sort/Selects

Specific Key Field Selection

See also Specifying Selection Values.

  Notes


Specific Key Field Selection Section

You can select to print the report for a specific project, account, vendor, or employee using the Selection tab located within the reporting routines.

To do this, select the specific project, employee, account, or vendor number in the Project, Employee, Account, or Vendor field on the Selection tab of the appropriate reporting routine.

Another method to run the report for one specific value is detailed below:

1.	Click on the Select Specific Projects, Employees, Accounts, or Vendors button on the Selection tab of the appropriate reporting routine. Advantage displays a list of available projects, employees, accounts, or vendors (depending on which reporting routine you select).

•	If you have other selection criteria entered on the Selection tab, Advantage only displays a list of values that match all of the selection criteria.

•	If no other selection criteria is entered on the Selection tab, Advantage displays a list of all available values in your database.

2.	Optional. Select the Selection based on task values if you want Advantage to restrict you to selecting only those tasks that match the criteria entered.

3.	Select the project, employee, account, or vendor from the list.

4.	Click on the OK button to return to the reporting form. Advantage displays "1 <key field> Selected" on the Select Specific Projects, Employees, Accounts, or Vendors button.

The text on this button appears in red so that it stands out. Prior to running a report, you should verify that the correct value is selected.

5.	Run the report, define options for the report, or continue to enter additional selection criteria.

  Notes

  Related Topics


Selection Criteria Section

This section contains the fixed selection criteria available to you. You can also use a customizable list of selection criteria, based upon your profit center information and sort/select codes.

The fixed fields are as follows:

Project Selection Criteria can be defined for the Accounts Payable, Accounts Receivable, and Project reports (or data categories in the Custom Reporting Toolkit), the Employee Labor Detail report, and the Unbilled Detail Report. The fixed selection criteria for projects is as follows:

Field	Description
Principal	Enter the principals for which to run the report.
Project Manager	Enter the project managers for which to run the report.
Client	Enter the clients for which to run the report.
Type	Enter the project types for which to run the report.
Status	Enter the appropriate statuses for which to run the report.
Vendor Selection Criteria can be defined for the Accounts Payable reports (or data categories in the Custom Reporting Toolkit). The fixed selection criteria for vendors is as follows:

Field	Description
Type	Enter the vendor types for which to run the report.
Status	Enter the appropriate statuses for which to run the report.
You can use the 1099 Required Vendors Only option to limit the selected set to only those vendors for whom you need to file a 1099 form.

Employee Selection Criteria can be defined for the Employee and Payroll reports (or data categories in the Custom Reporting Toolkit). The fixed selection criteria for employees is as follows:

Field	Description
Status	Enter the appropriate statuses for which to run the report.
Payroll Selection Criteria can be defined for the Payroll reports (or data category in the Custom Reporting Toolkit). The fixed selection criteria for payroll data is as follows:

Field	Description
W-2 Year	Enter the W-2 year for which to run the report.
W-2 Quarter	Enter the W-2 quarter for which to run the report.
Accounting Period	Enter the accounting period for which to run the report, if desired.
Posting Seq	If you select a specific accounting period, you can also define the posting sequence number of the payroll run for which to retrieve data.
 Notes


Specifying Selection Values

Once you determine the selection criteria you will be using for the report, your next step is to select the values to associate with the selection criteria. You can select as many values from a lookup as desired. Remember if you are specifying the values in the same selection criteria field, you are setting up an ‘or’ relationship. In other words Advantage retrieves all items that match at least one of the selection criteria for the field.

You access available selection values for a field by clicking on the Find button [image]. Advantage displays a window with the available values for that field.

Use the following table when selecting the values to include in the selection criteria for the report:

To select one value	Highlight the desired value and click on the Select button. Or, double-click on the desired value.
To select multiple, sequential values	Hold down the <Shift> key and click on the first and last value in the range.  Or, hold down the left mouse button and drag the mouse over the desired values to include. When all desired values are selected, click on the Select button.
To select multiple, non-sequential values	Hold down the <Ctrl> key and click on each individual value to include. When all desired values are selected, click on the Select button. Or, double-click on each individual value you want to include.
  Notes

  Related Topics


Viewing all Selection Values for a Field

There may be times when you enter so many values for a selection field that you cannot see them on the screens. If you enter multiple fields and you cannot see all of your entries in the Selection Criteria field, double-click in the field. When you do this, the field expands to display all values associated with that selection field.

Advantage only expands the field if there are more than 50 characters in the selection criteria field. Otherwise, you can scroll to the left or right to see all selected values.

  Related Topics


Deleting Selection Values

To delete a value in a selection field:

1.	In the selection field, place your cursor on the value to delete.

2.	Click on the <Backspace> or <Delete> key on your keyboard. Advantage deletes the value in the selection criteria field.

If you are deleting a value entered in a sort/select code (as defined in Sort/Select Setup Maintenance), the value will not automatically delete when you place your cursor on the value. You will need to highlight the value and delete each character.

To delete all the values for a specific selection criteria field, click Clear All [image].

  Related Topics


Profit Center and Sort Selects Section

The Profit Center and Sort/Selects sections of your reporting forms contain a customizable list of fields which you can define based on the number of profit center levels (if Profit Center Reporting is installed) and sort/select codes (as defined in Sort/Select Setup Maintenance) established in your firm. You can use these fields in addition to the standard selection fields supplied with Advantage.

In this section, you can define up to nine different selection criteria fields and values. Choosing the values for which to select report data functions differently in this section of the form, as follows:

Revenue Method

On all forms where you can select projects, you have the option to select by revenue method. If you choose to select projects based on a revenue method, click Find [image]. Advantage displays a lookup of the standard and custom-defined revenue methods available to you.

Profit Centers

If you are choosing a value for a specific profit center level, click Find [image]. Advantage displays a lookup of the available values for that level. This functions similarly to the Selection Criteria section of this form. For more information, see the topic titled Specifying Selection Values for Profit Center Fields.

Text Select Fields

If you are choosing a value for a text sort/select field, click Find [image]. Advantage displays a lookup of all values entered for this select code. This lookup includes values entered through Sort/Select Lists Maintenance, as well as those entered through the table maintenance routine for this sort/select code. For more information, see Specifying Selection Values for Text Fields.

Numeric Select Fields

If you are choosing a value for a numeric sort/select field, you cannot click Find [image]. Instead, you must enter the numeric value. For more information, see Specifying Selection Values for Numeric Fields.

Date Select Fields

If you are choosing a value for a date sort/select field, click Find ( [image]). Advantage displays a calendar lookup where you can select a date. You can also enter a date or a range of dates. For more information, see Specifying Selection Values for Date Fields.

1099 Required option for A/P Reports

Use the 1099 Required option to limit the selected set to only those vendors for whom you need to file a 1099 form.

  Notes


Specifying Selection Values for Text Fields

If the sort/select field is a text field, you can click Find [image] to display a lookup of all list values in Sort/Select Lists Maintenance.


Specifying Selection Values for Numeric Fields

If the sort/select field is a numeric field, you cannot use the Find [image] button to obtain values. Instead, you must enter specific values or ranges of values, as follows:

•	To enter a specific value, enter the value in the field.

•	To enter multiple values, enter the values in the field separated by a semicolon (;).If you put the values in the same field (as in the example below) Advantage sets up an ‘or’ relationship. In this case, it would retrieve all projects with 100,000, 250000, or 450000 specified at the Orig. Contract Value field in Project Table Maintenance.

This example would be entered as follows:

To specify a range of numeric values:

1.	Set up an ‘and’ relationship. By placing the values in separate fields, you are setting up an ‘and’ relationship.

2.	Use the < and > characters to define the range of acceptable values for the field. For example, assume you want to select projects with any value between 100,000 and 450,000.

You would set up the following:

  Note


Specifying Selection Values for Date Fields

If the sort/select field is a date field, you can use the Find ( [image]) button to obtain the calendar lookup, as follows:

•	To enter a specific date, enter the date in this field or select the date from the calendar lookup.

•	To enter multiple dates, enter the dates in the field separated by a semicolon (;). If you put the dates in the same field (as in the example below) Advantage sets up an ‘or’ relationship. In this case, it would retrieve all projects with a contract date of 2/15/97, 3/18/97, 6/15/97, 12/15/97, 2/1/98, or 3/31/98 specified at the Contract Date field in Project Table Maintenance.

This example would be entered as follows:

To specify a range of dates:

1.	Set up an ‘and’ relationship. By placing the values in separate fields, you are setting up an ‘and’ relationship.

2.	Use the < and > characters to define the range of acceptable values for the field. For example, assume you want to select projects with any value between 2/15/97 and 3/31/98. You would set up the following:

  Note


Selecting Specific Projects, Accounts, Vendors, or Employees Based on All Other Selection Criteria

You can further limit the number of projects, accounts, vendors, or employees that print on the report using the Selection tab of all reporting routines. The Select Specific Projects, Employees, Accounts, or Vendors button at the bottom of the form lets you perform the following types of key field selection:

Select a list of projects, employees, accounts, or vendors from a list.

Select a list of projects, employees, accounts, or vendors with similar characteristics based on a wild card value.

  Related Topics


Selecting a list of projects, employees, accounts, or vendors from a list

To select a list of projects, employees, accounts, or vendors from a list:

1.	Click on the Select Specific Projects, Employees, Accounts, or Vendors button on the Selection tab of the appropriate reporting routine. Advantage displays a list of available projects, employees, accounts, or vendors (depending on which reporting routine you select).

•	If you have other selection criteria entered on the Selection tab, Advantage only displays a list of values that match all of the selection criteria.

•	If no other selection criteria is entered on the Selection tab, Advantage displays a list of all available values in your database.

2.	Select the projects, employees, accounts, or vendors from the list.

3.	Click OK to return to the reporting form. Advantage displays the number of values selected on the Select Specific Projects, Employees, Accounts, or Vendors button.

The text on this button appears in red so that it stands out. Prior to running a report, you should verify that the correct values are selected.

4.	Run the report, define options for the report, or continue to enter additional selection criteria.


Entering a wild card value to select a group of projects, employees, accounts, or vendors

When you are selecting the desired projects, employees, accounts, or vendors to include on a report, you can use wild card values. To do this, enter the wild card string in the Project, Employee, Account, or Vendor field at the top of the Selection tab of the appropriate reporting routine.

Use the following examples to help you determine how to enter the desired wildcard:

Example	Retrieves the following values
*	All projects, employees, accounts, or vendors in your database.
*8*	All projects with an 8 specified in the project, employee, account, or vendor number. The "8" cannot be the first or last character in the number.
98*	All projects, employees, accounts, or vendors that begin with "98".
*2	All projects, employees, accounts, or vendors that end with the number "2".


Selecting Based on Task Values

When you enter project selection criteria on the Selection tab, Advantage selects and displays all projects (and all of their associated tasks) that meet the criteria regardless of whether the individual task values match the selection criteria.

If you select the Selection based on task values option, Advantage lets you select only the tasks that match the criteria entered. The value prints on the report, in the "Selected by" line.

Example

  Related Topics


Clearing Selection Criteria

You can remove all of the selection criteria for a field by clicking on the Clear button, [image], next to the desired selection field.

Additional ways in which you can clear selection criteria are as follows:

•	In the Selection field, click on the <Backspace> key until all values have been cleared, or highlight the desired values and click on the <Backspace> or <Delete> key.

•	Click on the Clear Selected <key field> button to remove all selected projects, employees, accounts, or vendors.


Sorting Data on Reports

You can define the order in which data prints on your reports using the Sorting tab on all reporting routines. Refer to the following sections for details:

Accounts Payable Reporting

Accounts Receivable Reporting

Employee Reporting

General Ledger Reporting

Billing Reporting

Unit Reporting

Payroll Reporting

Project Reporting

Cash Receipts


Setting up Report-Specific Options

Each reporting routine lets you set up options for the different reports available.

To view report-specific options:

1.	Click on the report’s tab from the appropriate reporting routine. The following reporting routines let you set up options for reports:

Accounts Payable Reporting

Accounts Receivable Reporting

Billing Reporting

Unit Reporting

Client Reporting

Employee Reporting

General Ledger Reporting

Payroll Reporting

Project Reporting

2.	Enter report-specific options and save your settings.


Saving Report Settings

Saving customized reporting settings has never been easier. Advantage reporting lets you save custom report settings under a user-defined description. This feature allows report settings to be saved for use at a later time. Project managers may save their report specific settings under their name, or project-specific settings under the project name.

To save report settings:

1.	Click Save Settings. Advantage displays the Save Report Settings form.

2.	Enter a description for the report settings in the Description field, using up to 40 alphanumeric characters.

3.	Optional.  Click on the Save as default settings option to make these report settings your default. The next time you enter the reporting routine, these options will be loaded by default.

4.	Click on the OK button to return to the reporting routine. The description you entered for this set of report settings appears in the lower left corner of the form.

  Tip/Trick


Loading Saved Report Settings

Whenever you open a reporting routine, Advantage loads the <Default> settings automatically, regardless of whether or not you have other saved report settings. Once you have a set of user-defined saved options, you will be able to load these options at any time during a reporting session.

To load report settings:

1.	Click on the Load Settings button on the bottom of the reporting form. Advantage displays the Load Report Settings form.

2.	Select the report settings to load.

3.	Click on the OK button. You will notice that the description entered for this set of report settings appears in the lower left corner of the form.


Generating Reports

Advantage reporting offers you several ways to display, print, and distribute reports:

•	Print a report.

•	Print preview a report, displaying it on your screen for review.

•	Submit multiple reports to the Process Server for printing.

•	E-mail any project, accounts receivable, or billing report to the appropriate project manager or principal.

What would you like to do?

Print or submit reports from the Batch Printing tab.

Print or submit reports from the report-specific tab.

Print preview a report.

E-mail reports.


Batch Printing Tab

The Batch Printing tab lets you send multiple reports to the printer or Process Server at the same time. This tab lists all of the reports included in the selected reporting routine.

You can perform several functions from this tab:

Print reports	Click on the Print button to print the selected reports. The reports print to the default printer for your workstation.
Submit reports for printing	Click on the Submit button to send the selected reports to the Process Server to be printed. This button only appears if the Enable Process Servers feature option is selected in General System Setup Maintenance.
Print preview reports	Click on the report icon to display a report on the screen.
Change report heading dates	Available for many but not all reports, this option lets you change the dates that appear at the top of reports.
E-mail reports	Available for many but not all reports, this option lets you e-mail reports to the appropriate principals, project managers, or clients, or to an e-mail address you specify on the report form at runtime. All billing reports, accounts receivable reports, and project reports allow you to email reports to principals, project managers, or clients. Most reports allow you to e-mail reports to an address that you specify on the report form at runtime. You can add text for the e-mail message if you like.
  Note

  Related Topics


Report-Specific Tab

Each report’s individual tab (for example, the Project Progress Report tab) lets you send the report to the printer or Process Server.

You can perform several functions from this tab:

Print the report	Click on the Print button to print the selected report. The report prints to the default printer for your workstation.
Submit the report for printing	Click on the Submit button to send the selected report to the Process Server to be printed. This button only appears if the Enable Process Servers feature option is selected in General System Setup Maintenance.
Print preview the report	Click on the Print Preview button to display a report on the screen.
E-mail the report	Available for many but not all reports, this option lets you e-mail the report to the appropriate principals, project managers, or clients, or to an e-mail address you specify on the report form at runtime. All billing reports, accounts receivable reports, and project reports allow you to email reports to principals, project managers, or clients. Most reports allow you to e-mail reports to an address that you specify on the report form at runtime. You can add text to the e-mail message if you like.
Specify report options	Choose among the formatting options available for the report. For more information about each report’s options, see the "Defining Options..." help topic for that report.


Print Previewing a Report

The Print Preview option lets you display an online version of a report, using current formatting options. You can print preview a report:

•	from the Batch Printing tab.

•	from the report-specific tab.


Troubleshooting Report Printing Problems

Problem:	You can print from all Windows applications except Microsoft Access 95, and therefore Advantage, using the HP supplied LaserJet 1100 printer driver.  Some possible error messages that appear are: • Device is busy • Microsoft Access Couldn't Print Your Object
Solution:	1. Select Settings, Printers from your Start menu. 2. Remove the printer that is using the HP LaserJet 1100 printer driver from the folder. 3. Recreate the printer using the HP LaserJet 4 Printer driver from your Windows 95 CD-ROM.
Alternate Print Drivers	If you still have problems printing and you are using the LaserJet 4 driver on an HP LaserJet 1100 printer, try one of the following drivers instead: • HP DeskJet Plus • HP LaserJet III • HP LaserJet 5


Accounting Reports

Advantage Accounting Reports help you monitor the information affecting your general ledger. The following accounting reports are available in Advantage:

General Ledger Reporting

Accounts Receivable Reporting

Cash Flow Forecast Report

Cash Journal

Cash Receipts

Check Register

Invoice Register


General Ledger Reporting

Advantage produces various reports to aid you in presenting and monitoring your financial information. Some of these reports, such as the Balance Sheet, are standard accounting reports. Others provide Advantage-specific information. For example, the Profit Planning Monitor shows actual vs. budgeted figures based on the corporate budgets you have set up via the Profit Planning Worksheet.

The General Ledger Reporting routine lets you print all of your general ledger related reports from one screen using the same options for each report. From General Ledger Reporting you can print (or view on-line) several reports:

Balance Sheet

Income Statement

Account Analysis

Trial Balance

Profit Planning Monitor

What do you want to do?

E-mail, print, or submit the report from the Batch Printing tab.

Select specific data for the report on the Selection tab.

Determine in what order to print report data on the Sorting tab.

Define options for the Balance Sheet.

Define options for the Income Statement.

Define options for the Account Analysis.

Define options for the Trial Balance.

Define options for the Profit Planning Monitor.

  Note


Sorting the General Ledger Reports

You can set up sorting criteria to determine the order in which information appears on your General Ledger reports.

To specify sort criteria for General Ledger reports:

1.	Select Reporting, General Ledger Reports from the Advantage main menu. Advantage displays the General Ledger Reporting form.

2.	Click the Sorting tab.

3.	Specify the first sorting level for your general ledger reports in the First Sort field:

•	Account Status

•	Profit Center (entire profit center)

•	Profit Center (specific profit center levels)

•	Sort/Select Codes

4.	Determine whether or not to insert a page break after the sort field.

5.	Specify whether to print subtotals at the end of each sort.

6.	As needed, specify additional sorting levels (sorting within sorts) in the Second Sort, Third Sort, and Fourth Sort fields. See step 3 for a list of options.

7.	Generate the reports.

  Notes


Defining Options for the Balance Sheet

The Balance Sheet tab of General Ledger Reporting lets you define and save multiple options for printing the Balance Sheet.

To define options for the Balance Sheet:

8.	Select Reporting, General Ledger Reports from the Advantage main menu. Advantage displays the General Ledger Reporting form.

9.	Click the Balance Sheet tab.

10.	Select options:

Account Subtotal Digit

Account Group Table

Profit Center Detail

Cash Basis Reporting

Print Current Period Amounts

11.	Click on the Print, Print Preview, or Submit button to generate this report.

  Notes

  Related Topics


Balance Sheet

The Advantage Balance Sheet shows the distribution of your firm’s, assets, liabilities, and net worth as of a specific date.

The Balance Sheet is divided into three sections (assets, liabilities, and net worth). For each section, the following information appears:

Column	Contents
Account Number	The account number.
Account Name	The account name.
Balance	The amount in the account at the time of printing.
At the end of each section, Advantage calculates the total for the section (total assets, total liabilities, and total net worth). Advantage then adds the total liabilities and net worth. If the total liabilities and net worth do not equal assets, Advantage prints a tolerance line. If this line appears on your Balance Sheet, you should identify and correct the problem and then re-print the Balance Sheet.

  Notes

  Related Topics


Defining Options for the Income Statement

The Income Statement tab of General Ledger Reporting lets you define and save multiple options for printing the Income Statement.

To define options for the Income Statement:

1.	Select Reporting, General Ledger Reports from the Advantage main menu. Advantage displays the General Ledger Reporting form.

2.	Click the Income Statement tab.

3.	Select options:

Account Subtotal Digit

Account Group Table

Profit Center Detail

Cash Basis Reporting

4.	Click on the Print, Print Preview, or Submit button to generate this report.

  Notes

 Related Topics


Income Statement

The Income Statement provides a detailed statement of your revenue and expense account balances for the current accounting period and year-to-date. Advantage uses these figures to calculate the firm’s current period and year-to-date profit/loss, which appears at the end of the Income Statement. This total profit/loss corresponds to the balance of the Current Year’s Profit and Loss account (312.00 in the Standard Chart of Accounts) on the Balance Sheet.

The Income Statement lists all of your revenue, reimbursable expense, direct expense, indirect expense, and other revenue and expense accounts that have activity for the period. For each section, the following information appears:

Column	Contents
Account Number	The account number.
Account Name	The account name.
This Period	The sum of account activity for the current period at the time the report was printed.
Year-to-Date	The sum of the account activity for the year (all month-end balances up to the time the report was printed).
Percent of Total Revenue	This column is divided into two parts: • This Period, which is the ratio of the account’s current period balance to the firm’s total current period revenue. • Year-to-Date, which is the ratio of the account’s year-to-date balance to the firm’s total year-to-date revenue.
  Notes

  Related Topics


Defining Options for the Account Analysis Report

The Account Analysis tab of General Ledger Reporting lets you define and save multiple options for printing the Account Analysis report.

To define options for the Account Analysis report:

1.	Select Reporting, General Ledger Reports from the Advantage main menu. Advantage displays the General Ledger Reporting form.

2.	Click the Account Analysis tab.

3.	Select options:

Account Subtotal Digit

Profit Center Detail

Cash Basis Reporting

Only Include Accounts w/ Activity

Transaction Type Summary

Subtotal by Fiscal Period

Sort by

Period Selection

4.	Click on the Print, Print Preview, or Submit button to generate this report.

  Notes

  Related Topics


Account Analysis

The General Ledger Account Analysis includes the opening and closing balances for each of your General Ledger accounts. It also lists all transactions that were posted to the accounts during the accounting period. Since this report provides both closing balances and transaction detail, it serves as an audit trail of your General Ledger activity.

The General Ledger Account Analysis lists the accounts in order by account number. The report shows one multiple-line section for each account, including:

•	On the first line, the account’s number, name and opening balance.

•	Detail lines listing all transactions posted to the account during the selected timeframe.

•	On the last line, the account’s closing balance.

If the General Ledger Account Analysis is detailed by profit center, an opening balance, transaction detail, and a closing balance appear for each profit center for which there is information.

On each detail line, the following information appears:

Column	Contents
Transaction Type	A two-letter abbreviation for the type of transaction (e.g., IN for invoice postings, AP for accounts payable voucher postings, etc.).
Reference Number	The reference number assigned to the transaction during data entry. If this is an implicit posting or an automatic posting made by Advantage (for example, the journal entry file created to record Revenue Generation), the word Auto appears in this column.
Fiscal Period	The fiscal period in which the transaction was posted.
Post Seq	The posting sequence number assigned by Advantage during the posting process.
Date	For all transactions except automatic postings, the date that you entered for the transaction during data entry displays. For automatic postings, the period ending date for the file of transactions that generated the automatic posting displays.
Description	The descriptions entered for the transaction.
Project	The project number associated with the transaction. If a transaction is not project-related, no project number appears.  No project number appears for Balance Sheet account transactions, except for those that affect accounts receivable.
Task	The task number associated with the transaction (if any).
Amount	The total amount of the transaction.
Closing Balance	The closing balance in the account after all transactions have been applied (after Advantage subtracts the detail line amounts from the opening balance).

You should use the General Ledger Account Analysis along with the Trial Balance report to confirm that transactions have been posted to the correct accounts, that the correct amounts were posted, and that the transaction was actually posted and recorded for the account.

  Notes

  Related Topics


Defining Options for the Trial Balance

The Trial Balance tab of General Ledger Reporting lets you define and save multiple options for printing the Trial Balance report.

To define options for the Trial Balance:

1.	Select Reporting, General Ledger Reports from the Advantage main menu. Advantage displays the General Ledger Reporting form.

2.	Click the Trial Balance tab.

3.	Select options:

Account Subtotal Digit

Profit Center Detail

Cash Basis Reporting

Only Include Accounts w/ Activity

Transaction Type Summary

Period Selection

4.	Click on the Print, Print Preview, or Submit button to generate this report.

  Notes

  Related Topics


Trial Balance

The Trial Balance includes the opening and closing balances for each of your General Ledger accounts as well as the total debits and credits for the accounts. You can use this report to verify that your debits equal your credits.

The Trial Balance lists the following information for each account:

Column	Contents
Opening Balance	The opening balance of the account at the beginning of the specified period.
Debits	The total debits posted to this account during the specified period.
Credits	The total credits posted to this account during the specified period.
Closing Balance	The closing balance of the account at the end of the specified period.

You should use the Trial Balance along with the General Ledger Account Analysis report to confirm that transactions have been posted to the correct accounts, that the correct amounts were posted, and that the transaction was actually posted and recorded for the account.

  Notes

  Related Topics


Defining Options for the Profit Planning Monitor

The Profit Planning Monitor tab of General Ledger Reporting lets you define and save multiple options for printing the Profit Planning Monitor.

To define options for the Profit Planning Monitor:

1.	Select Reporting, General Ledger Reports from the Advantage main menu. Advantage displays the General Ledger Reporting form.

2.	Click the Profit Planning tab.

3.	Select options:

Account Subtotal Digit

Profit Center Detail

Cash Basis Reporting

Select one or more budgets

Account Group Table

4.	Optional. Click Select All if you want to report on all the budgets listed in the Select one or more budgets list box.

5.	Click on the Print, Print Preview, or Submit button to generate this report.

 Notes

 Related Topics


Profit Planning Monitor

The Profit Planning Monitor lets you monitor your corporate budgets on a monthly basis by listing your actual and budgeted figures (for your revenue and expense accounts) for both the current period and year-to-date.

In order to print the Profit Planning Monitor, you must select a budget. To do this, click on the Profit Planning Monitor tab from General Ledger Reporting and then select the desired budget from the Budget (Profit Planning Report Only) field. The Profit Planning Monitor lists the following information for each account:

Column	Contents
Current Period	Actual	The sum of revenue and expenses posted through normal accounting transactions such as payroll, cash receipts, cash disbursements, and journal entries for the current period.
	Budget	The amount entered for this period from the selected Profit Planning Worksheet.
	Variance	The difference between the actual and budgeted amount for the current period. The variance is shown as a dollar amount (Actual - Budgeted).
	Pct	The variance for the current period expressed as a percentage (Actual minus Budgeted/Budgeted).
Year-to-Date	Actual	The sum of all year-to-date revenue and expenses posted through normal accounting transactions such as payroll, cash receipts, cash disbursements, and journal entries.
	Budget	The sum of amounts entered for the periods prior to the current period from the selected Profit Planning Worksheet.
	Variance	The difference between the year-to-date actual and budgeted amounts. The variance is shown as a dollar amount (Actual - Budgeted).
	Pct	The year-to-date variance expressed as a percentage (Actual minus Budgeted/Budgeted).
Annual Budget	The annual budgeted entered for the account from the specified Profit Planning Worksheet.

The Profit Planning Monitor also totals all actual and budgeted revenue and expenses, and calculates actual and budgeted profit and loss. Profit/loss variances are shown as a dollar amount as well as a percentage.

  Notes

  Related Topics


Accounts Receivable Reporting

Advantage produces various reports to aid you in presenting and monitoring your accounts receivable information. The following reports are available in this routine:

Aged Accounts Receivable

Accounts Receivable Ledger

Accounts Receivable Statement

If you are using the Interactive Accounts Receivable application, you can also generate the Accounts Receivable Comments report, to review invoice comments.

What do you want to do?

Email, print, or submit the report from the Batch Printing tab.

Select specific data for the report on the Selection tab.

Determine in what order to print report data on the Sorting tab.

Define options for the Aged Accounts Receivable Report.

Define options for the Accounts Receivable Ledger.

Define options for the Accounts Receivable Statement.

  Note


Sorting the Accounts Receivable Reports

You can set up sorting criteria which let you determine the way that information appears on your Accounts Receivable reports.

To specify sort criteria for Accounts Receivable reports:

6.	Click the Sorting tab at the top of the Accounts Receivable Reporting form. Advantage displays the available sort information for Accounts Receivable reports.

7.	Specify the primary sorting level for your Accounts Receivable reports in the First Sort field:

Client Number

Client Name

Principal

Project Manager

Project Status

Profit Center <all levels>

Profit Center <level 1, 2, 3, or 4>

Sort/Select Code <1-30>

8.	Determine whether or not to insert a page break after the sort field.

9.	Specify whether to print subtotals at the end of each sort.

10.	Optional. Specify the second, third, and fourth sorting levels for your Accounts Receivable reports in the appropriate fields. (See Step 2 for a list of your options.)

11.	Indicate the project sort for your Accounts Receivable reports.

12.	Indicate if you want to subtotal or summarize on a base project number.

13.	Generate the reports.

  Notes


Defining Options for the Aged Accounts Receivable Report

The A/R Aged tab of Accounts Receivable Reporting lets you define and save multiple options for printing the Aged Accounts Receivable report.

To define options for the Aged Accounts Receivable report:

1.	Select Reporting, Accounts Receivable Reports from the Advantage main menu. Advantage displays the Accounts Receivable Reporting form.

2.	Click the A/R Aged tab.

3.	Select options:

Orientation

Display Interactive AR Comments

Client information to display

Show memo

Sort by Invoice Number

Include Invoice Detail

Display Last Receipt by Project

Exclude Unassigned Receipts

Only include invoices over n days old

Only include invoices as of

Clients with balances over

Invoices with balances over

Display Column for Interest

Consolidate Tasks

Aging Date

Aging Increments

Display Retainage Totals by Project

Display Column for Retainage

Display all Invoices with Retainage

4.	Click on the Print, Print Preview, Submit, or Mail button to generate this report.

  Notes

  Related Topics


Sample Aged Accounts Receivable Report


Aged Accounts Receivable

The Aged Accounts Receivable report provides a detailed analysis of your accounts receivable, on a project-by-project (or task-by-task) basis. It also shows the balance owed on each project or task, along with the length of time that the balance has been outstanding.

You can use the Aged Accounts Receivable report to:

•	Decide when a client is delinquent in paying. For example, as a balance moves past the 31-60 day column, corrective action is usually appropriate, and you may want to charge interest through the Billing module (if installed).

•	Project cash flow. By monitoring your Aged Accounts Receivable report and your Accounts Receivable Ledger over a period of time, you will be able to see clients’ payment patterns.

•	Obtain financing. You can use the report to show the receivables owed to your firm, which would be the source of loan repayment.

The Aged Accounts Receivable report shows a multiple-line entry for each project that has outstanding receivables:

•	The first line lists the project’s number, name, principle, and project manager.

•	If you are not consolidating tasks, the next line displays the task number, name, principal, and project manager.

•	If you are including invoice detail, the next lines include data on all of the project’s outstanding invoices as well as the total for the invoices. If you are not including invoice detail, the next line contains the total amount of all outstanding invoices.

•	If there are any cash receipts on file for the project, the last line displays the date and the amount of the last receipt, as well as the date of the invoice for which the receipt was paid.

•	Interest and Net of Interest totals appear, which let you tie your total net of interest to your Balance Sheet for reconciliation purposes.

For each project, the following information appears:

Column	Contents
Invoice	The invoice number entered on the Invoice Data Entry form.
Date	The date entered on the Invoice Data Entry form.
Balance	The total balance due (excluding interest) on the invoice. The balance also appears in one of the Past Due columns to indicate how long the balance has been outstanding.
Current	If the balance also appears in this column, the invoice is current and the balance is not outstanding.
Past Due	If the balance appears in this column, the invoice is the specified number of days outstanding.
Retainage	If you selected the Display Column for Retainage option on the A/R Aged tab of Accounts Receivable reporting, the report lists retainage totals by invoice.
Interest	If you selected the Display Column for Interest option on the A/R Aged tab of Accounts Receivable reporting, the report lists interest totals by invoice.

If any project or task has more than one outstanding invoice, the report shows the total amount of outstanding invoices, as well as the total amount of outstanding invoices in each time range.

  Notes

  Related Topics


Totals on the Aged Accounts Receivable Report

At the end of the report, Advantage displays the total amount of receivables owed to your firm. This amount should be equal to the sum of the Accounts Receivable account on the Balance Sheet, and the total Accounts Receivable on the Office Earnings report when all Regular projects are included. The total of receivables in each past due time frame also appears.

The last line of the report, Distribution, shows the percentage that each aging category is assuming of the total accounts receivable listed on the report. The Total column always shows 100%, however, due to rounding, the total of the four aging columns may not always equal 100%.

In addition, there are also lines for Interest Totals and Final Totals Net of Interest. These lines have been included to help you tie totals to your Balance Sheet. Since interest is a memo entry in Advantage, and is not recorded until you enter and post a cash receipt for an invoice that included interest, your Aged Accounts Receivable report and your Balance Sheet can contain noticeable differences in totals. You can use the Final Totals Net of Interest line to tie your A/R Aged Balances to your Balance Sheet.

 Related Topics


Defining Options for the Accounts Receivable Ledger Report

The A/R Ledger tab of Accounts Receivable Reporting lets you define and save multiple options for printing the Accounts Receivable Ledger report.

To define options for the Accounts Receivable Ledger report:

1.	Select Reporting, Accounts Receivable Reports from the Advantage main menu. Advantage displays the Accounts Receivable Reporting form.

2.	Click the A/R Statement tab.

3.	Select options:

Orientation	Include Invoice Comments
Client information to display	Include Cash Receipt Comments
Show memo	Show Modification Detail
Display Average Collection Period	Only include invoices posted as of
Display Billed/Received Totals	Consolidate Tasks
Include Invoice Detail	Interest Column
	Exclude if paid prior to
4.	Click on the Print, Print Preview, Submit, or Mail button to generate this report.

  Notes

  Related Topics


Defining Columns for the Accounts Receivable Ledger

Prior to running the Accounts Receivable Ledger, you should perform the following steps:

	Review A/R Ledger Headings Setup Maintenance to ensure that the headings for this report are established appropriately.
	Review Invoice Mapping Accounts Setup Maintenance to ensure that the A/R Ledger Headings are mapped to the appropriate revenue/accounts receivable account combination.

For the portrait version of the Accounts Receivable Ledger report, Advantage prints columns 1-4 from the A/R Ledger Headings Setup Maintenance routine on the report.

For the landscape version of the Accounts Receivable Ledger report, Advantage prints columns 1-8 from the A/R Ledger Headings Setup Maintenance routine on the report.


Accounts Receivable Ledger

The Accounts Receivable Ledger report details information about your invoices and receipts on a project-by-project (or task-by-task) basis so that you can review detailed billing payment history. It shows each invoice generated, as well as the associated receipts thus far. It also lists the average collection period for all paid invoices listed on the report (i.e., average time before payment was received).

The Accounts Receivable Ledger report shows a multiple-line entry for each project that has an invoice or a receipt on file:

•	The first line lists the project’s number, name, principle, and project manager.

•	If you are not consolidating tasks, the next line displays the task number, name, principal, and project manager.

•	If you are including invoice detail, the next lines include data on all of the project’s invoices and cash receipts currently on file.

For each project, the following information appears:

Column	Contents
Invoice	The user-defined invoice number entered on the Invoice Data Entry form. Advantage places the word "Receipts" in this column for receipts.
Reference	If Receipt appears in the Invoice column, Advantage displays the reference number entered during Cash Receipt Data Entry.
Date	The date that you entered on the Invoice or Cash Receipt Data Entry form.
Total	The total amount of the invoice and the total amount of each receipt for that invoice. The total is then distributed across the Fees, Reimb, Taxes, Interest, and Other columns. The total of these columns should equal the amount in the Total column.
Other	Any amount for an invoice or receipt file that was posted to an account other than the ones listed above.

Advantage also lists up to eight user-defined columns on this report. See the section titled, Defining Columns for the Accounts Receivable Ledger for more information.

At the end of the report, Advantage lists:

•	Final totals for the total amount of accounts receivable, fees, reimbursables, taxes, interest, and all other accounts receivable.

•	Distribution percentages, which help you identify what amounts are outstanding for each column.

If the Accounts Receivable Ledger includes paid invoices, Advantage prints the Average Collection Period. This line reports the average number of days between issuing an invoice and receiving payment in full for all paid invoices on the report.

  Notes

  Related Topics


Defining Options for the Accounts Receivable Statement

The A/R Statement tab of Accounts Receivable Reporting lets you define and save multiple options for printing the Accounts Receivable Statement.

To define options for the Accounts Receivable Statement:

1.	Select Reporting, Accounts Receivable Reports from the Advantage main menu. Advantage displays the Accounts Receivable Reporting form.

2.	Click the A/R Ledger tab.

3.	Select options:

Display Statement Label	Byline
Print Project Number in Heading	Print Byline
Print Project Name	Address1
Print Project Description	Address2
Statement Date	Print Address
Only include invoices as of	Client information to display
Print Firm Name	Show Memo
Address Start	Footer Message
4.	Click on the Print, Print Preview, Submit, or Mail button to generate this report.

  Notes

  Related Topics


Accounts Receivable Statement

The Accounts Receivable Statement lets you generate a list of outstanding invoices by project, which you can send to your clients. This report provides a summary of the invoices that you have not yet received payment on.

For each project, the following information appears:

Column	Contents
Number	The number of the invoice sent to the client. This column only shows outstanding invoices. Once the total payment on an invoice has been received and posted, the invoice no longer appears on the statement.
Date	The date on which the invoice was generated.
Invoiced	The total amount of the invoice, prior to any cash receipts being applied.
Balance	The balance remaining on the invoice, after cash receipts. If no payments were made on the invoice, the amount in this column will match the amount in the Invoiced column.
Retainage	The retainage amount as applied to this invoice, if applicable.
Now Due	The total now due amount. This amount is the amount due on the invoice after the last payment has been received less the retainage being withheld from the invoice.

At the end of the report, Advantage lists final totals for the total amount of payments received by this client, retainage (if applicable), and the total now due based on invoices and payments received.

  Notes

  Related Topics


Defining Options for the Accounts Receivable Comments Report

The A/R Comments tab lets you define and save multiple options for printing the Accounts Receivable Comments Report.

To define options for the Accounts Receivable Comments report:

1.	Select Reporting, Accounts Receivable Comments from the Advantage main menu. Advantage displays the Accounts Receivable Comments report form.

2.	Click the A/R Comments tab.

3.	Select options:

Timeframe

Client Information to Display

Username

4.	Click on the Print, Print Preview, Submit, or Mail button to generate this report.

  Related Topics


Accounts Receivable Comments Report

This report lists the invoice comments entered through the Interactive Accounts Receivable Reporting application.

This report is available only if the following conditions are true:

•	You are currently linked to a SQL Server database.

•	You have security privileges to review Interactive A/R Comments; your setting must be "Full Access" or "By User."

See Defining Options for the Accounts Receivable Comments Report to learn about the report-specific options on the A/R Comments tab.

Contents

For each invoice, the report shows:

Field	Description
Username	The Advantage username of the person who entered the invoice comments through Interactive Accounts Receivable Reporting.
Project	The name of the project for which the invoices were entered.
Date	The date on which the comment was created.
Invoice Number	The number of the invoice for which the comment was created.
Comment	The full text of the invoice comment, as entered in Interactive Accounts Receivable Reporting.


Cash Journal

The Cash Journal lists every cash receipt, employee expense, and disbursement posted during the current accounting period or year-to-date for each bank code you select. This gives you a detailed listing of all activity affecting your checking accounts. The Cash Journal also summarizes payroll and journal entry activity that has been posted to your checking accounts.

To define options for the Cash Journal:

1.	Select Reporting, Cash Journal from the Advantage main menu. Advantage displays the Cash Journal dialog.

2.	Select options:

Select all banks

Print $0 Transactions

Timeframe

Cash Basis Reporting

3.	Click on the Print, Print Preview, Submit, or Mail button to generate this report.

Sections of the Cash Journal

For each bank code you select to appear on this report, the following sections appear:

Section	Description
Receipts	Lists each deposit made to the bank code and the individual receipts that the deposit represents.
Disbursements	Lists each check written against the bank code and the individual disbursements that each check represents.
Bank Code Summary	Summarizes the amount of postings to the bank code, based on receipts and disbursements.
Account Information	Lists detail for each payroll and journal entry that has been made during the selected timeframe. If you use the Payroll module, payroll entries appear if you set up the Salaries Payable account to reference an account associated with a bank code. The payroll amount is associated with the checking account, not with a bank code.
Opening/Closing Balance	Lists the opening and closing balances for the account, the net posting for each bank code that represents the Checking account, and the total amount for the account detail and the closing balance.
  Note

  Related Topics


Receipts Section of the Cash Journal

This section lists the following information for each cash receipt:

Field	Description
Voucher	The voucher number that you assigned to the deposit during Cash Receipts data entry, or the check number assigned during Employee Advance and Expense processing for this employee.
Date	The date assigned during Cash Receipts, Employee Expenses, or Employee Repayments data entry.
Source	The source of the cash receipt, employee expense, or employee repayment.  For cash receipts the source will most likely be Deposit, however, this can also be a transfer or another type of withdrawal.
Description	The description entered during Cash Receipts or Employee Repayments data entry appears. For Employee Expenses data entry files, Advantage displays the file name.
Invoice	The invoice number associated with the cash receipt. Only receipts that credit the accounts receivable account(s) have an invoice number. If this is an employee advance or expense processing transaction, the check number assigned appears in this column. If this is an employee repayment, this column is left blank.
Amount	The total amount of the cash receipt, employee expense, or employee repayment.
Project	The project to which this receipt, employee expense, or employee repayment is associated. Some receipts, expenses, or repayments may not have corresponding project numbers (they are not project-related).
Task	The task to which this receipt, employee expense, or employee repayment is associated, if any. Some receipts may not have corresponding task numbers (they are not task-related).
Account	The number of the account that the receipt, employee expense, or employee repayment credits.  For project-related receipts, this number should be one of your accounts receivable accounts.
  Related Topics


Disbursements Section of the Cash Journal

This section lists the following information for each cash disbursement:

Field	Description
Check	The check number that you assigned to the deposit during Cash Disbursements data entry or Employee Advances and Expenses processing.
Type	The transaction type.
Date	The date assigned during Cash Disbursements data entry or Employee Advances and Expenses processing.
Payee	The person/firm who received the check.
Description	The description entered during Cash Disbursements or Employee Expenses data entry.
Amount	The total amount of the cash disbursement or employee expense.
Project	The project to which this disbursement or employee expense is associated. For regular projects, enter a direct or reimbursable account. For overhead projects, enter an indirect expense account. A project number may not appear if the account is a Balance Sheet or Other Revenue and Expense account.
Task	The task to which this disbursement or employee expense is associated, if any.
Account	The number of the account that the disbursement or employee expense debits.
  Related Topics


Bank Code Summary Section of the Cash Journal

This section lists the following information for each bank code:

Field	Description
Receipts	The total amount received during the current accounting period.
Disbursements	The total amount disbursed during the current accounting period.
Net Posting to Bank	The net amount being posted to the bank code (based on the receipts minus disbursements).
  Related Topics


Account Information Section of the Cash Journal

This section lists the following information:

Field	Description
Type	The data entry type: either JE for Journal Entry or PY for Payroll.
Ref. No.	The reference number from Journal Entry data entry or the posting sequence number for the payroll processing run.
Date	The date of the transaction.
Description	The description for the transaction.
Amount	The dollar amount for the transaction.
Project	If the transaction amount was posted to a project, the project number.
Task	The task number, if any.
Account	The account to which this transaction was posted.
  Related Topics


Opening and Closing Balance Section of the Cash Journal

This section lists the following information:

Field	Description
Opening Balance	The beginning balance in the checking account for this bank code.
Net posting for bank code	The sum of the receipts and transactions affecting this bank code.
Account Level Detail	The sum of all payroll and journal entries affecting this bank code.
Closing Balance	The ending balance in the checking account for this bank code.
  Related Topics


Invoice Register Options

Use the Invoice Register to view the invoices posted during the current period through Invoice data entry or through the Billing system.

To select options for your Invoice Register report:

1.	Select Reporting, Invoice Register from the Advantage main menu. Advantage displays the Invoice Register form.

2.	Complete the fields on the Invoice Register form, referring to the context-sensitive help on the form.

3.	To print a report, click Print.

4.	To exit Invoice Register, click Close.


Invoice Register

This report lists the following information:

Column	Description
Invoice	The invoice number associated with the transaction file at the time of posting or the final invoice number assigned to the invoice during a final billing session.
Project	The project to which the invoice amounts were charged. If the Consolidate Tasks option was selected, this column does not appear.
Task	The task to which the invoice amounts were charged. If the Consolidate Tasks option was selected, this column does not appear.
Date	The date on which the invoice was created.
User-defined column (Fee)	The total amount charged to this user-defined column on the invoice.  You specify column headings in A/R Ledger Headings Setup Maintenance and then map the columns to invoice and accounts receivable accounts in Invoice Mapping Accounts Maintenance. You can specify up to eight user-defined columns in A/R Ledger Headings Setup Maintenance, however, this report only displays the first four columns.
User-defined column (Reimb)	The total amount charged to this user-defined column on the invoice.  You specify column headings in A/R Ledger Headings Setup Maintenance and then map the columns to invoice and accounts receivable accounts in Invoice Mapping Accounts Maintenance. You can specify up to eight user-defined columns in A/R Ledger Headings Setup Maintenance, however, this report only displays the first four columns.
User-defined column (Sales Tax)	The total amount charged to this user-defined column on the invoice.  You specify column headings in A/R Ledger Headings Setup Maintenance and then map the columns to invoice and accounts receivable accounts in Invoice Mapping Accounts Maintenance. You can specify up to eight user-defined columns in A/R Ledger Headings Setup Maintenance, however, this report only displays the first four columns.
User-defined column (Interest)	The total amount charged to this user-defined column on the invoice.  You specify column headings in A/R Ledger Headings Setup Maintenance and then map the columns to invoice and accounts receivable accounts in Invoice Mapping Accounts Maintenance. You can specify up to eight user-defined columns in A/R Ledger Headings Setup Maintenance, however, this report only displays the first four columns.
Other	The total amount of other charges charged to this project on this invoice.
Total	The total amount of the invoice.
Retainage	The total retainage amount applied to this invoice.
  Tip


Check Register

Use the Check Register to view the checks processed during the current period. This report lists checks created through:

•	Cash disbursements.

•	Employee advances and expenses processing.

•	Accounts payable disbursements.

•	Accounts payable payment processing.

•	Payroll processing, if you have the appropriate security privileges.

Report Options

When you select the Check Register from the Reporting menu, you can enter the following selection criteria:

Option	Description
Bank Selection	To include all bank codes on the report, choose the Select all banks option. If you want to run this report for a specific bank code(s), deselect the Select all banks option and select only the desired banks. To select multiple, sequential bank codes, hold down the Shift key when selecting the banks. To select multiple, non-sequential bank codes, hold down the Ctrl key when selecting the banks.
Timeframe	Select the timeframe for this report. You can include information for the current period or for the current year to date.
Report Contents

This report lists the following information for each bank code:

Column	Contents
Check	The check number entered for the transaction.
Date	The date on which the check was created.
Type	The type of process that resulted in the creation of the check for example, a cash disbursement).
Payee	The person/firm to which the check was written.
Void	If the check has been voided through the Void Check routine, this field is selected.
Clear	If the check has been cleared through Bank Statement Reconciliation, this field is selected.
Stmt. Date	The statement date on which the check was cleared.
Amount	The amount of the check.


Cash Receipts

The Cash Receipts report lists the cash receipts posted during the timeframe you specify, grouped by bank code with page breaks occuring automatically after each bank code’s data. The bank code sort overrides any sorts you set on the Sorting tab; sorts you set on the Sorting tab, in turn, override any sorts (by project, invoice, reference number, or description) that you select on the Cash Receipts tab.

You can run any of four versions of the report: summary, recap by account, portrait, or landscape.

The report lists the bank code and any projects or tasks associated with each transaction. The columns you see depend on which version of the report you are generating:

Option/Setting	Columns on the Report
Orientation = Portrait	Invoice Number Reference Number CR Date Account Amount
Orientation = Landscape	Invoice Number Mod Reference Number CR Date Comment Description Account Amount
Cash Receipt Summary	Account Account Name Amount
Recap by Account	CR Date Amount
Column Descriptions

The following table provides descriptions of each column on the Cash Receipts report:

Column	Description
Invoice Number	The invoice number associated with the cash receipt. Only receipts that credit accounts receivable account(s) have an invoice number.  For cash receipts, the check number assigned appears in this column.  For employee repayments, this column is left blank.
Mod	If you select the Show Modification Detail option, the report includes either the type of transaction or the accounting period/posting sequence. (The transaction's posting sequence number, assigned by Advantage during the posting process.)
Reference Number	The reference number assigned to the transaction during data entry.
CR Date	The cash receipt date. For all transactions except automatic postings, this is the date entered for the transaction during data entry. For automatic postings, the CR date is the period-ending date for the transaction file that generated the automatic posting.
Comment	The data entry comment.
Description	Text describing the status of the cash receipt, such as "Paid in Full."
Account	The number of the general ledger account.
Account Name	The descriptive name for the account.
Amount	The total dollar amount of the cash receipt transaction.


Cash Receipts Options

To select options for your Cash Receipts report:

1.	Select Reporting, Cash Receipts from the Advantage main menu. Advantage displays the Cash Receipts form.

2.	Click the Cash Receipts tab.

3.	Select options:

Orientation

Show Modification Detail

Cash Receipt Summary

Recap by Account

Sorted by

Cash Basis

Include Receipts Not Assigned to Projects

Consolidate Tasks

Select All Banks/Bank Selection

Timeframe

4.	To print a report, click Print.  The report sorts first by bank code, then by whatever sorting criteria you specify on in the ‘Sorted By’ drop down, and additional sorting you may specify on the Sorting tab.

5.	To exit Cash Receipts, click Close.


Client Reporting

Use the client reports to review client data and print client addresses on special mailing labels. You can print these reports or preview them onscreen. The client reports available to you are:

Client Avery 5161

Client List

What do you want to do?

Email, print, or submit the report from the Batch Printing tab.

Select specific data for the report on the Selection tab.

Determine in what order to print report data on the Sorting tab.

Define options for the Client Avery 5161

Define options for the Client List.


Client Avery 5161

This report consists of mailing labels that you can print using the Avery 5161 labels (2 labels across a page).

You can print all client addresses or just the default address specified for each client through table maintenance. See Defining options for the Client Avery 5161.


Defining Options for the Client Avery 5161

The Client Avery 5161 tab of Client Reporting lets you define and save multiple options for printing the Client Avery 5161 mailing labels.

To define options for the Client Avery 5161 report:

1.	Select Reporting, Client Reports from the Advantage main menu. Advantage displays the Client  Reporting form.

2.	Click the Client Avery 5161 tab.

3.	Select options:

Print default address

Print all addresses

Print country

Left Margin

4.	Click on the Print, Print Preview, or Submit button to generate this report.


Defining Options for the Client List

The Client List tab of Client Reporting lets you define and save options for printing the Client List.

To define options for the Client List report:

1.	Select Reporting, Client Reports from the Advantage main menu. Advantage displays the Client  Reporting form.

2.	Click the Client List tab.

3.	Select one of these settings for the Report Format option:

Detailed

Summary

4.	Click on the Print, Print Preview, or Submit button to generate this report.


Sorting the Client Reports

Use the Sorting tab to specify the sorting criteria for data on your Client List.  (The Sorting tab options do not affect the Client Avery 5161).

To specify sort criteria for the Client List:

1.	Click on the Sorting tab at the top of the Client Reports form. Advantage displays the available sort information for client reports.

2.	Specify the primary sorting level for your Client List in the First Sort field. You have the following options:

City

State

Zip Code

Country

Insurance

Select code 2

Select code 3

3.	Determine whether or not to insert a page break after the sort field.

4.	Optional. Specify the second, third, and fourth sorting levels for your report in the appropriate fields.  (See step 2 for a list of your options.)

5.	Indicate whether the client sort will be by name or number.

6.	Generate the reports.


Employee Reporting

Employee reports help you review general employee information and monitor the time that employees charge to projects. You can print any of these reports or review them onscreen. The employee reports available to you are:

Time Analysis Report

Employee List

Employee Ledger

Accrued Time Report

Employee Labor Detail Report

What do you want to do?

Email, print, or submit the report from the Batch Printing tab.

Select specific data for the report on the Selection tab.

Determine in what order to print report data on the Sorting tab.

Define options for the Time Analysis report.

Define options for the Employee List.

Define options for the Employee Ledger.

Define options for the Accrued Time Report.

Define options for the Employee Labor Detail Report.

  Note


Sorting the Employee Reports

You can set up sorting criteria which lets you determine the way that information appears on your Employee reports.

To specify sort criteria for Employee reports:

1.	Click on the Sorting tab at the top of the Employee Reporting form. Advantage displays the available sort information for Employee reports.

2.	Specify the primary sorting level for your Employee reports in the First Sort field. You have the following options:

Employee Status

Profit Center <all levels>

Profit Center <level 1, 2, 3, or 4>

Sort/Select Code <1-30>

Hire Date

Raise Date

Termination Date

3.	Determine whether or not to insert a page break after the sort field.

4.	Specify whether to print subtotals at the end of each sort.

5.	Optional. Specify the second, third, and fourth sorting levels for your employee reports in the appropriate fields.  (See step 2 for a list of your options.)

6.	Indicate the employee sort for your Employee reports.

7.	Generate the reports.

  Notes


Defining Options for the Time Analysis Report

The Time Analysis tab of Employee Reporting lets you define and save multiple options for printing the Time Analysis Report.

To define options for the Time Analysis report:

1.	Select Reporting, Employee Reports from the Advantage main menu. Advantage displays the Employee Reporting form.

2.	Click the Time Analysis tab.

3.	Select options:

Report Columns

Hours or Cost

Timeframe

Suppress Detail

Round detail to whole hours and amounts

Ratio Calculations

Display standard hours column

Calculate standard hours as of

User defined standard hours

Select specific labor postings

4.	Click on the Print, Print Preview, or Submit button to generate this report.

  Notes

  Related Topics


Time Analysis Report

The Time Analysis report shows how effectively employee time is being used by presenting various comparisons of standard time, direct time, indirect time, and total time worked. An analysis of indirect time helps you monitor benefit hours (vacation, sick, holiday, and so on) and control non-billable time.

For each employee, the following information appears:

Column	Contents
Hours Worked or Cost Amount	The values that appear in this section are variable, and are determined by your response to the Hours or Cost option on the Time Analysis tab of Employee Reporting. Advantage displays the time entered on employees’ timesheets as either hours worked or amounts charged, depending on which option you select. The individual columns in this section are:
	Total	Displays the total hours worked or total amount charged during the period and year-to-date.
	Direct	Displays the total direct hours worked or total amount charged to regular projects during the pay period and year-to-date.
	Indirect	Displays the total indirect hours worked or total amount charged to overhead or promotional projects during the pay period and year-to-date.
	Standard	Advantage displays the standard hours column only if you select the Display standard hours column option on the Time Analysis tab of Employee Reporting.  The Use total hours as standard on Time Analysis option on the General tab of Employee Table Maintenance allows you to determine how Advantage will calculate and display standard hours or amounts for individual employees on the Time Analysis report. If you select the Use total hours as standard on Time Analysis option, Advantage uses the total hours worked to determine the standard current (CUR), month-to-date (MTD), year-to-date (YTD), date range, and period range hours or amounts. Advantage converts all selected time periods to a starting and ending date, then compares each date to the time period selected, the employee hire date, the employee termination date (if one exists), the period start date, the fiscal year start date, and the Calculate Std hrs as of date on the Time Analysis form to arrive at accurate start and end dates by which to calculate the standard hours.   Example. For example, employee Smith was hired on Friday, December 31, 2004 and terminated on Monday, January 24, 2005. You are running the Time Analysis report on January 31, 2005.  Advantage calculates the MTD and YTD standard hours for the days that Smith could have actually worked, which is 128 standard hours for the 3 full weeks and 1 day in January that Smith worked. If you were instead running the report on December 31, 2004, Advantage would calculate 8 standard hours for the one day in December that Smith worked. You can override the standard hours Advantage calculates. To do so, enter values in the User Defined Standard Hours section.  If you do not select the Use total hours as standard on Time Analysis option, Advantage calculates the standard current (CUR), month-to-date (MTD), year-to-date (YTD), period range, and date range hours or amounts using one of three formulas.
Ratio Calculations	You can select up to three different ratios using the Ratio A, Ratio B, and Ratio C fields on the Time Analysis tab of Employee Reporting. The ratios indicate the percentage of employee time spent on revenue-producing projects. The ratios that you select (using the drop-down menu in each field) appear on the report in the order you select. Your selection options for these fields are as follows:  • Direct hours divided by the total hours. (Gross Chargeable Ratio)  • Direct hours divided by (total hours minus benefit hours). (Net Chargeable Ratio)  • Direct hours divided by standard hours. • Direct hours divided by (standard hours minus benefit hours).  • Target. (The expected percentage of chargeable hours for this employee, as defined in Employee Table Maintenance.) For ratios using standard hours, the calculations can be based on either the actual hours worked or an established formula. See the explanation of the standard hours column in this table to learn how Advantage calculates standard hours.
Indirect Time (Hours)	Advantage displays the breakdown of hours spent on up to ten individual overhead and promotional projects or ranges of projects. You specify these projects in Time Analysis Setup Maintenance.
Other	Advantage displays the hours posted to any indirect projects that you have not assigned to a specific report column in Time Analysis Setup Maintenance.
Final Totals	Advantage displays the current and year-to-date firm-wide totals for each of the described categories at the end of the report.
  Notes

  Related Topics


Defining Options for the Employee List

The Employee List tab of Employee Reporting lets you define and save multiple options for printing the Employee List. It also lets you print the Missing Timesheets report.

To define options for the Employee List:

1.	Select Reporting, Employee Reports from the Advantage main menu. Advantage displays the Employee Reporting form.

2.	Click the Employee List tab.

3.	Select the type of Employee information to display on the report.

4.	Select the Show Series Summary option if you want series  information included.

5.	Specify whether you want to include only employees with missing timesheets. If you select this option, Advantage prints the Missing Timesheets report.

6.	Click on the Print, Print Preview, or Submit button to generate this report.

  Notes

  Related Topics


Employee List

The Employee List shows all of the data currently entered in your Employee table. You can use this information to verify the information entered through Employee Table Maintenance.

You can also print a version of the Employee List that includes only those employees with missing timesheets.

You can print the Employee List from Employee Table Maintenance or from the Reporting menu.

To print the Employee List for one employee in your database:

1.	Select Tables, Employees from the Advantage main menu. Advantage displays the Employee Table Maintenance form.

2.	Locate the employee for which to print the Employee List.

3.	Click Report. Advantage displays the Employee List report for the current employee on your screen.

4.	Select File, Print or click Print to print the report to your default printer.

To print the Employee List for more than one employee in your database:

1.	Select Reporting, Employee Reports from the Advantage main menu. Advantage displays the Employee Reporting form.

2.	Click on the Employee List tab. Advantage displays the options for printing the Employee List report.

3.	Specify the level of detail to appear on the employee list in the Employee information to display field.

4.	Specify whether you want to include only employees with missing timesheets. This option allows you to print the Missing Timesheets report.

5.	Click Print or Print Preview.

Report Contents

Depending on the options you select, this report may include the following information:

Employee Number

Employee Name

Job Cost Type

Job Cost Rate

Job Cost Overtime Pct

Target Ratio

Status

Hire Date

Raise Date

Termination Date

Sort/Select Codes

Address, Phone Numbers, and E-Mail

  Notes

  Related Topics


Missing Timesheets Report

The Missing Timesheets report is a list of all of the employees who have not submitted a timesheet during the current timesheet period. It reports on only those timesheets entered through Timesheet Data Entry, not those entered through Timekeeper.

You can print this report in several ways:

•	Through the Employee List tab in Employee Reporting.

•	Using the Missing Timesheets button on the Select Timesheet form that appears when you begin Timesheet Data Entry.

•	Using the Miss button on the Timesheet Data Entry form.

If you run the Missing Timesheets report from data entry, certain reporting options will be disabled (grayed out). If you need to use those options, please access the report from the Employee Reporting menu.

Security Considerations

If your workgroup does not have access to Employee Reporting, you will not be able to print the Missing Timesheets report through Employee Reporting, but will be able to print it through Timesheet Data Entry. When you click on the Missing Timesheets or Miss button, you will see an Employee Reporting menu that includes only the Missing Timesheets report. All other reports will be disabled.


Defining Options for the Employee Ledger Report

This tab only appears if you have the Expensekeeper module installed.

The Employee Ledger tab of Employee Reporting lets you define and save multiple options for printing the Employee Ledger Report.

To define options for the Employee List:

1.	Select Reporting, Employee Reports from the Advantage main menu. Advantage displays the Employee Reporting form.

2.	Click the Employee List tab.

3.	Select options:

Report Type

Unpaid Expense Reports

Page breaks for each employee

Display employee balance

4.	Click on the Print, Print Preview, or Submit button to generate this report.

  Notes

  Related Topics


Employee Ledger Report

This report is only available if you have the Expensekeeper module installed.

The Employee Ledger report lets you review all employee expenses, advances, and repayments that occurred during a specific period or in a range of periods. This report is available in three formats as defined on the Employee Ledger tab of the Employee Reporting routine:

•	Single line per employee – Prints the employee number, name, and balance for all employees who have entered expenses, been issued advances, or repaid amounts during the specified period.

Click here [image] to see a sample of this type of report format.

•	Summary report – On the first line, Advantage prints the employee number, name, and paid period (if the expense has been paid). Advantage then prints all employee repayments, expenses, and advances on the following lines. For each line Advantage prints the date, period, description, check/reference number, bank code, and amount.

On the last line, Advantage prints the closing balance for each employee.

Click here [image] to see a sample of this type of report format.

•	Detail report – Prints the same information as on the summary report. Any detail entered for the transaction is also displayed on the report.

Click here [image] to see a sample of this type of report format.

  Notes

  Related Topics


Single Line Per Employee Report Format


Summary Report Format


Detail Report Format


Defining Options for the Accrued Time Report

The Accrued Time tab of Employee Reporting lets you define and save multiple options for printing the Accrued Time report.

To define options for the Accrued Time report:

1.	Select Reporting, Employee Reports from the Advantage main menu. Advantage displays the Employee Reporting form.

2.	Click the Accrued Time tab.

3.	Select options:

Benefit Year

Specific accrual code

Show liability amount

Display only employees for whom an accrual change date has passed

Change date prior to

Include Current Period

Page breaks for each Employee

4.	Click on the Print, Print Preview, or Submit button to generate this report.

  Notes

  Related Topics


Accrued Time Report

The Accrued Time Report gives you the most up-to-date information about your benefit hour plans. You can use this report to review how much time each employee has earned and taken during the current benefit year. You can also review information about each employee’s benefit hour balances.

Advantage generates this report using the firmwide information you supply in Benefit Accrual Setup and the employee-specific accrual information you enter in Employee Table Maintenance.

The following list describes the data shown on the Accrued Time report:

•	Employee Number and Name - General employee information from Employee Table Maintenance appears for identification purposes.

•	Accrual Hrs/Yr - The number of hours that Advantage should accrue per year for the benefit plan, as established through Employee Table Maintenance.

•	Starting Balance - The balance (in hours) for the benefit plan at the beginning of the benefit year.

•	Earned - The number of hours earned thus far in the benefit year for the benefit plan, computed when benefit accruals are processed. If you use the Payroll module, you can link benefit accrual processing to payroll processing.

•	Taken - The number of hours taken thus far in the benefit year for the benefit plan, computed when timesheets and labor adjustments are posted.

•	Current Balance - The current balance (in hours) for this benefit plan. This value is calculated by adding the starting balance to the earned hours and then subtracting the hours taken.

•	Amount @ Cost Rate/Amount @ Pay Rate – If you do not use the Payroll module, this column, labeled Amount @ Cost Rate, shows the current balance multiplied by the employee’s job cost rate, which you enter through Employee Table Maintenance.

If you do use the Payroll module, this column, labeled Amount @ Pay Rate, shows the current balance multiplied by the employee’s hourly pay rate, which you enter through the Payroll tab of Employee Table Maintenance. For salaried employees, the hourly pay rate is calculated as the salary per period times the number of pay periods per year, divided by 2080 (hours per year).

You can suppress this column by deselecting the Show liability amount option on the Accrued Time tab in Employee Reporting.

•	Change Date - The date on which the benefit hours to accrue per year are due to change, as entered through Employee Table Maintenance.

  Notes

  Related Topics


Defining Options for the Employee Labor Detail Report

The Employee Labor Detail tab of Employee Reporting lets you define and save multiple options for printing the Employee Labor Detail report.

To define options for the Employee Labor Detail Report:

1.	Select Reporting, Employee Reports from the Advantage main menu. Advantage displays the Employee Reporting form.

2.	Optional. Click the Project Selection tab to specify project selection criteria for the report.

3.	Click the Employee Labor Detail tab.

4.	Select options:

Timeframe

Cost or Billing

Labor Detail

Employee page break

Print Comments

Print Labor Amounts

Consolidate Tasks

5.	Click on the Print, Print Preview, or Submit button to generate this report.


Employee Labor Detail Report

This report shows how employees use their time, by showing the projects and tasks to which employees have posted labor.

The information that appears on the report depends upon the level of labor detail you choose to show, and whether you show labor amounts at cost or billing rates.

Full Detail

If you show full detail, the report shows the employee’s number and name, and each project or task to which the employee posted time. For each timesheet posting to the project or task, the report provides the following information:

Column	Contents
Labor Code	The labor code to which the employee posted labor.
Date	The date of the timesheet entry.
Period	The accounting period during which the posting was made.
Hours/Reg	The number of regular hours posted by the employee.
Hours/Ovt	The number of overtime hours posted by the employee, including any secondary overtime hours.
Hours/Total	The total number of hours posted by the employee, including regular hours and overtime hours.
Amount	The dollar amount of hours posted, calculated at either cost or billing rates.  If you choose to calculate at cost rates, the report shows a separate amount for regular, overtime, and total hours. If you choose to calculate at billing rates, the report shows a single amount that includes both regular and overtime hours.
Project

If you show project detail, the report shows the employee’s number and name, and each project or task to which the employee posted time. This version of the report prints in landscape format. For each project or task, the report provides the following information:

Column	Contents
Hours/Reg	The total number of regular hours posted by the employee.
Hours/Ovt	The total number of overtime hours posted by the employee, including any secondary overtime hours.
Hours/Total	The total number of hours posted by the employee, including regular hours and overtime hours.
Amount	The dollar amount of hours posted by the employee, calculated at either cost or billing rates.  If you choose to calculate at cost rates, the report shows a separate amount for regular, overtime, and total hours. If you choose to calculate at billing rates, the report shows a single amount that includes both regular and overtime hours.
Project and Period

If you show project and period detail, the report shows the employee’s number and name, and each project or task to which the employee posted time. For each project or task, the report provides the following information:

Column	Contents
Period	The accounting period to which the employee posted time to the project or task. You see only line of timesheet detail for each accounting period.
Hours/Reg	The total number of regular hours posted by the employee during the accounting period.
Hours/Ovt	The total number of overtime hours posted by the employee during the accounting period, including any secondary overtime hours.
Hours/Total	The total number of hours posted by the employee during the accounting period, including regular hours and overtime hours.
Amount	The dollar amount of hours posted by the employee during the accounting period, calculated at either cost or billing rates.  If you choose to calculate at cost rates, the report shows a separate amount for regular, overtime, and total hours. If you choose to calculate at billing rates, the report shows a single amount that includes both regular and overtime hours.


Database Lists

Advantage Database Lists provide a way to verify the information entered through Table Maintenance. The following database lists are included in Advantage:

Account

Client

Bank code

Labor code

Profit center

Discount Code

Liability Code

Revenue method


Account List

The Account List shows all of the accounts currently set up in your Accounts Table. You can use this information to verify Account Table Maintenance data.

You can print the Account List in two ways:

•	Click on the Report button in Account Table Maintenance.

•	Select Reporting, Database Lists, Account List from the Advantage main menu.

In either case, Advantage displays the Account List report for all the accounts in your database on your screen.

Select File, Print or click Print to print the report to your default printer.

  Note


Client List

The Client List shows all of the data currently entered in your Client Table. Use this list to verify the information entered through Client Table Maintenance.

You can print the Client List from Client Table Maintenance or from the Reporting menu. Both options are discussed below.

Printing the Client List from Client Table Maintenance:

1.	Select Tables, Clients from the Advantage main menu. Advantage displays the Client Table Maintenance form.

2.	Click Report. Advantage displays the Client List report for all the clients in your database on your screen.

3.	Select File, Print or click Print to print the report to your default printer.

Printing the Client List from the Reporting Menu:

1.	Select Reporting, Client Reports from the Advantage main menu. Advantage displays the Client Reports options form.

2.	Define options for the Client List.

3.	Click on the Print or Print Preview button. Advantage opens the report, listing the address, contact, phone number, and FAX number as entered through Client Table Maintenance.

  Related Topics


Bank Code List

The Bank Code List shows all the bank codes entered in your Advantage database. The list shows all the information you entered when setting up your bank codes, including direct deposit information for each bank code, if applicable. Use this list to verify the information entered through Bank Codes Setup Maintenance.

When you select this database list, Advantage opens the report, listing the following information for each bank code:

Bank Code Field	Description
Code	The code (up to 10 alphanumeric characters) established in Bank Codes Setup Maintenance.
Description	The description of the bank code, if any.
Account	The general ledger account number associated with this bank code.
Profit Center	If Profit Center Reporting is installed, the profit center associated with this bank code.
Bank Account	The bank account number associated with this bank code.
Account Type	The type of account associated with this bank code (C = Checking, S = Savings).
Immediate Destination Name	The name of the bank to which direct deposit files will be sent (the name of the bank associated with this bank code).
Immediate Destination Number	The identification number of the bank to which direct deposit files will be sent (the identification number of the bank associated with this bank code).
Immediate Origin Name	Your company name.
Immediate Origin Number	Your company identification number as given to you by the bank associated with this bank code.
Payroll Entry Description	The description of the payroll direct deposit file, if any.
Expense Entry Description	The description of the expense payments direct deposit file, if any.
Payroll File Location	The file name and location of the payroll direct deposit file.
Expense File Location	The file name and location of the expense payments direct deposit file.
Company Name	Your company name, as it appears on bank statements.
Federal EIN	Your nine-digit IRS Employee Identification Number (EIN), or other number, based either on the Data Universal Numbering Systems (DUNS) or a user assigned value.
Routing Number	The routing transit number assigned to your company by the bank associated with this bank code.
File Format	Indicates whether Deltek Advantage will generate a file containing only the credit entries (the individual employee entries) for each direct deposit processing run, or a file containing the credit entries and the debit entry to the company account for the total amount of each direct deposit processing run.
ICD	The character that will be used to qualify the Federal EIN entry. 1 = IRS Employee Identification Number (EIN) 2 = Data Universal Numbering System (DUNS) 3 = User Assigned Number
Byte 4 Character	The first character in the file header space reserved for the Immediate Destination Number.
File Padding	Indicates whether Deltek Advantage will add dummy records (all 9s) to the direct deposit file (after the file control record) to force the total record count to be a multiple of 10 (if not already the case at the end of processing).
Separate Batches	Indicates whether Deltek Advantage places the debit entry to the company account in a separate batch file from the credit entries or at the end of the batch containing the credit entries.
  Note


Labor Code List

The Labor Code List shows all of your current labor codes and their descriptions. Use this list to verify the information entered through Labor Code Setup Maintenance.


Profit Center List

The Profit Center List shows all of the profit center codes that have been established in Advantage. Use this list to verify the information entered through Individual Profit Center Setup Maintenance.

When you select this database list, Advantage opens the report, listing the following information:

Column	Description
Profit Center Code	The code established in Individual Profit Center Setup Maintenance.
Label	The description for this profit center as entered in Individual Profit Center Setup Maintenance.
Automatic Posting Setup	The Automatic Posting Setup information defined in Profit Center Setup Maintenance and Individual Profit Center Setup Maintenance.
Overhead Allocation Setup	The Overhead Allocation Setup information as entered in Individual Profit Center Setup Maintenance.
Allocation Information	The Allocation Information as entered in Individual Profit Center Setup Maintenance.
  Note


Revenue Method List

The Revenue Method List shows all of the revenue recognition methods established in Advantage. Use this list to verify the information entered through Revenue Methods Setup Maintenance.

When you select this database list, Advantage opens the report, listing the following information:

Column	Description
Code	The code established for the revenue method in Revenue Method Table Maintenance.
Description	The description established for the revenue method in Revenue Method Table Maintenance.
Formula	The formula established for the revenue method in Revenue Method Table Maintenance.


Unit Reporting

Advantage produces two types of reports to assist you in maintaining and analyzing your firm’s unit-related information.

Unit List

Unit Detail

What do you want to do?

E-mail unit reports to project managers, principals, clients, or a specific email address

Select specific data for the report on the Selection tab. (Unit Detail Report only)

Determine in what order to print report data on the Sorting tab. (Unit Detail Report only)

Define options for the Unit Detail report.

Define options for the Unit List report.

Print or submit reports from the Batch Printing Tab


Project Reporting

Advantage produces various reports to assist you in maintaining and analyzing your firm’s project performance.

The Project Reporting routine lets you print your project-related reports from one screen using the options defined individually for each report. From Project Reporting you can print, or display, any of the following reports:

Project Progress

Project Detail

Project Summary

Office Earnings

Project List

Unposted Labor

What do you want to do?

E-mail project reports to project managers, principals, clients, or a specific email address

Select specific data for the report on the Selection tab.

Determine in what order to print report data on the Sorting tab.

Define options for the Project Progress report.

Define options for the Project Detail report.

Define options for the Project Summary report.

Define options for the Office Earnings report.

Define options for the Project List.

Define options for the Unposted Labor report.

Print or submit reports from the Batch Printing Tab

  Note


Sorting the Project Reports

You can set up sorting criteria, which lets you determine the way that information appears on your project reports.

To specify sort criteria for Project reports:

1.	Click on the Sorting tab at the top of the Project Reporting form. Advantage displays the available sort information for Project reports.

2.	Specify the primary sorting level for your Project reports in the First Sort field:

Project Status

Client Number

Client Name

Principal

Project Manager

Profit Center <all levels>

Revenue Method

Sort/Select Code <1-30>

Type of Work

Sector

Region

Billing Type

3.	Determine whether or not to insert a page break after the sort field.

4.	Specify whether to print subtotals at the end of each sort.

5.	Specify whether the sorting should be based on task values.

6.	Optional. Specify the second and third sorting levels for your project reports. (See step 2 for a list of your options.)

7.	Indicate the project sort.

8.	Generate the reports.

  Notes


Sorting the Cash Receipts Report

You can set up sorting criteria, which lets you determine the way that information appears on your Cash Receipts report.

To specify sort criteria for Project reports:

1.	Click on the Sorting tab at the top of the Project Reporting form. Advantage displays the available sort information for Project reports.

2.	Specify the primary sorting level for your Project reports in the First Sort field:

Client Number

Client Name

Principal

Project Manager

Project Status

Profit Center <all levels>

Office

Discipline

Type of Work

Sector

Region

Billing Type

Commission Amount

Review Date

3.	Determine whether or not to insert a page break after the sort field.

4.	Specify whether to print subtotals at the end of each sort.

5.	Optional. Specify the second, third, and fourth sorting levels for your report. (See step 2 for a list of your options.)

6.	Indicate the project sort.

7.	Optional. Set a base number and then subtotal or summarize data. See Base Project Number Subtotal and Summary for information.

8.	Generate the reports.


Sorting Reports Based on Task Values

You can sort project information on your reports by task value. If you select the Sort on task values option for a specific sort, Advantage displays the sort category and all applicable task values underneath. For example:


Emailing Reports

Advantage lets you e-mail the following reports directly to the appropriate project managers, principals or clients:

•	project reports

•	accounts receivable reports

•	billing reports

Advantage lets you e-mail the following reports to any valid e-mail address that you supply on the report when prompted:

•	project reports

•	billing reports

•	general ledger reports

•	accounts receivable reports

•	accounts payable reports

•	consultant tracking reports

•	employee reports

•	payroll reports

•	tax reports

You can e-mail reports using either:

•	the Batch Printing tab in Project Reporting or

•	the report-specific tabs in Project Reporting.

If a an e-mail address that you specify is invalid, Advantage displays a message box to alert you.

Important

If you plan to e-mail to project managers or principals, make sure that the Email field in Employee Table Maintenance contains a valid e-mail address for each project manager or principal. If you plan to email a client, make sure the Client Table Maintenance contains a valid e-mail address for each client. The e-mail address can be either an Internet address (jsmith@appleandbartlett.com) or a Microsoft Exchange recipient name ("John Smith"). If you do not supply an email in the Employee Table or Client Table, and you select the Project manager, Principal, or Client option, you are not notified of the missing information.

To use the Batch Printing tab:

1.	Select one or more reports.

2.	Select the field labeled Email reports to.

3.	From the drop-down list for that field, select Project Manager, Principal, Client or Specific Email. If you select Specific Email, type the email address in the field provided. The e-mail address can be either an Internet address (jsmith@appleandbartlett.com) or a Microsoft Exchange recipient name ("John Smith").

4.	Optional. Add text to accompany the report. This text will appear as the body of the e-mail message.

5.	Click on the Mail button at the bottom of the tab.

To use the report-specific tabs:

1.	Select the Batch Printing tab.

2.	Perform steps 2 and 3 above to specify whether project managers, principals, clients, or an e-mail address you specify should receive reports.

3.	Optional. Add text to accompany the report. This text will appear as the body of the e-mail message.

4.	Select the report-specific tab.

5.	Click on the Mail button at the bottom of the tab.

How does it work?

When you e-mail a report, Advantage looks at each project included in the report. Advantage:

1.	Looks in Project Table Maintenance to determine the project manager/principal/client associated with each project. If you select Specific Email, Advantage does not refer to Project Table Maintenance. You enter the specific e-mail in the field provided when you select this option.

2.	Compiles a report for each project manager/principal/client/or individual specified by the e-mail address you supply. If you are running a report for a manager/principal/client, the report includes all of that person’s projects.

3.	Looks in Employee Table Maintenance for the e-mail address of each project manager or principal, and looks in Client Table Maintenance for the e-mail address of each client. If you selected Specific Email, you must specify the e-mail address. The e-mail address is not retrieved from Advantage.

4.	Uses the e-mail address to mail the report.


Defining Options for the Project Progress Report

The Project Progress tab of Project Reporting lets you define and save multiple options for printing the Project Progress Report.

To define options for the Project Progress report:

1.	Select Reporting, Project Reports from the Advantage main menu. Advantage displays the Project Reporting form.

2.	Click the Project Progress tab.

3.	Select options:

Print Labor

Labor Code Levels to display

Labor Detail

Print Comments

Print Labor Amounts

Print Expenses

Expense Detail

Consultant Breakout

Vendor Breakout

Print vendor's invoice and date

Print Direct Expenses

Cost or Billing

Only Projects/Tasks with Activity

Show budget balance when no budget

Round to whole amounts

Print project info

Consolidate Tasks

Financial Analysis

Print Final Totals Page

4.	Click on the Print, Print Preview, Submit, or Mail button to generate this report.

  Notes

  Related Topics


Project Progress Report

The Project Progress report compares your labor and expense budgets with the project’s actual cost or billing value incurred.

The Project Progress report lets you monitor and analyze project and task (if any) status by providing you with the most current information for the project. You can use this report to:

•	Verify that a project is on target and within budget.

•	Pinpoint trouble areas.

•	Diagnose situations that are preventing the project from proceeding according to budget.

•	Confirm the accuracy and completeness of current period labor and expense charges.

The Project Progress report contains the following sections for each project:

Labor and overhead

Direct, reimbursable and indirect expenses

Financial analysis

Project and final totals

For each project, the following information appears:

Column	Contents
Project	The number and name of the project for identification purposes only.
Task	The number and name of the task, if the project has tasks.
Current	Hours	This column lists the total labor hours posted to this project during the current accounting period.
	Cost/ Billing	This column lists the extended cost or billing amounts for all labor and expenses posted during the current accounting period.
JTD (Job-to-Date)	Hours	This column lists the total labor hours posted to this project to date.
	Cost/ Billing	This column lists the extended cost or billing amounts for all labor and expenses posted to the project to date.
Budget	Hours	This column lists the total budget hours entered for labor and expenses for this project on the Project Budget Worksheet.
	Cost/ Billing	This column lists the cost or billing budget amounts for all labor and expenses for this project on the Project Budget Worksheet.
% Exp	Shows the percentage of the budgeted dollars actually spent. Advantage calculates this percentage by dividing project-to-date dollars by budgeted dollars.
% Rpt	Shows the percent complete entered on the Project Budget Worksheet.
Balances	Hours	This column lists the total remaining hours for this project. This balance is equal to the budgeted hours minus the project-to-date hours. If you spend more hours on the project, profitability will be reduced and the hours overrun will be shown as a negative balance.
	Cost/ Billing	This column lists the total remaining budget amount for this project. This balance is equal to the budgeted dollars minus the project-to-date amount. If you spend more on the project, profitability will be reduced and the dollar overrun will be shown as a negative balance.
  Notes

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Interpreting the Project Progress Report

If the percent expended (% Exp) is greater than the percent complete reported (% Rpt), the project is over budget for that item. If the labor section is over budget, the difference may be due to spending too many hours, or too many dollars per hour (the actual rate exceeds the budgeted rate), or both. If the expense section is over budget, the difference is due to spending too many dollars.

If your project is over budget, consider the following possible causes:

•	Actual rates of project staff may differ from the average rate used in budgeting.

•	The employees working on the project may have changed.

•	Salaries may have increased.

•	Overtime hours may be costed differently than regular hours.

•	Employee productivity may have decreased.

•	Project budget (entered on the Project Budget Worksheet) may have been underestimated.

  Notes

  Related Topics


Labor and Overhead Section of the Project Progress Report

The labor section of the Project Progress report displays the hours and dollars for each labor code level of the project.

Advantage totals the labor charges as follows on the report:

•	Displays totals for each labor code level of the project or task in the labor section.

•	Displays the total labor for the project or task.

•	Displays additional labor code subtotals if you choose to display labor transaction detail.

Advantage also displays an overhead line below the labor section of the Project Progress report. This line displays the total overhead allocated to regular projects during the current period and project-to-date.

  Notes

  Related Topics


Direct, Reimbursable, and Indirect Expense Sections of the Project Progress Report

The Expenses section of the Project Progress report is divided into sections:  Direct and Reimbursable for revenue producing projects and Indirect expenses for overhead and promotional projects.

The Project Progress report lists the accounts in order by account number. If you are not showing detail (i.e., you specified No detail at the Detail timeframe option), the report shows a one line entry for each account, including current, job-to-date, and budgeted amounts. If you are showing job-to-date or current detail, the report shows one multiple-line section for each account, including:

•	On the first line, the account’s number and name.

•	Detail lines listing all transactions posted to the account during the current period or project-to-date. These detail lines include the transaction type, date, description, and cost amounts.

•	On the last line, a subtotal of all the amounts posted to the account.

Advantage totals the expense charges as follows on the report:

•	Displays account subtotals for each account.

•	Displays total direct expenses for the period if you specified to print direct expenses on the General Options screen.

•	Displays total reimbursable and/or indirect expenses (if any) for the period.

•	Displays additional account subtotals if you choose to display expense transaction detail.

•	Displays a subtotal for all direct, reimbursable, and/or indirect expenses.

  Notes

  Related Topics


Financial Analysis Section of the Project Progress Report
Financial Analysis Section of Project Reports

If you choose to display Financial Analysis information on the report, Advantage displays a Financial Analysis section for each regular project or task. You can display information at either cost or billing rates.

The Financial Analysis section includes the following information, derived from the Office Earnings report:

•	Current, year-to-date, and/or job-to-date fees billed, consultant billed, reimbursable billed, other billed, total billed, revenue, and spent amounts.

•	The difference between spent and revenue, labeled Profit if you are using cost rates and Variance if you are using billing rates.

•	The profit percentage, if you are using cost rates, or the variance percentage, if you are using billing rates. This percentage is the profit/variance amount divided by revenue.

•	Expected gross compensation.

•	Current cash received for the project-to-date.

•	Total accounts receivable and unbilled amounts for the project-to-date. These amounts include retainage amounts, if applied.

•	The computed effective multiplier, if you are using cost rates, or the realization ratio, if you are using billing rates.

•	The revenue method.

The amounts in the Financial Analysis section of this report should be identical to the amounts for the same project on the Office Earnings report. For more information about specific fields, see the Office Earnings report.


Project and Final Total Sections of the Project Progress Report

Advantage displays project totals for each project. These totals include amounts from the labor (if printed) and expense sections of the report, if included.

At the end of the Project Progress report, Advantage displays final totals for all report columns.

  Notes

  Related Topics


Defining Options for the Project Detail Report

The Project Detail tab of Project Reporting lets you define and save multiple options for printing the Project Detail report.

To define options for the Project Detail report:

1.	Select Reporting, Project Reports from the Advantage main menu. Advantage displays the Project Reporting form.

2.	Click the Project Detail tab.

3.	Select options:

Print Labor

Sort by

Labor Code Levels to display

Labor Detail

Print Comments

Print Labor Amounts

Subtotal by Employee

Posting Runs button

Select by billing status

Print Billing Status

Financial Analysis

Print Expenses

Consultant Breakout

Print Direct Expenses

Timeframe

Cost, Billing, or Cost and Billing

Only Projects/Tasks with Activity

Print Project Information

Consolidate Tasks

Print Posting Sequence

Print Final Totals Page

4.	Click on the Print, Print Preview, Submit, or Mail button to generate this report.

  Notes

  Related Topics


Project Detail Report

The Project Detail report displays current-period or job-to-date labor and expense transaction detail for each project and task (if any). This report provides you with the following:

•	Labor Distribution. Shows which employees have charged time to a given project in the current accounting period or job-to-date.

•	Billing Assistance. Gives the bookkeeper a complete record of hours spent by each employee on each project and the resulting dollars charged to the project. This report also gives a complete record of all project expense, by account number. You can use this report as the billing backup for an invoice if a particular client requires detail.

•	Project Cost Record. Records project labor and expenses in detail, unless you print the report at billing rates (if the Billing module is installed). Printing the report at billing rates shows the billing potential of all labor and expenses at the time of posting.

The Project Detail report contains the following sections for each project:

Labor and Overhead

Direct, Reimbursable, and Indirect Expense

Financial Analysis

Project and Final Totals

For each project, the following information appears:

Column	Contents
Project	The project name and number appear.
Task	If the project has tasks, the task name and number appear.
Hours	Reg	The employee’s regular hours entered on the timesheet for this project.
	Ovt	The employee’s overtime hours entered on the timesheet for this project, including any secondary overtime hours.
	Total	The employee’s total hours (regular hours + overtime hours) entered on the timesheet for this project.
If you are running the report at cost rates:

Amount	Reg	The extended cost amount for the employee’s regular hours calculated at the employee’s job cost rate (defined in Employee Table Maintenance).
	Ovt	The extended cost amount for the employee’s overtime hours, calculated using the employee’s job cost rate and overtime percentage (defined in Employee Table Maintenance). The cost amount for any secondary overtime hours is calculated using the employee’s job cost rate and secondary overtime percentage (also defined in Employee Table Maintenance).
	Total	The extended cost amount for the employee’s total hours (regular cost amount + overtime cost amount).
If you are running the report at billing rates:

Billing	The extended amount for the employee’s hours calculated at the employee’s billing rate.
  Notes

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Labor and Overhead Section of the Project Detail Report

The Labor section appears directly under the project number and name. This section includes data from the employee’s timesheet for the period. The Labor section of the Project Detail report can be sorted by labor code or employee. In addition to the employee number and name, the following information appears for each employee:

Column	Contents
Labor Code	The labor code entered on the data entry form when posting time to this project.
Date	Date of the timesheet line item.
Hours	The employee’s regular, overtime, and total hours entered on the timesheet for this project. The overtime hours column also includes any secondary overtime hours.
Amounts	The extended cost amounts for regular, overtime, and total hours, based on the employee’s job cost rate (defined in Employee Table Maintenance) or at the billing rates for billing based reports. If you are generating the report at cost rates: • Regular hours are costed at the job cost rate. • Overtime hours are costed at the job cost rate times the overtime percentage. • Secondary overtime hours are costed at the job cost rate times the secondary overtime percentage.
Advantage totals the labor charges as follows:

•	The report totals hour and dollar amounts for each employee detail line.

•	If sorting is by labor code, Advantage subtotals each labor code level.

•	The Total Labor line totals hour and dollar amounts for all employees for the period.

Advantage also displays an overhead line in the labor section of the Project Detail report. This line displays the total overhead allocated to regular projects during the current period.

  Notes

  Related Topics


Direct, Reimbursable, and Indirect Expense Sections of the Project Detail Report

The Expenses section of the Project Detail report is divided into sections: Direct and Reimbursable for revenue producing projects and Indirect expenses for overhead and promotional projects.

The Project Detail report lists the accounts in order by account number. The Direct, Reimbursable, and Indirect Expenses section includes one multiple-line section for each account, as follows:

•	On the first line, the account’s number and name.

•	Detail lines listing all transactions posted to the account during the current period or job-to-date period. These detail lines include the transaction type, date, description, and total cost amount.

•	On the last line, a subtotal of all the amounts posted to the account.

Advantage totals the expense charges as follows:

•	The report subtotals for each account.

•	The report totals direct expenses for the period if you specified to print direct expenses on the General Options screen.

•	The report totals reimbursable and/or indirect expenses (if any) for the period.

  Notes

  Related Topics


Project and Final Total Sections of the Project Detail Report

Advantage displays project totals for each project. These totals include amounts from the Labor and Expense sections of the report, if printed.

At the end of the Project Detail report, Advantage displays final totals for the Total Hours and Total Amounts columns.

  Notes

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Defining Options for the Project Summary Report

The Project Summary tab of Project Reporting lets you define and save multiple options for printing the Project Summary report.

To define options for the Project Summary report:

1.	Select Reporting, Project Reports from the Advantage main menu. Advantage displays the Project Reporting form.

2.	Click the Project Summary tab.

3.	Select options:

Cost or Billing

Base Number

Subtotal or Summarize

Print Direct Expenses

Only Projects/Tasks with Activity

Show budget balance when no budget

Only projects/tasks over budget

Consolidate Tasks

4.	Click on the Print, Print Preview, Submit, or Mail button to generate this report.

  Notes

  Related Topics


Project Summary Report

The Project Summary report provides you with a comparison of job-to-date spent and budget amounts for all the regular projects and tasks (if any) in your firm. You can also use this report to monitor your percent completes and to ensure that you are not exceeding your project budgets (defined on the Project Budget Worksheet).

The Project Summary report contains the following sections for each project:

•	Labor — Total hours and extended costs for the labor posted for this project.

•	Overhead — Total overhead allocated to regular projects.

•	Direct, Reimbursable, and Indirect Expenses — The extended costs of all expenses posted to this project.

The following information appears for each project:

Column	Contents
Project	The number and name of the project for identification purposes only.
Task	If the project has tasks, the number and name of the task used for identification purposes only.
Current	Hours	The total labor hours posted to this project during the current accounting period.
	Cost/ Billing	The extended cost or billing amounts for all labor and expenses posted during the current accounting period.
JTD	Hours	The total labor hours posted to the project to date.
	Cost/ Billing	The extended cost or billing amounts for all labor and expenses posted to the project to date.
Budget	Hours	The total hours entered for labor and expenses for this project on the Project Budget Worksheet.
	Cost/ Billing	The cost or billing amounts for all labor and expenses for this project on the Project Budget Worksheet.
% Exp	The percentage of the budgeted dollars that has actually been spent. Advantage calculates this percentage by dividing project-to-date dollars by budgeted dollars.
% Rpt	The percent complete entered on the Project Budget Worksheet.
  Notes

  Related Topics


Defining Options for the Office Earnings Report

The Office Earnings tab of Project Reporting lets you define and save multiple options for printing the Office Earnings report.

To define options for the Office Earnings report:

1.	Select Reporting, Project Reports from the Advantage main menu. Advantage displays the Project Reporting form.

2.	Click the Office Earnings tab.

3.	Select options:

Cost or Billing

Base number

Subtotal or Summarize

Report Format

Only Projects/Tasks with Activity

Only projects/tasks with revenue over (amount)

Consolidate Tasks

4.	Click on the Print, Print Preview, Submit, or Mail button to generate this report.

  Notes

  Related Topics


Office Earnings Report

The Office Earnings report provides comprehensive financial information for the current accounting period on a project-by-project (or task-by-task) basis. Only regular projects appear on the Office Earnings report.

Advantage prints the projects (and tasks) on the Office Earnings report in order by project and task number.

Report Formats

You can generate the report in any of three formats:

•	Full Financial Analysis. Prints the Office Earnings report with one line each for current, year-to-date, and job-to-date amounts. This is the default option.

•	JTD/YTD Summary. Prints the Office Earnings report with a one line summary for each project listing job-to-date and year-to-date amounts.

•	JTD/Current Summary. Prints the Office Earnings report with a one line summary for each project listing job-to-date and current amounts.

Current period data includes all data posted since the accounting period was opened. Year-to-date data includes all data posted since you initialized for the new fiscal year. Job-to-date data includes all data posted to the project or task, including any history, since the project was entered into Advantage.

Report Contents

Depending on the format you choose, you may see the following information:

Column	Contents
Fees Billed	Total amount of fee billings entered on invoices for accounts that are mapped to Project Column 1 in Invoice Mapping Accounts Maintenance. If you are applying retainage to your invoices, the amount listed in this column is the gross invoice amount. For example, if you have a net invoice of $900.00 with $1,000.00 of Fee and $100.00 of Retainage, this column includes the entire $1,000.00. The billed amount is not offset by the retainage amount.
Consult Billed	Total amount of reimbursable consultant billings entered on invoices for accounts that are mapped to Project Column 2 in Invoice Mapping Accounts Maintenance. If you are applying retainage to your invoices, the amount listed in this column is the gross invoice amount. For example, if you have a net invoice of $900.00 with $1,000.00 of Consultant Expenses and $100.00 of Retainage, this column includes the entire $1,000.00. The billed amount is not offset by the retainage amount.
Reimb Billed	Total amount of reimbursable expense billings entered on invoices for accounts that are mapped to Project Column 3 in Invoice Mapping Accounts Maintenance. If you are applying retainage to your invoices, the amount listed in this column is the gross invoice amount. For example, if you have a net invoice of $900.00 with $1,000.00 of Reimbursable Expenses and $100.00 of Retainage, this column includes the entire $1,000.00. The billed amount is not offset by the retainage amount.
Other Billed	Total of all other revenue account amounts (for example, sales tax billings or interest billings entered on invoices) that are not mapped to a project column in Invoice Mapping Accounts Maintenance. If you are applying retainage to your invoices, the amount listed in this column is the gross invoice amount. For example, if you have a net invoice of $900.00 with $1,000.00 of Other Charges and $100.00 of Retainage, this column includes the entire $1,000.00. The billed amount is not offset by the retainage amount.
Total Billed	The sum of all billed columns. If you are applying retainage to your invoices, the amount listed in this column is the gross invoice amount. For example, if you have Total Charges of $10,000 and Total Retainage of $1,000.00 of Retainage, this column includes the entire $1,000.00. The billed amount is not offset by the retainage amount.
Revenue	Earned revenue for the project (or task).
Spent	Total of all expenses related to the project (or task) including labor, overhead, direct, and reimbursable expenses.
Profit/ Variance	This column displays the difference between the Spent amount and the Revenue amount. If you print the report at cost rates, this amount is labeled Profit. If you print the report at billing rates, this amount is labeled Variance.
Profit Pct/ Variance Pct	Profit/variance for the project (or task) divided by the revenue for the project (or task). By comparing the percentage for the current period to the year-to-date and job-to-date percentages, you can see the affect of the project’s recent performance on overall profitability. If you print the report at cost rates, this amount is labeled Profit Pct. If you print the report at billing rates, this amount is labeled Variance Pct.
Fee	The project’s (or task’s) expected gross compensation. This value is the amount entered at the Compensation, Consultant Fee, and Reimb Allowance fields in Project Table Maintenance.
Cur Rect	Total current cash received for the project (or task).
A/R	Accounts receivable. Represents the total of all outstanding invoices for the project or task. If you are applying retainage to your invoices, the amount listed in this column is the net invoice amount. For example, if you have $1,000.00 of Labor and $100.00 of Retainage, this column includes the net invoice amount of $900.00. The billed amount is offset by the Retainage amount.
Unbilled	Unbilled services amount. If this amount is positive, it consists of revenue that has been earned but not billed. If this amount is negative, it consists of revenue billed prior to being earned.
Eff Mult/ Real Ratio	If you generate the report at cost rates, this column displays the Effective Multiplier. If you generate the report at billing rates, it shows the Realization Ratio. The Effective Multiplier is a productivity measure that shows the amount of net revenue earned for each labor dollar expended, calculated as: (Revenue less (non-labor Direct and Reimbursable Expenses)) divided by (Direct Labor Dollars at Cost Rates) The Realization Ratio compares net revenue earned to labor at billing rates, calculated as: (Revenue less (non-labor Direct and Reimbursable Expenses)) divided by (Direct Labor Dollars at Billing Rates)
Rev Meth	The revenue method defined in Project Table Maintenance by which Advantage calculates revenue for the project (or task). Note that revenue accrues according to the specified revenue method.
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   Related Topics


Defining Options for the Project List

The Project List tab of Project Reporting lets you define and save multiple options for printing the Project List.

To define options for the Project List:

1.	Select Reporting, Project Reports from the Advantage main menu. Advantage displays the Project Reporting form.

2.	Click the Project List tab.

3.	Select options:

Print project info

Show Fields 1-4

Only Projects/Tasks with Activity

Consolidate Tasks

4.	Click on the Print, Print Preview, Submit, or Mail button to generate this report.

  Note

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Project List

The Project List shows all of the data currently entered in your Project Table. Use this information to verify the data entered through Project Table Maintenance.

You can print the Project List from Project Table Maintenance or from the Reporting menu. Both options are discussed below.

Printing the Project List from Project Table Maintenance:

Use this printing option if you want to print the Project List for one project in your database.

1.	Select Tables, Projects from the Advantage main menu. Advantage displays the Project Table Maintenance form.

2.	Locate the project for which to print the Project List.

3.	Click Report. Advantage displays the Project List report for the current project on your screen.

4.	Select File, Print or click Print to print the report to your default printer.

Printing the Project List from the Project Reporting routine:

Use this printing option if you want to print the employee list for more than one employee in your database.

1.	Select Reporting, Project Reports from the Advantage main menu. Advantage displays the Employee Reporting form.

2.	Click the Project List tab.

3.	Select options for the Project List.

4.	Click Print or Print Preview.

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Defining Options for the Unposted Labor Report

The Unposted Labor tab in Project Reporting lets you define and save multiple options for printing the Unposted Labor report.

To define options for the Unposted Labor report:

1.	Select Reporting, Project Reports from the Advantage main menu to display the Project Reporting form.

2.	Click the Unposted Labor tab.

3.	Select options:

Print Comments

Consolidate Tasks

Detail Sort

Subtotals

Timekeeper Timesheets through period ending

Select one or more Data Entry Timesheet Files

Timekeeper Special Categories:

•	Include Category Hours

•	Category Hours Only

•	Specific Category

4.	Click on the Print, Print Preview, Submit, or Mail button to generate this report.

  Related Topics


Unposted Labor Report

Use the Unposted Labor report to review:

•	All timesheet data in unposted data entry files.

•	All Timekeeper timesheets that are in-progress or submitted, but not yet posted.

For each project or project/task combination, the following information appears on the Unposted Labor report:

Column	Contents
Employee	The number of each employee who has unposted labor hours from data entry timesheets or Timekeeper timesheets.
Employee Name	The name of each employee who has unposted labor hours from data entry timesheets or Timekeeper timesheets.
Date	The date of the timesheet transaction, from either a data entry timesheet or a Timekeeper timesheet.
Labor Code	The labor code entered on the data entry timesheet or Timekeeper timesheet.
Hours	Regular	This column lists the unposted regular labor hours for the employee.
	Overtime	This column lists the unposted overtime and secondary overtime labor hours for the employee.
	Total	This column lists the total unposted labor hours for the employee from all data entry timesheets and/or Timekeeper timesheets.


Tax Reporting Screen

Advantage produces Tax Reports to help you monitor the tax information on various transactions. These reports track taxable amounts and any associated taxes. The Tax Reporting routine lets you set sort and selection criteria for each report. The following tax reports are available in Advantage:

Tax Analysis

Sales List

What do you want to do?

Email, print, and/or Submit Reports from the Batch Printing Tab

Define Options for the Tax Analysis Report

Define Options for the Sales List Report


Define Options for the Tax Analysis Report
Defining Options for the Tax Analysis Report

The Tax Analysis tab of Tax Reporting lets you define and save options for printing the Tax Analysis Report.

To define options for the Tax Analysis report:

1.	Select Reporting, Tax Reports from the Advantage main menu. Advantage displays the Tax Reporting form.

2.	Click the Tax Analysis tab.

3.	Select options:

Select All Tax Codes

Cash Basis Reporting

Tax Code Summary

Sort by

Timeframe

4.	Click on the Print, Print Preview, or Submit button to generate this report.


Tax Analysis Report

This report is only available if you have the tax auditing feature enabled.

The Tax Analysis report lets you review all purchases, sales, and associated taxes that occurred during a specific period, a range of periods, a range of dates, or on a year to-date basis. This report is available in two formats as defined on the Tax Analysis Report of the Tax Reporting routine:

•	Summary report – On the first line, Advantage indicates that the taxes are for inputs (purchases). On subsequent lines Advantage prints each selected tax code and, for each tax code, the net amount and tax amount.

On the last line, Advantage prints the net and tax totals for all tax codes on the report.

•	Detail report – Prints the same information as on the summary report. In addition, the report includes the following details for each input (purchase) and output (sale): transaction date, transaction type, invoice/reference number, vendor/client identification and description of transaction, fiscal period, posting sequence number, project/task number, net amount, and tax amount.


Define Options for the Sales List
Defining Options for the Sales List

The Sales List tab of Tax Reporting lets you define and save multiple options for printing the Sales List.

To define options for the Sales List report:

1.	Select Reporting, Tax Reports from the Advantage main menu. Advantage displays the Tax Reporting form.

2.	Click the Sales List tab.

3.	Select options:

Select All Tax Codes

Cash Basis Reporting

Foreign Tax Registered Clients Only

Client Detail

Timeframe

4.	Click on the Print, Print Preview, or Submit button to generate this report.


Sales List

This report is only available if you have the tax auditing feature enabled.

The Sales List report lets you review all taxes, sales, and associated taxes that occurred during a specific period, a range of periods, a range of dates, or on a year to-date basis. This report is available in two formats as defined on the Sales List tab of the Tax Reporting routine:

•	Summary report – For each client, Advantage prints the tax country code and registration number, client number and name, total net amount, and total tax amount.

•	Detail report – Prints the same information as on the summary report. In addition, the report includes the following details for each sales transaction: transaction date, transaction type, invoice number, fiscal period, posting sequence number, project/task number, net amount, and tax amount.


Select the report(s)

Click on the white box next to the report(s) to print or submit to the process queue. Once a report is selected for printing, a checkmark appears in the white box.


Submit button

The Submit button lets you send the selected reports to a process queue. When you click on this button, a form appears where you can specify the process server to which to submit the reports and any other desired options.


Print button

The Print button lets you print the selected reports to the default printer setup on your workstation. See your Windows on-line help for steps on changing your default printer.


Load Settings button

The Load Settings button lets you retrieve a set of saved options from a previous reporting session.

If you click on this button and there is only one set of saved options, those options are loaded by default, and Advantage lists the current settings in the lower left corner of the form.

If you click on this button and there is more than one set of saved options, a form appears that lets you select the desired set of options to load.


Save Settings button

The Save Settings button lets you save the set of options from the current reporting session. When you click on this button, Advantage displays a form where you can enter a name for this set of options.


Close button (reporting)

The Close button lets you exit from the current reporting session. When you click on this button, Advantage displays a form questioning whether or not to save your report settings.


Batch Printing tab

The Batch Printing tab lets you select and print multiple reports, or select multiple reports and then submit them to a print queue.


Selection tab
Selection tab (reporting)

The Selection tab lets you establish selection criteria for your reports.


Sorting tab (reporting)

The Sorting tab lets you indicate the order in which to display information on the report.


A/R Aged tab

The A/R Aged tab lets you set up options for the Aged Accounts Receivable report.


A/R Ledger tab

The A/R Ledger tab lets you set up options for the Accounts Receivable Ledger report.


Employee Number

Each employee number in your database, as defined in Employee Table Maintenance.


Employee Name

Each employee name in your database, as defined in Employee Table Maintenance.


Status

The employee’s status (Active, Inactive, or Terminated), as defined in Employee Table Maintenance.


Direct Expenses popup
Direct Expenses

Direct expenses are costs specifically identifiable with a project. The cost of direct expenses are absorbed by the project, and not billed to the client. Direct expenses are numbered between 600.00 and 699.99 in the Standard Chart of Accounts.


Reimbursable Expenses popup
Reimbursable Expenses

Non-labor costs directly billable to and reimbursed by the client. Reimbursable expense accounts are numbered between 500.00 and 599.99 in the Standard Chart of Accounts.


Indirect Expenses popup
Indirect Expenses

Indirect expenses are costs not specifically identifiable with a project. You specify indirect expenses for overhead projects. Indirect expense accounts are numbered between 700.00 and 799.99 in the Standard Chart of Accounts.


Job Cost Type

The employee type (employee, principal, and so on) and the job cost type (hourly or salary) that Advantage uses to calculate the employee’s job cost rate for hours charged to a project, as defined on the General tab of Employee Table Maintenance.

Job cost types (hourly or salary) display only if you are using the Adjust Salaried Job Costing feature. To turn this feature on, you must select the Allow job cost rates to be salaries option in General System Setup Maintenance.


Job Cost Rate

The rate at which Advantage applies the employee’s hours as costs to a project, as defined on the General tab of Employee Table Maintenance.


Job Cost Overtime Pct

The percentage by which Advantage multiplies the employee’s hourly wage when it applies the employee’s overtime hours as costs to a project, as defined on the General tab of Employee Table Maintenance.


Target Ratio

The percentage of an employee's time that you expect will be charged to regular (revenue producing) projects, as defined on the General tab of Employee Table Maintenance.


Hire Date

The date that the employee was hired, as defined on the General tab of Employee Table Maintenance.


Raise Date

The date of the employee’s last raise, as defined on the General tab of Employee Table Maintenance.


Termination Date

The date on which the employee terminated employment at your firm, as defined on the General tab of Employee Table Maintenance. This field displays if the Employee information to display option has one of these settings:

•	Employee Information

•	All


Select Codes definition
Select Codes

The employee sort information specified on the Sort/Select tab of Employee Table Maintenance.


Tolerance

Any difference between Total Assets and Total Liabilities and Net Worth on the Balance Sheet. If Profit Center Reporting is installed, and you make journal entries between profit centers when maintaining separate Balance Sheets, there may be tolerances for individual profit centers.


Assets definition
Assets

Economic resources that are expected to benefit future activities. Examples of assets include cash and accounts receivable.

In the Standard Chart of Accounts, asset accounts are numbered between 100.00 and 199.99.


Liabilities definition
Liabilities

Liabilities are your firm’s economic obligations to non-owners. Examples of liabilities include accounts payable and long-term debt.

In the Standard Chart of Accounts, liability accounts are numbered between 200.00 and 299.99.


Net Worth definition
Net Worth

Net worth is the excess of assets over liabilities. Examples of net worth include capital stock and retained earnings.

In the Standard Chart of Accounts, net worth accounts are numbered between 300.00 and 399.99.


Profit Center

If you choose to sort the General Ledger reports by profit center, Advantage sorts by ascending profit center within each fiscal period.


Project Number

If you choose to sort the General Ledger reports by project number, Advantage sorts by ascending project number within each fiscal period.


Transaction Date

If you choose to sort the Account Analysis report by transaction date, Advantage sorts by ascending transaction date within each fiscal period.


Posting Sequence

If you choose to sort the General Ledger reports by posting sequence, Advantage sorts by ascending posting sequence number within each fiscal period.


Reference Number

If you choose to sort the General Ledger reports by reference number, Advantage sorts by ascending reference number within each fiscal period.


Transaction Type

If you choose to sort the Account Analysis report by transaction type, Advantage sorts by ascending transaction type within each fiscal period.


Row-level security for Employee Reports

If row-level security is implemented for your security workgroup, you can generate Employee reports for employees in all profit centers to which your security workgroup has rights to view/modify.

If you manually enter an employee number (on the Selection tab of Employee Reporting) that your security workgroup does not have access to, Advantage displays the following message:

Employee <employee number> does not exist or you do not have access.

Lookups on the Selection tab of Employee Reporting only display the employees to which your workgroup has access.


Row-level security for Project-Based Reports

If row-level security is implemented for your security workgroup, you can generate the report for all projects to which your security workgroup has rights to view/modify.

If your project has tasks and you have access to the main project record, you can run the report and view all tasks associated with that project.

If your projects have tasks, and you do not have access to the main project record, you can only run the report and view the tasks to which your security workgroup has access.

If you manually enter a project number (on the Selection tab of the Reporting routine) that your security workgroup does not have access to, Advantage displays the following message:

Project <project number> does not exist or you do not have access.

Lookups on the Selection tab of the Reporting routine only display the projects to which your workgroup has access.


Row-level security for Profit Center Based Reports

If row-level security is implemented for your security workgroup, you can generate the report for all profit centers to which your security workgroup has rights to view or modify.


Sorting reports based on the entire profit center

If you use the Profit Center Reporting application, you can sort your reports by profit center by selecting Profit Center from the drop-down list in a sort field.


Sorting reports by a specific level of the profit center

If you use the Profit Center Reporting application, you can sort your reports by a specific level of your profit centers by selecting the profit center level name from the drop-down list in a sort field.


Sorting reports by a specific sort/select code

If you have set up sort/select fields (user-defined fields) for your accounts in Utilities, Setup Table Maintenance, Sort/Select Setup, you can choose a sort/select code from the drop-down list in a sort field for sorting your reports.


Sorting reports by type of work

You can sort your reports according to the field of work, such as hospitals, schools, or bridges.


Sorting reports by the sector
Sorting reports by sector

You can sort your reports according to the project sector, such as commercial, government, or residential.


Sorting reports by the region
Sorting reports by region

You can sort your reports by project region, such as Atlantic, North East, or South West.


Sorting reports by billing type

You can sort your reports by contract type, such as Fee or T&M (time and materials).


Inserting page breaks after each sort

Select the Page Breaks option if you want to include a page break each time the sort value changes.

You can insert a page break after any or all of the sorts. If you do this, Advantage automatically page breaks when the sort changes. For example, if you insert a page break for the first sort, Office, and you have three offices (BO, CO, and SF), Advantage inserts a page break each time the office changes.


Printing subtotals for each sort

Select the Subtotals option if you want to include subtotals for the sort.

Subtotals print each time the sort value changes. For example, if you sort on profit center, Advantage prints a subtotal for each different profit center.


Sorting reports by client number

If you choose to sort the reports by client number, Advantage sorts the reports in order by the client number (for example, 00001, 00002, 00101, 00382).


Sorting reports by client name

If you choose to sort the reports by client name, Advantage sorts the reports alphabetically by the client name (for example, Apple, Bartlett, Gonzalez, Stone).


Sorting reports by project principal

If you choose to sort the reports by principal, Advantage sorts the reports alphabetically by the principal (for example, Apple, Bartlett, Jones, Smith).


Sorting reports by project manager

If you choose to sort the reports by project manager, Advantage sorts the reports alphabetically by the project manager (for example, Apple, Bartlett, Jones, Smith).


Sorting reports based on the project revenue method

If you choose to sort the reports by revenue method, Advantage sorts the reports alphabetically by the revenue method.


Sorting reports by project status

If you choose to sort the reports by project status, Advantage groups projects by status (Active, Inactive, Dormant) on the reports.


Indicating the project sort for reports

You can select to sort your reports by project number or project name.

If you select to sort by project number, Advantage sorts the reports in order by the project number (for example, 00001.00, 00002.00, 97001.00, 98002.00).

If you select to sort by project name, Advantage sorts the reports alphabetically by the project name (for example, ABC Plaza Study, Balboa Office Park, General Overhead, Vacation).


Sorting reports by employee status

If you choose to sort the reports by employee status, Advantage groups employees by status (Active, Inactive, Terminated) on the reports.


Sorting reports by hire date

If you sort by hire date, Advantage sorts the employees on the report according to the hire dates specified on the employee records, from earliest hires to most recent hires.


Sorting reports by raise date

If you sort by raise date, Advantage sorts the employees on the report according to the raise dates specified on the employee records, from oldest raise dates to most recent raise dates.


Sorting reports by termination date

If you sort by termination date, Advantage sorts the employees on the report according to the dates on which they left your firm; employees with earlier termination dates appear first on the report, continuing to employees with more recent termination dates.


Sorting reports by office

When you choose Office on the Sorting tab, Advantage sorts the data on the report according to the code assigned each office in your firm (for example, BO, CO, and SF).


Sorting reports by discipline

When you choose Discipline on the Sorting tab, Advantage sorts the data on the report according to the code for each project discipline (for example, AR-Architectural, EN-Engineering).


Sorting reports by commission amount

Sorts data according to commission amounts..


Sorting reports by review date

Sorts data according to review dates..


Sorting by city
Sorting reports by city

Groups data by city, with cities listed alphabetically.


Sorting by state
Sorting reports by state

Groups data by state, with states listed alphabetically.


Sorting by Zip code
Sorting reports by Zip code

Groups data by Zip code, with Zip codes listed in numeric order.


Sorting by country
Sorting reports by country

Groups data by country, with countries listed alphabetically.


Sorting by insurance
Sorting reports by insurance

Sorts client data by insurance code.


Indicating the employee sort for reports

You can select to sort your reports by employee number or employee name.

If you select to sort by employee number, Advantage sorts the reports in order by the employee number (for example, 00001, 00002, 00101, 00382).

If you select to sort by employee name, Advantage sorts the reports alphabetically by the employee name (for example, Apple, Bartlett, Jones, Smith).


Effective Multiplier

The effective multiplier is often referred to as the net multiplier. It is the relationship between net revenue and direct labor. The formula used is:

Earned Revenue - (Direct and Reimbursable Expenses) = Net Revenue

Net Revenue / Direct Labor = Effective Multiplier

This multiplier provides you with a very valuable statistic in determining how much revenue each dollar of labor charged to a contract earns. For time and materials contracts, it is a crucial measure of how effective your firm is at converting direct labor dollars into billable dollars. For fixed fee contracts, where compensation is negotiated up front, the effective multiplier shows how accurate your firm was at forecasting labor costs.

The effective multiplier is an excellent benchmark or measure to be used to evaluate the revenue potential for your firm. Architectural firms, as well as engineering firms who perform environmental work, typically have their effective multipliers of 3.0 to 3.5 times labor. Engineering firms would typically fall into a lower multiplier, closer to 2.25 to 2.75. These ratios are standards that can be used for comparison. Your firm may have a slightly higher or lower ratio.

Once an overhead rate has been determined, it is relatively easy for your firm to predict profitability by comparing the effective multiplier to the labor plus overhead percentage. For example, if you have an effective multiplier of 3.0 and an overhead rate of 1.50, your firm will be profitable.  By subtracting 1.0 for labor plus 1.50 for overhead, we get a total cost of 2.5, subtracting 2.5 from 3.0 provides a profit of .5.


Profit Percentage

Profit for the project (or task) divided by the revenue for the project (or task). By comparing the profit percentage for the current period to the year-to-date and job-to-date profit percentages, you can see the affect of the project’s recent performance on the overall profitability.


Employee information to display

Select the level of employee information to display on the generated list. Your options are as follows:

•	Number and Name — If selected, the Employee List contains only the employee number and name for each employee in your database.

•	Employee Information — If selected, in addition to the employee number and name, the Employee List contains job cost information, each employee’s target ratio, status, hire date, and raise date.

•	Address — If selected, the Employee List contains the employee number and name, as well as each employee’s address.

•	Select Codes — If selected, the Employee List contains all of the information included in the Employee Information option as well as the information specified on the Sort/Select tab of Employee Table Maintenance.

•	All — If selected, the Employee List contains the employee number, employee name, job cost information, each employee’s target ratio, status, hire date, raise date, address information, phone, FAX, cell phone, and all entries specified on the Sort/Select tab of Employee Table Maintenance.


Show Series Summary option

Use this option to include on the Employee List a summary of total active, inactive, and terminated employees, and the current series level.


Sorting the Aged Accounts Receivable Report by Invoice Number

If you select the Sort by Invoice Number option on the A/R Aged tab of Accounts Receivable Reporting, Advantage prints invoice information for clients as follows:


Sorting the Aged Accounts Receivable Report by Project Number

If you do not select the Sort by Invoice Number option on the A/R Aged tab of Accounts Receivable Reporting, Advantage prints invoice information for clients as follows:


Account Subtotal Digit

Select this option to print a subtotal based on a specified number of account digits. For example, if you have accounts 101.00, 102.00, 103.00, and 104.00 and you specify 2 at this prompt, Advantage combines all these amounts into one value and lists a subtotal for 10-.-- series.


Profit Center Detail

Select this option if you have Profit Center Reporting installed, and you want to show profit center detail. If selected, Advantage prints account totals divided out into each individual profit center.


Cash Basis Reporting

Select this option if you have the cash-basis reporting feature enabled in System Setup Maintenance and you want to run the cash-basis version of the selected reports.


Print Current Period Amounts

Select this option if you want the current period amounts for you balance sheet accounts to appear on the Balance sheet. If you do not select this option, Advantage will not print the Current column.


Account Group Table

Select the account group table that contains you custom settings for displaying accounts.


Only Include Accounts w/ Activity

Select this option if you only want to view accounts that have posted amounts during the selected period.


Transaction Type Summary

Select this option to have Advantage roll up the amounts posted by account, profit center, and transaction type.

Note that if you select this option and the Subtotal by Fiscal Period option, Advantage rolls up information by account, profit center, transaction type, and fiscal period.


Subtotal by Fiscal Period

Select this option if you are running the Account Analysis report for multiple fiscal periods and want to display a subtotal for each period.


Sort by

Indicate how to sort the information for each account on the Account Analysis report. Your choices are:

Transaction Type

Reference Number

Posting Sequence

Transaction Date

Project Number

Profit Center

Information is always sorted by fiscal period and then by the sort specified at this field. For example, if you sort by transaction type and you have the following:

Type	Fiscal Period

PP	05/1996

CD	05/1996

AP	06/1996

Advantage sorts the information as follows:

Type	Fiscal Period

CD	05/1996

PP	05/1996

AP	06/1996


Period Selection

Select the period range for which to run the Account Analysis report. Your options are:

•	Current Period – Prints account detail for the current period only.

•	Year-to-Date – Prints year-to-date account detail.

•	Periods – Prints account detail for the specified periods only.


Select one or more budgets

Select the budget(s) to view. The budgets you created via the Profit Planning Worksheet appear in the selection box, listed by name and budget year.


Orientation

You can print the Aged Accounts Receivable report in either of the following formats:

Portrait

The portrait version of this report prints the following information:

•	Project and task information

•	Invoice information

•	Total balance due on an invoice

•	Four user-defined aging columns

Landscape

The landscape version of this report prints the following information:

•	Project and task information

•	Invoice information

•	Total balance due on an invoice

•	Six user-defined aging columns

•	Retainage column (if the Display Column for Retainage option is selected)

•	Interest column (if the Display Column for Interest option is selected)


Show Modification Detail

Select this option to show invoice modification detail. When you select this option, Advantage displays a line for each invoice including the modification period and posting sequence number. For example,

This option is only available if you selected the Include Invoice Detail option.


Display Interactive A/R Comments

Select this option to see on the Aged Accounts Receivable report any invoice comments entered via the Interactive Accounts Receivable Reporting application.

This option is available only if the following conditions are true:

•	You are currently linked to a SQL Server database.

•	You have security privileges to review Interactive A/R Comments; your setting must be "Full Access" or "By User."

If you select the Display Interactive A/R Comments option, use the corresponding Comments Date Range fields to indicate a starting date and/or ending date for the invoice comments to be included.

To see comments entered without an associated project number, sort by Client on the Sorting tab of Accounts Receivable Reporting.

Comments sort by descending date (most recent comments first).


Client information to display

Specify whether or not you want to display client information on the report. Your choices are:

•	None

•	Number and Name

•	Contact and Telephone

•	Full Address


Show Memo

Select this option to display the text entered in the Memo field of Client Table Maintenance on the Aged Accounts Receivable report.

If you select this option, Advantage prints the entry in the Memo field as the last line of the client information section on the Aged Accounts Receivable report.

This option is only enabled if you select to display some form of client detail in the Client information to display field.

Warning!

This option prints all of the text entered in the Memo field. There is no way to print part of this field. For this reason, you should try to limit the comments entered for the client to a reasonable number of characters, so that the Memo field does not take up too much room on the report.


Sort by Invoice Number

Select this option to sort the client detail on the Aged Accounts Receivable report by invoice number. Click here for an example of how data appears on the report if this option is selected.

Do not select this option if you want to sort the client detail on the Aged Accounts receivable report by project number. Click here for an example of how data appears on the report if this option is not selected.


Include Invoice Detail

Select this option to display the invoice number, date, and amount of the invoice for each transaction posted during the period.

If you select this option and sort the Aged Accounts Receivable report by invoice number, Advantage displays project detail for each invoice.


Include Invoice Comments

Select this option to include on the report any comments written about the invoices during data entry.


Include Cash Receipt Comments

Select this option to include on the report any comments written about the cash receipts during data entry.


Display Last Receipt by Project

Select this option to print the last receipt for each project on the report. To optimize performance on the report, do not select this option.


Exclude Unassigned Receipts

Select this option to prevent cash receipts posted to an invoice that does not have a record in Advantage from being printed on the report.


Only include invoices over n days old

Select this option to include only invoices with an outstanding balance that is past due over n days. This option is useful if you want to identify clients who have not made payments to their invoices for a specified period of time.


Only include invoices as of

Select this option to specify a cut-off date for which to list invoices on the report. If you select this option, Advantage enables the date field where you can specify the date on which to cut-off invoices.

Regardless of the date on which you cut-off invoices, all receipts for all the invoices displaying on the report appear on the report. For example, if you choose to include invoices posted as of 09/98 and payments for those invoices were received in 10/98 and 11/98, Advantage will display those receipts.

This option is useful if you want to see an accurate picture of your accounts receivable for invoices generated prior to a specific date.


Clients with balances over

Select this option to include only clients who have an outstanding balance greater than the amount you specify in the field provided.

If you select this option, Advantage determines the total outstanding balance for each client on all of the projects to which each client is assigned (in Project Table Maintenance). For each client, it then compares the total client balance amount to the amount entered in this field. If the balance is greater than or equal to the amount you specify, the projects to which the client is associated appear on the report.

If you use this option, you should select to print some form of client detail in the Client information to display field and sort by client name or number.

Click here for a sample of what this report will look like if you select this option and sort by Client Name.


Invoices with balances over

Select this option to include only invoices that have an outstanding balance greater than the amount you specify in the field provided.

If you select this option, Advantage determines the total outstanding balance for each client invoice (all projects). It then compares the total outstanding balance amount on each invoice to the amount entered in this field. If the invoice balance is greater than or equal to the amount you specify, the invoice appears on the report.


Display Column for Interest

Select this option to include an Interest column on this report. This column displays total interest by invoice (if including invoice detail) and project.

This field is only enabled if you selected to print the landscape version of this report.


Consolidate Tasks

Select this option to consolidate all task detail and show it at the project detail level. This option is only available if you are set up to use tasks in your database.


Aging Date

The aging date determines the date Advantage uses when determining how long your invoice balances have been outstanding. Your choices are:

Today’s Date

Use this date if you want to see how long a project’s invoice balance has been outstanding as of today.

Accounting period end date

Use this date if you want to see how long a project’s invoice balance has been outstanding as of the current accounting period’s end date.

Specific Date

Use this date if you want to see how long a project’s invoice balance has been outstanding as of the date specified.


Aging Increments

You can enter up to six different aging categories (four for the portrait version and six for the landscape version), each representing a different aging period. When you enter the first increment (e.g., 0 - 30 days), Advantage sets the next aging increment to begin one day after the ending aging increment from the previous step (e.g., 31). Advantage uses this field with the Aging Date field to show how long an invoice balance has been outstanding (based on the date from which you begin aging).


Display Retainage Totals by Project

Select this option to print a retainage line for each project that has retainage terms established in Billing Terms Table Maintenance. The line prints as follows:

Retainage on this project

The retainage amount appears after the invoice data entry file, which contains the retainage amount, has been posted. All retainage amounts appear in the Balance column.

If you select this option and do not select the Display all Invoices with Retainage option, your retainage totals may be higher than what appears on the report (since you are not including invoices with just retainage amounts).

This field only appears if the Enable Retainage feature in Billing option is selected in General System Setup Maintenance.


Display Column for Retainage

Select this option to include a Retainage column on this report. This column lists total retainage by invoice (if including invoice detail) and project.

This field only appears if you selected to print the landscape version of this report and the Enable Retainage feature in Billing option is selected in General System Setup Maintenance.


Display all Invoices with Retainage

Select this option to include all invoices with retainage on this report.

If you do not select this option, your retainage totals may be higher than what appears on the report (since you are not including invoices with just retainage amounts).

This field only appears if you selected to print the landscape version of this report and the Enable Retainage feature in Billing option is selected in General System Setup Maintenance.


Orientation

You can print the Accounts Receivable Ledger report in either of the following formats:

Portrait

The portrait version of this report prints the following information:

•	Project and task information

•	Invoice information

•	Total invoice amount

•	Up to four user-defined columns

•	Total invoice/receipt amount posted to an account other than those listed

Landscape

The landscape version of this report prints the following information:

•	Project and task information

•	Invoice information

•	Total invoice amount

•	Up to eight user-defined columns

•	Total invoice/receipt amount posted to an account other than those listed


Display Average Collection Period

Select this option to print the Average Collection Period at the end of the report. To optimize performance for this report, do not select this option.


Display Billed/Received Totals

Select this option to print the total billed and received for each project to date. If you select this option, the report also prints total billed and received for all projects (at the end of the report).


Interest Column

Enter the column, as specified in A/R Ledger Headings Maintenance, that is set up to include interest amounts on the Accounts Receivable Ledger.


Exclude if paid prior to

Click on the drop-down arrow and select the fiscal period and year to be used as a cut-off date for displaying zero balance invoices on this report

The periods in the drop-down list displays in mm/yyyy format (for example, 06/2004 to represent June 2004).

This option prevents invoices paid-in-full, prior to the specified date, from being included on the report.


Display Statement Label

Select this option to print the word "Statement" underneath the date and project information in the top right corner of the statement.


Print Project Number in Heading

Select this option to print the project number for which this statement applies underneath the date in the top right corner of the statement.


Print Project Name

Select this option to print the project number and name above the Outstanding Invoices section of the statement.


Print Project Description

Select this option to print the text entered in the Description field on the General tab of Billing Terms Table Maintenance on the statement. The description prints below the project number and name.


Statement Date

The aging date determines the date that Advantage will use when determining the invoices to include on the statement. You have the following options:

•	Today’s Date - Select this option to use the current date.

•	Accounting period end date - Select this option to use the accounting period end date specified when you initialized your files for the new accounting period.

•	Specific Date - Select this option to use a specific date you enter in this field.


Print Firm Name

Select to print your firm’s name on each statement. The firm name is defined on the General tab of General System Setup Maintenance.


Address Start

Enter the number of inches below the standard placement that the address will begin printing. If you enter zero, Advantage does not change the standard address placement.

The Address Start value defaults from Billing Setup Maintenance. If you change the Address Start value here, Advantage does not update Billing Setup Maintenance with your changes.


Byline

Enter your firm’s byline. The byline prints under the firm name (if printed) on the first page of your statements.

The Byline defaults from Billing Setup Maintenance. If you change your firm’s Byline here, Advantage does not update Billing Setup Maintenance with your changes.


Print Byline

Select this option to print your firm’s byline on your statements.

The Print Byline value defaults from Billing Setup Maintenance. If you change the Print Byline value here, Advantage does not update Billing Setup Maintenance with your changes.


Address1

Enter the first line of your firm’s address, using up to 40 characters of free text.

The address defaults from Billing Setup Maintenance. If you change the address here, Advantage does not update Billing Setup Maintenance with your changes.


Address2

Enter the second line of your firm’s address, using up to 40 characters of free text.

The address defaults from Billing Setup Maintenance. If you change the address here, Advantage does not update Billing Setup Maintenance with your changes.


Print Address

Select this option to print your firm’s address on your statements.

The Print Address value defaults from Billing Setup Maintenance. If you change the Print Address value here, Advantage does not update Billing Setup Maintenance with your changes.


Footer Message

Enter a comment to be printed in the footer of each statement. This field is optional.

The Footer Message defaults from Billing Setup Maintenance. If you change the Footer Message here, Advantage does not update Billing Setup Maintenance with your changes.


Bank Selection

To include all bank codes on the report, choose the Select all banks option. If you want to run this report for a specific bank code(s), deselect the Select all banks option and select only the desired banks.

To select multiple-sequential bank codes, hold down the Shift key when selecting the banks. To select multiple, non-sequential bank codes, hold down the Ctrl key when selecting the banks.


Timeframe

Select the detail timeframe for this report. You can either print detail for the current period or for the entire year-to-date.


Cash Basis Reporting

If you have the cash-basis reporting feature turned on in System Setup Maintenance, you can choose to run the cash-basis version of this report.


Hours or Cost

Select the Hours option to display the current (CUR), month-to-date (MTD), and year-to-date (YTD) hours worked on the Time Analysis report.

Select the Cost option to display the current (CUR), month-to-date (MTD), and year-to-date (YTD) amounts charged on the Time Analysis report.


Timeframe

Choose a beginning and ending point for the information included on the Time Analysis report.

Select one of the following options:

•	Range of periods — Select this option if you want transactions for one or more accounting periods on the report. Select a period from the Start and End drop-down lists. The lists show all the accounting periods your firm has set up in a yyyypp format. For example, 200609 is the ninth period in the year 2006.

•	Range of dates — Select this option if you want transactions between a range of dates included on the report. Enter a starting and ending date. Double-click the Start and End fields to choose a date from the calendar.


Suppress Detail

Select this option to print the Time Analysis report without employee level detail. If you select this option, the report will print with sort-level and final totals only.


Report Columns

Specify the columns to include on the Time Analysis report. You can include up to 10 columns on this report.

You define project ranges for each Time Analysis report column in Time Analysis Setup Maintenance.

You specify the report column headings in Time Analysis Headings Maintenance.


Select specific labor postings

Select this option to run the Time Analysis report for specific posting runs.

When you select this option, Advantage displays a box listing all of the posting runs in the current period. The box displays all current period Timesheet, Timekeeper Timesheet, Billing Labor Transfers, and Labor Adjustment runs.

Highlight the posting runs you want to include when printing the Time Analysis report.

Notes

•	To highlight multiple, sequential posting runs, hold down the <Shift> key and select the first and last posting run in the range.

•	To highlight multiple, non-sequential posting runs, hold down the <Ctrl> key and select the individual posting runs to include.


Report Type

Select the level of employee information to display on the generated report. Your options are as follows:

•	Single line per employee – Prints the employee number, name, and balance for all employees who have entered expenses, been issued advances, or have repaid amounts during the specified period.

•	Summary report – On the first line, Advantage prints the employee number and name. Advantage then prints all employee repayments, expenses, and advances on the following lines. For each line Advantage prints the date, period, description, check/reference number, bank code, and amount.

On the last line, Advantage prints the closing balance for each employee.

•	Detail report – Prints the same information as on the summary report. In addition any detail entered for the transaction is also displayed on the report.


Page breaks for each employee

Select this option if you want to insert a page break after each employee on this report.

If you select this option, report details for each employee appear on a separate page.


Display employee balance

Enter the range periods for which you want to retrieve employee expense, advance, and repayment records. All open and closed periods on file appear as options for this field.

If you do not enter a range of periods in these fields, Advantage retrieves all employee expense, advance, and repayment records on file.


Sort by

Select to sort the Labor Cross Charge Report by the project’s or employee’s profit center.

Project Profit Center

If you select Project Profit Center, Advantage lists the project’s profit center once. Then, each employee who had cross charges to that project’s profit center is listed by profit center underneath the project’s profit center.

Employee Profit Center

If you select Employee Profit Center, Advantage lists the employee’s profit center once. Then, each employee in that profit center who had cross charges to a different project’s profit center is listed by the project’s profit center to which they cross charged.


Page Break

Select this option to insert a page break each time the report sort option changes.


Include Labor Transaction Detail

Select this option to show detail from the last file cross charged during the period. If you do not select this option, Advantage displays summary information by profit center from the last file cross charged during the period.


Profit Center Selection

Select the specific profit centers that you want to appear on the Labor Cross Charge report.


Client Sorting

Determine how to sort the report.

You can sort the Client List by your client’s number or name. Optionally, you can determine whether to include page breaks each time the sort changes.


Optional Sorting

Enter any additional sort criteria.

You can specify optional sorting based on the three client select codes offered to you. Optionally, you can determine whether to include page breaks each time the select code value changes.


Consolidated (Name and number only)

Select this option to print only the client name and number on the report. If you do not select this option, Advantage lists all of the client data as entered in Client Table Maintenance.


Print Labor

Prints the report showing the labor for each project.

The remaining fields in this section determine the level of labor detail to show on the report.

Labor Code Levels to Display

Labor Detail

Print Comments

Print Labor Amounts


Labor Code Levels to Display

Select the labor code levels to include on the report. If you are not selecting all the levels that are established in your system, information is consolidated in the lowest level selected.

If you select to display more than one labor code level, you can determine the order in which the levels should print. To do this, select the appropriate labor code label at the First Sort, Second Sort, etc fields displayed after this field.


Labor Detail

Prints the report with one of the following options:

•	No Detail - Prints totals only by labor code for each project.

•	Current Detail - Prints labor detail posted during the current period for each labor code. The labor detail includes employee name, date, hours, and extended amount.

If you select this option, the Posting Runs button becomes enabled. Click on this button to display a list of timesheet posting runs for the current period. You can then select to run the report for one or more timesheet posting runs.

Note that Labor Adjustment, Timesheet, Timekeeper Timesheet, and Billing Labor Transfers posting runs appear in this list.

•	Current by Empl - Prints labor detail posted during the current period and summarized by employee for each labor code. The labor detail includes employee name and number, hours, and extended amount.

•	JTD Detail - Prints job-to-date labor detail posted to this project. The labor detail includes employee name, date, hours, and extended amount.

•	JTD by Empl - Prints job-to-date labor detail summarized by employee for each labor code. The labor detail includes employee name, hours, and extended amount.

•	JTD by Empl & Pd - Prints job-to-date labor detail posted to this project and summarized by employee and period for each labor code. The labor detail includes employee name, period, hours, and extended amount.


Posting Runs button

Click on the Posting Runs button to display a list of timesheet posting runs for the current period. You can then select to run the report for one or more timesheet posting runs.


Print Comments

Select this option to include the employee’s timesheet comments entered through Timekeeper or Timesheet Data Entry.


Print Labor Amounts

Select this option to show the labor or billing hours, but not the cost or billing amounts. This protects employees’ privacy.


Print Expenses

Prints the report showing the expenses for each project.

The remaining fields in this section determine the level of expense detail to show on the report.

Expense Detail

Consultant Breakout

Print Direct Expenses


Expense Detail

Print the report with one of the following options:

•	Totals Only - Prints totals only for each project. If you have the Consultant Breakout option selected, the report shows two totals, one for reimbursable expenses and one for consultant expenses.

•	Account Totals - Prints totals by account for each project. If you have the Consultant Breakout option selected, the report includes a section for the consultant accounts and a section for the reimbursable accounts for each project.

•	Current Transactions - Prints current expense detail by account for each project. The expense detail includes the transaction type, reference number, date, amount, and description.

If you have the Consultant Breakout option selected, the report includes a section for the consultant accounts and a section for the reimbursable accounts for each project.

•	JTD Transactions - Prints job-to-date expense detail by account for each project. The expense detail includes the transaction type, reference number, date, amount, and description.

If you have the Consultant Breakout option selected, the report includes a section for the consultant accounts and a section for the reimbursable accounts for each project.


Consultant Breakout

Select this option to print the report displaying consultant expenses in a separate section.


Cost or Billing

Select to display cost or billing amounts. If you based project reports on billing rates, as specified on System Setup, this option appears and the default is Billing; you must change it to Cost if you want to print reports showing cost amounts. You must be using the Billing module to print the report at billing rates.

If you select the Print direct expenses option, Advantage prints the report with the direct expenses. You would usually print the report with direct expenses if you were printing the report at cost rates. (The option to print direct expenses is the default when you print the report at cost. You can turn this option off, if desired.)

For the Project Detail report, you have an additional setting available for this option:  Cost and Billing. If you select this setting, you’ll see Total Cost and Total Billing amounts on the report.


Only Projects with Activity
Only Projects/Tasks with Activity

Use the two drop-down lists for this option to restrict the projects and tasks included in the report.

Use the first drop-down list to select projects or tasks with actual activity (labor and/or expense transactions) posted during the time period you specify with the second drop-down list:

•	If you select projects, only projects with project-based activity will be included on the report.

•	If you select tasks, only projects with task-based activity will be included on the report.

Use the second drop-down list to specify the time period:

•	In the Current period () or

•	YTD (year-to-date).

For the Project Detail report, the Current or YTD setting for this option works in conjunction with the setting for the Timeframe option. For example, if you select a Timeframe of JTD (job-to-date), and set this option to Current activity, you will see job-to-date data for any project/task with activity in the current accounting period.


Show budget balance when no budget

Select this option to print the difference between the Budget and Project-to-Date billing/cost amounts even if there is no budget billing/cost amount. This will always be a negative amount (unless the project-to-date amounts are also zero or negative).


Round to whole amounts

Select this option to remove the cents from each value on the Project Progress report. This option is useful if you have amounts that are being cut-off when the report is generated.


Print project info

Select this option to include the project information, as entered in Project Table Maintenance, for each project on the report.


Print Labor

Prints the report showing the labor for each project.

The remaining fields in this section determine the level of labor detail to show on the report.

Sort by

Labor Code Levels to Display

Labor Detail

Print Comments

Print Labor Amounts


Sort by

This option lets you sort labor detail information by labor code or by employee. If you are printing labor detail, specify the following:

•	If you sort by labor code, the report prints labor detail by labor code. Detail is further sorted by employee number.

•	If you sort by employee, the report prints labor detail by employee number. No labor code information is displayed.


Labor Detail

Select one of the following options:

•	Full Detail - Prints full labor detail for each labor code.

•	Employee - Prints labor detail summarized by employee for each labor code.

•	Employee & Pd - Prints labor detail summarized by employee and period for each labor code.

When you select one of these options, you must select the posting runs to include.  Click on the Posting Runs button to display a list of timesheet posting runs for the current period. You can then select to run the report for one or more timesheet posting runs.

Note that Labor Adjustment, Timesheet, Timekeeper Timesheet, and Billing Labor Transfers posting runs appear in this list.


Subtotal by Employee

Select this option to subtotal labor detail by employee.


Print Expenses

Prints the report showing the expenses for each project.

The remaining fields in this section determine the level of expense detail to show on the report.

Consultant Breakout

Print Direct Expenses


Print Billing Status

Whether or not you use the Select by Billing Status option to specify that the report include labor and expense transactions that share a single billing status, you can use the Print Billing Status option to have Advantage display the billing status for each transaction on the report.

The abbreviations and their descriptions are:

Abbreviation	Status	Description
B	To Be Billed	Released and available for billing to the client.
F	Final Billed	Already billed to the client.
H	Held	Held to temporarily prevent billing to the client.
M	Modified	Changed in some way from its original form.
N	Not Billable	Not billable because it is a history transaction.
R	Partial Hold/ Release	Part of the transaction has already been held or released.
T	Transferred	Moved from one project, labor code, or account to another.
W	To Be Written Off	Transaction has been written off, but the invoice has not been posted.
X	Written Off	Transaction has been written off, and the invoice has been posted.

Note that you cannot select this option and the Print Posting Sequence option at the same time.


Print Posting Sequence

Includes on the report the transaction's posting sequence number, assigned by Advantage during the posting process, as well as the accounting period.

Advantage assigns the number 1 to the first group of transactions posted during an accounting period; the number 2 to the second group, and so on.

To see a numbered list of all of the postings for the current accounting period, select Reporting, Posting Logs, Posting Log Review.

Note that you cannot select this option and the Print Billing Status option at the same time.


Print Final Totals Page

Advantage includes at the end of the current report a single line that totals all amounts on all pages of the report.


Timeframe

Prints the report based on one of the following options:

•	Current Period - Select to include current labor and expense detail. The individual transactions posted to labor and expense accounts are included in the report.

If you select this option, the Labor Posting Runs button becomes enabled. Click on this button to display a list of timesheet posting runs for the current period. You can then select to run the report for one or more timesheet posting runs.

Note that Labor Adjustment, Timesheet, and Timekeeper Timesheet Posting Runs appear in this list.

•	Job-to-Date - Select to include job-to-date labor and expense detail. The individual transactions posted to labor and expense accounts are shown on the report.

•	Range of Periods - Select to specify a range of periods for labor and expense detail. The individual transactions posted to labor and expense accounts are included in the report.

•	Range of Dates - Select to specify a range of dates for labor and expense detail. The individual transactions posted to labor and expense accounts are included in the report.


Subtotal on first characters of project no. (base no.)

Select to print subtotals by a certain level of the project number. For example if you enter 3 in this field, Advantage prints a subtotal for projects with the same three initial characters. Suppose you had the following projects:

92005.00

92006.00

92007.00

In the above list, Advantage would give you a subtotal for base number 920 and include the projects listed.


Report Format

Determines the level of detail to print on the report. Your options are:

•	Full Financial Analysis. Prints the Office Earnings report with one line each for current, year-to-date, and job-to-date amounts. In addition, this report also displays the effective multiplier and the percentage of profit generated from the project. This is the default option.

•	JTD/YTD Summary. Prints the Office Earnings report with a one line summary for each project listing job-to-date and year-to-date amounts.

•	JTD/Current Summary. Prints the Office Earnings report with a one line summary for each project listing job-to-date and current amounts.


Print project info

Select to print the project information, as entered in Project Table Maintenance, for each project on the report.

If you do not select this option, Advantage prints a Consolidated project list and lets you specify an additional column to print on the report at the Show field.


Show
Show Field 1 - 4

Use these fields to specify one to four additional columns to print on the Project List report. Advantage prints the report showing the project name and number, task name and number, and the additional columns that you specify.

Your choices are:

•	Principal

•	Project Manager

•	Client

•	Type

•	Compensation

•	Consultant Fee

•	Reimbursable Allowance

•	Budgeted Overhead Rate

•	Revenue Method

•	Multiplier/Amount

•	Unit Table

•	Project Status

•	Select Code 1 through 30s

•	Start Date

•	End Date

•	Percent Complete

•	Labor Percent Complete

•	Expense Percent Complete

•	Profit Center (if Profit Center Reporting is installed)

•	Memo Field


Select All Tax Codes

To include all tax codes (i.e., for all codes listed in the tax code window) on the Tax Analysis report, select this option. If you do not want to include all tax codes on this report, leave this option blank. Advantage activates the tax code window. Do one of the following:

•	To select a single tax code, click on the appropriate selection.

•	To select a sequential series of tax codes, click on the first code in the sequence, then, while pressing the Shift key, click on the last code in the sequence to include in the report.

•	To select a non-sequential series of tax codes, click on the first code in the sequence, then, while pressing the Ctrl key, click on each of the remaining codes to include in the report.


Tax Code Summary

To remove all detail from the Tax Analysis report for easier viewing of tax information, select this option.


Sort by

Select the desired sort option. To display the drop-down menu that lists the available sort selections, click on the arrow that appears in this field. The following sort options are available:

•	Tax Point Date: The tax point date is the date on which the transaction took place.

•	Transaction Type

•	Invoice Number


Cash Basis Reporting

If you have the cash basis reporting feature enabled in System Setup Maintenance and you want to run the cash basis version of the selected reports, select this option.


Timeframe

Select one of the following time period options in the Timeframe window:

•	Current Period: This option lets you print tax reports for the current period only.

•	Year-to-date: This option lets you print tax reports for all periods that have occurred during the current year.

•	Range of periods: This option lets you print tax reports for a range of reporting periods. To display the drop-down menu that lists the available tax periods, click on the arrow that appears in each field.

•	Range of dates: This option lets you select transactions based on the invoice dates that appear on A/P vouchers or invoices or on the transaction date for any other types. This option lets you include transactions with dates that may not coincide with any specific accounting periods. To display the selection calendar double click in the Range of dates fields. These selections appear in the short date format.


Foreign Tax Registered Clients Only

If you want this report to print for all countries except the home country (entered as the firm’s tax country code in System Setup Table Maintenance), select this option.


Client Detail

Select the option that indicates the level of detail you want to print on the Sales List report. To display the drop-down menu that lists the available selections, click on the arrow that appears in this field. The following options are available:

•	Totals only

•	Tax code summary

•	All transactions


Client Information to Display (A/R Statement)

If you sort the Accounts Receivable Statement by client name or client number, you can choose which information appears at the top of each client’s section of the report. This information comes directly from the Client Table Maintenance form. Your options are:

•	Address—displays the client name and all address lines.

•	Address and Contact—displays the client name, all address lines, and your contact at the client firm.

This field is disabled if you are not sorting the report by client name or number.


Show Memo (A/R Statement)

If you sort the Accounts Receivable Statement by client name or number, and you select this option, the client information that appears on the report includes the text entered in the Memo field in Client Table Maintenance. Many firms use the Memo field to enter comments or reminders about their clients.

If you select this option, Advantage prints the Memo below all other client information on the report.

This field is disabled if you are not sorting the report by client name or number.

Warning!

This option prints all of the text entered in the Memo field. There is no way to print part of this field. For this reason, you should try to limit the comments entered for the client to a reasonable number of characters, so that the Memo field does not take up too much room on the report.


Ratio Calculations

Select up to three different ratios to calculate the percentage of employee time spent on revenue-producing projects. The ratios that you select (using the drop down-menu in each field) will appear on the Time Analysis report in the order you select. Your selection options for these fields are as follows:

•	Direct hours divided by total hours. (Gross Chargeable Ratio)

•	Direct hours divided by (total hours minus benefit hours). (Net Chargeable Ratio)

•	Direct hours divided by standard hours.

•	Direct hours divided by (standard hours minus benefit hours).

•	Target. (The expected percentage of chargeable hours for this employee, as defined in Employee Table Maintenance.)

For ratios using standard hours, the calculations can be based on either the actual hours worked or an established formula. See the explanation of the standard hours column on the Time Analysis report to learn how Advantage calculates standard hours.


Display standard hours column

Select this option to show standard hours or amounts on the Time Analysis report. You must select this option if you enter a ratio based on standard hours in any one of the Ratio fields on the Time Analysis tab. However, you do not have to select a ratio based on standard hours to display the standard hours column on the Time Analysis report.

The values displayed in the standard hours column can be based on either the actual hours worked or an established formula. See the explanation of the standard hours column on the Time Analysis report to learn how Advantage calculates standard hours.


Calculate standard hours as of

Enter an as of date for calculating standard current (CUR), month-to-date (MTD), and year-to-date (YTD) hours or amounts. The as of date represents the end date for all labor transactions that will be included in the calculation.

This field is only enabled when you select the Display standard hours column option.

The standard hours calculation can be based on either the actual hours worked or an established formula. See the explanation of the standard hours column on the Time Analysis report to learn how Advantage calculates standard hours.


User Defined Standard Hours

For any employee who does not have the Use Total Hours as Standard on Time Analysis option selected in Employee Table Maintenance, you can override the standard hours Advantage calculates by entering user-defined values in any of these fields:

•	Cur:  enter the standard hours for the current accounting period

•	MTD:  enter standard hours from the beginning of the month through today

•	YTD:  enter standard hours from the beginning of the year through today

•	Periods:  enter standard hours for the period range if you entered a range of periods

•	Dates:  enter standard hours for the date range if you entered a range of dates

The user-defined standard hours override option considers an employee’s hire date (and termination date, where appropriate) when calculating the override amount. If the employee did not work the entire period for which the Advantage-calculated standard hours are being overridden, then the report displays the system-calculated standard hours for the time that the employee worked. If the employee worked the entire period, then the user-defined hours display.

You must enter a value greater than 0 (zero) and less than 9999.99. If you do not specify an override amount after selecting Current, MTD, YTD, Periods, or Dates, no standard hours will display on the report unless the Use Total Hours as Standard on Time Analysis option is selected in Employee Table Maintenance; in that case, the report will display the standard hours that Advantage calculates.

For any employee with the Use Total Hours as Standard on Time Analysis option selected in Employee Table Maintenance, the report displays the standard hours that Advantage calculates.


Round detail to whole hours and amounts

Select this option to round report entries and calculations to whole hours or amounts. If you select this option, Advantage will remove all decimal positions from the figures that appear on the Time Analysis report.


Select one or more timesheet data entry files

Select the unposted timesheet data entry files for which to check for missing employee timesheets.


Sort by option for Unposted Labor
Detail Sort option for Unposted Labor

Indicate how to sort the information for each project/task on the Unposted Labor report. Your choices are:

•	Employee Name

If you sort by employee name, Advantage sorts the reports alphabetically by the employee name (for example, Apple, Bartlett, Jones, Smith).

•	Employee Number

If you sort by employee number, Advantage sorts the reports in ascending order by the employee number (for example, 00001, 00002, 00101, 00382).

•	Labor Code

If you sort by labor code, the report prints labor detail by labor code. Detail is further sorted by employee number.

•	Transaction Date

If you sort by transaction date, Advantage sorts by ascending order, by transaction date within each fiscal period.


Subtotals

Select this option to have Advantage print subtotals each time the sort value changes. For example, if you sort on labor code, Advantage prints a subtotal for each different labor code.


Timekeeper Timesheets through period ending

This option appears only if you have the Timekeeper application installed. You use this option if you want to include Timekeeper timesheets. Specify the ending date of the period through which timesheets entered through Timekeeper are to be included.

If you do not want to include timesheets from the Timekeeper application, choose None (the default setting) in this field.

You may specify additional timesheets for inclusion using the Select One or More Data Entry Timesheet Files option.


Select One or More Data Entry Timesheet Files

Use this section of the Unposted Labor tab to specify the unposted data entry timesheet files to be included on the Unposted Labor report.

You may specify additional timesheets for inclusion via the Timekeeper Timesheets option.


Timekeeper Special Categories

If your Timekeeper Administrator defines special categories (such as vacation, sick, and holiday time), through Timekeeper Administration, you can include them on the Unposted Labor report.

This option has three parts:

•	Select the Include Category Hours option to include hours charged to special categories.

•	Select the Category Hours Only option to restrict hours included on the Unposted Labor report to only those hours charged to special categories.

•	Use the drop-down list for the Specific Category option to select a single category, such as vacation or sick leave, for the report.


Benefit Year

Select the benefit year for which to generate this report.


Specific accrual code

If you want to generate the Accrued Time Report for a specific accrual code, specify that accrual code in this field.

The report will show detail, subtotals, and totals for that individual accrual code.


Show liability amount

Select this option if you want to show the liability amount—the employee's benefit hours at the employee's hourly pay/cost rate or effective pay/cost rate for salaried employees—for each employee. If the Payroll module is installed, the liability amount is based on the employee’s pay rate. If the Payroll module is not installed, the liability amount is based on the employee’s job cost rate.

Do not select this option if you do not want to show liability amounts. The default is to show liability amounts.

Salaried Calculation

For salaried employees, Advantage calculates an effective hourly rate to use in calculating the liability amount.

If the Payroll module is installed, Advantage calculates the effective hourly pay rate for salaried employees as follows:

Effective Hourly Pay Rate = [(Salary * Number of Payroll Periods in the Year)/2,080]

If the Payroll module is not installed, Advantage uses cost rates to calculate the liability amount.

If the adjust salaried job cost feature in enabled, Advantage calculates the effective hourly cost rate for salaried employees as follows:

Effective Hourly Cost Rate = Salary / [(Hours Per Day * 5*52)/ Number of Timesheet Periods in the Year]


Report Heading Dates

This option lets you change the dates that appear at the top of your reports. The change is purely cosmetic. You can enter any dates, whether or not they fall within the current accounting period.

If a report normally has a date range (for example, "for the period 6/1/2000 – 6/30/2000"), your substitute dates appear in the range. If the report normally has a single date (for example, "as of 6/30/2000"), your substitute end date appears as the date.

This option is available for almost all reports generated through the following reporting routines: Project Reporting, General Ledger Reporting, Accounts Receivable Reporting, Accounts Payable Reporting, Consultant Tracking Reporting, Employee Reporting, Payroll Reporting, and Invoice Register Reporting.

To change report heading dates:

1.	Select the Report Heading Dates option.

2.	Enter a start and end date in the fields marked For the period.


Print-Previewing a Report from the Batch Printing Tab

Regardless of the reporting routine, you can always print preview a report from the Batch Printing tab. Print preview displays the report on your screen.

To print preview from the Batch Printing tab, click on the report icon next to the name of the report that you want to see.


Print-Previewing a Report from the Report-Specific Tab

Regardless of the reporting routine, you can always print preview a report from the report-specific tab. Print preview displays the report on your screen.

To print preview from the report-specific tab, click on the Print Preview button at the bottom of the tab.


Base Project Number Subtotal and Summary

For many reports, Advantage lets you define a base project number, then subtotal or summarize based on that number. To use this option, enter the following information on the Sorting tab for the report:

•	In the Base Number field, specify the number of characters that make up the base project number. For example, if you specify four characters, the base project number is the first four characters of the project number. All project numbers that have the same four characters are considered to have the same base project number.

•	In the Subtotal or Summarize area, specify whether Advantage should provide a subtotal or a summary line for each base project number.


Security Privileges for Check Register

If you do not have security privileges to see payroll information, you will not be able to generate a Check Register that includes employee paychecks. To see paychecks, your security workgroup must have the See payroll data field selected on the Privileges tab in Security Maintenance.


Only Include Employees with Missing Timesheets

You can use the Employee List to generate a list of all employees who have not submitted a timesheet for the current timesheet period.

Select the Only Include Employees with Missing Timesheets field. Advantage will display the Missing Timesheets report.


 Timeframe

Select one of the following time period options in the Timeframe window:

•	Current Period: This option lets you print the report showing only current period labor detail. This is the default.

•	Job-to-date: This option lets you print the report showing job-to-date labor detail.

•	Range of periods: This option lets you print the report showing labor detail for a range of accounting periods. Click on the down-arrows to display a list of accounting periods. Then choose a start and end period.

•	Range of dates: This option lets you print the report showing labor detail for any range of dates that you wish. Either enter the dates that you wish to use, or double-click in either blank date field to display a calendar, then choose a date.


 Cost or Billing

This option lets you show labor detail at either cost or billing rates. The default is cost rates.

•	If you print the report at cost rates, each labor detail line includes dollar amounts, based on the employee’s job cost information, for regular, overtime, and total labor cost.

•	If you print the report at billing rates, each labor detail line includes a single dollar amount, based on the employee’s billing rate for the particular project, that represents total labor billings. To print the report at billing rates, you must have the Advantage Billing application installed.


 Labor Detail

This option lets you control the level of labor detail that appears on the report. You have three choices:

Full detail	For each employee, lists the individual timesheet postings made to tasks and projects.
Project	For each employee, provides one line of detail for each task or project to which the employee posted labor.
Project and period	For each employee, provides one line of detail per accounting period for each task or project to which the employee posted labor.


Employee Page Break

Select this option to insert a page break between employees, so that each employee’s information begins on a new page.


 Print Comments

Select this option to include the employee’s timesheet comments, as entered through Timekeeper or Timesheet Data Entry, on the report.


 Print Labor Amounts

Select this option to show labor or billing hours on the report, but not cost or billing amounts. This protects employees’ privacy.


 Consolidate Tasks

Select this option to consolidate tasks for projects that have tasks. If you choose to consolidate tasks, the report appears as though the project does not have tasks. This option appears only if you have enabled tasks in Advantage.


Select by Billing Status

This option lets you print the report showing labor and expense transactions that share a single billing status. This option is available only if you use Advantage Billing.

If you also select the Print Billing Status option, the billing status abbreviation (for example, H for Held) appears in italics to the left of each transaction.

To use Select by Billing Status option, click on the field, then select one of these billing status choices from the drop-down list:

Abbreviation	Status	Description
B	To Be Billed	Released and available for billing to the client.
F	Final Billed	Already billed to the client.
H	Held	Held to temporarily prevent billing to the client.
M	Modified	Changed in some way from its original form.
N	Not Billable	Not billable because it is a history transaction.
R	Partial Hold/ Release	Part of the transaction has already been held or released.
T	Transferred	Moved from one project, labor code, or account to another.
W	To Be Written Off	Transaction has been written off, but the invoice has not been posted.
X	Written Off	Transaction has been written off, and the invoice has been posted.


Cost or Billing

This option lets you print the report at either cost or billing rates. The default is cost rates.

If you print the report at billing rates:

•	You see a Variance column instead of a Profit column.

•	You see a Profit Percentage column instead of a Variance Percentage column.

•	You see a Realization Ratio instead of an Effective Multiplier.

For more information about these columns, see Office Earnings report.

To print the report at billing rates, you must have the Advantage Billing application installed.


Financial Analysis

Use this option to print Financial Analysis information, derived from the Office Earnings Report, for each regular project on the report. This option is available only if you have implemented the Advantage Accounting application.

Select one of these options from the drop-down list:

Do not print	Does not print any Financial Analysis information. This is the default.
Print at Cost	Prints Financial Analysis information based on cost rates.
Print at Billing	Prints Financial Analysis information based on billing rates.


Subtotal or Summarize

This section contains two options:

•	Subtotal on base number. This option tells Advantage to provide a subtotal line for each base project number.

•	Summarize on base number. This option tells Advantage to provide a summary line for each base project number.

Both of these options let you reach the bottom line quickly by providing only the summarized/subtotaled data for your projects. Advantage rolls up information and combines it, based on the number of project digits specified in the Base number option field.


 Vendor Breakout

This option groups expense transactions by vendor and provides totals by vendor. If you budget by vendor, the vendor’s budget amount also appears on the report.

Expense transactions not associated with vendors are grouped under "Other" and displayed as the last vendor group in an account number group.

To use this option, you must select current transactions or job-to-date transactions from the Expense Detail drop-down list.


Print Vendor's Invoice and Date

This option lets you expand the amount of information provided for expense transactions to include the vendor’s invoice number and invoice date, in additional to the vendor name and description.

To use this option, you must select current transactions or job-to-date transactions from the Expense Detail drop-down list.


Time Analysis Formulas

If you do not select the Use total hours as standard on Time Analysis option on the General tab of Employee Table Maintenance, Advantage uses one of the following formulas to calculate the standard hours or amounts for current (CUR), month-to-date (MTD), year-to-date (YTD), Periods, or Dates on the Time Analysis Report:

•	CUR — Hours per day x Number of workdays in the current period
The number of workdays is calculated by looking at the first and last date found in the records associated with the posting period. The employee’s hire and termination dates are compared with those dates to provide the actual number of days an employee could have worked during the time span.

•	MTD — Hours per day x Number of workdays in the MTD time span
The number of workdays is calculated by comparing the employee’s hire and termination dates and the Calculate std hrs as of date entered on the Time Analysis report tab to the actual number or workdays in the MTD time span.

•	YTD — Hours per day x Number of workdays in the YTD time span
The number of workdays is calculated by comparing the employee’s hire and termination dates and the Calculate std hrs as of date entered on the Time Analysis report tab to the actual number or workdays in the YTD time span.

•	Periods — Hours per day x Number of workdays between the starting and ending period
This applies if you enter a range of periods for the Time Analysis report. The employee’s hire and termination dates are compared with the range of periods to provide the actual number of days an employee could have worked during the time span.

•	Dates — Hours per day x Number of workdays between the starting and ending dates
This applies if you enter a range of dates for the Time Analysis report. The employee’s hire and termination dates are compared with the range of dates to provide the actual number of days an employee could have worked during the time span.


Consolidate Tasks

Select this option to consolidate the tasks for projects that have tasks. If you choose to consolidate the tasks, the report appears as though the project does not use tasks. This option appears only if tasks are enabled in your system.


Print Direct Expenses

Select this option to print the report with the direct expenses. You would usually print the report with direct expenses if you were printing the report at cost rates.


Consolidate Tasks

Select this option to consolidate the tasks for projects that have tasks. If you choose to consolidate the tasks, the report appears as though the project does not use tasks. This option appears only if tasks are enabled in your system.


Report heading dates (invoice register)

This option lets you change the dates that appear at the top of your reports. The change is purely cosmetic. You can enter any dates, whether or not they fall within the current accounting period.

If a report normally has a date range (for example, "for the period 6/1/2000 – 6/30/2000"), your substitute dates appear in the range. If the report normally has a single date (for example, "as of 6/30/2000"), your substitute end date appears as the date.


Email report to

From the drop-down list for that field, select Project Manager, Principal, Client, or Specific Email. The Project Manager, Principal, or Client options appear only from Billing, Accounts Receivable, and Project Reports. The Specific Email option appears from all reports available from the Reporting menu, except the three interactive reports. When you e-mail a report, Advantage looks at each of the projects included in the report then does the following.

1.	Looks in Project Table Maintenance to determine the project manager/principal/client associated with each project. If you select Specific Email, Advantage does not refer to Project Table Maintenance. You enter the specific e-mail in the field provided when you select this option.

2.	Compiles a report for each project manager/principal/client/or individual specified by the e-mail address you supply. If you are running a report for a manager/principal/client, the report includes all of that person’s projects.

3.	Looks in Employee Table Maintenance for the e-mail address of each project manager or principal, and looks in Client Table Maintenance for the e-mail address of each client. If you selected Specific Email, you must specify the e-mail address. The e-mail address is not retrieved from Advantage.

4.	Uses the e-mail address to mail the report.


Selection Criteria

This section contains the fixed selection criteria available to you. For the Invoice Register, the fixed selection criteria fields are Principal, Project Manager, Client, and Status.


Other Selections

The Other Selections section of your Selection tab contains a customizable list of fields. You can use these fields in addition to the selection criteria supplied with Advantage. In this section, you can define up to nine different selection criteria fields and values.


Sort (first, second, third, fourth)

You can sort your reports down to four levels, using as many as four of the following sort criteria:

•	Client Number

•	Client Name

•	Principal

•	Project Manager

•	Project Status

•	Profit Center

•	Office

•	Discipline


Page Breaks

Select this option to insert a page break each time the report sort option changes.


Subtotals

Select this option to subtotal for each sort level selected.


Project Sort

This option allows you to sort the Invoice Register by project name or project number.


Subtotal or Summarize (invoice register)

This section contains two options:

•	Subtotal on base number. This option tells Advantage to provide a subtotal line for each base project number.

•	Summarize on base number. This option tells Advantage to provide a summary line for each base project number.

Both of these options let you reach the bottom line quickly by providing only the summarized/subtotaled data for your projects. Advantage rolls up information and combines it, based on the number of project digits specified in the Base Number field.


Base number

Specify the number of characters that make up the base project number. For example, if you specify four characters, the base project number is the first four characters of the project number. All project numbers that have the same four characters are considered to have the same base project number.


Timeframe (invoice register)

Select one of the following time period options in the Timeframe window:

•	Current Period: This option lets you print the report showing only current period detail. This is the default.

•	Year-to-date: This option lets you print the report showing year-to-date invoice detail.

•	Range of periods: This option lets you print the report showing invoice detail for a range of accounting periods. Click on the down-arrows to display a list of accounting periods. Then choose a start and end period.


Client information to display (invoice register)

Specify whether or not you want to display client information on the report. You can make one of the following selections:

•	None

•	Number and Name

•	Contact and Telephone

•	Full Address


Show memo (invoice register)

If you sort the Invoice Register by project name or number, and you select this option, the client information that appears on the report includes the text entered in the Memo field in Client Table Maintenance. Many firms use the Memo field to enter comments or reminders about their clients.

If you select this option, Advantage prints the Memo below all other project information on the report.

This field is disabled if you are not sorting the report by project name or number.

Warning!

This option prints all of the text entered in the Memo field. There is no way to print part of this field. For this reason, you should try to limit the comments entered for the project to a reasonable number of characters, so that the Memo field does not take up too much room on the report.


Interest Column (invoice register)

Enter the column, as specified in A/R Ledger Headings Maintenance, that is set up to include interest amounts on the Accounts Receivable Ledger. The Invoice Register includes the following selections:

•	No interest

•	1 Fees

•	2 Reimb

•	3 Taxes

•	4 Interest


Sort by Invoice Number (invoice register)

Select this option to sort the client detail on the Invoice Register by invoice number. Do not select this option if you want to sort the client detail on the Invoice Register by project number.


Consolidate Tasks (invoice register)

Select this option to consolidate projects and tasks on the Invoice Register. This option is selected by default. If it is left as selected, project and task detail does not appear on the report. This option appears only if tasks are enabled in your system.


Display only employees with passed accrual change date
Display only employees for whom an accrual change date has passed

Select this option if you want to limit the employees on the report to only those employees whose accrual change date has passed since a specified date. The accrual change date is the date on which the benefit hours to accrue per year are due to change.

Advantage uses today’s date as a default when you select this option. If you want to change the date, enter a new date in the Change date prior to field.


Change date prior to

If you select the Display only employees with passed accrual change date option, enter a date in this field or double-click in the field to select a date using a drop-down calendar. When you run the Accrued Time report, Advantage displays only employees whose accrual change date is prior to the date entered in this field.

The default for this field is today’s date.


Only Projects/Tasks with Activity - Office Earnings Report

Use the two drop-down lists for this option to restrict the projects and tasks included in the report.

Use the first drop-down list to select projects or tasks with actual activity (labor and/or expense transactions) posted during the time period you specify with the second drop-down list:

•	If you select projects, only projects with project-based activity will be included on the report.

•	If you select tasks, only projects with task-based activity will be included on the report.

Use the second drop-down list to specify the time period:

•	In the Current period () or

•	YTD (year-to-date).


Only Projects/Tasks with Rvenue Over (Amount)
Only Projects/Tasks with Revenue Over (Amount)

Select this option to include only projects or tasks with revenue over the amount that you specify. Use the drop-down arrow to select either projects or tasks.

If you select this option, the Only Projects/Tasks with Activity option is disabled.

If you specify tasks for this option, the Consolidate Tasks option is disabled.


Only Projects/Tasks Over Budget

Select this option to include only projects or tasks that are considered over budget.


Unpaid Expense Reports

To print an Employee Ledger Report that displays only those expense reports that have outstanding balances, select this option. The printed report excludes all paid advances.

You can print this report for the current period only.


Select All Banks

•	To include all bank codes on the report, choose the Select all banks option. If you want to run this report for a specific bank code(s), deselect the Select all banks option and select only the desired banks.

•	To select multiple-sequential bank codes, hold down the Shift key when selecting the banks.

•	To select multiple, non-sequential bank codes, hold down the Ctrl key when selecting the banks.


Print $0 Transactions

Prints zero-amount transactions.


Timeframe

Select the detail timeframe for this report. You can either print detail for the current period or for the entire year-to-date.


Cash Basis Reporting

If you have the cash-basis reporting feature turned on in System Setup Maintenance, you can choose to run the cash-basis version of this report.


Timeframe

Enter the range of dates for which invoice comments are included. The date you specify in the first field indicates the start of the range; the date in the second field indicates the end of the range.

You may double-click in either field to display the Calendar lookup, from which you select a date.


Client Information to Display

From the drop-down list, select the level of detail for the client information on the report:

•	Name and Number—includes only the client name and client number.

•	Contact Information—includes the name of your contact at the client firm.

•	Full Address—includes the full address (street, city, state, and ZIP code) for the client firm.


Username

From the drop-down list, select the username of the person at your company who entered the comments you want to include on the report.


Orientation (Cash Receipts)

Select one of two settings for the orientation of the report on the printed page:

•	Portrait (vertical)

•	Landscape (horizontal)


Show Modification Detail (Cash Receipts)

Available only if you select the Landscape setting for the Orientation option, this option specifies the accounting period/posting sequence.


Cash Receipt Summary (Cash Receipts)

Select this option if you want to see just dates and amounts but do not want to see individual Cash Receipts listed on the report.

This option is not available if you select the Landscape setting for the Orientation option.


Recap by Account (Cash Receipts)

Includes accounts and account names along with the amounts. For example, you might see something like this:

Account                    	            Amount

111.000   A/R Clients: Fees       	 5,000.00

115.000   Travel Advances       	 8,500.00

                               	 Total   13,500.00

This option is not available if you select the Landscape setting for the Orientation option.


Sorted by (Cash Receipts)

If you are generating the report in Portrait mode (see the Orientation option), then you can sort the report by Project, Invoice Number, or Reference Number.

If you select either the Summary or Recap options, the sorting options are not available.


Cash Basis (Cash Receipts)

Select this option if you have the cash-basis reporting feature enabled in System Setup Maintenance and you want to run the cash-basis version of the selected reports.


Include Receipts Not Assigned to Projects (Cash Receipts)

If you select this option, the report includes receipts for which you have not specified a project.


Consolidate Tasks (Cash Receipts)

Select this option to consolidate all task detail and show it at the project detail level. This option is only available if you are set up to use tasks in your database.


Select All Banks/Bank Selection (Cash Receipts)

To include all bank codes on the report, choose the Select all banks option.

If you want to run this report for a specific bank code(s), deselect the Select all banks option and select only the desired banks.

•	To select multiple, sequential bank codes, hold down the Shift key when selecting the banks.

•	To select multiple, non-sequential bank codes, hold down the Ctrl key when selecting the banks.


Timeframe (Cash Receipts)

Select an accounting period, period range, or date range for the data displayed on the report:

•	Current Period—Displays information for the accounting period that is currently open.

•	Year-to-date—Displays information from the beginning of the calendar year through the current accounting period.

•	Job-to-date—Displays information from the beginning of the project through the current accounting period.

•	Range of periods— Specify a range of accounting periods. You can select accounting periods from the drop-down lists provided or enter accounting periods. To enter an accounting period, use the format mm/yyyy.

•	Range of dates—Enter the start and end dates of the range or click on the calendar icons provided for each field and scroll to select the dates.


Include Current Period (Accrued Time)

If you select this option, earned and taken amounts for the current period display on the report, after the Accrual Hrs/Yr column.


Print default address

Uses the default address for each client, as specified in table maintenance.


Print all addresses

Uses all client addresses set up for the client in table maintenance.


Print country

Includes the client’s country in the mailing addresss.


Detailed Client List

Select this setting if you want to see the full address, contact, phone, FAX, and web site information for each client, listed by client number and name.


Summary Client List

Select this setting if you want to summarize on a single line the client number, name, contact, phone, fax, and e-mail address for each client.


Cash Flow Forecast Report

The Cash Flow Forecast report forecasts the inflow and outflow of cash. The forecast is based on General Ledger budget amounts in conjunction with average payment terms (cash outflow) and average collection period (cash inflow).

With the Cash Flow report you can:

•	Forecast up to six future periods.

•	Report actual current and year-to-date inflow and outflow of cash.

•	Support up to 26 prior fiscal periods when determining the number of prior periods to use in calculating the average collection and the average payment days.

•	Override system calculations of average collection and payment days in order to use specific numbers.

•	Send reports to a process server for printing.

•	E-mail reports.

•	Ability to base forecasted amounts using one or more budgets.

Evaluating projected budget amounts

Projected budget amounts for each future period are evaluated by calculating budget amounts from the last day of each period. For example, the budget for the first future period will be calculated from the last day of that period, counting backwards to the prior periods.

Each month/period is based on thirty days.

Budgets for the Cash Flow Forecast report

Cash flow forecast is dependant on the use of the Profit Planning Worksheet feature. Budgets entered will be used in calculating outflow (expense budgets) and inflow (revenue budgets) in future periods.

To access the profit planning worksheet, select Processing, Profit Planning Worksheet from the Advantage main menu.

A Budget Year must be specified for each worksheet.

What do you want to do?

Learn about the Cash Flow Forecast Report

Generate a Cash Flow Forecast Report


About the Cash Flow Forecast Report

Each Cash Flow Forecast report consists of:

•	The year-to-date, current period, three future periods, and an additional column that will display if selecting four or more future periods of projection.

•	Forecasted cash amounts based on the Profit Planning Worksheet.

•	Periods that display Cash Inflow and Cash Outflow data, Other Changes in Cash, and a Net Cash total. All are described in the following table.

Future Period Calculations

The future period calculations on this report assume that most clients are not paying vouchers in the same month as the expense is incurred, and are not receiving the cash from clients in the same month the revenue was budgeted.

For this reason, we have included the average collection period and average payment terms as part of the calculation. For the future calculations, Advantage will look at previous month budgets to see cash inflow and outflow in the calculated month. For example, if the average collection period is 34 days, then Advantage will take a piece of the budget (26/30) from the previous month and piece of the budget (4/30) from the month before to calculate the amount you expect to receive in the future period.

Heading	Description
Cash Inflow
Increase/decrease in accounts receivable	Current\YTD - The increase/decrease in accounts receivable row represents an inflow of cash. This amount includes cash receipt postings to cash (Bank Code accounts) based on mapped AR Accounts (in Invoice Mapping Setup).  Future periods - The future calculations are based on budgeted revenue and the average collection period. The budgeted revenue is based on the Profit Planning Worksheet amounts for revenue accounts specified in invoice mapping. Average collection period is calculated based on the Accounts Receivable Ledger or overridden by the user on the options tab. Advantage then calculates the future period as a piece of the budget in the relevant months based on collection period.  An example of the future amounts calculation for the first future period after the current period of April and if the collection period was 36 days:  24/30 of the revenue budget for March plus 6/30 of the revenue budget for February. The total of these calculations would be the first future period.  The following future period would follow a similar calculation. If budgeted revenue is a credit balance, this row displays as a positive amount to show inflow of cash.
Cash Outflow
Increase/decrease in accounts payable	Current\YTD - The increase/decrease in the accounts payable row displays payment processing postings to mapped liability accounts.  Future Periods - The future calculations are based on budgeted reimbursable, direct, and indirect expenses in conjunction with average payment terms. This includes all expense accounts except Employee Types (labor accounts), Time Analysis accounts (labor accounts), the Job Cost Variance account, and Other Charges and Revenue accounts. Average payment terms are based on the Accounts Payable Voucher report or can be overridden on the options tab. Advantage then calculates the future period as a piece of the budget based on the average payment terms. An example of the future amounts calculation for the first period after the current period of April with an average payment terms were 26 days: 4/30 of the expense budget for April plus. 26/30 of the expense budget for March. The total of these calculations would be the first future period. The following future period would follow a similar calculation. This row displays as a negative amount using parenthesis to show outflow of cash.
Increase/decrease in salary cost	Current\YTD - For actual amounts, this is the gross salary expense. This wage expense is calculated by using the mapped accounts in Employee Types (direct and indirect labor), mapped accounts in Time Analysis setup (such as holiday and sick leave), and the Job Cost Variance account.  Future periods - For future columns, this is the expected salary expense based on labor budgets. The budgets are defined using the budget amount on the Profit Planning Worksheet for the same set of accounts defined above in the actuals. The increase/decrease in salary cost row displays as a negative using parenthesis for both actual and future amounts to show outflow of cash.
Other Changes in Cash	This row returns year-to-date and current period calculations for changes in cash which were not captured in the Increase\Decrease in AR, AP or Salaries. Examples of charges include AP disbursement, cash disbursements, Expensekeeper expense check, and so forth. This row does not display future amounts.
Net Cash	This row displays the difference after subtracting Cash Outflow from Cash Inflow and Other Changes in Cash. Net Cash includes all mapped bank code accounts for actuals, and will total all future columns for its future calculations.


Defining Options for the Cash Flow Forecast Report

To generate a Cash Flow Forecast report:

Select Reporting, Cash Flow Report from the Advantage main menu. The Cash Flow reporting form appears.

You’ll be working with the following two tabs for the Cash Flow report form:

Batch Printing

Cash Flow Forecast


Cash Flow Batch Printing Tab

Selecting the Cash Flow Forecast option on the Batch Printing tab lets you send your Cash Flow Forecast report to an email address, the printer, or a process server.

You can perform several functions from this tab, as follows:

Function	Description
Print a report	Click Print to print your report. The report prints to the default printer set up on your workstation.
Submit the reports for printing	Click on the Submit button to send the selected reports to the process server to be printed. Please note that this button only appears if the Enable Process Servers feature option is selected in General System Setup Maintenance.
Report heading dates:	This option lets you enter specific heading dates on your report. When you select this option, beginning date and end date fields appear.
Email report to	Select this option to send the report to a specific e-mail address in the spaced provided. When this option is selected the Print button changes to Mail. A text box also appears in which the user can enter a message about the report. Select Mail to email the report.


Cash Flow Forecast Tab

The Cash Flow Forecast tab is where you set up options for your report. You can perform several functions from this tab, as outlined in the following table:

Function	Description
Timeframe	Enter a range of future periods on your report for a specific period.
Select all Profit Centers	Select this option to show all Profit Centers on your report. Deselect to choose specific Profit Centers by highlighting them individually. The Profit Centers displayed on the Cash Flow Forecast tab will be screened based on Profit Center row level security. This function only displays if Profit Center Reporting is enabled.
Select one or more budgets	Select one or more specific budgets. Choose the Select All button to include all budgets.
Number of passed periods used for system calculation of days:	Select the number of periods you would like the report to use when calculating the average collection and payment days. (The report will support 26 periods.) The default number is six periods. If set to zero, the current forecasted budget will display.
Override System Calculation of Days	Select this option to enter a figure for the Average Payment Days and the Average Collection Days. The system will support up to 150 days. If you do not select this option, then the system will automatically perform these calculations for you.
Submit	Select this option to send the selected reports to the process server to be printed. Please note that this button only appears if the Enable Process Servers feature option is selected in General System Setup Maintenance.
Print Preview	Select this option to review your report onscreen before printing or submitting to the process server.
Print	Click on the Print button to print your report. The report prints to the default printer set up on your workstation.


Overview of the Cash Statement Report

The Cash Flow Statement records your company's cash transactions (the inflows and outflows) during the given historical period (year or quarter). The Statement of Cash Flow matches the GAAP standards.

Statement of Cash Flows classifies cash receipts and payments according to whether they stem from operating, investing, or financing activities. You will usually run this report on a monthly basis or when you need documentation for the bank (for example, when requesting a loan).

Cash Flow Statement Report and the Cash Flow Forecast Report

The Cash Flow Statement report is different than the Cash Flow Forecast report. The Cash Flow Forecast report is used to predict future cash, and is based on budgets in future periods along with taking into account average collection days and average payment days to determine cash in future months.

What do you want to do?

Set up the Cash Statement Report

Learn about Cash Statement Headings

Learn about Cash Statement Table Maintenance

Run the Report


Set Up the Cash Statement Report

You first need to establish the account mapping to run the report. Generally, the report will either be run for a calendar year (to compare one year to another) or by quarter to compare cash flow from the previous quarters. For the report to be complete, you must enter all accounts in Cash Statement Table Maintenance and establish report headings on the Cash Statement Headings form.


Cash Statement Headings

The Cash Statement Headings form determines the headings that appear on the Cash Statement report. To access the Cash Statement Headings form, select Utilities, Setup Table Maintenance, Cash Statement Headings from the Advantage menu.

As a default, there are three standard headings for the Cash Flow statement: Operating Cash Flow, Investing Cash Flow and Financing Cash Flow. You have the option to enter as many headings as you choose – each heading can have subsections underneath it, as defined in Cash Statement Table Maintenance.  Also, each heading will display a subtotal at the end of subsection.

Fields on the Cash Statement Headings Form

The following fields appear on the Cash Statement Headings form:

•	Sort Order - Defines the order of the headings on the Cash Flow Statement report.

•	Heading - The label will appear on the Cash Statement report. Each subsection set up in Cash Statement Table Maintenance will be associated with a heading.

•	Total Heading - Appears at the end of the report for Total Cash Flow. This heading can also be changed.


Cash Statement Table Maintenance

The Cash Statement Table Maintenance form is where you define the subsections under the headings defined above, as well as where you map the accounts that should be associated with each subsection. Data entered here define the amounts that will appear on the Cash Flow Statement report.

To access Cash Statement Table Maintenance, select Utilities, Setup Table Maintenance, Cash Statement Setup from the Advantage menu.

Fields on the Cash Statement Table Maintenance Form

The following fields appear on the Cash Statement Table Maintenance form:

Label – The labels define the subsections of the Cash Statement report. Each label appears underneath a Cash Statement Heading.  Each Cash Statement Heading (for example, Operating Cash Flow, Financing Cash Flow or Investing Cash Flow) can have an unlimited number of subsections below it which are defined in the labels and the account ranges associated with each label.

Heading – These are the headings that are defined on the Cash Statement Headings form.

Sort Order – The sort order applies to the order of the subsections under a main heading on the report. For each heading, the categories underneath it look to the sort order to determine the order to print under the main heading.

Use System Accounts – This option is available for labels that apply to groups of accounts that Advantage has already defined in another setup screen. For example, a user can choose this option for Net Income. Advantage would calculate as the total of all Income Statement accounts (so it is equal to Total Profit on Income statement or Current year’s retained Earnings on Balance Sheet). If you prefer to calculate Net Income as Operating Profit (not including Other Revenue and Charges), you can define the account range in the grid for Start Account and End Account and not use a system account. System accounts are also available for Change in Accounts Payable which would use the accounts defined as Liability code accounts, and Change in Accounts Receivable which would use the accounts defined in the Accounts Receivable mapping.

•	Once a user defines the label, they can choose to associate that label with a system account.

•	Each system account (Net Revenue, Change in Accounts Payable, and Change in Accounts Receivable) can only be associated with one record.

Start Account and End Account – This is the range of accounts associated with a particular subsection of the report. Accounts that are out of a specific range can be included by entering several records in the grid with each account that should be included in that label. Deltek recommends that accounts not be entered twice as this could skew the numbers on the Cash Statement report. A warning will display if an account is entered twice.

Cash Statement Table Maintenance Notes

•	For new rows, the system account will default to None (rather than Net Revenue, change in Accounts Receivable or change in Accounts Payable).

•	If you are moving to 9.0, Advantage will default to have three records in this screen with the labels "Change in Accounts Receivable", "Change in Accounts Payable" and "Net Income" associated with the appropriate system accounts.

•	Accounts Receivable, Accounts Payable, and Net Income system accounts can only be used once (associated with one row in Cash Statement Table Maintenance). If a user tries to enter again, they will receive an error that the system account is already in use in another row.

•	Once setup is complete for Cash Flow Statement, all accounts (except cash accounts) should be included in the Cash Statement Table Maintenance. This will ensure that the details of the report tie to the ending cash balance on the Balance Sheet for the selected timeframe.

•	If all accounts are not included in the setup, the following warning will appear at the bottom of the Cash Flow Statement:  Warning – The cash at the end of the year does not tie to the cash on the Balance Sheet report. Please confirm that all accounts are listed with a label identifier in the Cash Statement Table Maintenance.


Run the Cash Statement Report

Once the Cash Statement Heading and Cash Statement Table Maintenance forms have been completed, you can run the report. To access the report, select Reporting, Cash Reporting, Cash Statement from the Advantage menu.

Fields on the Cash Statement Report Form

The following fields appear on the Cash Statement Report form:

Report Timeframe – The report can be run for Year-to-Date or Range of Periods. If Year-to-Date is selected, the Range of Periods fields on the right side of the screen will not display. If Range of Periods is selected and the Column Headings are left blank, the column headers will display the period range. If run YTD, Advantage will include the first year to be the most current year and pull in the two previous years as comparisons (if the data exists in Advantage).

Select all Profit Centers – Advantage calculates the balance for all the accounts defined in Cash Statement Table Maintenance. If particular profit centers are chosen, then the balance in the accounts listed in the Cash Statement maintenance are dependent on the profit center chosen.

Most likely, for a firm using profit centers, if the firm chooses to run the report for a single (or multiple) bank code(s), the firm would choose the profit center(s) associated with a bank code(s) selected.

Select all banks – This field includes details for all cash accounts associated with all bank codes. You could filter this detail by associating a profit center.

If you do not choose Select all banks, you then have the ability to choose one or multiple bank code balances to include on the report. Selecting the bank code will determine the Account/Profit Center when the report tries to tie to the Balance Sheet Cash Balance. The detail from the bank is also associated with the Cash at beginning of year and Cash at end of year.

Please note that if you choose both Select all Profit Centers and Select all banks, Advantage will only filter the cash balance on the General Ledger account. It will not take profit center into account in finding amounts for the report. This means that you can tie the cash balance on the Cash Flow Statement to the cash balance on the Balance Sheet when run for all Profit Centers. If these values do not tie, then it means that all General Ledger accounts are not included in Cash Statement Table Maintenance.


Left Margin

Leave this field blank if you want labels to print starting as near to the left edge of the sheet as possible. Enter a number between .001 and 3.5 to specify in inches how much you want to move the print starting point to the right.

To view the effect of a blank or other entry in this field, select Print Preview.


Defining Options for the Unit Detail Report

The Unit Detail report offers both a portrait and a landscape version, each of which displays slightly different information. The portrait report provides a summary of information, such as the  project, account, and unit table associated with the unit, the unit’s status (for example, B for billed), date, and name, as well as the unit quantity and totals by unit table and by account. The landscape version provides all of the information contained in the portrait version, plus additional information, such as the unit description and totals by project.

The Unit Detail tab of Unit Reporting lets you define and save multiple options for printing the Unit Detail Report.

To define options for the Unit Detail Report:

1.	Select Reporting, Units from the Advantage main menu. Advantage displays the Unit Reports form.

2.	Click the Unit Detail tab.

3.	Select options:

Orientation

Cost or Billing

Summary Report

Sort By

Show Period and Posting Sequence

Consolidate Tasks

Show Project/Task Totals

Show Account Totals

Show Unit Table Totals

TimeFrame

4.	Click on the Print, Print Preview, or Submit button to generate this report.


Defining Options for the Unit List Report

The Unit List report shows all data currently entered in your Unit Table. Use this list to verify the information entered through Unit Table Maintenance. When you run the Unit List report, if you have multiple tables set up for your units, Advantage previews or prints the units for each table.

The Unit List tab of Unit Reporting lets you specify whether you print a summarized or detailed version of the Unit List Report. Please note that you cannot define sorting and selection criteria for the Unit List report.

To define options for the Unit List Report:

1.	Select Reporting, Units from the Advantage main menu. Advantage displays the Unit Reports form.

2.	Click the Unit List tab.

3.	Select options:

Summarized

Detailed

4.	Click on the Print, Print Preview, or Submit button to generate this report.


Detailed Unit List

Select this setting if you want to see full detail including table name, labels, and billing and costing information for each unit, listed by unit number and name.


Summarized Unit List

Select this setting if you want to summarize on a single line the unit number, unit name, billing and cost rate for each unit.


Unit Detail Orientation

Select the print orientation for the report, Portrait or Landscape.

When you select the Landscape option, not only does the report print in landscape orientation, but additional information also displays. In landscape orientation the unit description displays on the report in addition to the other unit detail information that displays on the portrait report. You can also select to Show Period and Posting Sequence when you print in landscape orientation. If you select the Show Period and Posting Sequence option, the amount of space for the unit description to display on the report is reduced.

When you select the Portrait option, you can choose to print a summarized version of the report, by selecting the Summary Report option.


Unit Detail Cost or Billing

Select to display cost or billing amounts for each unit in the Rate column on the Unit Detail report. Cost and billing rates per unit are specified in Unit Table Maintenance.


Unit Detail Summary Report

When you select the Portrait option from the Orientation area, the Summary Report option is enabled. Select Summary Report to display only the unit number, unit name, and quantity for each unit, as well as information specified in the Sort tab.


Unit Detail Sort By

Select to sort the report results by the project or account associated with the unit.

Project

If you select Project, Advantage lists each unit’s associated project once. Then, each account with units associated with the project is listed under the project name. And under the account name Advantage displays the appropriate unit-specific — information, name, date, table and status.

Account

If you select Account, Advantage lists each unit’s associated account once. Then, each project with units associated with that account listed under the account name. And under the project name Advantage displays the appropriate unit-specific — information, name, date, table and status.

You can further sort the display of data using criteria on the Sorting tab.


Show Period and Posting Sequence

This option is available only when Landscape orientation is selected. Select this option to add a Period and Post Seq column to the report. Advantage displays the period in which the unit was posted, and the posting sequence number in the Period and Post Seq columns, respectively. If you select this option, the amount of space allotted to display the unit description is reduced.


Unit Detail Consolidate Tasks

Select this option to consolidate the tasks for projects that have tasks. If you choose to consolidate the tasks, all detail displays at the project level and the report appears as though the project does not use tasks. This option appears only if tasks are enabled in your system.


Show Project/Task Totals

Select to display the total amount for this unit billed or costed to the associated project or task based on the time frame selected in the TimeFrame area on the Unit Detail tab (for example, year-to-date).


Show Account Totals

Select to display the total amount for this unit billed or costed to the associated account based on the time frame selected in the TimeFrame area on the Unit Detail tab (for example, year-to-date).


Show Unit Table Totals

Select to display the total amount billed or costed for the unit table to which this unit belongs based on the time frame selected in the TimeFrame area on the Unit Detail tab (for example, year-to-date).


Unit Detail TimeFrame

Select the detail timeframe for this report. You can print detail for the following time frames:

•	Current period

•	Year-to-date

•	Job-to-date

•	Range of periods that you specify

•	Range of dates that you specify


Sorting the Unit Detail Report

You can set up sorting criteria which let you determine the way that information appears on your Unit Detail reports. Please note that sorting criteria available from the Sorting tab, as well as selection criteria from the Selection tab, applies to the Unit Detail report only.

To specify sort criteria for Unit Detail reports:

1.	Click the Sorting tab at the top of the Unit Reports form. Advantage displays the available sort information for Unit Detail reports.

2.	Specify the primary sorting level for your Unit Detail report in the First Sort field:

Client Number

Client Name

Principal

Project Manager

Project Status

Profit Center <all levels>

Profit Center <level 1, 2, 3, or 4>

Sort/Select Code <1-30>

3.	Determine whether or not to insert a page break after the sort field.

4.	Specify whether to print subtotals at the end of each sort.

5.	Optional. Specify the second, third, and fourth sorting levels for your Unit Detail report in the appropriate fields. (See Step 2 for a list of your options.)

6.	Indicate the project sort for your Unit Detail reports.

7.	Indicate if you want to subtotal or summarize on a base project number.

8.	GenerateGenerating_Reports>(w95sec) the report.


Address, Phone Numbers, and E-Mail

Employee information you entered in Employee Table Maintenance.


Sorting Reports by Account Status

You can sort report content by General Ledger account status (Active, Inactive, or Dormant).


Advantage Utilities

Deltek Advantage includes a set of utilities, available from the Utilities menu, which perform specific functions on your database. The following list contains a summary of each type of utility:

Change Period lets you change the open accounting period from within Advantage.

Open New Period lets you open a new accounting period.

Close Period lets you close a prior period after you process all data and print all reports for the period.

Open New Benefit Accrual Year lets you open a new benefit year for the purposes of accruing, tracking, and reporting employee benefit hours.

Opening a new W-2 Quarter lets you appropriately track any data accumulated by the Payroll Module.

1099 Initialization clears out data from the previous year so you can start accumulating data for the new year and stores the previous year’s activity for 1099 processing.

Refresh Project Billing Extensions lets you create or change the billing terms for any projects in Billing Terms Table Maintenance after you have posted transactions for these projects during the period. Or, if you posted items in the current period that now reflect a zero billing rate on the project reports, due to inaccurate or no billing terms.

Setup Table Maintenance lets you store basic data about the system.

Security Setup makes it possible for you to define security for the employees in your firm by security workgroups.

Project Closeout lets you close out projects (and any associated tasks) to either a completed projects number or another project of the same type.

Key Conversions let you convert the structure of your project numbers, employee numbers, account numbers, client numbers, and so on. These routines also let you change an existing number to a new number.

Search and Replace lets you re-assign projects between Principals and between Project Managers without having to individually change them in Project tables.

Process Server lets you offload time-consuming processes from your workstation to another workstation, so that you can continue using Advantage on your workstation without interruption.

Process Queue Manager and Monitor let you manage your process server(s).

Calculator is a standard on-screen calculator, included in Advantage for your convenience.

Module Installation makes it possible to activate the Advantage applications you have purchased.

Change Period Setup lets you change accounting period dates or change the number of periods in the year.

Database Wizard lets you connect to an existing database, create a database, or edit a database link file.

History Loading lets you enter information about your firm’s projects, employees, accounts, etc., when you first set up Advantage.

Advanced Utilities provide several ways to manage your Advantage database.

Payroll, Accounts Payable, and Billing Utilities

In addition to these standard utilities, applicable to all Advantage users, you may also have some or all of the following utilities, used by the Payroll module, Accounts Payable, and Billing.

Open New W-2 Quarter lets users of the Payroll module begin tracking W-2 information for a new quarter.

1099 Initialization lets Advantage Accounts Payable users clear out 1099 report data in preparation for a new year.

Refresh Project Billing Extensions lets Advantage Billing users recalculate labor and expense billing extensions to reflect new postings or changes in billing terms.


Changing Periods

The Change Periods utility lets you enter one of the open periods or closed periods within the Advantage database. You cannot change to a new period unless all open forms are closed.

When you select this utility, a form appears allowing you to select one of the available periods.

To change periods:

1.	Select Utilities, Change Period from the Advantage main menu. The system displays the Period Selection form, displaying all open and closed periods in your database.

2.	Select the period to access using the record selector.

3.	Click on the OK button to change the period. The system changes you to the selected period.

If you change to a prior period, the system displays a bright yellow bar at the bottom of your form indicating that a prior period is active.

If you are in a prior period and you change to the current period, the yellow bar is removed from your form.

  Notes

  Related Topics


Opening a New Period

Processing periods in Advantage often correspond to accounting periods or months. You can open an accounting period using this routine.

To open a new accounting period:

1.	Select Utilities, Open New Period from the Advantage main menu. The system displays the Open New Period form.

4.	The next available period appears in the Next Period box, click on the OK button to open the new period. If desired, you can change the date of the new period prior to opening the period. The system displays the following message:

This action will cause permanent changes to your database. Do you want to continue?

5.	Click on the OK button to open the new period. The system displays the Select processing period form. Click on the No button to return to the Open new period form.

6.	Select the period in which to continue processing and click on the OK button.

When you open a new period, the current period becomes the prior period.

Audit Trail Implications

When you open a new period, the system records the opening of the period on the Posting Log Review report. The entry appears as an AL transaction type, indicating an audit log posting. This information is useful as an audit trail for all changes that updated your database in a specific period.

The transaction appears from the period in which you performed the action. For example, if you open a new period for July 1, 1998, the system displays the transaction on the June Posting Log Review report (because you opened the new period in June, not July).

  Notes


Closing a Period

It is not necessary to close a period in Advantage. You can have multiple open periods at any time. We suggest that you close a period after you process all data and print all reports for the period.

To close a period:

1.	Select Utilities, Close Period from the Advantage main menu. Advantage displays the Period Selection form.

2.	Select the period to close. If you have not run overhead allocation for the period you are closing, the OH Allocation button is enabled. You should run overhead allocation prior to closing the period.

If Overhead Allocation has been run in the period you are closing, the OH Allocation button is disabled.

3.	Click on the Close Period button to close the selected period. The system displays the following message:

Closing a period causes permanent changes. Are you sure you want to continue?

4.	Choose Yes or No:

Click on the Yes button to close the selected period. The system closes the period and returns you to the Close Period form.

Click on the No button to return to the Close Period form without closing the period.

5.	Click on the Close button to exit the Close Period form.

Audit Trail Implications

When you close a period, the system records the closing of the period on the Posting Log Review report. The entry appears as an AL transaction type, indicating an audit log posting. This information will be useful as an audit trail for all changes that updated your database in a specific period. The transaction appears from the period in which you performed the action.

  Note

  Related Topics


Restrictions in Closed Periods

In Advantage you can perform any function in a prior or closed period if you are set up to do so in Security Setup Table Maintenance. However, if the Security Administrator has not selected the Allow processing in closed periods option for your security workgroup, you cannot perform the following functions:

Table maintenance.

Data entry and posting.

Accounts payable processing.

Interactive or batch billing.

Payroll processing.

Bank statement reconciliation.

Void check processing.

Budgeting (project and corporate).

Overhead allocation.

Revenue generation.

If you are not set up to process data in closed periods, Advantage disables the Tables and Processing menus (which contain the above listed routines).

  Related Topics


Calculator

The Advantage calculator works in the same as other onscreen and hand-held calculators. It is included in Advantage for your convenience.


Opening a New W-2 Quarter

You must open a new W-2 quarter to appropriately track any data accumulated by the Payroll module. This procedure affects payroll data only; it does not affect any other Deltek Advantage data.

You perform quarterly initialization at the end of each calendar quarter. You can  print a 940 Worksheet (if necessary), 941 Worksheet, State Unemployment Worksheet, and Quarterly State Income Tax Worksheet at any time for any quarter. You must, however, open a new W-2 quarter prior to processing the first payroll in that quarter.

To open a new W-2 quarter, simply select Open a new W2 Quarter from the Utilities menu. Deltek Advantage displays a form listing the current and next applicable W-2 quarter. Then, click the OK button.

Audit Trail Implications

When you open a new W-2 Quarter, Deltek Advantage records the opening of the quarter on the Posting Log Review report. The entry appears as an AL transaction type, indicating an audit log posting. This information will be useful as an audit trail for all changes that updated your database in a specific period.


Initializing 1099 Data

When you initialize, Advantage clears out data from the previous year so you can start accumulating data for the new year and stores the previous year’s activity for 1099 processing. This section describes how to perform a 1099 initialization. You should perform this type of initialization regardless of whether you intend to produce 1099 Forms.

Advantage stores 1099 payments by vendor for the current and prior 1099 year. Prior to any payment processing for the new 1099 year, and to prepare the database for 1099 reporting for the just completed 1099 year, you must first perform a 1099 initialization for the new 1099 year. This initialization moves the Paid This Year amount on the Miscellaneous tab of Vendor Table Maintenance to the Paid Last Year field, then sets the Paid This Year amount to zero. The Paid Last Year amounts serve as the basis for Form 1099 processing.

For information about 1099 processing, see 1099 Form Processing .

To initialize for a new 1099 year:

1.	Complete Accounts Payable processing for the 1099 year that is ending.

2.	Back up your Advantage database.

3.	Select Utilities from the Advantage main menu.

4.	Select 1099 Initialization from the Utilities Menu to initialize for the new 1099 year. Advantage opens the 1099 Initialization form. Advantage displays the following information:

Field	Description
Most recent 1099 initialization run	Lists the date and time of the last 1099 initialization you performed.
Total paid to vendors this year	Lists the total amount in the Paid This Year field for all vendors in your database. This field appears on the Miscellaneous tab of Vendor Table Maintenance.
Total in the 1099 amount fields now	Lists the total amount in the Paid Last Year field for all vendors in your database. This field appears on the Miscellaneous tab of Vendor Table Maintenance.
These fields display for reference purposes only. Advantage does not let you change the information shown on this form.

5.	Click on Initialize. Advantage moves the amounts in the Paid This Year field on the Miscellaneous tab of Vendor Table Maintenance to the Paid Last Year field.

 Note

 Related Topics


Refreshing Project Billing Extensions

Billing and cost rates for project reporting are defined at the time of posting. Changes to these billing terms are updated by running the Refresh Project Billing Extensions utility.

You should run this utility when you create or change the billing terms for any projects in Billing Terms Table Maintenance after you have posted transactions for these projects during the period. Or, if you posted items in the current period that now reflect a zero billing rate on the project reports, due to inaccurate or no billing terms.

You can run this utility for all of your projects or one project. For more information about

To refresh billing extensions:

1.	Select Utilities, Refresh Project Billing Extensions from the Advantage main menu.

2.	Choose one of the following options on the Processing tab:

Refresh extensions for unbilled transactions ONLY (status `B', `H', `W')

Refresh extensions for historical transactions (type `HE,' `HL')

Refresh extensions for billing only transactions (`BIED,' `BILD' tables)

Refresh extensions for labor adjustments

3.	Specify the time periods using the Refresh extensions for a range of periods fields.

4.	Click on the Selection tab and set up selection criteria for this processing run.

5.	Click on the Run button to run the Refresh Project Billing Extensions process now or click on the Submit button to submit it to the process server. If you do not select any criteria for the run from the Selection tab, a message appears indicating extensions will be refreshed for the entire database. Click Yes if you want to refresh all extensions, or click No and return to step 4.


Module Installation

The Module Installation utility lets you activate the Advantage applications that you have purchased.

When you purchase Advantage for the first time, or when you add new applications later, you receive a set of passwords. You enter the password on the Module Installation form to activate the software.

The system level password determines your series level—the number of employees your Advantage installation will support.

The passwords for individual applications determine the applications you can access (for example, Accounting, Billing, or Payroll).


Changing your Period Setup

The Change Period Setup utility lets you change accounting period dates and/or the number of periods in the year.

To change your period setup:

1.	Select Utilities, Change Period Setup from the Advantage main menu. The system displays the Change Period Setup form.

2.	Change the number of periods in the fiscal year by entering the new number in the Periods Per Year field, if desired.

3.	Change the accounting period start and/or end dates for any previously open period in your database by entering the new date in the Start or End field, if desired.

4.	Change the fiscal year start and/or end dates for any previously open period in your database by entering the new date in the Start or End field, if desired.

5.	Click on the Close button to exit the Change Period Setup form.

  Notes


Opening a New Benefit Accrual Year

Opening a new benefit accrual year zeroes out all employees’ year-to-date accrual totals, including year-to-date hours earned and taken. The current year’s ending balance for a benefit plan becomes the starting balance for the new year.

Open a new benefit year whenever you need to start tracking time earned and taken for a new benefit year.

To open a new benefit year:

1.	Select Open New Benefit Accrual Year from the Utilities menu. Advantage displays a form listing the current and new benefit accrual years.

6.	Click OK.

Effect of Benefit Plan Settings

In determining starting balances for the new benefit year, Advantage takes into account the following Benefit Accrual Setup settings:

Accrue annual amount at time of initialization, which lets you pre-accrue annual benefit hours when you open a new benefit accrual year. If you apply this option to a benefit plan, Advantage accrues the full number of hours for the benefit year when you open a new benefit year.

Limit hours carried over to a new accrual year, which lets you enter the maximum number of hours that can be carried over into a new accrual year for a particular benefit plan. Once an employee reaches this maximum, Advantage no longer accrues hours for this benefit plan for this employee.

Audit Trail Implications

When you open a new benefit accrual year, the system records the opening of the benefit accrual year on the Posting Log Review report. The entry appears as an AL transaction type, indicating an audit log posting. This information will be useful as an audit trail for all changes that updated your database in a specific period.

  Notes


Overview of Setup Maintenance

Setup Table Maintenance consists of the following programs that let you establish and maintain important data in your Advantage system:

General System Setup Maintenance

Project Template Setup Maintenance

Sort/Select Fields Setup Maintenance

Sort/Select Lists Maintenance

Bank Codes Setup Maintenance

Tax Codes Setup Maintenance

A/R Ledger Headings Maintenance

Invoice Mapping Accounts Maintenance

A/R Mapping Accounts Maintenance

Overhead Allocation Setup Maintenance

Overhead Allocation Accounts Setup Maintenance

Revenue Methods Setup Maintenance

Employee Types Setup Maintenance

Labor Codes Setup Maintenance

Time Analysis Setup Maintenance

Time Analysis Headings Maintenance

Benefit Accrual Setup Maintenance

Process Queues Setup Maintenance

Profit Center Setup Maintenance

The above listed setup routines come standard with Advantage. In addition, if you own Billing, Accounts Payable, Payroll, or the Accounting applications, additional setup routines will also appear in this menu. For more information on these routines, click on the appropriate topic.

Accounts payable setup maintenance

Billing setup maintenance

Payroll setup maintenance


General System Setup

The General System Setup maintenance form lets you define system-wide installation parameters applicable to all applications that you own. There are six forms in General System Setup to complete.

What do you want to do?

Set up parameters on the General tab.

Set up parameters on the Numbering tab.

Set up parameters on the Accounts tab.

Set up parameters on the Auto Posting tab.

Set up parameters on the Timesheets tab.

Set up parameters on the Dates tab.

The buttons at the bottom of the System Setup maintenance forms let you perform the following functions:

Save	Save changes made to System Setup Maintenance.
Cancel	Cancel any changes made to System Setup Maintenance.
User Info	View your Advantage client number.
Close	Exit System Setup Maintenance and return to the Advantage main menu.


General Tab of General System Setup Maintenance

Advantage includes a set of features that must be enabled prior to being able to use them. The General tab of General System Setup lets you enable/disable these features, as well as set up other firmwide information.

To enter general setup parameters for your firm:

1.	Select Utilities, Setup Table Maintenance, General System Setup from the Advantage main menu. Advantage displays the System Setup Table Maintenance form.

2.	Click on the General tab, if needed. The system displays the general information that will be used in your firm.

3.	Complete the fields on the General tab of General System Setup Maintenance, referring to the context-sensitive help on the form.

4.	Modify the information on other tabs, as desired.

5.	Click on the Save button to save your changes.

6.	Click on the Close button to exit General System Setup.


Numbering Tab of General System Setup Maintenance

Advantage is shipped with a default project, task, account, employee, client, unit, vendor, and labor code structure. During installation you may have modified this structure. The Numbering tab of General System Setup lets you view the format currently set up in your firm.

The information on the length and format of your key fields cannot be modified. Use the Key Conversion Utilities to change the lengths and/or formats of your key fields.

The bottom part of the Numbering tab displays the number and structure of labor codes established in your firm. The default number of labor code levels is one. You cannot modify the number of labor code levels or the length of each labor code level on this form. However, you can modify the Label for each labor code level.

To enter labor code level labels for your firm:

1.	Select Utilities, Setup Table Maintenance, General System Setup from the Advantage main menu. Advantage displays the System Setup Table Maintenance form.

2.	Click on the Numbering tab, if needed. The system displays the structure of the key fields used by your firm.

3.	Complete the fields on the Numbering tab of General System Setup Maintenance, referring to the context-sensitive help on the form.

4.	Modify the information on other tabs, as desired.

5.	Click on the Save button to save your changes.

6.	Click on the Close button to exit General System Setup.


Accounts Tab of General System Setup Maintenance

Advantage includes functionality that enables you to set up your Chart of Accounts, as follows:

•	Define system default accounts.

•	Determine the structure of your Chart of Accounts.

To enter default accounts for your firm and set up your Chart of Accounts:

1.	Select Utilities, Setup Table Maintenance, General System Setup from the Advantage main menu. Advantage displays the System Setup Table Maintenance form.

2.	Click on the Accounts tab. The system displays the default accounts and Chart of Accounts structure.

3.	Complete the fields on the Accounts tab of General System Setup Maintenance, referring to the context-sensitive help on the form.

4.	Modify the information on other tabs, as desired.

5.	Click on the Save button to save your changes.

6.	Click on the Close button to exit General System Setup.

 Related Topics


Rules for Changing the Chart of Accounts Structure

Advantage offers you some flexibility in customizing your account ranges. If you choose not to follow the structure provided to you in the Standard Chart of Accounts, you can modify account numbers and ranges. However, certain rules have been established so that Advantage continues to function properly:

•	Assets are defined as any numerical/alphanumerical combination prior to the first liability account.

•	The account ranges must be sequential in the order they appear on the form (for example, liabilities must be included in the range before net worth accounts).

•	You cannot change the first account if it will re-categorize other accounts (for example, if you change the first liability account to 210.00 in the Standard Chart of Accounts, it will cause some existing liability accounts to be re-categorized to assets).

 Related Topics


Auto Posting Tab of General System Setup Maintenance

Advantage includes functionality that automatically posts at least one side of the debit/credit general ledger entry for you. The fields on this tab determine the credit side of the entry for Miscellaneous Expenses, Prints/Reproductions, Employee Expenses, and Employee Advances.

To enter automatic posting accounts for your firm:

1.	Select Utilities, Setup Table Maintenance, General System Setup from the Advantage main menu. Advantage displays the System Setup Table Maintenance form.

2.	Click on the Auto Posting tab. The system displays the automatic posting accounts that will be used in your firm.

3.	Complete the fields on the Auto Posting tab of General System Setup Maintenance, referring to the context-sensitive help on the form.

4.	Modify the information on other tabs, as desired.

5.	Click on the Save button to save your changes.

6.	Click on the Close button to exit General System Setup.

 Note


Timesheets Tab of General System Setup Maintenance

Advantage lets you establish timesheet posting information for your firm. The information collected on this tab lets you set up your labor postings by determining whether data will be consolidated when posting, the labor credit account that will be credited during the posting, whether benefit accruals will be tied to payroll processing, and whether you will be using the ADP Interface feature.

To enter timesheet information for your firm:

1.	Select Utilities, Setup Table Maintenance, General System Setup from the Advantage main menu. Advantage displays the System Setup Table Maintenance form.

2.	Click on the Timesheets tab. The system displays the timesheet information that will be used in your firm.

3.	Complete the fields on the Timesheets tab of General System Setup Maintenance, referring to the context-sensitive help on the form.

4.	Modify the information on other tabs, as desired.

5.	Click on the Save button to save your changes.

6.	Click on the Close button to exit General System Setup.

 Related Topics


Establishing the Labor Credit Account

When you post timesheets, Advantage debits the Automatic Posting labor costing account(s), and credits the Automatic Posting Job Cost Variance Account (703.00. is the default for this account). For example,

Account	Debit	Credit
601.00 Direct Labor - Principals	3,000.00
602.00 Direct Labor - Employees	3,536.00
701.00 Indirect Labor - Principals	706.00
702.00 Indirect Labor - Employees	1,390.00
703.00 Job Cost Variance		8,632.00
Totals	8,632.00	8,632.00

The Job Cost Variance account captures the difference between the job cost rate (an employee’s hourly cost rate) and the employee’s pay rate (the basis of the employee’s payroll check). When you record the payroll journal entry or process Payroll, Advantage debits the Job Cost Variance account, and credits the Salaries Payable account and the Withholdings account. For example,

Project	Account	Debit	Credit
1.00*	703.00 Job Cost Variance	8,500.00
	231.00 Salaries Payable		5,800.00
	232.00 FICA Withholding		1,130.00
	233.00 Federal Withholding		1,700.00
	234.00 State Withholding		335.00
	238.00 Insurance Withholding		100.00
	721.00 Employer’s FICA Tax	565.00
Totals		9,065.00	9,065.00

What remains in the Job Cost Variance account (in the above examples this amount is (132.00) or 8,500.00-8,632.00), is the difference between the job cost amount and the amount actually paid to employees. When the job cost variance amount is negative, the firm’s indirect expense will be reduced by the job cost variance amount. If overhead is prorated, Advantage reduces the overhead allocation to the projects accordingly.

The project number for the Labor Distribution Credit should be your firm’s General Overhead Project number (1.00 if you use the standard account number). Because there must be an offsetting entry to an account and a project whenever you post (to keep the accounting and project files reconciled), the General Overhead Project is also affected by a posting to the Job Cost Variance account.


Dates Tab of General System Setup Maintenance

Advantage offers you complete flexibility in formatting the dates that appear on Advantage forms, reports, invoices, and checks. The Dates tab of General System Setup lets you define both the medium (for checks, invoices, and reports) and long (for reports) date styles to use with Advantage. International date format options are also available.

To enter setup parameters for dates:

1.	Select Utilities, Setup Table Maintenance, General System Setup from the Advantage main menu. Advantage displays the System Setup Table Maintenance form.

2.	Click on the Dates tab. The system displays the date information that will be used for reports, checks, and invoices generated through Advantage.

3.	Complete the fields on the Dates tab of General System Setup Maintenance, referring to the context-sensitive help on the form.

4.	Modify the information on other tabs, as desired.

5.	Click on the Save button to save your changes.

6.	Click on the Close button to exit General System Setup.


Taxes Tab of General System Setup Maintenance

Advantage provides the functions required for auditing purchases/sales of goods and services and the taxes paid/levied on same.

To enter setup parameters for taxes:

1.	Select Utilities, Setup Table Maintenance, General System Setup from the Advantage main menu. Advantage displays the System Setup Table Maintenance form.

2.	Click on the Taxes tab.

3.	Complete the fields on the Taxes tab of General System Setup Maintenance, referring to the context-sensitive help on the form.

4.	Modify the information on other tabs, as desired.

5.	Click on the Save button to save your changes.

6.	Click on the Close button to exit General System Setup.


Cross Charge Tab of General System Setup Maintenance

Advantage offers Profit Center Reporting users an automated way of tracking employee cross charges in your system. The Cross Charge tab of General System Setup lets you define general system setup parameters on how your system should handle crosscharges.

The overall decisions you make when setting up your system on the General tab of General System Setup Maintenance determines what information is transferred when you run the Labor Cross Charge routine. In cross charging you can either:

•	Transfer labor and revenue back from the charged project's profit center to the employee's home profit center.

•	Transfer overhead from the employee's home profit center to the project's profit center that the employee charged.

To enter setup parameters for the cross charge feature:

1.	Select Utilities, Setup Table Maintenance, General System Setup from the Advantage main menu. Advantage displays the System Setup Table Maintenance form.

2.	Click on the Cross Charge tab. The system displays the Cross Charge options available to you.

3.	Complete the fields on the Taxes tab of General System Setup Maintenance, referring to the context-sensitive help on the form.

4.	Modify the information on other tabs, as desired.

5.	Click on the Save button to save your changes.

6.	Click on the Close button to exit General System Setup.


Project Template Setup Maintenance

Project templates are a great way to ease the entry of new projects into Advantage! With project templates you can set up standard templates for you or your project managers to use when setting up new projects. For example, you can set up a standard template to use for projects with tasks, or a template for projects in specific profit centers. However you choose to utilize the template feature, you will find that it will cut down on the time it takes to enter new projects.

You can set up as many templates as desired with any or all of the fields filled in. Because this is a template, fields that would be required in Project Table Maintenance are not required here. When you are entering a new project template, remember that this template will be used to set up many different projects. You should only enter values for fields that will be the same from project to project.

To setup a new project template:

1.	Select Utilities, Setup Table Maintenance, Project Templates from the Advantage main menu. Advantage displays the Project Template Setup form.

If this is the first time you are accessing this routine, Advantage displays a blank form where you can begin entering new project template information. You can proceed directly to step 3.

2.	Click on the Add button. Advantage displays a blank form where you can enter new project template information.

3.	Complete the fields on the General, Miscellaneous, Sort/Select, ADP and Cross Charge tabs of Project Template Setup Maintenance, referring to the context-sensitive help on the form.

4.	Complete the fields on the Tasks tab (if the project has tasks) of Project Template Setup Maintenance, referring to the context-sensitive help on the form.

5.	Click on the Save button to save your changes to the project template.

6.	Click on the Close button to exit Project Template Setup and return to the Advantage main menu.

 Related Topics


Sort/Select Fields Setup Maintenance

In Sort/Select Fields Setup Maintenance, you define select code labels and options for projects, employees, clients, accounts, and vendors. Advantage displays these labels throughout the system, as applicable.

The buttons at the bottom of the Sort/Select Fields Setup Maintenance form let you perform the following functions:

Button	Use to
Sort/Select List Maintenance	Access Sort/Select List Maintenance and define values for each sort/select field that you set up in Sort/Select Fields Setup Maintenance.
Close	Exit System Labels Table Maintenance and return to the Advantage main menu.
 Related Topics


Project Tab of Sort/Select Fields Setup Maintenance

Project sort/select fields appear on the Sort/Select tab of Project Table Maintenance, as well as in drop-down lists for reporting and billing. You can define up to 30 additional sort/select fields for your projects. Use these fields to collect any additional information about your projects for reporting and invoicing purposes.

To add or modify project sort/select fields:

1.	Select Utilities, Setup Table Maintenance, Sort/Select Setup from the Advantage main menu. Advantage displays the Sort/Select Fields Setup Maintenance form.

2.	Click on the Project tab, if needed. Advantage displays the project sort/select codes (if any) defined for your database.

3.	Complete the fields in the Text Fields, Numeric Fields, and Date Fields sections of the Sort/Select Fields Setup form, referring to the context-sensitive help on the form.

4.	Click on the Sort/Select List Maintenance button to enter values for your text sort/select fields, as desired.

5.	Click on the Close button to exit Sort/Select Setup.

 Note


Employee Tab of Sort/Select Fields Setup Maintenance

Employee sort/select fields appear on the Sort/Select tab of Employee Table Maintenance, as well as in drop-down lists for reporting and payroll processing. You can define up to 30 additional sort/select fields for your employees. Use these fields to collect any additional information about your employees for reporting and payroll purposes.

To add or modify employee sort/select fields:

1.	Select Utilities, Setup Table Maintenance, Sort/Select Setup from the Advantage main menu. Advantage displays the Sort/Select Fields Setup Maintenance form.

2.	Click on the Employee tab. Advantage displays the employee sort/select codes (if any) defined for your database.

3.	Complete the fields in the Text Fields, Numeric Fields, and Date Fields sections of the Sort/Select Fields Setup form, referring to the context-sensitive help on the form.

4.	Click on the Sort/Select List Maintenance button to enter values for your text sort/select fields, as desired.

5.	Click on the Close button to exit Sort/Select Setup.

 Note


Client Tab of Sort/Select Fields Setup Maintenance

Client sort/select fields appear on the Client Table Maintenance form. You can define up to 30 additional sort/select fields for your clients. Use these fields to collect any additional information about your clients for reporting purposes.

To add or modify client sort/select fields:

1.	Select Utilities, Setup Table Maintenance, Sort/Select Setup from the Advantage main menu. Advantage displays the Sort/Select Fields Setup Maintenance form.

2.	Click on the Client tab. Advantage displays the client sort/select codes (if any) defined for your database.

3.	Complete the fields on the Client tab of Sort/Select Fields Setup Maintenance, referring to the context-sensitive help on the form.

4.	Click on the Sort/Select List Maintenance button to enter values for your text sort/select fields, as desired.

5.	Click on the Close button to exit Sort/Select Setup.

 Note


Account Tab of Sort/Select Fields Setup Maintenance

Account sort/select fields appear on the Account Table Maintenance form. You can define up to 30 additional sort/select fields for your accounts. Use these fields to collect any additional information about your accounts for reporting purposes.

To add or modify account sort/select fields:

1.	Select Utilities, Setup Table Maintenance, Sort/Select Setup from the Advantage main menu. Advantage displays the Sort/Select Fields Setup Maintenance form.

2.	Click on the Account tab. Advantage displays the account sort/select codes (if any) defined for your database.

3.	Complete the fields on the Account tab of Sort/Select Fields Setup Maintenance, referring to the context-sensitive help on the form.

4.	Click on the Sort/Select List Maintenance button to enter values for your text sort/select fields, as desired.

5.	Click on the Close button to exit Sort/Select Setup.

 Note


Vendor Tab of Sort/Select Fields Setup Maintenance

Vendor sort/select fields appear on the Vendor Table Maintenance form. You can define up to 30 additional sort/select fields for your vendors. Use these fields to collect any additional information about your vendors for reporting and accounts payable processing purposes.

To add or modify vendor sort/select fields:

1.	Select Utilities, Setup Table Maintenance, Sort/Select Setup from the Advantage main menu. Advantage displays the Sort/Select Fields Setup Maintenance form.

2.	Click on the Vendor tab. Advantage displays the vendor sort/select codes (if any) defined for your database.

3.	Complete the fields on the Vendor tab of Sort/Select Fields Setup Maintenance, referring to the context-sensitive help on the form.

4.	Click on the Sort/Select List Maintenance button to enter values for your text sort/select fields, as desired.

5.	Click on the Close button to exit Sort/Select Setup.

 Note


Sort/Select Lists Maintenance

You define firmwide values for your user-defined project, employee, client, account, and vendor text sort/select codes in Sort/Select Lists Maintenance. If you selected the Limit to List option in Sort/Select Fields Setup Maintenance, you must enter values here, which users can later select in Table Maintenance and reports. Users will only be allowed to select one of these pre-defined values. If you did not select the Limit to List option, values entered here are still used in the lookup lists, however, users can also enter other values not included in the list.

Sort/Select Lists Maintenance collects the same type of information for all of your sort/select fields (i.e., project, employee, client, account, and vendor). A sort/select list value can be up to 20 characters long and composed of any alphanumeric characters. Select codes can be used to sort/select data on reports.

To define values for your sort/select fields:

1.	Select Utilities, Setup Table Maintenance, Sort/Select Lists from the Advantage main menu. Or, click on the Sort/Select List Maintenance button on the Sort/Select Fields Setup Maintenance form.

2.	Click on the tab representing the data type for the codes to be entered. For example, if you want to enter values for your employee sort/select fields, click on the Employee tab.

3.	Complete the fields on the Sort/Select Lists Setup Maintenance form, referring to the context-sensitive help on the form.

4.	Define values for additional sort/select fields, as needed.

5.	Click on the Close button to exit Sort/Select Lists Maintenance.

 Related Topics


The Difference between Sort/Select Fields and List Values

The sort/select field lets you customize a field in order to collect an additional piece of data about your employees, projects, accounts, etc. You define the label and the information to collect.

The sort/select list value allows you to limit the data entered in the sort/select field. You can enter defined values from which the user must select, or you can enter values from which the user may select. For example, if you have an employee sort/select field for Location, you could define the following sort/select list values:

Boston

New York City

Los Angeles

Chicago

San Francisco

Then, in Employee Table Maintenance, the Sort/Select tab will display a Location field. When the user clicks on the drop-down arrow in this field, they will see the above listed values. They can select one of these values or enter their own value (if the Limit To List option is not selected for this sort/select field).


Bank Codes Setup Maintenance

Bank codes direct the implicit posting of any cash-related transaction. You can have multiple cash-related accounts in your General Ledger and set up a bank code for each cash account.

Bank codes are established to eliminate the need to type a full bank account number and profit center (if you are using profit center reporting) each time bank information is required. You can create codes using up to ten characters, which makes it easy to differentiate and identify your bank codes (for example, FirstNatl could be used as the code for the First National Bank and SecNatl could be used at the code for the Second National Bank).

During the data entry of a transaction involving a bank account (for example, a cash receipt or cash disbursement), you enter a bank code to tell the system which bank account/profit center combination should be debited or credited.

What do you want to do?

Add a new bank code.

Modify an existing bank code.

Delete a bank code.

Run the Bank Code List.

 Notes

 Related Topics


Adding a Bank Code

There is no limit to the number of bank codes you can define for your firm. Initially, you will need to add at least one bank code, prior to entering cash receipts, cash disbursements, or accounts payable disbursements. However, new bank codes can be added at any time.

The Bank Code maintenance form consists of two sections. The top portion of the form is used to enter bank code information (that is, the code itself, a short description, an account number, and a profit center code). The lower portion of the form is used to enter direct deposit information for the associated bank/bank code. The direct deposit information entered here is used when processing payroll direct deposit and employee expense payment direct deposit.

To add a bank code:

1.	Select Utilities, Setup Table Maintenance, Bank Codes from the Deltek Advantage main menu. Deltek Advantage displays the Bank Codes Setup form.

2.	Click on the Add button located at the bottom of the Bank Codes Setup form. Deltek Advantage displays a blank Bank Codes Setup form.

3.	Complete the fields on the Bank Codes Setup form, referring to the context-sensitive help, as needed.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Bank Codes Setup and return to the Advantage main menu.

 Note


Modifying a Bank Code
Modifying Bank Code Data

You can change most data in Bank Code Setup at any time, including the direct deposit information for the bank code.

To modify bank code data:

1.	Select Utilities, Setup Table Maintenance, Bank Codes from the Deltek Advantage main menu. Deltek Advantage displays the Bank Codes Setup form.

2.	Scroll to the bank code you want to modify.

3.	Modify bank code information as desired by completing the appropriate fields on the Bank Codes Setup form, referring to the context-sensitive help, as needed.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Bank Codes Setup.

 Note


Deleting a Bank Code

You can delete bank codes using the Bank Codes setup routine only if there has been no activity posted to the bank code in the current fiscal year. For example, when you first set up and add bank codes to the database, you may use Bank Codes Setup to delete bank codes to which no activity has been posted.

To delete a bank code:

1.	Select Utilities, Setup Table Maintenance, Bank Codes from the Deltek Advantage main menu. Deltek Advantage displays the Bank Codes Setup form.

2.	Scroll to the bank code you want to delete.

3.	Ensure that this bank code has not yet been referenced by a posting or processing session.

4.	Click on the Delete button. Deltek Advantage displays the following message:

Delete bank code <bank code name>?

5.	Click on the Yes button. Deltek Advantage deletes the bank code from your database.

6.	Click on the Close button to exit Bank Codes Setup.


Tax Codes Setup Maintenance

Tax Codes Setup Maintenance lets you enter tax codes used throughout Advantage. You can then do the following:

•	Apply these tax codes on a project-by-project basis on all invoices that the Billing application produces.

•	Classify and compute tax amounts for purchases, acquisitions, and sales.

•	Classify and compute tax amounts for journal entries.

You can modify this setup data at any time.

What do you want to do?

Add a new tax code.

Modify an existing tax code.

Delete a tax code.

 Notes


Establishing the Canadian Goods and Services Tax

The Canadian GST tax is calculated by taking the difference between the amount you receive from clients and the amount you pay to vendors.

To set up the client’s Goods and Services tax:

1.	Enter a new liability account for the Goods and Services tax (e.g., 213.00) in Chart of Accounts Table Maintenance.

2.	Map the Goods and Services tax account you created (213.00) to the appropriate accounts receivable account (e.g., 111.00) in Invoice Mapping Accounts Maintenance.

3.	Create a new tax code for the Goods and Services tax (GST) using the liability account you created.

4.	Select Tables, Billing, Billing Terms from the Advantage main menu. Advantage displays the Billing Terms Table Maintenance form.

5.	Select the project to which to apply the Goods and Services tax.

6.	Click on the Misc tab. Advantage displays the project’s miscellaneous billing terms.

7.	In the Interest section of the tab, select the Goods and Services (GST) tax code you created from the drop-down list. This tax will now be applied to the project’s invoice, crediting the liability account you created.

8.	Perform Steps 6-8 for all projects to which to apply this tax.

Creating a voucher to acknowledge the goods and services tax:

When you create the voucher, you must separate the voucher expense amount and the Goods and Services tax amount into separate line items. For example, if you receive a voucher for $500, $40 is Goods and Services Tax, and the rest is a reimbursable expense you would enter the following:

•	One line item for $460, debiting a 500.00-level account.

•	Another line item for $40, debiting the Goods and Services account you created (213.00).

The amount remaining in the Goods and Services Tax account (213.00), is the amount you owe the government. You can then pay the government the tax in one of the following ways:

•	Enter an accounts payable disbursement, debiting the Goods and Services Tax account (213.00).

•	Enter an accounts payable voucher, debiting the Goods and Services Tax account (213.00) and crediting an accounts payable account (e.g., 210.00 - A/P Trade). If you create an accounts payable voucher, you must also enter a cash disbursement, debiting an accounts payable account (e.g., 210.00 - A/P Trade) and crediting a cash account (e.g., 101.00 - Checking Account).


Adding a Tax Code

There is no limit to the amount of tax codes you can have defined for your firm. You can add tax codes at any time.

To add a tax code:

1.	Select Utilities, Setup Table Maintenance, Tax Codes from the Advantage main menu. Advantage displays the Tax Codes form.

2.	Click on the Add button located at the bottom of the Tax Codes form. Advantage displays a blank Tax Codes form.

3.	Complete the fields on the Tax Codes Setup form, referring to the context-sensitive help on the form.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Tax Codes Setup.


Modifying a Tax Code

You can change most data in Tax Code Setup at any time. For example, you can edit the Description or Account for the tax code.

To modify tax code data:

1.	Select Utilities, Setup Table Maintenance, Tax Codes from the Advantage main menu. Advantage displays the Tax Codes form.

2.	Select the tax code to modify.

3.	Modify the fields on the Tax Codes Setup form, referring to the context-sensitive help on the form.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Tax Codes Setup.


Deleting a Tax Code

You can delete tax codes using Tax Codes Setup only if no activity was posted to the code during the current fiscal year. For example, while initially adding codes, delete incorrect codes with no activity as needed.

To delete a tax code using Tax Codes Setup:

1.	Select Utilities, Setup Table Maintenance, Tax Codes from the Advantage main menu. Advantage displays the Tax Codes form.

2.	Select the tax code to modify.

3.	Ensure that this tax code has not yet been referenced by a posting or processing session.

4.	Click on the Delete button. Advantage displays the following message:

Delete tax code <tax code name>?

5.	Click on the Yes button. Advantage deletes the tax code from your database.

6.	Click on the Close button to exit Tax Codes setup.


A/R Ledger Headings Setup Maintenance

A/R Ledger Headings Maintenance lets you indicate the column headings for each user-definable column on the A/R Ledger Report. You can specify up to 8 different column headings in this routine.

To add/modify A/R Ledger headings:

1.	Select Utilities, Setup Table Maintenance, A/R Ledger Headings from the Advantage main menu. Advantage displays the A/R Ledger Headings form.

2.	Complete the fields on the A/R Ledger Headings form, referring to the context-sensitive help on the form.

3.	Click on the Close button to return to the Advantage main menu.

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Invoice Mapping Accounts Maintenance

Invoice mapping defines the implicit posting of invoices to the appropriate accounts receivable account and also maps your revenue accounts (entered through Invoice Data Entry or from Interactive Billing) to report columns on the Office Earnings report and/or Accounts Receivable Ledger.

Advantage matches the revenue account (for invoices, specified in Invoice Data Entry) and/or Posting Account (for units, specified in Unit Data Entry) to an entry in this list. If it finds a match, Advantage directs the accounts receivable posting to the General Ledger and also places the amount in the appropriate column on the Office Earnings report and/or Accounts Receivable Ledger. If it does not find a match, Advantage uses the accounts receivable account specified on the Accounts tab of General System Setup Maintenance and places the amount in the Other column of the Accounts Receivable Ledger and/or the Other Billed column of the Office Earnings report.

To map your invoice accounts:

1.	Select Utilities, Setup Table Maintenance, Invoice Mapping Accounts from the Advantage main menu. Advantage displays the Invoice Mapping Accounts form.

2.	Complete the fields on the Invoice Mapping Accounts form, referring to the context-sensitive help on the form.

3.	Click on the Close button to return to the Advantage main menu.

 Related Topics


Accounts Receivable Ledger Implications

When you post cash receipts for invoices, Advantage calls in the amount and project/task associated with the selected invoice from the original Invoice Data Entry. The system then takes the account entered in Invoice Data Entry and matches it to an entry in Invoice Mapping Accounts Maintenance. If the system finds a match, it copies in the accounts receivable account associated with the revenue account.

If Advantage does not find a match, it uses the account defined at the Accts Receivable field in System Setup Accounts Maintenance.

Note that if the system finds a match, it uses the A/R Column and Project Column specified in Invoice Mapping Accounts Setup to determine where these invoices should print on the Accounts Receivable Ledger and Project Reports. If the system does not find a match, it prints the charges in the Other column for both the Accounts Receivable Ledger and on Project reports.


A/R Mapping Accounts Maintenance

By default, cash receipts are listed as a total on the Accounts Receivable Ledger. If you want to split the receipts across the columns of this report, complete the information on this form. You use A/R Mapping Accounts Maintenance to map your accounts receivable accounts entered for cash receipts to columns on the Accounts Receivable Ledger.

It is important to map your accounts receivable accounts if you have multiple accounts receivable accounts and the same account is mapped to different accounts receivable columns in Invoice Mapping Accounts Maintenance.

Since you can split revenue accounts into different columns, you must specify default columns for the accounts receivable accounts in your Chart of Accounts.

To map your invoice accounts:

1.	Select Utilities, Setup Table Maintenance, A/R Mapping Accounts from the Advantage main menu. Advantage displays the A/R Mapping Accounts form.

2.	Complete the fields on the A/R Mapping Accounts form, referring to the context-sensitive help on the form.

3.	Click on the Close button to return to the Advantage main menu.

 Related Topics


Employee Types Setup Maintenance

Employees must be associated with a type. Advantage uses the type to direct labor postings, as established in this routine.

You can define employee types in Employee Types Setup Maintenance. Advantage comes standard with the following employee types: E – Employee and P – Principal. However, you can add as many as you like.

What do you want to do?

Add a new employee type.

Modify an existing employee type.

Delete an employee type.

 Notes

 Related Topics


Adding an Employee Type

There is no limit to the number of employee types you can define for use in your firm. You can add new employee types at any time.

To add an employee type:

1.	Select Utilities, Setup Table Maintenance, Employee Types from the Advantage main menu. Advantage displays the Employee Types form.

2.	Click on the Add button located at the bottom of the Employee Types form. Advantage displays a blank Employee Types form.

3.	Complete the fields on the Employee Types Setup form, referring to the context-sensitive help on the form.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Employee Types Setup and return to the Advantage main menu.

 Related Topics


Modifying an Employee Type

You can change most data in Employee Types Setup at any time. For example, you can edit the Label or sort order for the employee type.

To modify employee type data:

1.	Select Utilities, Setup Table Maintenance, Employee Types from the Advantage main menu. Advantage displays the Employee Types form.

2.	Scroll to the employee type to modify.

3.	Modify the employee type as desired by completing the fields on the Employee Types Setup form, referring to the context-sensitive help on the form.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Employee Types Setup.

 Related Topics


Deleting an Employee Type

You can delete an employee type using Employee Types Setup Maintenance only if there has been no activity posted to it. For example, when you are first setting up and adding employee types to the database, you may use Employee Types Setup Maintenance to delete types that have no activity posted to them yet.

To delete a type using Employee Types Setup:

1.	Select Utilities, Setup Table Maintenance, Employee Types from the Advantage main menu. Advantage displays the Employee Types form.

2.	Scroll to the employee type to delete.

3.	Ensure that this employee type has not yet been referenced by a posting or processing session.

4.	Click on the Delete button. Advantage displays the following message:

Delete employee type <employee type name>?

5.	Click on the Yes button. Advantage deletes the employee type from your database.

6.	Click on the Close button to exit Employee Types setup.

 Related Topics


Labor Code Setup Maintenance

Labor codes, which allow you to classify the types of work your staff performs, are a key element in Project Control operations. In Advantage, all labor costing and budgets are based on labor codes. These labor codes classify work for a project/task in categories, or levels, that you define, such as department, phase (level of progress), service, or staff level. Labor codes are referenced on timesheets to identify each hour of labor.

Advantage lets you establish a labor code structure that is configured for your firm. No labor codes are shipped as part of Advantage. You can establish as many labor codes as your firm needs using Labor Codes Setup.

To add a labor code:

1.	Select Utilities, Setup Table Maintenance, Labor Codes from the Advantage main menu. Advantage displays the Labor Code Setup form.

2.	Complete the fields on the Labor Codes Setup form, referring to the context-sensitive help on the form.

3.	Click on the Close button to return to the Advantage main menu.

 Notes

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Time Analysis Setup Maintenance

You use Time Analysis Setup to indicate which projects will be included on the Time Analysis Report. You can enter projects on a project-by-project basis, or you can specify ranges of projects to include on the report.

The Time Analysis report shows how effectively employee time is being used, by presenting various comparisons of direct time, indirect time, and total time worked. An analysis of indirect time helps you monitor benefit hours (that is, vacation, sick, holiday, and so on) and control non-billable time.

To set up projects for the Time Analysis report:

1.	Select Utilities, Setup Table Maintenance, Time Analysis Setup from the Advantage main menu. Advantage displays the Time Analysis Setup form.

2.	Complete the fields on the Time Analysis Setup form, referring to the context-sensitive help on the form.

3.	Click on the Close button to return to the Advantage main menu.

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Time Analysis Headings Maintenance

Time Analysis Headings Maintenance lets you indicate the column headings for each user-defined column on the Time Analysis Report.

To set up headings for the Time Analysis Headings report:

1.	Select Utilities, Setup Table Maintenance, Time Analysis Headings from the Advantage main menu. Advantage displays the Time Analysis Headings form.

2.	Complete the fields on the Time Analysis Headings form, referring to the context-sensitive help on the form.

3.	Click on the Close button to return to the Advantage main menu.

 Related Topics


Benefit Accrual Setup

Benefit Accrual Setup lets you enter information about your firm’s benefit hour plans. During this setup routine, you establish a firmwide pool of accrual codes, each of which represents a plan (for example, vacation, sick, or personal leave). You can establish an unlimited number of codes.

After you have established the codes, you must still:

•	Identify the codes that apply to each employee.

•	(Optional) Identify the codes used in Time Analysis reporting.

•	(Optional) Enter benefit accrual history for your employees.

What do you want to do?

Add a new accrual code.

Modify an existing accrual code.

Delete an accrual code.

 Related Topics


Adding an Accrual Code

There is no limit to the number of benefit accrual codes you can define for your firm. Accrual codes can be added at any time.

To add an accrual code:

1.	Select Utilities, Setup Table Maintenance, Benefit Accrual Setup from the Advantage main menu. Advantage displays the Benefit Accrual Setup form.

2.	Click on the Add button located at the bottom of the Benefit Accrual Setup form. Advantage displays a blank Benefit Accrual Setup form.

3.	Complete the fields on the Benefit Accrual Setup form, referring to the context-sensitive help on the form.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Benefit Accrual Setup and return to the Advantage main menu.


Modifying an Accrual Code

You can change most data in Benefit Accrual Setup at any time. For example, you can edit the description or the options for an accrual code.

To modify an accrual code:

1.	Select Utilities, Setup Table Maintenance, Benefit Accrual Setup from the Advantage main menu. Advantage displays the Benefit Accrual Setup form.

2.	Use the left and right arrow buttons to scroll to the accrual code that you want to modify.

3.	Modify the accrual code’s information as desired. Refer to the context-sensitive help on the Benefit Accrual Setup form.

4.	Click on the Save button to save your changes.

5.	Click on the Close button to exit Benefit Accrual Setup.


Deleting an Accrual Code

You can delete an accrual code only if the code has not been applied to any employees, generally when you are first setting up benefit accruals in Advantage. You apply codes to employees using Employee Table Maintenance.

To delete an accrual code:

1.	Select Utilities, Setup Table Maintenance, Benefit Accrual Setup from the Advantage main menu. Advantage displays the Benefit Accrual Setup form.

2.	Use the left and right arrow buttons to scroll to the accrual code that you want to delete.

3.	Ensure that this accrual code has not yet been assigned to any employees.

4.	Click on the Delete button. Advantage displays the following message:

Delete accrual code <accrual code name>?

5.	Click on the Yes button. Advantage deletes the accrual code from your database.

7.	Click on the Close button to exit Benefit Accrual Setup.


Process Queues Setup Maintenance

A process queue is a named waiting list to which you can submit Advantage functions or processes. When the system administrator starts the process server on a workstation running Advantage, a process queue is assigned to the process server. Processes "waiting" in the queue are then run, in the order submitted, by the process server.

What do you want to do?

Add a new process queue.

Modify an existing process queue.

Delete a process queue.

 Related Topics


Adding a Process Queue

You can define multiple process queues, each of which may be monitored by individual process servers simultaneously.

To add a process queue:

1.	Select Utilities, Setup Table Maintenance, Process Queues from the Advantage main menu. Advantage displays the Process Queues form.

2.	Complete the fields on the Process Queues form, referring to the context-sensitive help on the form.

3.	Click on the Close button to return to the Advantage main menu.

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 Related Topics


Modifying Process Queues

After you establish a process queue, you cannot change the Queue ID as established in Process Queues Setup Maintenance. All other fields in Process Queues Setup Maintenance may be modified.

To modify process queue information:

1.	Access Process Queues Setup Maintenance. Select Utilities, Setup Table Maintenance, Process Queues from the Advantage main menu.

2.	Select the queue to modify using the navigation buttons at the bottom of this form.

3.	Modify the process queue as desired by completing the fields on the Process Queues Setup form, referring to the context-sensitive help on the form.

4.	Click on the Save button to save your changes. Or, click on the Cancel button to cancel any changes you made.

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Deleting Process Queues

After you establish a process queue, you can only delete it if the queue is stopped and there are no process entries in the queue.

To delete a process queue:

1.	Access Process Queues Setup Maintenance. Select Utilities, Setup Table Maintenance, Process Queues from the Advantage main menu.

2.	Select the queue to delete using the record counter at the bottom of this form.

3.	Click on the Delete button while positioned on the queue to delete. The system displays a message asking you to confirm the deletion of the queue.

4.	Click on the Yes button to permanently delete the queue from your database. Or, click on the No button to cancel the deletion.

  Related Topics


Advantage Security

To access Security Setup Maintenance, select Utilities, Security Setup from the Advantage main menu.

Advantage includes a set of security features that let you grant or restrict access for users in security workgroups to menus, routines, and/or functions in the system. By defining menu-level security for security workgroups, you are creating the most powerful and flexible form of security available to you.

When using menu-level security, the security/database administrator grants specific permissions to use Advantage routines/functions to the users in a security workgroup. For example, you may grant your accounts payable personnel access to all Accounts Payable routines and at the same time restrict access to these routines for your billing personnel.

Advantage verifies users when they log into Advantage with their assigned user name and password. A user is also identified as a member of a security workgroup at this time. After logging on, the system only lets you perform actions to which your security workgroup has access.

What do you want to do?

Determine how to implement security in your firm.

Establish security workgroups.

Establish menu-level security for your security workgroups.

Establish functional-level security for your security workgroups.

Establish row-level security for your security workgroups.

Associate users with security workgroups.

Run the Security List report.

  Note

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Security Setup Checklist

The following checklist lists the steps to perform to set up security for users in your firm. Print this page, and check off each item as it is completed.

Completed?	Step
__________	Decide/plan how you will set up security for your users.
__________	Establish your security workgroups.
__________	Add users to your security workgroups and set up passwords.
__________	Set up menu-level security for your workgroups on the Menus tab.
__________	Set up functional security for your workgroups on the Privileges tab.


Deciding How to Set Up Security

You can implement security in one of the following ways:

Menu/functional-level security. Controls a user’s access to specific menus and functions. For example, you can determine the type of access that users have to Table Maintenance routines.

Menu/functional with row-level security. Further controls a user’s access by limiting access to project data associated with specific project managers, principals, and profit centers. In addition to limiting users to certain menus and functions, this is useful for firms who want tighter security for their project data. For example, you can allow users in a security workgroup access to a certain project manager’s projects.

Before you implement security for the users in your firm, you must make two decisions:

•	How will you implement security for your users?

•	How will your security workgroups be divided?

These questions should be thought of in conjunction with one another, because how you implement security drives the types of users in a security workgroup.


Security Workgroups

Once you decide how to implement security, and the security workgroups you will need for the implementation, the next step is to actually create them.

Advantage security revolves around menu options and permissions defined for specific security workgroups. These groups are useful for grouping employees with the same access rights together so you do not have to define the same security settings for each employee multiple times. Once you create a security workgroup, you can then add users that should be included in that group.


Creating Security Workgroups

To create a security workgroup:

1.	Select Utilities, Security Setup from the Advantage main menu. Advantage displays the Security Maintenance form.

2.	Click on the Add button.

3.	Enter the desired name for the security workgroup (e.g., Accounting, Accounts Payable, Project Managers) in the Security Workgroup field, using up to 20 characters of free text.

4.	Click on the Menus tab to define the menus to which users in this group will have access. Perform all steps outlined in the topic titled Restricting Access to Menus.

5.	Click on the Privileges tab to define the functions to which users in this group will have access. Perform all steps outlined in the topic titled Privileges tab of Security Setup Maintenance.

6.	Click on the Row Level tab to define row-level security settings for users in the workgroup, to restrict access further.

7.	Click on the User Setup button to define the user name and passwords for your employees. Perform the steps outlined in the topic titled Adding Users to Advantage.

Example

For example, you may have two users who perform billing functions in your firm. These users have access to all Billing Table Maintenance routines, Data Entry, Posting, Bill Processing, Billing Reports, and the Refresh Project Billing Extensions Utility. You can:

1.	Set up a security workgroup called Billing.

2.	Include the two users who perform these functions into this workgroup by clicking on the User Setup button.

3.	Enter Billing in the Workgroup column for the two users.

4.	Define the security settings for users included in this security workgroup.

 Notes

 Related Topics


Menu/Functional Level Security

The most basic way to implement security is to restrict user access to specific menus and/or general Advantage functions. This type of security is useful for firms who only need to restrict access to System Administrator, Processing, or Table Maintenance functions.

With menu/functional security, if a security workgroup has access to a menu or routine, they can see data for all projects, employees, and/or profit centers in that routine. For example, if employees in a security workgroup have access to Project Table Maintenance, they can see all of the projects entered in the database.


Combining Menu/Functional Security with Row Level Security

While menu/functional security is appropriate for many firms, you may want to further secure your project data.

Row level security allows you to restrict access to project data associated with particular project managers, principals, or profit centers.

Row level security is useful if:

•	You want your project managers to be able to access data for only the projects they manage.

•	You want a security workgroup to be able to access data for only the projects of a specific principal.

•	You want employees to be able to access data for only projects associated with their own profit center.


Restricting Access to Menus

The Menus tab of Security Setup Maintenance corresponds to the Advantage menu options. For each security workgroup, you can define the menus that users in the security workgroup can access. By default, when you add a new security workgroup, Advantage enables all menus.

To set up menu level security for a new workgroup:

1.	Access Security Setup Maintenance. Select Utilities, Security Setup from the Advantage main menu. Advantage displays the Security Maintenance form.

2.	Use the navigation buttons to locate the security workgroup for which you want to restrict menu access.

3.	Click on the Menus tab.

4.	Determine the menus to which the security workgroup will not have access. For example, you may not want the security workgroup to access the Utilities menu.

5.	Highlight the top-level menu to which the security workgroup will not have access and click on the Disable button.

6.	Determine the individual menu options to which the security workgroup will not have access. For example, you may not want the security workgroup to be able to run any transaction postings.

7.	Highlight the individual menu option to which the security workgroup will not have access and click on the Disable button.

8.	Perform steps 1-4 for all menus and menu options to which the security workgroup will not have access.

 Notes


Restricting Access to Functions - Privileges Tab

While the Menus tab of Security Setup Maintenance corresponds to the Advantage menu options, the Privileges tab corresponds to the Advantage routines and a user’s rights to those routines. The Privileges tab is divided into two sections:

Table Maintenance. Lets you define the type of access users should have for each table maintenance routine.

Miscellaneous. Lets you define the type of access users should have for viewing cost rates, the Project Budget Worksheet, Voucher Review, etc.


Privileges Tab - Access to Table Maintenance

You can specify the type of access each security workgroup has to each Table Maintenance routine on the Privileges tab of Security Setup Maintenance.

By default, when you add a new security workgroup, the system grants Review access to all Table Maintenance routines in Advantage. You can leave the access rights at Review, or you can change the access rights to one of the following:

Access Level	Description
Review	Users can view the data in the maintenance routine, however, they cannot add, modify, or delete data.
Modify	Users can modify the data in the maintenance routine, however, they cannot add or delete data.
Full	Users can view, modify, add, and delete data in the maintenance routine.
•	For Employee Table Maintenance, you must also specify whether users in this security workgroup can see payroll data. If you select the See payroll data option, Advantage displays the Payroll tab in Employee Table Maintenance for all users within this security workgroup. Members of the workgroup also have access to paycheck information on the Check Register report.

•	The security privileges for Account Table Maintenance now include Account Group Names and Account Groups Table Maintenace options. Workgroups can now review or modify Account Group Names and Group ranges, depending on the type of access they are granted.

 Notes


Row Level Tab - Row Level Security Decisions

Row level security lets you further restrict access to project data for your security workgroups. Data is restricted by project manager, principal, and/or profit center. Establishing row level security is useful if:

You want your project managers to be able to access data for only the projects they manage.

You want a security workgroup to be able to access data for only a specific principal’s projects.

You want a security workgroup to be able to access data for only their own profit center’s projects.

By default the system does not establish row level security for the security workgroups in your firm.

To set up row-level security:

If you are planning to establish row-level security, you must first make the following decisions:

Determine how row level security should be set up for each security workgroup. You have the following three options:

By project principal

By project manager

By profit center

Determine whether or not to apply row level security to the Billing application.

If you are applying row level security to Billing, determine whether or not to apply row level security to sub-projects in Billing Groups Table Maintenance.


Setting Up Row Level Security by Project Manager and/or Principal

You can use row level security to restrict a workgroup’s access to only those projects associated with particular project managers or principals. (In Project Table Maintenance, you tell Advantage which project manager and principal are in charge of a project.)

Row level security controls access to project data in many areas of the system.

To set up row level security by project manager or principal:

1.	Access the Row Level tab of Security Setup Maintenance.

2.	Click on the check box next to the Restrict by Project Principal/Manager label.

3.	Click on the Find button, [image], next to the Restrict by Project Principal/Manager label. Advantage displays the Employee Lookup form.

4.	Highlight the project principals/managers to which this security workgroup should have access and click on the Select button.

To select multiple, sequential employees, hold down the <Shift> key and select the first and last employee in the range. To select multiple, non-sequential employees, hold down the <Ctrl> key and select each individual employee to include.

5.	Set up profit center security for this workgroup, if desired.


Setting Up Row Level Security by Profit Center

You can use row level security to restrict a workgroup’s access to only those projects associated with particular profit centers. (In Project Table Maintenance, you tell Advantage which profit center a project is associated with.)

Row level security controls access to project data in many areas of the system.

1.	Access the Row Level tab of Security Setup Maintenance.

2.	Click on the check box next to the Restrict by Profit Center label.

3.	Click on the Find button, [image], next to the Restrict by Profit Center label. Advantage displays the Profit Center Lookup form.

4.	Highlight the profit centers to which this security workgroup should have access and click on the Select button.

To select multiple, sequential profit centers, hold down the <Shift> key and select the first and last profit center in the range. To select multiple, non-sequential profit centers, hold down the <Ctrl> key and select each individual profit center to include.

5.	Set up project principal or project manager security for this workgroup, if desired.

Using Wildcards

You can use wildcards (**) when implementing row-level security by profit center. For example, to select all profit centers with a first level of BO, enter BO:**.


Applying Row Level Security to Billing

You can decide whether or not to apply row level security to the Billing application.

This option controls the projects you can access when you perform the following Billing functions:

Billing Terms Table Maintenance

Billing Groups Maintenance

Interactive Billing

Batch Billing

Billing reports

If you do not select this option, your billing clerks will have access to all projects regardless of the project’s manager, principal, or profit center.

  Notes


Applying Row Level Security to Sub-Projects in Billing Group Maintenance

To apply row level security to sub-projects in billing groups, enable the Apply to Sub-Projects in Billing Group Maintenance option. This option only applies in Billing Group Maintenance. It does not affect Interactive or Batch Billing, which require you to have access to the main project record in order to generate an invoice for that project.

This option determines whether row level security will be applied to subprojects in Billing Groups Maintenance.

If you select this option and the security workgroup has access to the main project, you can view/edit information for the main project and add any subproject to which you have security access. If the security workgroup does not have access to the main project, they cannot see the subprojects to which they have access.

If you do not select this option and the security workgroup has access to the main project, they can add any project as a subproject of the group, regardless of the security of those projects.

 Note


Areas Affected by Row Level Security

Once established, row level security is established throughout the system. Specifically, the following routines take row level security into account:

Row-level security in Project Table Maintenance

Row-level security in Employee Table Maintenance

 Billing Terms Table Maintenance, if option is selected

Row level security in the Project Budget Worksheet

Row level security in the Profit Planning Worksheet

Row-level security for Project-Based Reports

Row-level security for Employee Reports

Row-level security for Profit Center Based Reports

 Interactive and Batch Billing, if option is selected

 Billing Groups Maintenance, if option is selected

 Interactive Project Reporting, available to SQL Server or MSDE users only

 Interactive Accounts Receivable Reporting, available to SQL Server or MSDE users only


Privileges Tab - Miscellaneous Options

By default, Advantage does not grant access to any of the options in the Miscellaneous section of this form.

If you have restricted access to the menus on which the routines/functions reside, you do not have to specify functional-level access (i.e., users cannot access these routines).

The following options are available to you when specifying security settings in the Miscellaneous section of the Privileges tab.

See cost rates

Select this option if users in this security workgroup can see employee cost rates. Do not select this option if you want the user to have access to Employee Table Maintenance, Project Reports, and/or Billing Reports but you do not want them to be able to see other employee’s cost rates.

Reconcile payroll bank statement

Select this option if users in this security workgroup can reconcile the bank statement for the bank code set up for payroll (in Payroll Setup Table Maintenance). If you do not want users to have access to this bank code in Bank Statement Reconciliation, do not select this option.

Allow modifications in Voucher Review

Select this option if users in this security workgroup can modify the address code, payment date, and/or bank code in Voucher Review for all vouchers that have a balance. If you do not want users to make modifications in Voucher Review, do not select this option.

Allow processing in closed periods

Select this option if users in this security workgroup can access routines/functions on the Tables and Processing menus in closed periods. If you do not select this option, Advantage disables access to these menus when you are in a closed period.

Allow approval of imported master data

Select this option if users in this security workgroup can approve data imported from applications outside of Advantage. For example, you might want projects managers to have the chance to approve the import of employee data from the Abra HR system.

Allow deletion of invoices from Invoices on File

Select this option if users in this security workgroup can delete invoices from Invoices on File within Interactive Billing. Deleting an invoice prevents you from being able to re-print or void the invoice. This option is only enabled if Interactive Billing Access is set to Full.

Allow printing of checks from disbursements

Select this option if users in this security workgroup can print checks for AP Disbursement and Cash Disbursement transactions. Both AP Disbursement and Cash Disbursement posting logs will indicate if an original check was printed.

Project Budget Worksheet

Specify the type of access that you want users in this security workgroup to have for the Project Budget Worksheet, as follows:

Option	Users in this security workgroup may:
Review	View the information on the Project Budget Worksheet. No changes are allowed.
Percent Completes	Make modifications to the overall, labor, and expense percent completes in the Budget Setup section of the worksheet, and make modifications to the percent completes specified in the labor and/or expense budget detail lines.
Budgets	Modify existing budgets, add/delete budgets, re-calculate the worksheet, and/or enter percent completes on the worksheet.
Full	Make modifications to existing data, add, modify, or delete budgets, enter compensation, consultant fees, and reimbursable allowance amounts, re-calculate the worksheet, and/or enter percent completes on the worksheet.
Custom Reporting Toolkit

Specify the type of access that you want users in this security workgroup to have for the Custom Reporting Toolkit, as follows:

Option	Users in this security workgroup may:
No Access	Not have access to the Custom Reporting Toolkit.
Read Only	Open and run existing queries and reports in the Custom Reporting Toolkit. Users with this type of access cannot create or modify queries and reports within the toolkit.
Full	Open and run existing queries and reports, and create new queries and reports in the Custom Reporting Toolkit. Important The Advantage Custom Reporting Toolkit contains all of the information entered through Advantage. You can select any of this information to appear on custom reports. If a security workgroup is not set up to See payroll data in Employee Table Maintenance, they should not be given Full access to the Custom Reporting Toolkit.
Interactive Billing

Specify the type of access that you want users in this security workgroup to have for Interactive Billing, as follows:

Option	Users in this security workgroup may:
Review	View information on detail screens and preview draft invoices.  Users with this type of access cannot make any changes to invoices. Users cannot accept invoices, export to Microsoft Word, or bill retainage. They cannot change billing status, update fees, modify, insert, or transfer transactions, or delete or void an invoice from Invoices on File.
Modify	Change the billing status of transactions in detail screens, and update fees.
Full	All Interactive Billing functionality and options are available.
Interactive Project Budget Worksheet

This field only applies to SQL Server or MSDE users. Specify the type of access that you want users in this security workgroup to have for the Interactive Project Budget Worksheet application, as follows:

Option	Users in this security workgroup may:
No Access	Not have access to the Interactive Project Budget Worksheet application.
General User	Access the Interactive Project Budget Workhseet, set options, and recalculate the worksheet.
Hours Only (with billing amounts)	Can perform all of the functions of a general user, but you cannot see any cost amounts.
Hours Only (no labor amounts)	Can perform all of the functions of a general user with one exception—you cannot see any labor amounts (at cost rates or billing rates).
Interactive Employee Reporting

This field only applies to SQL Server or MSDE users. Specify the type of access that you want users in this security workgroup to have for the Interactive Employee Reporting application, as follows:

Option	Users in this security workgroup may:
No Access	Not have access to the Interactive Employee Reporting application.
General User	Access the Interactive Employee Reporting application, set up report options, establish WHERE clauses, and run reports.
Administrator	Perform all of the functions of a general user. In addition, the Administrator can set up global WHERE clauses to be used by all users with access to this application.
Hours Only (with billing amounts)	Perform all of the functions of a general user but cannot see any cost amounts. This setting overrides the See Cost Rates option, if enabled.
Hours Only (no labor amounts)	Perform all of the functions of a general user with one exception—the user cannot see any labor amounts, at cost rates or billing rates, even on summary lines. This setting overrides the See Cost Rates option, if enabled.
Interactive Project Reporting

This field only applies to SQL Server or MSDE users. Specify the type of access that you want users in this security workgroup to have for the Interactive Project Reporting application, as follows:

Option	Users in this security workgroup may:
No Access	Not have access to the Interactive Project Reporting application.
General User	Access the Interactive Project Reporting application, set up report options, establish WHERE clauses, and run reports.
Administrator	Perform all of the functions of a general user. In addition, the Administrator can set up global WHERE clauses to be used by all users with access to this application.
Hours Only (with billing amounts)	Perform all of the functions of a general user but cannot see any cost amounts. This setting overrides the See Cost Rates option, if enabled.
Hours Only (no labor amounts)	Perform all of the functions of a general user with one exception—the user cannot see any labor amounts, at cost rates or billing rates, even on summary lines. This setting overrides the See Cost Rates option, if enabled.
Interactive G/L Reporting

This field only applies to SQL Server or MSDE users. Specify the type of access that you want users in this security workgroup to have for the Interactive General Ledger Reporting application, as follows:

Option	Users in this security workgroup may:
No Access	Not have access to the Interactive General Ledger Reporting application.
General User	Access the Interactive General Ledger Reporting application, set up report options, establish WHERE clauses, and run reports.
Administrator	Perform all of the functions of a general user. In addition, the Administrator can set up global WHERE clauses to be used by all users with access to this application.
Interactive A/R Reporting

This field only applies to SQL Server or MSDE users. Specify the type of access that you want users in this security workgroup to have for the Interactive Accounts Receivable Reporting application, as follows:

Option	Users in this security workgroup may:
No Access	Not have access to the Interactive Accounts Receivable Reporting application.
General User	Access the Interactive Accounts Receivable Reporting application, set up report options, establish WHERE clauses, and run reports.
Administrator	Perform all of the functions of a general user. In addition, the Administrator can set up global WHERE clauses to be used by all users with access to this application.
Review A/R Comments

This field only applies to SQL Server or MSDE users. Specify the type of access that you want users in this security workgroup to have for reviewing comments specific to the Aged Accounts Receivable report in the Interactive Accounts Receivable Reporting application, as follows:

Option	Users in this security workgroup may:
None	Not see any comments for the interactive Aged Accounts Receivable report.
By User	Review their own comments.
Full Access	Review comments made by any user.
Update A/R Comments

This field only applies to SQL Server or MSDE users. Specify the type of access that you want users in this security workgroup to have for updating comments specific to the Aged Accounts Receivable report in the Interactive Accounts Receivable Reporting application, as follows:

Option	Users in this security workgroup may:
None	Not update any comments for the interactive Aged Accounts Receivable report.
By User	Update their own comments.
Full Access	Update comments made by any user.


Copying Workgroup Settings

Once you have at least one security workgroup established, you can copy a workgroup’s security settings to another workgroup using the Copy button. This feature is useful if two workgroups have similar security settings. In this case, you only need to fully set up one workgroup and then copy the settings to the second workgroup making the minor changes.

To copy security settings from one workgroup to another:

1.	Select Utilities, Security Setup from the Advantage main menu. Advantage displays the Security Maintenance form.

2.	Scroll to or add the security workgroup to which you want to copy security settings.

3.	Click on the Copy button. Advantage displays the Copy Privileges form.

4.	Enter the workgroup from which to copy security settings in the From Workgroup field.

5.	Click on the OK button. Advantage asks if you want to overwrite the current security workgroup settings.

6.	Click on the Yes button. Advantage copies the settings to the workgroup.


Adding Users to Advantage

Before a user can log on to Advantage, a username and password must be assigned for the user in Security Setup Maintenance.

To add users to Advantage:

1.	Select Utilities, Security Setup from the Advantage main menu. Advantage displays the Security Maintenance form.

2.	Click on the User Setup button. Advantage displays the Security Users form.

3.	Enter the username in the Username column.

4.	Enter the password for the user in the Password column.

5.	Select the workgroup to which this user belongs in the Workgroup column.

6.	Select whether or not to Disable logins for your Advantage users.

7.	Enter a username and password in the Support Username and Support Password columns to allow the user to access the Advantage eSupport Web site directly

8.	from the Help drop-down menu.

9.	Select whether or not to Disable Timekeeper Logins.

10.	Select whether or not to Disable Expensekeeper Logins.

 Notes

 Related Topics


Disabling all Advantage, Timekeeper, and Expensekeeper Logins

Advantage includes security features that let you disable future access to Advantage, Timekeeper, and/or Expensekeeper. These features are useful when you want to perform system maintenance tasks, which require users to be logged out of the system (for example, performing a database backup or restore).

When you select one of the following options, Advantage prevents all future access to Advantage, Timekeeper, and/or Expensekeeper. That is, you cannot kick users out of the system if they are currently logged in.

Disabling future Advantage logins

Disabling future Timekeeper logins

Disabling future Expensekeeper logins

 Notes

 Related Topics


Enabling all Advantage, Timekeeper, and Expensekeeper Logins

After you have performed any system maintenance activities, you can re-enable all users access to the system.

To enable future access to Advantage, Timekeeper, and/or Expensekeeper:

1.	Select Utilities, Security Setup from the Advantage main menu. Advantage displays the Security Maintenance form.

2.	Click on the User Setup button. Advantage displays the Security Users form.

3.	Click on the Enable All button. Advantage enables access to Advantage, Timekeeper, and Expensekeeper for all users.

4.	Click on the Close button to save your changes. Users are now able to use the Advantage, Timekeeper, and Expensekeeper applications.

 Related Topics


Changing a User's Security Workgroup

You can change a user’s security workgroup at any time by selecting a different group from the Workgroup column of the Security Users form. Changes go into effect when you log out of Advantage and log back in.

To change a user’s security workgroup:

1.	Select Utilities, Security Setup from the Advantage main menu. Advantage displays the Security Maintenance form.

2.	Click on the User Setup button in the top right corner of the form. Advantage displays the Security Users form.

3.	Select the user whose workgroup you want to change.

4.	Select the new workgroup to associate with this user from the drop-down list in the Workgroup column.

5.	Click on the Close button to return to the Security Maintenance form.


Deleting a User from a Security Workgroup

Once an employee leaves the firm, you need to delete that employee’s user name and password from Security Setup.

To delete a user:

1.	Select Utilities, Security Setup from the Advantage main menu. Advantage displays the Security Maintenance form.

2.	Click on the User Setup button. Advantage displays the Security Users form.

3.	With the record selector positioned on the employee to delete, press the <Delete> key on your keyboard. The system displays the following message:

Confirm Deletion?

4.	Click on the Yes button to delete the user. Or, click on the No button to return to the Security Users form.

5.	Delete additional users as desired.

6.	Click on the Close button to exit the Security Users form.


Deleting a Security Workgroup

When you delete a security workgroup, all users associated with that workgroup are also deleted from your database. Prior to deleting a workgroup, you should reassign all employees in that workgroup to a new workgroup.

To delete a security workgroup:

1.	Select Utilities, Security Setup from the Advantage main menu. Advantage displays the Security Maintenance form.

2.	Select the workgroup you want to delete in the Security Workgroup field. To do this, click on the Lookup button.

3.	Select the desired workgroup and click on the OK button.

4.	Click on the Delete button. Advantage displays the following message:

Deleting workgroup <workgroup name> will cause all users assigned to this workgroup to also be deleted.

Are you sure you want to delete this workgroup?

5.	Click on the Yes button to delete the security workgroup. Or, click on the No button to return to the Security Maintenance form.


Running the Security List Report

The Security List report shows all of the data currently entered in your Security table for each security workgroup. Use this report to verify the information entered through Security Setup Table Maintenance.

To run/print the Security List report:

1.	Select Utilities, Security Setup from the Advantage main menu. Advantage displays the Security Maintenance form.

2.	Click on the Report button on the Security Maintenance form. Advantage displays the Security List report on your form.

3.	If desired, print the Security List report by selecting File, Print from the Advantage main menu.


Logging Into Advantage With Your New Password
Logging On To Advantage With Your New Password

Once you finish entering all of your security information, users are ready to log on to Advantage using their new passwords.

To log on to Advantage:

1.	Programs, Deltek Advantage, Advantage from the Start menu. The system displays the Advantage Login form.

2.	Enter your username in the Username field.

3.	Enter your password in the Password field.

4.	Click on the OK button to log in to Advantage.

 Related Topics


Changing a User Password

Users can modify their passwords as they log on to Advantage:

To change a password:

1.	Select Programs, Deltek Advantage, Advantage from the Start menu.

2.	Enter your username in the Username field.

3.	Enter your password in the Password field.

4.	Click on the Change Password button on the Advantage Login window.

5.	Enter the desired password in the New Password field.

6.	Enter the new password again in the Verification field.

7.	Click on the OK button to log in to Advantage with your new password.

 Note


Project Closeout

The Project Closeout utility closes out projects and transfers the closed out project information to either a special completed projects number or to another project of the same project type. It then deletes the closed project (and associated task information) from the database files.

If you are closing a project because it is completed, note that closing removes all references to the project from the database. If you want to refer to the project in the future, you can assign the project a status of Dormant, instead of closing it.

Once a project is closed, it cannot be reinstated. If you want to work with the project again, you can re-enter the closed-out project in Project Table Maintenance under its old project number. The historical data, however, no longer exists in the database under the original project number.

The following list contains issues you should be aware of prior to closing any project:

•	The Project Closeout utility does not warn you about closing projects that may be specified in System Setup Maintenance as an automatic posting project. If you close an automatic posting project, the receiving project will become the new automatic posting project.

•	Advantage does not check data entry files prior to closing projects. If you have unposted data entry files and you close the project entered in the data entry file, Advantage uses the receiving project when posting the data entry file. However, if you select the Print Office Earnings Report before closing out select projects option, you can print the Office Earnings report before a Project Closeout run.

•	If you are closing a project that is the main project of a billing group, Advantage removes the billing group from the system.

•	Advantage does not retain budget information for closed projects.

 Notes

 Related Topics


Closing out Projects with Tasks

For projects with tasks, you cannot close a project with tasks into a project without tasks. That is, if the receiving project and the project you are closing have different task structures, you cannot close the project. Also, you cannot close out individual tasks. If you close a project, all tasks are closed.

When closing a project that has tasks into a project that has tasks, Advantage maintains data by task number. If a task number from the closing project does not exist in the receiving project, Advantage will create it. Assume the following data exists.

Closing Project: 92014.00	Tasks for Closing Project: 001, 002, 003, 004, 005
Receiving Project: 92016.00	Tasks for Receiving Project: 002, 004, 006, 008

When you close project 92014.00 into project 92016.00, Advantage maintains the following data for project 92016.00:

Project 92016.00

Tasks

001 - contains data from task 001 of the closed project.

002 - contains data from task 002 of the closed and the receiving project.

003 - contains data from task 003 of the closed project.

004 - contains data from task 004 of the closed and the receiving project.

005 - contains data from task 005 of the closed project.

006 - contains data from task 006 of the receiving project.

008 - contains data from task 008 of the receiving project.


Closing out Projects in Different Profit Centers

If you are using Profit Center Reporting, you can close out projects that are in different profit centers. If you do this, Advantage displays the following message:

Project <project number> is in a different profit center than the receiving project. General Ledger postings will remain in the original profit center.

You can continue to close out the project.


To Closeout a Project

Before you closeout a project, you must first setup a receiving project to receive the data from the project you are closing. You should set up a separate closeout project for each project type (Regular Project Closeout, Overhead Project Closeout, Promotional Project Closeout).

To closeout a project:

1.	Print a copy of the Project Progress Report for each project that you plan to close.

2.	Make a backup of your Advantage database.

3.	Select Utilities, Project Closeout from the Advantage main menu. Advantage displays the Project Closeout form.

4.	Enter the project number to which to closeout the desired project(s) in the Receiving Project field.

5.	If desired, use the Active Projects, Inactive Projects, Dormant Projects, and Purged Projects checkboxes to filter your lookups.

5.	Select the appropriate project(s) to close from the Closing Projects box.

Note that in order to closeout a project, the receiving project must have the same task structure and the same number of tasks as the project you are closing.

6.	Click on the Process button. Advantage displays the following warning.

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

Click on the Yes button to close out the selected project(s). Otherwise, click on the No button.

Note that if the closing and receiving projects are assigned to two different profit centers, Advantage warns you of this prior to receiving the above message.

 Related Topics


Overview of Key Conversions

There are several utilities included with Advantage that let you change the lengths of the key fields in your database and/or change a key field’s value. These utilities are referred to as key conversions. The following key conversions are available:

Converting Project Numbers

Converting Task Numbers

Converting Employee Numbers

Converting Account Numbers

Converting Client Numbers

Converting Unit Numbers

Converting Bank Codes

Converting Labor Codes

The changes made with these utilities apply to all of the data in your database and should be used infrequently.

If you have the Accounts Payable application installed, you can also convert your vendor numbers, liability codes, and/or discount codes.

 Notes


Converting Project Numbers

The Project Number Key Conversion utility lets you determine the length (between 3 and 12 characters) and appearance of your project numbers. For example, the project number, 12345.78, consists of 5 characters, followed by a period (.) delimiter in the sixth position, and ending with a 2-character subnumber.

What do you want to do?

Reformat your project numbers.

Change a project's number.

Learn more about projects.

 Related Topics


Reformatting Your Project Numbers

You can use the Project Number Conversion utility to either reformat your project numbers or change a project’s number.

To reformat your project numbers:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Project Numbers from the Advantage main menu. Advantage displays the Project Number Conversion form.

3.	Complete the fields in the Format section of the Project Number Conversion form, referring to the context-sensitive help on the form.

4.	Use the Active Projects, Inactive Projects, Dormant Projects, or Purged Projects checkboxes to filter lookups.

5.	Review any changes made by looking at the new project number format in the Sample field.

6.	Click on the Apply button to reformat all of the project numbers in your system. The system displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

7.	Click on the Yes button to continue. Otherwise, click on the No button. Advantage converts your project number format. When complete, the following message displays:

The number conversion is complete.

8.	Click on the OK button. Advantage returns you to the Project Number Conversion form.

9.	Click on the Close button to close the Project Number Conversion form and return to the Advantage main menu.


Changing a Project Number

You can use the Project Number Conversion utility to either reformat your project numbers or change a project’s number.

To change a project’s number:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Project Numbers from the Advantage main menu. Advantage displays the Project Number Conversion form.

3.	Complete the fields in the Change Number section of the Project Number Conversion form, referring to the context-sensitive help on the form.

4.	Click on the Change button to change the project’s number. The system displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

5.	Click on the Yes button to continue. Otherwise, click on the No button. Advantage changes the project number throughout the system. When complete, Advantage returns you to the Project Number Conversion form.

6.	Click on the Close button to close the Project Number Conversion form and return to the Advantage main menu.


Converting Task Numbers

The Task Number Key Conversion utility lets you determine the length of your task numbers (between 1 and 5 characters). By default, when you create a new Advantage database, tasks are not turned on for your projects.

What do you want to do?

Turn tasks on/off in your database.

Turn tasks on/off for a specific project.

Reformat your task numbers.

Change a task's number.

Learn more about tasks.

 Related Topics


Turning Tasks On/Off in Your Database

To turn tasks on/off in your database:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Tasks from the Advantage main menu. Advantage displays the Task Number Conversion form.

3.	Select the On or Off option in the Tasks field in the Format section of this form. If you are turning tasks on, proceed with Step 3. If you are turning tasks off, proceed with Step 5.

4.	If you are turning tasks on system-wide, Advantage enables the Length field. Enter the desired task number length. The current length of the task number appears for reference. The length of the task must be between 1 and 5 alphanumeric digits.

5.	Review any changes made by looking at the new project number format in the Sample field.

6.	Click on the Apply button to either turn tasks on or off system-wide. Advantage displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

7.	Click on the Yes button to continue. Advantage turns tasks on or off in your database. When complete, the following message displays:

The number conversion is complete.

8.	Click on the OK button. Advantage returns you to the Task Number Conversion form.

9.	Click on the Close button to close the Task Number Conversion form and return to the Advantage main menu.


Turning Tasks On/Off for a Specific Project

To turn tasks on for a specific project:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Tasks from the Advantage main menu. Advantage displays the Task Number Conversion form.

3.	Enter the project for which to turn tasks on in the Project field of the Change Number section of this form. When you enter the project number, the project name automatically appears.

4.	Select the On option in the Tasks field in the Change Number of this form.

5.	Click on the Change button to turn tasks on for the project. Advantage displays a pop-up window.

6.	Enter the task number to receive existing data in the field provided.

7.	Click on the OK button.

8.	Enter a name for the task in the field provided.

9.	Click on the OK button. Advantage displays the following message:

Creating task <task number> <task name>.

This process will make permanent changes in the database. Are you sure you want to proceed?

10.	Click on the Yes button. Advantage turns tasks on for the project and displays the newly created task in the Tasks box on this form.

11.	Click on the Close button to close the Task Number Conversion form and return to the Advantage main menu.

To turn tasks off for a specific project:

1.	Select Utilities, Key Conversions, Tasks from the Advantage main menu. Advantage displays the Task Number Conversion form.

2.	Enter the project for which to turn tasks off in the Project field of the Change Number section of this form. When you enter the project number, the project name automatically appears.

3.	Select the Off option in the Tasks field in the Change Number of this form.

4.	Click on the Change button to turn tasks off for the project. Advantage displays the following message:

This process will make permanent changes in the database. Are you sure you want to proceed?

5.	Click on the Yes button. Advantage turns tasks off for the project.

6.	Click on the Close button to close the Task Number Conversion form and return to the Advantage main menu.


Reformatting Your Task Numbers

To reformat your task numbers:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Tasks from the Advantage main menu. Advantage displays the Task Number Conversion form.

3.	Complete the fields in the Format section of the Task Number Conversion form, referring to the context-sensitive help on the form.

4.	Review any changes made by looking at the new task number format in the Sample field.

5.	Click on the Apply button to reformat all of the task numbers in your system. The system displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

6.	Click on the Yes button to continue. Otherwise, click on the No button. Advantage converts your task number format. When complete, the following message displays:

The number conversion is complete.

7.	Click on the OK button. Advantage returns you to the Task Number Conversion form.

8.	Click on the Close button to close the Task Number Conversion form and return to the Advantage main menu.


Changing a Task Number

To change a task’s number:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Tasks from the Advantage main menu. Advantage displays the Task Number Conversion form.

3.	Complete the fields in the Change Number section of the Task Number Conversion form, referring to the context-sensitive help on the form.

4.	Click on the Change button to change the task’s number. The system displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

5.	Click on the Yes button to continue. Otherwise, click on the No button. Advantage changes the task number throughout the system. When complete, Advantage returns you to the Task Number Conversion form.

6.	Click on the Close button to close the Task Number Conversion form and return to the Advantage main menu.


Converting a Task to Another Project

To convert a task from one project to another:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Tasks from the Advantage main menu. Advantage displays the Task Number Conversion form.

3.	Complete the fields in the Change Number section of the Task Number Conversion form, referring to the context-sensitive help on the form. You will need to specify:

•	The project that currently includes the task.

•	The task that you want to convert to a different project.

•	The new project and/or the new task number for the task you are converting.

4.	Click on the Change button to change the task’s project. The system displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

5.	Click on the Yes button to continue. Otherwise, click on the No button. Advantage moves the task from the original project to the new project. When complete, Advantage returns you to the Task Number Conversion form.

6.	Click on the Close button to close the Task Number Conversion form and return to the Advantage main menu.


Converting a Project Without Tasks into a Task on Another Project

You can use the Task Key Conversion utility to convert a project without tasks into a task on another project. This feature is useful if you want to compress multiple projects into one project but still maintain separate billing terms, etc. for each individual project.

Example

To convert a project without tasks to a task on another project:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Tasks from the Advantage main menu. Advantage displays the Task Number Conversion form.

3.	Complete the fields in the Change Number section of the Task Number Conversion form, referring to the context-sensitive help on the form. You will need to specify:

•	The project number to convert to a task in the Project field. This project cannot have tasks.

•	The project with tasks to which you want to add the project without tasks as a task in the New Project field.

•	The new task number for the project without tasks in the New Task field.

4.	Click on the Change button to change the project into a task. The system displays the following message:

WARNING: This process makes permanent changes to the database.

Deltek strongly recommends that you make a backup of your database before you proceed. Are you sure you want to continue?

5.	Click on the Yes button to continue. Otherwise, click on the No button. Advantage changes the project into a task. When complete, Advantage returns you to the Task Number Conversion form.

6.	Click on the Close button to close the Task Number Conversion form and return to the Advantage main menu.


Converting Employee Numbers

The Employee Number Key Conversion utility lets you determine the length of your employee numbers (between 3 and 10 characters). The default is 5 positions. Typical employee numbers can be the employee’s social security number, the employee’s last name, or a simple sequential numbering system.

What do you want to do?

Reformat your employee numbers.

Change an employee's number.

Close an employee number no longer in use.

Learn more about employees.

 Related Topics


Reformatting Your Employee Numbers

You can use the Employee Number Conversion utility to either reformat your employee numbers or change an employee’s number.

To reformat your employee numbers:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Employee Numbers from the Advantage main menu. Advantage displays the Employee Number Conversion form.

3.	Complete the fields in the Format section of the Employee Number Conversion form, referring to the context-sensitive help on the form.

4.	Review any changes made by looking at the new employee number format in the Sample field.

5.	Click on the Apply button to reformat all of the employee numbers in your system. The system displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

6.	Click on the Yes button to continue. Otherwise, click on the No button. Advantage converts your employee number format. When complete, the following message displays:

The number conversion is complete.

7.	Click on the OK button. Advantage returns you to the Employee Number Conversion form.

8.	Click on the Close button to close the Employee Number Conversion form and return to the Advantage main menu.


Changing an Employee Number

You can use the Employee Number Conversion utility to either reformat your employee numbers or change an employee’s number.  Note that in this procedure, if employee numbers exist in Timekeeper or Expensekeeper tables, Vision will display a warning message and delete the employee numbers from these tables.

To change an employee’s number:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Employee Numbers from the Advantage main menu. Advantage displays the Employee Number Conversion form.

3.	Complete the fields in the Change Number section of the Employee Number Conversion form, referring to the context-sensitive help on the form.

4.	Click on the Change button to change the employee’s number. The system displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

5.	Click on the Yes button to continue. Otherwise, click on the No button. Advantage changes the employee number throughout the system. When complete, Advantage returns you to the Employee Number Conversion form.

6.	Click on the Close button to close the Employee Number Conversion form and return to the Advantage main menu.


Closing Employee Numbers No Longer in Use

You can use the Employee Number Key Conversion utility to close out (consolidate) employee data into a different employee number. You can either consolidate data between two existing employees, or you can set up a new number in which to closeout employees no longer in use.

Note that in this procedure, if employee numbers exist in Timekeeper or Expensekeeper tables, Vision will display a warning message and delete the employee numbers from these tables.

To close employee numbers no longer in use:

1.	Back up your Advantage database. Click here for instructions.

2.	Ensure that the employee number into which you want to close another employee number exists in Employee Table Maintenance prior to proceeding with the next step.

3.	Select Utilities, Key Conversions, Employee Numbers from the Advantage main menu. Advantage displays the Employee Number Conversion form.

4.	Highlight the employee to close in the Employees box in the Change Number section of this form.

5.	Enter the employee number in which to close the highlighted employee in the New number field.

6.	Click on the Change button. Advantage displays the following message:

This employee number is already used.
Are you sure you want to proceed?

7.	Click on the Yes button. Advantage displays the following message:

WARNING: This process makes permanent changes to the database.

We recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

8.	Click on the Yes button to continue. Advantage consolidates the highlighted employee’s detail into the employee number entered in the New number field.

 Note

 Related Topics


Converting Account Numbers

The Account Number Key Conversion utility lets you determine the length of your account numbers (between 3 and 10 characters). The default is 5 positions. A Standard Chart of Accounts is included with your Advantage system.

What do you want to do?

Reformat your account numbers.

Change an account's number.

Learn more about accounts.

 Related Topics


Reformatting Your Account Numbers

You can use the Account Number Conversion utility to either reformat the length, delimiter, and/or delimiter position for your account numbers and/or change an individual account number (e.g., from 101.00 to 105.00).

To reformat your account numbers:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Account Numbers from the Advantage main menu. Advantage displays the Account Number Conversion form.

3.	Complete the fields in the Format section of the Account Number Conversion form, referring to the context-sensitive help on the form.

4.	Review any changes made by looking at the new account number format in the Sample field.

5.	Click on the Apply button to reformat all of the account numbers in your system. The system displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

6.	Click on the Yes button to continue. Advantage converts your account number format. When complete, the following message displays:

The number conversion is complete.

7.	Click on the OK button. Advantage returns you to the Account Number Conversion form.

8.	Click on the Close button to close the Account Number Conversion form and return to the Advantage main menu.


Changing an Account Number

You can use the Account Number Conversion utility to either reformat the length, delimiter, and/or delimiter position for your account numbers and/or change an individual account number (e.g., from 101.00 to 105.00).

To change an account’s number:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Account Numbers from the Advantage main menu. Advantage displays the Account Number Conversion form.

3.	Complete the fields in the Change Number section of the Account Number Conversion form, referring to the context-sensitive help on the form.

4.	Click on the Change button to change the account’s number. The system displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

5.	Click on the Yes button to continue. Advantage changes the account number throughout the system. When complete, Advantage returns you to the Account Number Conversion form.

6.	Click on the Close button to close the Account Number Conversion form and return to the Advantage main menu.


Converting Client Numbers

The Client Number Key Conversion utility lets you determine the length of your client numbers (between 3 and 10 characters). The default is 10 positions with no leading zeros.

What do you want to do?

Reformat your client numbers.

Change a client's number.

Close a client number no longer in use.

Learn more about clients.

 Related Topics


Reformatting Your Client Numbers

You can use the Client Number Conversion utility to either reformat your client numbers or change a client’s number.

To reformat your client numbers:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Client Numbers from the Advantage main menu. Advantage displays the Client Number Conversion form.

3.	Complete the fields in the Format section of the Client Number Conversion form, referring to the context-sensitive help on the form.

4.	Review any changes made by looking at the new client number format in the Sample field.

5.	Click on the Apply button to reformat all of the client numbers in your system. The system displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

6.	Click on the Yes button to continue. Advantage converts your client number format. When complete, the following message displays:

The number conversion is complete.

7.	Click on the OK button. Advantage returns you to the Client Number Conversion form.

8.	Click on the Close button to close the Client Number Conversion form and return to the Advantage main menu.


Changing a Client's Number

You can use the Client Number Conversion utility to either reformat your client numbers or change a client’s number.

To change a client’s number:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Client Numbers from the Advantage main menu. Advantage displays the Client Number Conversion form.

3.	Complete the fields in the Change Number section of the Client Number Conversion form, referring to the context-sensitive help on the form.

4.	Click on the Change button to change the client’s number. The system displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

5.	Click on the Yes button to continue. Advantage changes the client number throughout the system. When complete, Advantage returns you to the Client Number Conversion form.

6.	Click on the Close button to close the Client Number Conversion form and return to the Advantage main menu.


Closing Client Numbers no Longer in Use

You can use the Client Number Key Conversion utility to close out (consolidate) client data into one client number. You can either consolidate data between two existing client numbers, or you can set up a new client number in which to closeout client numbers no longer in use.

To close client numbers no longer in use:

1.	Back up your Advantage database. Click here for instructions.

2.	Ensure that the client number into which you want to close another client number exists in Client Table Maintenance prior to proceeding with the next step.

3.	Select Utilities, Key Conversions, Client Numbers from the Advantage main menu. Advantage displays the Client Number Conversion form.

4.	Highlight the client number to close in the Clients window of the "Change Number" section of this form.

5.	Enter the number in which to close the highlighted client number in the New number field.

6.	Click on the Change button. Advantage displays the following message:

The client number is already used.
Are you sure you want to proceed?

7.	Click on the Yes button. Advantage displays a warning indicating that this process will make permanent changes to the database.

8.	Click on the Yes button to continue. Advantage consolidates the highlighted client’s detail into the client number entered in the New number field.


Converting Unit Numbers

The Unit Number Key Conversion utility lets you determine the length of your unit numbers (between 3 and 10 characters). The default is 10 positions. If you specify leading zeros, you can change the length of the unit number. If you do not specify leading zeros, your unit number can vary in length from unit to unit.

What do you want to do?

Reformat your unit numbers.

Change a unit's number.

Learn more about units.

 Related Topics


Reformatting Your Unit Numbers

You can use the Unit Number Conversion utility to either reformat your unit numbers or change a unit’s number.

To reformat your unit numbers:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Unit Numbers from the Advantage main menu. Advantage displays the Unit Number Conversion form.

3.	Complete the fields in the Format section of the Unit Number Conversion form, referring to the context-sensitive help on the form.

4.	Review any changes made by looking at the new unit number format in the Sample field.

5.	Click on the Apply button to reformat all of the unit numbers in your system. The system displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

6.	Click on the Yes button to continue. Advantage converts your unit number format. When complete, the following message displays:

The number conversion is complete.

7.	Click on the OK button. Advantage returns you to the Unit Number Conversion form.

8.	Click on the Close button to close the Unit Number Conversion form and return to the Advantage main menu.


Changing a Unit Number

You can use the Unit Number Conversion utility to either reformat your unit numbers or change a unit’s number.

To change a unit’s number:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Unit Numbers from the Advantage main menu. Advantage displays the Unit Number Conversion form.

3.	Complete the fields in the Change Number section of the Unit Number Conversion form, referring to the context-sensitive help on the form.

4.	Click on the Change button to change the unit’s number. The system displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

5.	Click on the Yes button to continue. Advantage changes the unit number throughout the system. When complete, Advantage returns you to the Unit Number Conversion form.

6.	Click on the Close button to close the Unit Number Conversion form and return to the Advantage main menu.


Converting Bank Codes

You can use the Bank Code Conversion utility to change the code of an individual bank code.

What do you want to do?

Change a bank code.

Convert a bank code into a different general ledger account number.

Close a bank code no longer in use.

 Related Topics


Changing a Bank Code

To change a bank’s code:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Bank Codes from the Advantage main menu. Advantage displays the Bank Code Conversion form.

3.	Complete the fields on the Bank Code Conversion form, referring to the context-sensitive help on the form.

4.	Click on the Change button to change the bank’s code. Advantage displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

5.	Click on the Yes button to continue. Advantage changes the bank code throughout the system. When complete, Advantage returns you to the Bank Code Conversion form.

6.	Click on the Close button to close the Bank Code Conversion form and return to the Advantage main menu.


Converting a Bank Code into a Different General Ledger Account Number

To convert an existing bank code’s data into a different account:

1.	Back up your Advantage database. Click here for instructions.

2.	Ensure that the new account number has been established in Account Table Maintenance.

If the account does not exist in Account Table Maintenance, you must add it prior to continuing with these steps.

3.	Select Utilities, Key Conversions, Account Numbers from the Advantage main menu. Advantage displays the Account Number Conversion form.

4.	Select the account currently associated with the bank code in the Accounts box on the right side of this form.

5.	Enter the account to which to transfer amounts (created in Step 1) in the New number field.

6.	Click on the Change button. Advantage displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

7.	Click on the Yes button to continue. All the account detail is associated with the new account number and the new account number is referenced in Bank Code Setup. When complete, Advantage returns you to the Account Number Conversion form.

8.	Click on the Close button to close the Account Number Conversion form and return to the Advantage main menu.

 Related Topics


Closing Bank Codes no Longer in Use

You can use the Bank Code Conversion utility to close out (consolidate) bank code data into another bank code. You can either consolidate data between two existing bank codes, or you can set up a new bank code in which to closeout bank codes no longer in use.

To close bank codes no longer in use:

1.	Back up your Advantage database. Click here for instructions.

2.	Ensure that the bank code into which you want to close another bank code exists in Bank Code Table Maintenance prior to proceeding with the next step.

3.	Select Utilities, Key Conversions, Bank Codes from the Advantage main menu. Advantage displays the Bank Code Conversion form.

4.	Highlight the bank code to close in the Bank Codes window of this form.

5.	Enter the code in which to close the highlighted bank code in the New code field.

6.	Click on the Change button. Advantage displays the following message:

This bank code is already used.
Are you sure you want to proceed?

7.	Click on the Yes button. Advantage displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

8.	Click on the Yes button to continue. Advantage consolidates the highlighted bank code’s detail into the bank code entered in the New code field.

9.	Click on the Close button to close the Bank Code Conversion form and return to the Advantage main menu.

 Related Topics


Converting Labor Codes

Labor codes can be a new concept to your firm. In Advantage, all labor costing and project labor budgets are based on labor codes. These labor codes classify work on a project/task in categories, or levels, that you define, such as department, phase (level of progress), service, or staff level. Labor codes are referenced on timesheets to identify each hour of labor. Labor codes are typically used by project managers to track the hours and dollars both spent and budgeted on a contract.

Advantage lets you establish a labor code structure that is configured for your firm. You can create as many labor codes as you want. No labor codes come with your system.

What do you want to do?

Reformat your labor codes.

Change a labor code.

Insert a labor code level.

Learn more about labor codes.

 Related Topics


Reformatting Your Labor Codes

You can use the Labor Code Conversion utility to either reformat your labor codes or change a labor code.

To reformat your labor codes:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Labor Codes from the Advantage main menu. Advantage displays the Labor Code Conversion form.

3.	Complete the fields in the Format section of the Labor Code Conversion form, referring to the context-sensitive help on the form.

4.	Review any changes made by looking at the new labor code format in the Sample field.

5.	Click on the Apply button to reformat all of the labor codes in your system. Advantage displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

6.	Click on the Yes button to continue. Advantage converts your labor code format. When complete, the following message displays:

The number conversion is complete.

7.	Click on the OK button. Advantage returns you to the Labor Code Conversion form.

8.	Click on the Close button to close the Labor Code Conversion form and return to the Advantage main menu.


Changing a Labor Code

You can use the Labor Code Conversion utility to either reformat your labor codes or change a labor code.

To change a labor code:

1.	Back up your Advantage database. Click hereBacking_Up_Your_Database_to_a_Floppy_Disk_Network_or_Local_Drive>(w95sec) for instructions.

2.	Select Utilities, Key Conversions, Labor Codes from the Advantage main menu. Advantage displays the Labor Code Conversion form.

3.	Complete the fields in the Change Codes section of the Labor Code Conversion form, referring to the context-sensitive help!JI(`Ahnav.hlp>Second',`using_context_sensitive_help') on the form.

4.	Click on the Change button to change the labor code. Advantage displays the following message:

Converting labor codes referenced in the project budget worksheet may be lost in the budget. Are you sure you want to continue?

5.	Click on the Yes button to continue. Advantage displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

6.	Click on the Yes button to continue. Advantage changes the labor code throughout the system. When complete, Advantage returns you to the Labor Code Conversion form.

7.	Click on the Close button to close the Labor Code Conversion form and return to the Advantage main menu.


Inserting a Labor Code Level

You can use the Labor Code Conversion Utility to insert a labor code level before, after, or between existing labor code levels.

To insert a labor code level:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Labor Codes from the Advantage main menu. Advantage displays the Labor Code Conversion form.

3.	Click on the Insert Level button while the level before which you want the new level to appear is selected. For example, if you want to insert a level into the second labor code position, select the second labor code level.

Advantage displays a message indicating the default labor code length and position.

4.	Click on the Yes button to insert the new level.

5.	Click on the Labor Code Setup button to define your labor codes for this level.


Converting Tax Codes

You can use the Tax Code Conversion utility to change the code of an individual tax code.

What do you want to do?

Change a tax code.

Close a tax code no longer in use.

 Related Topics


Changing a Tax Code

To change a tax code:

1.	Back up your Advantage database. Click here for instructions.

2.	Select Utilities, Key Conversions, Tax Codes from the Advantage main menu. Advantage displays the Tax Code Conversion form.

3.	Complete the fields on the Tax Code Conversion form, referring to the context-sensitive help on the form.

4.	Click on the Change button to change the tax code. Advantage displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

5.	Click on the Yes button to continue. Advantage changes the tax code throughout the system. When complete, Advantage returns you to the Tax Code Conversion form.

6.	Click on the Close button to close the Tax Code Conversion form and return to the Advantage main menu.


Closing Tax Codes no Longer in Use

You can use the Tax Code Conversion utility to close out (consolidate) tax code data into another tax code. You can either consolidate data between two existing tax codes, or you can set up a new tax code in which to closeout tax codes no longer in use.

To close a tax code no longer in use:

1.	Back up your Advantage database. Click here for instructions.

2.	Ensure that the tax code into which you want to close another tax code exists in Tax Codes Setup Maintenance prior to proceeding with the next step.

3.	Select Utilities, Key Conversions, Tax Codes from the Advantage main menu. Advantage displays the Tax Code Conversion form.

4.	Highlight the tax code to close in the Tax Codes window of this form.

5.	Enter the code in which to close the highlighted tax code in the New code field.

6.	Click on the Change button. Advantage displays the following message:

This tax code is already used.
Are you sure you want to proceed?

7.	Click on the Yes button. Advantage displays the following message:

WARNING: This process makes permanent changes to the database.

We strongly recommend that you make a backup of your database before you proceed. Are you sure you want to continue?

8.	Click on the Yes button to continue. Advantage consolidates the highlighted tax code’s detail into the tax code entered in the New code field.

9.	Click on the Close button to close the Tax Code Conversion form and return to the Advantage main menu.

 Related Topics


Search and Replace

The Search and Replace utility is used to re-assign projects between Principals, between Project Managers, or between Revenue Methods, without having to individually change them in Project tables.

To search and replace Principals and/or Project Managers:

1.	Select Utilities, Search and Replace, and either Principal, Project Manager, or Revenue Methods from the Advantage main menu. Advantage displays the Search and Replace form.

2.	In the Search field, select the desired entity (depending on whether you select Principle, Project Manager, or Revenue Methods).

3.	Select an Employee and click OK. That employee’s projects appear in the Select Projects list box.

4.	Click twice inside the Replace field – the Employee lookup list appears.

5.	Select the name of the employee who will take over the projects and click OK.

6.	Select the project or projects to be reassigned.

7.	Click Select all if you want all the listed projects to be reassigned.

8.	Select Display projects based on task values to show those projects in which the "Search for" person is a Principal or Project Manager at the task level.

9.	Select Active only to reassign only the active projects.

10.	Click Change. A prompt will ask if you want to update the selected projects.

11.	Click Close when you have finished reassigning projects.


Overview of the Process Servers Feature

The Advantage Process Server feature is a great, inexpensive way to get the most out of Advantage. The process server can be used by anyone who uses Advantage to offload batch reporting, billing, postings, revenue generation, or overhead allocation from their own system so that they can get back to doing what they need to do on their own workstations. You can even schedule process server events to occur during the night or on the weekends.

The setup of the process server feature is critical. Once the system is set up in the appropriate way for your firm, users can submit jobs as desired.

What do you want to do?

Determine whether or not you need process servers?

Review the jobs that can be submitted to a process server.

Determine whether this feature would be useful to your firm.

Review the process server setup checklist.

 Related Topics


When to Set up Process Servers

Probably the most confusing question is: Should my firm use process servers? Process servers are a great feature for all clients. Review the following situations to better understand the purpose of process servers, and how they may fit into your firm’s environment.

•	Single-user firms. If you want to free up your workstation during the day, you can set up one process queue. As you work, you can submit jobs to that queue. Then, before you leave work for the day, you can assign your workstation as the process server for that queue. Advantage will process all jobs sent to the process server during the day.

•	Multi-user firms. If you have multiple users in your office, or in remote offices around the country, you can set up process servers from which all users can process/print jobs. Jobs are processed as the process server receives them, unless run after options are specified at the time the job is submitted.

 Related Topics


Jobs that can be Submitted to a Process Server

Almost all of the Advantage reports and processing routines can be submitted to a process server.

The following jobs can be sent, and run, from a process server:

•	Project Reports

•	General Ledger Reports

•	Accounts Receivable Reports

•	Accounts Payable Reports

•	Employee Reports

•	Payroll Reports

•	Unbilled Detail Report

•	All transaction file postings

•	Batch Billing, both draft and final

•	Revenue Generation

•	Overhead Allocation

•	Refresh Project Billing Extensions

The above listed processes are submitted from individual workstations and are entered into a process queue. When the system administrator starts the Process Server utility on an Advantage workstation, a process queue is assigned to the server. The process server then monitors the assigned process queue, and runs the "waiting" processes in the order in which they were submitted.

In addition to simply submitting processes to a process queue, users can also schedule them to run after a specific date/time, and/or place the process on hold.


Process Servers Setup Checklist

Prior to using the Process Servers feature, you must enter/define certain firmwide information to be used for processes sent to the Process Server. You can override most of this setup information when submitting jobs. However, this information is necessary to collect the default information to use for submitting jobs.

Process Servers Setup Checklist

The following checklist describes the process to perform in order to set up Process Servers and submit processes to them. Each step is described later in this section. Print out this page and check off each item as they are completed.

Completed?	Step
__________	Enable the Process Servers feature
__________	Set up Process Queue IDs and options unique to that queue
__________	Set up printers on the process server workstation(s)
__________	Start the Process Server on the desired workstation
__________	Have users submit jobs to the process queue
__________	Administer the jobs submitted to a process queue.


Enabling the Process Server Feature

The process server feature lets you configure Advantage so that users can perform the following:

•	Select processes (such as reports, transaction file postings, batch billing, and revenue generation) and submit them to be run.

•	Specify the workstation on which to actually run the process. This workstation is relatively unattended and referred to as the process server.

This feature allows you to process potentially lengthy processes on another workstation, without having to navigate the menus and forms on the other workstation. After a process has been submitted to the process server, the submitting workstation is immediately available to perform other Advantage functions. This feature also lets you schedule each submitted process to run after a specific date or time.

When you select this option, the system enables this feature system-wide. A Submit button now displays on all applicable forms.

To enable the process server feature:

1.	Select Utilities, Setup Table Maintenance, General System Setup from the Advantage main menu. Advantage displays the General tab of General System Setup.

2.	Select the Enable Process Servers feature option.

3.	Click on the Save button to save your changes.

4.	Click on the Close button to exit General System Setup and return to the Advantage main menu.

5.	Exit and reenter Advantage in order for the changes to take effect.


Starting a Process Server

After setting up a process queue in Process Queues Setup Maintenance, you can then submit processes to it. In order for a process to be run, you must first start the process server.

The process server is a machine designated to run processes submitted to a particular process queue. No other Advantage programs can be run on the machine designated as the process queue. Depending on the type of Advantage client, you will have very different approaches to starting the process server:

•	If you are a single-user Advantage client, you may want to start the process server each evening prior to going home. In this case, the process server is processing your jobs during the evening, not interfering with your daily processing activities. Output and notifications are received the following morning when the process server workstation becomes your workstation.

•	If you are a multi-user Advantage client, you will probably want to invest in a separate machine(s) dedicated to running jobs submitted to the process server. In this case, the process server is always running on a workstation in the office. Users are able to submit processes and pick up output (if required) during the day, getting immediate verification of their processing activities.

If you have multiple process queues defined in your system, you will need to designate a machine to each process queue.

To start a process server for a particular process queue:

1.	Select Utilities, Process Server from the Advantage main menu. Advantage displays the Select Process Queue form. This form lists all of the process queues set up in Process Queues Setup Maintenance.

If only one process queue is set up in your firm, no selection form appears when you select this menu option. Instead, Advantage automatically assigns the process queue to the process server being started, unless the process queue is already assigned to another process server.

2.	Select the process queue to which to assign to the process server on this workstation.

3.	Click on the OK button. Advantage displays the Process Server form. This form lists the status of the server, process queue information, and the current process being run (if any).

Once started you can only perform functions related to the running process server.


Performing Functions on the Process Server Workstation

Once you select a process queue on an Advantage workstation to be a process server, you cannot perform any other Advantage functions on that workstation. The sole purpose of the Advantage session on that workstation is to run processes submitted to the assigned process queue from other workstations. However, you do have control over the status of the server.

You can perform the following tasks:

Pause the server.

Restart the server.

Shutdown the server.

Start queue when Advantage is launched on this workstation.

If you pause or shutdown a server with active processes waiting in the queue, Advantage will not delete these jobs. If a process is currently being run on the process server, Advantage will complete the current process prior to actually pausing or shutting down.

 Notes

 Related Topics


Automated Process Queue Housekeeping Tasks

Prior to running any eligible process in the queue, Advantage performs a series of housekeeping tasks. The following automated tasks are performed by the server:

1.	Marks as ‘failed’ any processes stranded due to an abnormal server shutdown or fatal error.

2.	Cancels any pending process alerts for users who are configured to have process alerts disabled subsequent to the submit.

3.	Purges any expired process history.

After the process server has performed these automated queue housekeeping tasks, the first eligible process (if any) is run. No process can be run if the process server is in a "Paused" status. If there is not an eligible task in the queue, Advantage begins the sequence of performing these automated tasks upon the next poll of the process queue.


Configuring Your System to Use Process Servers Effectively

We have come up with the following configuration recommendations that will help your system use process servers effectively.

What do you want to do?

Configure Windows NT.

Configure your network.

Configure the process server to automatically start.

Configure printers for the process server workstation.

Configure your e-mail system.


Configuring Windows NT

The following lists Deltek’s recommended Windows NT system settings. By using these settings you are optimizing the performance of the process server.

•	Install Service Pack 5.

•	Increase the size of the Pagefile to two times the amount of RAM.


Configuring Your Network

The following lists Deltek’s recommended network settings. By using these settings, you are optimizing the performance of the process server over the network.

•	Use TCP/IP as your primary network protocol. You should remove all unused protocols from your workstation and only install those that are needed.

•	Put the network port for the process server into a switched port (instead of a port on a shared hub). This should be the same switch on which the Advantage database server resides. Doing so lets the process server have dedicated performance between itself and the database server.


Configuring the Process Server to Automatically Start

We recommend that you have the process server automatically start on the process server workstation when you log into Advantage.

To configure the process server to automatically start:

1.	Configure the process server workstation to automatically log on to the network.

2.	Copy the Advantage shortcut to the Windows StartUp group.

3.	Select the Start queue when Advantage is launched on this workstation option on the Process Server form.


Configuring Printers for the Process Server Workstation

With the Advantage process server feature, users can submit processes from a remote office or local office and have the output printed to any networked printer in any office.

To utilize the extensive print capabilities, you need to add all of the printers to which you want users to be able to send output on the process server workstation. This list should include the networked printers in all of your offices.

Depending on your operating system, printers are added in different ways. Consult your Network Administrator for information on setting up printers in your firm.

Keep the following in mind when setting up printers on the process server workstation:

•	Printer names must be less than 255 characters.

•	Any printer to which you want users to submit jobs must be configured on each process server workstation.

•	For Windows NT print queues, you should use Windows NT print services. These services let you easily add printers in the future to all process server workstations. You also receive the added benefit of all users being able to see the jobs submitted to a specific printer/process server.

•	You should select the Start printing after last page is spooled option in your printer’s properties. This option helps ensure that all jobs submitted to the process server will be run and will not get stuck because the printer runs out of paper. This feature lets the submitted jobs sit in the print queue until paper is loaded into the printer. This is not the default setting.

•	If you have multiple offices, you may want to name your printers in such a way that the office is identified. Advantage will then display the printers for an office together in the drop-down list. For example:

Chicago
New York - Printer1
New York - Printer2


Configuring Your E-mail System

If you are using a MAPI compliant e-mail system such as Microsoft Outlook to e-mail draft invoices to your principals, project managers, or clients, we recommend the following configuration steps.

To configure your e-mail system:

1.	Create a mailbox (for example, Advantage) on your server.

2.	Create a profile on the process server workstation using this mailbox.

3.	Set up the process server to always be running so that draft invoices can be e-mailed from the Advantage mailbox.

4.	Instruct your project managers not to reply (but rather forward) their replies to the appropriate person since there is no person monitoring this email address.

 Tip/Trick


Process Queue Manager/Monitor

You administer your process servers using either the Process Queue Manager or the Process Queue Monitor form.

The Process Queue Manager lets you view a list of processes for a selected process queue and review the status and positioning of a submitted process. Only System Administrators should use the Process Queue Manager form. All other users should have access to the Process Queue Monitor form.

The Process Queue Monitor form is very similar to the Process Queue Manager form. The differences are:

•	You cannot stop, pause, or continue a process queue using the Process Queue Monitor form.

•	You can only view and/or modify processes submitted by you using the Process Queue Monitor form. The Process Queue Manager form lets you view and/or modify jobs submitted by all users.

To access the Process Queue Manager/Monitor, select Utilities, Process Queue Manager/Monitor from the Advantage main menu. Advantage displays the Process Queue Manager/Monitor form.

What do you want to do?

Select the process queue to administer.

Sort the processes in the process queue.

Stop the process queue (Process Queue Manager form only).

Pause the process queue (Process Queue Manager form only).

Continue the process queue (Process Queue Manager form only).

View and modify processes.

Hold and release processes.

Resubmit a Process.

Cancel a process.

Delete a Process

Refresh process queue information.

 Notes


Selecting the Process Queue

The first step to perform when entering either the Process Queue Manager or the Process Queue Monitor form is to select the queue to which the desired process was submitted.

To select the process queue:

1.	Select Utilities, Process Queue Manager/Monitor from the Advantage main menu to access the Process Queue Manager or Process Queue Monitor form.

2.	Click on the drop-down arrow in the Queue field. Advantage displays a list of the process queues set up for your firm.

If only one process queue is setup for your firm, Advantage displays this queue by default. No other options appear in the drop-down list.

3.	Select the process queue to view/modify.


Sorting/Selecting Processes Listed on the Process Queue Manager/Monitor Form

The Process sort/select criteria section of the Process Queue Manager/Monitor form lets you perform the following functions:

•	Change the sort order of the data displayed in the "Processes in the queue" window of this form.

•	Select the processes, based on status (e.g., held and completed) displayed in the "Processes in the queue" window of this form.

To sort and select processes listed on the Process Queue Manager and Process Queue Monitor forms:

1.	Select Utilities, Process Queue Manager/Monitor from the Advantage main menu to access the Process Queue Manager or Process Queue Monitor form.

2.	Select the process queue that contains the processes to sort and/or select in the Queue field. For a list of queues established in your database, click on the drop-down arrow in this field.

3.	Complete the fields in the Process sort/select criteria section of the form, referring to the context-sensitive help on the form.

4.	Perform any other activities on the Process Queue Manager or Process Queue Monitor form.

5.	Click on the Close button to return to the Advantage main menu.


Stopping a Process Queue

When a process server is running on a workstation, you can stop it from a different workstation using the Process Queue Manager.

To stop a process queue:

1.	Select Utilities, Process Queue Manager from the Advantage main menu to access the Process Queue Manager form.

2.	Select the process queue to stop in the Queue field. For a list of queues established in your database, click on the drop-down arrow in this field.

When you select a process queue that is not stopped, Advantage displays the workstation name where the associated process server is running in the Server field. You cannot stop, pause, or continue a process queue that has a status of Stopped.

3.	Click on the Stop button. Advantage displays the following message:

Stopping a process queue will also shutdown the associated process server, but only after any currently running process has completed. You will not be able to restart the process queue from the Process Queue Manager.

Do you want to proceed?

4.	Click on the Yes button to stop the selected process queue and associated server. Otherwise, click on the No button. Advantage returns you to the Process Queue Manager form.

5.	Click on the Close button to return to the Advantage main menu.

 Notes


Pausing a Process Queue

When a process server is running on a workstation, you can pause it from a different workstation using the Process Queue Manager.

To pause a process queue:

1.	Select Utilities, Process Queue Manager from the Advantage main menu to access the Process Queue Manager form.

2.	Select the process queue to stop in the Queue field. For a list of queues established in your database, click on the drop-down arrow in this field.

3.	When you select a process queue that is not stopped, Advantage displays the workstation name where the associated process server is running in the Server field. You cannot stop, pause, or continue a process queue that has a status of Stopped.

4.	Click on the Pause button. Advantage displays the following message:

Pausing a process queue will take affect on the associated process server after any currently running process has completed.

Do you want to proceed?

5.	Click on the Yes button to pause the selected process queue. Otherwise, click on the No button. Advantage returns you to the Process Queue Manager form.

6.	Click on the Close button to return to the Advantage main menu.

 Notes


Continuing a Process Queue

When a process server is paused on a workstation, you can continue it from a different workstation using the Process Queue Manager.

To continue a process queue:

1.	Select Utilities, Process Queue Manager from the Advantage main menu to access the Process Queue Manager form.

2.	Select the process queue to stop in the Queue field. For a list of queues established in your database, click on the drop-down arrow in this field.

When you select a process queue that is not stopped, Advantage displays the workstation name where the associated process server is running in the Server field. You cannot stop, pause, or continue a process queue that has a status of Stopped.

3.	Click on the Continue button. Advantage changes the status of the queue from Paused to Running.

4.	Click on the Close button to return to the Advantage main menu.

 Note


Viewing and Modifying Processes

You can view/or modify processes submitted by you (Process Queue Monitor) or any other user in your firm (Process Queue Manager).

To view and/or modify a process:

1.	Select Utilities, Process Queue Manager/Monitor from the Advantage main menu to access the Process Queue Manager or Process Queue Monitor form.

2.	Select the process queue that contains the process to view and/or modify in the Queue field. For a list of queues established in your database, click on the drop-down arrow in this field.

3.	Select the job to view or modify.

4.	Click on the View/Modify button. Advantage displays the View/Modify Process form, which lets you modify selected characteristics of processes that have not yet been run.

5.	Modify the settings for the selected process by completing the fields on this form, referring to the context-sensitive help on the form. You can modify these settings only if the status is Waiting or Hold.

6.	Click on the Save button to save your changes.

7.	Click on the Close button to return to the Process Queue Monitor or Process Queue Manager form.

 Note


Holding and Releasing Processes

You can hold or release processes submitted by you (Process Queue Monitor) or any other user in your firm (Process Queue Manager).

To hold or release a process:

1.	Select Utilities, Process Queue Manager/Monitor from the Advantage main menu to access the Process Queue Manager or Process Queue Monitor form.

2.	Select the process queue that contains the process to hold or release in the Queue field. For a list of queues established in your database, click on the drop-down arrow in this field.

3.	Select the job to hold or release from the Processes in the queue box on this form.

4.	Click on one of the following buttons:

Button	Description
Hold	Click on this button to place a process that has a status of Waiting on hold. Held jobs must be released before a process server will run them.
Release	Click on this button to release a process that has a status of ‘Hold’.


Resubmitting a Process

Advantage lets you resubmit any process with a status of Cancelled in a process queue. This feature lets you change the options you specified at submit time and resubmit the process with the correct options. You may want to do this if:

•	You want to run the process after normal work hours to not tie up the process server workstation or printer. Originally though, you specified for the process to run immediately.

•	You submitted the process to the wrong printer.

When you resubmit a process, Advantage creates an additional entry in the process queue with the updated submit options from the Resubmit Process form. The original process is not run with the original options.

To resubmit a process to a queue:

1.	Select Utilities, Process Queue Manager/Monitor from the Advantage main menu to access the Process Queue Manager or Process Queue Monitor form.

2.	Select the process queue that contains the process to resubmit in the Queue field. For a list of queues established in your database, click on the drop-down arrow in this field.

3.	Select the process to resubmit from the Processes in the queue box on this form.

4.	Click on the Cancel Process button. Advantage displays the following message:

Do you want to cancel the selected processes?

5.	Click on the Yes button to cancel the process. Advantage returns you to the Process Queue Manager or Process Queue Monitor form.

6.	Click on the Resubmit button. The system displays the Resubmit Process form.

7.	Complete the fields on the Resubmit Process form, referring to the context-sensitive help on the form.

8.	Click on the Resubmit button. Advantage returns you the Process Queue Manager or Process Queue Monitor form. Note that Advantage creates a new line for the resubmitted process.

9.	Click on the Refresh button to ensure that the information for the resubmitted process appears correctly.

10.	Click on the Close button to return to the Advantage main menu.

 Note

 Related Topics


Canceling a Process

You can cancel processes submitted by you (Process Queue Monitor) or any other user in your firm (Process Queue Manager).

To cancel a process:

1.	Select Utilities, Process Queue Manager/Monitor from the Advantage main menu to access the Process Queue Manager or Process Queue Monitor form.

2.	Select the process queue that contains the job to cancel in the Queue field. For a list of queues established in your database, click on the drop-down arrow in this field.

3.	Select the process to cancel from the Processes in the queue box on this form.

4.	Click on the Cancel process button to prevent the job from being run by a process server.

 Notes


Deleting a Process

You can delete a submitted process from a process queue. You may need to delete a process if you submitted:

•	A report with the wrong options.

•	An Overhead Allocation run in the current period, but it still needs to be run in a prior period.

•	A data entry file for posting but need to modify it.

•	A Batch Billing run but need to modify selection or batch options.

You can only delete a process if the process has not been run. If you need to modify the printer to which the process has been sent, or the date and time on which the process should run, use the resubmit option.

To delete a process from the queue:

1.	Select Utilities, Process Queue Manager/Monitor from the Advantage main menu to access the Process Queue Manager or Process Queue Monitor form.

2.	Select the process queue that contains the job to delete in the Queue field. For a list of queues established in your database, click on the drop-down arrow in this field.

3.	Select the process to delete from the Processes in the queue box on this form.

4.	Click on the Delete Process button. Advantage displays the following message:

Do you want to delete the selected processes?

5.	Click on the Yes button to delete the processes. Advantage returns you to the Process Queue Manager or Process Queue Monitor form.

6.	Click on the Close button to return to the Advantage main menu.


Refreshing Process Queue Information

When you have the Process Queue Manager or Monitor form opened for a period of time on your workstation, you will need to refresh the queue information. Advantage does not update this information automatically.

To refresh process queue information:

1.	Select Utilities, Process Queue Manager/Monitor from the Advantage main menu to access the Process Queue Manager or Process Queue Monitor form.

2.	Select the process queue to refresh. For a list of queues established in your database, click on the drop-down arrow in this field.

3.	Click on the Refresh button to update the information on this form.

 Note


Submitting Processes

When a job is submitted, Advantage places it in the selected process queue in the order it was received. The process is then run based on the options specified on the Submit form.

To submit a process:

1.	Click on the Submit button from the appropriate Advantage form. Advantage displays a Submit form that lets you select and review information about the process queue prior to actually submitting a job.

2.	Complete the fields on the Submit form, referring to the context-sensitive help on the form.

3.	Click on the User Settings button to configure your process server environment, if desired.

4.	Click on the OK button to submit the job to the process queue, using the options specified. Advantage submits the job to the process queue specified.

 Notes

 Related Topics


Configuring User Settings

Before you submit a job to a process queue, you can define customizable user settings on the User Settings form. When you define these settings, they are valid not only for the current job being sent, but also for all future jobs that will be sent. If you want to change these options in the future, you can do so using the User Settings form.

To configure your user settings:

1.	Click on the User settings button on the Submit form. Advantage displays the User Settings form. At the top of this form, Advantage displays the following prompt:

Configure process server-related settings for user:  <username>

2.	This prompt indicates that these options only apply to you, and no other users will be affected by the changes you make on this form.

3.	Complete all applicable fields on the User Settings form.

Default process queue

Process alerts

Print routing

4.	Click OK to save your user settings, close the User Settings form, and return to the Submit form. Or, click on the Cancel button to close the User Settings form and return to the Submit form without saving your user settings.


Running Processes from the Process Queue

Once you have submitted a process to the process queue, Advantage runs all eligible processes in the order in which they were received.

Setting Job Status and Start/End Times

When an eligible process is run, the system sets the status of the process to Running, and the start time for the process is set to the current time of the process server machine. When the process has finished, the system sets the end time for the process to the current time of the process server machine, and sets the status of the process to Completed.

Process Failures

If the system encounters a job that cannot be run, it will deselect the file for processing and continue with the next job in the queue. If this occurs, you will receive a termination message indicating why the job could not be processed. The following table reviews these situations and messages.

Termination Message	Reason	Job Type
System setup check failed, or File has missing or invalid data	File was not posted due to a failed pre-posting transaction file check.	Transaction File Posting
No report data found to match selection criteria	The system did not find data for the report.	Report
Journal entry file already exists	The target journal entry file already exists.	Revenue Generation
Error setting default printer	One of the following issues exist: • The target printer has not been defined for the process server machine. • The default printer cannot be set to the target printer.	Printer Problems
Unknown Error	Process was stranded in a ‘running’ state due to an abnormal process server shutdown.	<Any>


Database Backup and Restore

The Backup and Restore routine lets you make a backup copy of your Advantage data on a diskette or to another location on your hard disk or network. If you choose to back up to another directory on your hard disk, it is best to use that backup for temporary purposes only. After all, if the hard disk fails, your backup data will be lost as well.

The Backup and Restore program also lets you restore a backup copy to the hard disk. Restoring is the opposite of backing up; it lets you copy the information from backup disks onto your hard disk. Restore returns your Advantage database to the state it was in when you created the backup. Use Restore when your data files are corrupted, the posting is interrupted, or you need to reprocess due to:

•	An error message.

•	A power failure.

•	A malfunction due to your computer.

•	A posting of incorrect data. (In this case, you may prefer to correct unposted transaction files, rather than correct your errors with adjusting entries. Or, you may restore your data from your most recent backup.)

When you restore a backup and plan to process forward from that point, remember that depending on how recently your backup copy was made, all work that was done after the backup was made will need to be re-entered.

In addition, you can use the Backup and Restore program to compact a specified Advantage database. You compact a database to free up space on your hard disk due to gaps in files created during the deletion of data.

What do you want to do?

Access the Backup and Restore routine.

Back up your SQL Server database.

Restore your database from a floppy disk, network, or local backup.

Restore your database from a CD-ROM backup.

 Note

 Related Topics


Accessing the Backup and Restore Routine

To open the Database Backup and Restore routine, select Programs, Advantage, Backup and Restore from the Start menu.

When you first open the Backup and Restore routine, the system displays the Advantage Backup/Restore form. Note that you do not need to tell Advantage which files to backup/restore. When you select one of these options, the system always automatically backs up the following files:

AdvData.mdb

AdvBiWk.mdb

AdvExp.mdb

AdvTime.mdb

AdvTrans.mdb

The only information you need to supply is where you want to back up your data or from where you want to restore your data.


Backing Up Your SQL Server Database

For detailed instructions on how back up your Advantage database, please see one of the following SQL Server Administrator's guides:

•	If you are using Microsoft SQL Server 2005, see the guide titled Deltek Microsoft SQL Server 2005 Administrator's Guide.

•	If you are using Microsoft SQL Server 2005 Express Edition, see the guide titled Deltek Microsoft SQL Server 2005 Express Edition/MSDE 2000 Administrator's Guide.

You can download these guides from the Deltek eSupport site, or contact a Deltek Support Representative to obtain copies.

 Notes

 Related Topics


Backup Schedule

It is critical to make back up copies of your data on a regular basis. If, for whatever reason, you have to restore, or begin again from a previous point in time, you want that point in time to be as recent as possible to save you from having to gather, enter, and repost the data. In addition to making regular backups, you should make a backup before you post data files.

Your backup procedure should be a part of your daily routine. Make backups:

•	At least every two to four hours that you spend keying in data.

•	Before opening or closing an accounting period.

•	Before posting a series of data entry files.

•	Before installing new Advantage software.

•	Before performing any processing (such as, A/P Payment Processing or Payroll Processing).

The recommended backup routine described here will help you establish your own routine.

•	Create a logbook to keep track of your backups.

•	Make at least one backup a week (called an operating backup), at the minimum. Make additional operating backups if you enter data frequently.

•	Make a month-end backup every month. Save the backup until the same month in the following year.

•	Make a fiscal year-end backup after completing the fiscal year-end activities. Save the year-end backup permanently.


Restoring Your Database from a Floppy Disk, Network, or Local Backup
Restoring Your Database from a Network or Local Backup

You may need to restore your database from a backup if your database becomes corrupted, bad data was posted to the system, or if a processing run fails in the middle of being processed. You cannot log into Advantage while the system is performing a database backup.

To restore your database from a floppy disk, network, or local backup:

1.	Ensure that all users (including yourself) are logged out of Advantage.

2.	Select Programs, Deltek Advantage, Backup and Restore from the Start menu. Advantage displays the Advantage Backup/Restore form.

3.	Enter the location of your database link file (AdvLink.mdb) in the Database link file field. This file tells the Backup and Restore routine where your Advantage database currently resides. This location is where Advantage will restore the backup.

4.	Select the Restore option.

5.	In the Backup location field, specify the location and name of backup file from which to restore. If you do not know the name and location, you can click on the Browse button to search your directories. Once you locate the file, you can click on the View button to review the details (file name, date, size, time, etc.) of the backup.

6.	Click on the Proceed button. Advantage shows the process of the restore in an MS-DOS window.

7.	Close the MS-DOS window. Advantage returns you to the Backup/Restore form.

8.	Click on the Close button to exit Backup/Restore.

 Related Topics


Restoring Your Database from a CD-ROM Backup

You may need to restore your database from a backup if your database becomes corrupted, bad data was posted to the system, or if a processing run fails in the middle of being processed. You cannot log into Advantage while the system is performing a database backup.

If you perform a database backup to a CD, you will need to perform additional steps to change the attributes of the database files once you restore from the backup.

To restore your database from a CD-ROM backup:

1.	Ensure that all users (including yourself) are logged out of Advantage.

2.	Select Programs, Deltek Advantage, Backup and Restore from the Start menu. Advantage displays the Advantage Backup/Restore form.

3.	Enter the location of your database link file (AdvLink.mdb) in the Database link file field. This file tells the Backup and Restore routine where your Advantage database currently resides. This location is where Advantage will restore the backup.

4.	Select the Restore option.

5.	In the Backup location field, specify the location and name of backup file from which to restore. If you do not know the name and location, you can click on the Browse button to search your directories. Once you locate the file, you can click on the View button to review the details (file name, date, size, time, etc.) of the backup.

6.	Click on the Proceed button. Advantage shows the process of the restore in an MS-DOS window.

7.	Close the MS-DOS window. Advantage returns you to the Backup/Restore form.

8.	Click on the Close button to exit Backup/Restore.

9.	Select the restored AdvBiWk.mdb, AdvData.mdb, AdvExp.mdb, AdvTime.mdb, and AdvTrans.mdb files.

10.	Click on your right mouse button with the above listed files selected. Advantage displays a pop-up menu.

11.	Select the Properties option from the pop-up menu. Advantage displays the Properties form for the selected files.

12.	Remove the check mark in the Read-only field of this form.

13.	Click on the Apply button to apply and save your changes.

14.	Click on the OK button to exit the Properties form.

 Related Topics


Completing the Fields on the Backup/Restore Form for a Database Restore

Field	Description
Database Link File	Required. Enter the current location of the database link file. This is the location to which your backed up database will be restored. The database link file (AdvLink.mdb) stores the path of your Advantage database. This file must reside in the network or local directory where your Advantage database resides. The database link file (AdvLink.mdb) is created in one of the following situations: During the conversion of your database from MICRO/CFMS or CFMS to Advantage. When you create a new Advantage database to begin entering data into. If you have multiple databases, you will have multiple database link files. You should always ensure that you are connected to the desired database prior to performing any processing.
Backup Location	Required. Enter the location from which to restore your database. This is the location to which you previously backed up data.


Compacting your Advantage Databases

After you convert your database, you should compact the database to free up disk space.

To compact your database:

1.	Ensure that all users (including yourself) are logged out of Advantage.

2.	Select Programs, Deltek Advantage, Backup and Restore from the Start menu. Advantage displays the Advantage Backup/Restore form.

3.	Enter the location of your database link file (AdvLink.mdb) in the Database link file field. This file tells the Backup and Restore routine where your Advantage database currently resides.

4.	Click on the Compact option.

5.	Enter the name of the database file to compact in the Database file field (this will usually be Advdata.mdb).

6.	Click on the Proceed button. Advantage compacts the specified database and then returns you to the Advantage Backup/Restore form.

7.	Click on the Close button to exit Backup/Restore


Completing the Fields on the Backup/Restore Form for a Database Compact

Field	Description
Database Link File	Required. Enter the current location of the database link file. This is the location where the file to be compacted resides. The database link file (AdvLink.mdb) stores the path of your Advantage database. This file must reside in the network or local directory where your Advantage database resides. The database link file (AdvLink.mdb) is created in one of the following situations: During the conversion of your database from MICRO/CFMS or CFMS to Advantage. When you create a new Advantage database to begin entering data into. If you have multiple databases, you will have multiple database link files. You should always ensure that you are connected to the desired database prior to performing any processing.
Database File	Required. Enter the name of the database file you want to compact. This file is usually AdvData.mdb. However, you can choose to back up any database file.


The Advantage Database Wizard

In order for Advantage, Timekeeper, and Expensekeeper to function properly, they must be linked to a database. Linking may vary based on the type of environment in which you are running Advantage, Timekeeper or Expensekeeper. The Advantage Database Wizard lets you perform the following functions:

•	Connect to an existing Advantage database.

•	Connect to the Apple and Bartlett demonstration database, which is included with your Advantage software.

•	Create a new Advantage database or edit an existing database link file.

Note that if you have multiple login users, you will need to login before and after linking.

Your Advantage database consists of the following files:

•	AdvBiWk.mdb - Contains your billing templates and billing terms.

•	AdvData.mdb - Contains all the system-wide, table, budget, and historical information for all the applications you own.

•	AdvExp.mdb - Contains all your Expensekeeper files.

•	AdvTime.mdb - Contains all your Timekeeper files.

•	AdvTrans.mdb - Contains all unprocessed data entry files.

The AdvLink.mdb file, along with the four database files (listed above), must be in the same directory in order for Advantage to function properly.

 Related Topics


Connecting to an Existing Advantage Database

After you initially install the Advantage software, there are several reasons in which you may need to re-connect to your Advantage database. These reasons are:

•	You have multiple Advantage databases (i.e., you are keeping more than one set of books), and you need to connect to the appropriate Advantage database prior to processing any information.

•	You have moved your database link file (AdvLink.mdb) after you connected to the file.

•	You want to link to the demonstration database (if installed) to try out some new functionality.

IMPORTANT: When you install Advantage, the AdvDBWiz.mdb, AdvSQL 80.mdb, and Deltekadvantage.exe files will reside in the directory you specificed. However, if you decide to move the program files to a different directory, you must also copy the AdvDBWiz.mdb, AdvSQL80.mdb, and Deltekadvantage.exe files to that directly for the Database Wizard to work.

To connect to the desired database:

1.	Select Utilities, Database Wizard from the Advantage main menu. The system displays the Database Wizard form.

2.	Select the Connect to an existing Advantage database option from the initial Database Wizard form.

3.	Click on the Next button.

Advantage displays a form asking for the path of your database link file (AdvLink.mdb).

4.	Enter the path of your database link file (AdvLink.mdb). You can use the Browse button to help locate this file.

5.	Click on the Link button. The system connects to the specified Advantage database.

 Note


Creating a New Advantage Database

If you are a new Advantage client or if you want to keep more than one set of books (i.e., have multiple Advantage databases), you will need to use the Database Wizard to create a new Advantage database.

To create a new Advantage database:

1.	Place the Installation CD you received in your CD-ROM drive. Exit out of the Advantage Setup form.

2.	In Advantage, select Utilities, Database Wizard from the main menu to create a new Advantage database. The system displays the Database Wizard form.

3.	Select the Configure your Advantage database link file (AdvLink.mdb) option from the initial Database Wizard form.

4.	Click on the Next button. Advantage displays a form where you can enter the following information:

Link File (AdvLink.mdb)	To create a new database, click on the Create button next to this field. Then, specify the location where you want to create your new database.
Type of Database	Specify whether this is a Microsoft Access database or a SQL Server database.  You can only create a SQL Server database if you are running against SQL Server. Please contact your Advantage Support Representative for more information on SQL Server.

The following fields are only available if you are creating a new SQL Server database.

NT Server Name	Enter the name of the server on which you created the Advantage database.
Database Name	Enter the name of the database you created via SQL Server’s Enterprise Manager.
Login ID	Enter the login ID for this database if you are not using a trusted connection.
Password	Enter the password for this database if you are not using a trusted connection.
5.	Click on the Link button. Advantage creates and connects to the Advantage database you specified.


Connecting to the Demonstration Database
Connecting to the Sample Database

Advantage includes a Sample database, which you can use for interoffice training or testing purposes.

To connect to the Advantage sample database:

1.	Place the Installation CD you received in your CD-ROM drive.

2.	Select Utilities, Database Wizard from the Advantage main menu to install the Advantage demonstration database. The system displays the Database Wizard form.

3.	Select the Connect to the Apple and Bartlett demonstration database, which is included with your Advantage software option from the initial Database Wizard form.

4.	Click on the Next button. Advantage displays a form asking for the location to install the Advantage demonstration database.

5.	Click on the Link button. Advantage creates and connects to the Advantage demonstration database.


Loading Historical Data Into Your Advantage Database

Historical data consists of information about your projects and accounts that were incurred prior to the installation cutoff date (i.e., the start date for your first set of timesheets and expenses). Project-to-date amounts must begin at the start of the project and end at this cutoff date. Work occurring before this date is history data, and work occurring after this date is transaction data.

You enter transaction data through data entry. However, you must enter historical data through special database forms. These forms are referred to as history loading forms. History loading forms let you enter information directly into your Advantage database (in other words, you do not have to post this information into the database), and build the reports you’ll be using to monitor your firm.

The following table lists the available history forms and the areas of the system affected by entering data into the form:

History Form	Processing and Reports Updated
Project Cost History	Labor Section • Job-to-Date Project Reports • Bill Processing • Time Analysis Report, if project is included • Overhead, if project is set up to receive overhead • Revenue Generation, if method is specified
	Expense Section • Job-to-Date Project Reports • Bill Processing • Revenue Generation, if method is specified
	Overhead Field • Job-to-Date Project Reports • Job-to-Date Overhead Reports
Project Billing History	Invoice Sections • Accounts Receivable Reports • Job-to-Date Office Earnings Report
	Receipt Section • Accounts Receivable Reports
Account Balances History	• Balance Sheet • Income Statement
A/P Voucher History	• Accounts Payable Reports
Employee Benefit Accrual History	• Benefit Accruals • Accrued Time Report
Employee Payroll History	• Payroll Processing and Reports
 Related Topics


Enabling History Forms

Prior to being able to enter data into the historical data entry forms, you must enable history.

To enable history forms:

1.	Select Utilities, Setup Table Maintenance, General System Setup from the Advantage main menu.

2.	On the General tab, select the option to Allow changes to history data.

3.	Click on the Save button and then click on the Close button to return to the Advantage main menu.

4.	Exit out of Advantage and log back in. This refreshes the menu choices that enable you to access the history forms. You must perform this step in order to access the history forms.


Considerations for History Loading

•	If you have not been using accrual-based accounting for Revenue Generation, we do not recommend using it until you are more comfortable with the program.

•	If you are using an accrual-based revenue method for a project, you must enter the unbilled revenue amount in the Project Invoice and Receipt History form for each project using an accrual-based method.

•	You can begin using Advantage before all history has been entered.

•	Each history form is used to update specific areas of the system/reports. Only account balances will affect accounting.

•	The amount of history you must enter is dependent on the level of detail you want to include on reports. Reports are only as thorough as the history provided. You can choose to enter more history detail for certain projects than for others. The following chart provides you with the minimum history needed for Advantage to function properly:

History	Where Entered	Reports Affected
Account History	Account Balances History	Balance Sheet and Income Statement
Outstanding Accounts Receivable	Invoice and Receipt History	Aged Accounts Receivable
Outstanding Accounts Payable	A/P Voucher History	A/P Voucher Schedule
•	If you do not enter labor and expense history, you won’t have project report detail, unbilled transactions for bill processing, Time Analysis report data, job-to-date overhead, and you may not be prepared for revenue generation.

•	If you do not enter full invoice and receipt history, you won’t have a complete Accounts Receivable Ledger, job-to-date amounts on the Office Earnings report, and you may not be prepared for revenue generation.

•	If you do not enter full accounts payable voucher history, you won’t have a complete Accounts Payable Voucher report.


Entering Project Labor and Expense History

Project history consists of information about labor and expenses that your projects incurred before the installation cutoff date. The system is updated by information entered on the Project Cost History form as follows:

History Form	Processing and Reports Updated
Labor Section	• Job-to-Date Project Reports • Bill Processing • Time Analysis Report, if project is included • Overhead, if project is set up to receive overhead • Revenue Generation, if method is specified
Expense Section	• Job-to-Date Project Reports • Bill Processing • Revenue Generation, if method is specified
Overhead Field	• Job-to-Date Project Reports • Job-to-Date Overhead Report

To enter historical labor and expense amounts for your projects:

1.	Select Utilities, History Loading, Project Labor and Expense History, from the Advantage main menu. Advantage displays the Project Lookup form.

2.	Select the project for which to enter labor and expense history and click on the OK button. Advantage displays the selected project in the Project Cost History form.

3.	Complete the information on the Project Cost History form, referring to the context-sensitive help on the form.

4.	Select a new project to enter labor and expense history, as needed.

5.	Click on the Close button to exit Project Cost History and return to the Advantage main menu.

 Notes

 Related Topics


Entering Historical Overhead for Regular Projects

The Project Cost History form also lets you enter historical overhead amounts (i.e., last year’s overhead) for regular projects.

To enter historical overhead amounts for your regular projects:

1.	Select Utilities, History Loading, Project Labor and Expense History from the Advantage main menu. Advantage displays the Project Lookup form.

2.	Select the regular project for which to enter overhead history and click on the OK button. Advantage displays the selected project in the Project Cost History form.

3.	Enter the amount of historical overhead in the Overhead field on this form.

Considerations for Entering Overhead

The amount entered into the Overhead field depends on your decision on entering year-to-date labor. If you enter year-to-date labor and define Direct Labor as your overhead allocation base (in Overhead Setup Maintenance), then Advantage calculates the current year’s overhead and adds it to the overhead amount entered on this history form.

Therefore, you should enter the overhead amount as job-to-date current year and allow the Overhead Allocation program to compute the current year. Also, if any labor is to be entered as current year, ensure that it is 100%, so that overhead is computed accurately.

It is not necessary to support current year overhead. You can enter current year labor as job-to-date and put all overhead in the Overhead field without causing reporting problems. You will, however, lose the ability to see the Time Analysis report with a current year breakdown.

 Notes

 Related Topics


Entering Project Invoice and Receipt History

To enter historical invoice and receipt amounts for your projects:

1.	Select Utilities, History Loading, Project Invoice and Receipt History, from the Advantage main menu. Advantage displays the Project Lookup form.

2.	Select the project for which to enter invoice and receipt history and click on the OK button. Advantage displays the selected project in the Project Billing History form.

3.	Complete the information on the Project Billing History form, referring to the context-sensitive help on the form.

4.	Select a new project to enter invoice and receipt history, as needed.

5.	Click on the Close button to exit Project Billing History and return to the Advantage main menu.


Entering History to Begin Using Revenue Generation

Job-to-date revenue on the Office Earnings report is the total of the Job-to-date Billings plus the Unbilled fields. All revenue has a status of either billed or unbilled in Advantage. When you run Revenue Generation, Advantage makes revenue equal to the resulting calculation of the method.

The result of the revenue method calculation is compared to the job-to-date billings and the difference is plugged into Unbilled. In other words,

Revenue = Job-to-date Billings + Unbilled fields

The amount of history required depends on the components used in the revenue method calculation. You must supply Advantage with the following information:

1.	The starting balance of the Unbilled Services account (121.00 in the Standard Chart of Accounts).

2.	Project history to support the amount of unbilled services for the project in Invoice/Receipts History. Note that this amount appears on the Office Earnings report.

At this point, you have avoided a file reconciliation in the Unbilled Services account. When you run Revenue Generation, Advantage calculates the history entered for the components of the revenue method’s calculation. It then compares this amount to the Job-to-date billings for the project and arrives at the amount of required unbilled as entered in Invoice/Receipt history.

If you enter enough history (i.e., the project history to support the amount of unbilled services for the project), Revenue Generation should not find any new amounts to accrue the first time you run the program. The history for the revenue method is fully supported in the Unbilled Services amount on the Office Earnings report, so no new entry is necessary.

The following sections discuss the additional information you need to provide if for the specific revenue methods:

 Additional Entries - For Revenue Method B

 Additional Entries - For Revenue Method W

 Additional Entries - For all Other Revenue Methods


Additional Entries - For Revenue Method B

Calculation:  Job-to-date billings = Job-to-date revenue

Additional history to enter:

•	No minimum or maximum billing history is required. Any invoice history entered will appear as Job-to-date billings on the Office Earnings report.

•	Zero unbilled revenue should be entered for projects using revenue method B.

•	The Office Earnings report would then make revenue equal to job-to-date billings plus any unbilled detail. Since unbilled detail is zero, revenue will just be the job-to-date billings amount. Regardless of the billed amount, no entry is made to record additional revenue beyond billings.


Additional Entries - For Revenue Method W

Calculation: Job-to-date billings + Work-in-progress @ billing rates

Additional history to enter:

•	Unbilled field on the Project Invoice/Receipt history form should tie to the amount entered in Account Balances history for the Unbilled Services account (121.00 in the Standard Chart of Accounts) for each project.

•	You must enter labor and expense history for items with a status of B (billable) on the Project Labor and Expense history form. The total amount of these items should equal the amount of unbilled for the project accrued prior to the cutoff date.

•	No minimum or maximum billing history is required. Any invoice history entered will appear as Job-to-date billings on the Office Earnings report.

•	Revenue Generation compares all job-to-date billings and labor and expense items with a status of B(billable) to job-to-date billings. The system then compares any additional accrual beyond billings to the unbilled services amount. If an unbilled amount exists, no additional entry is required.

•	The billing amount entered for labor and expenses is the billing extension for Project Reporting.

•	Revenue Generation and the Unbilled Detail report calculate the billing extension using the project’s billing terms. These routines will accrue additional amounts if the current terms calculate work-in-progress differently than the labor and expense billing extension entered in history.


Additional Entries - For all Other Revenue Methods

Calculations:

Method M: (JTD direct labor * Multiplier) + JTD reimbursable expenses

Method P: (Percent complete * Fee) + JTD reimbursable expenses

Method R: JTD Receipts

Additional history to enter:

•	Unbilled field on the Project Invoice/Receipt history form should tie to the amount entered in Account Balances history for the Unbilled Services account (121.00 in the Standard Chart of Accounts) for each project.

•	You must enter job-to-date history for all components of the calculation.

•	Revenue Generation will calculate revenue and compare it to the job-to-date billings. The difference is the Unbilled amount.

•	You must enter job-to-date billings for each project.

•	Revenue Generation should tie the Unbilled amount calculated to the Unbilled amount entered in Invoice and Receipt history. No additional entry should be necessary.


Entering Historical Account Balances

To enter historical account balances:

1.	Select Utilities, History Loading, Account Balances, from the Advantage main menu. Advantage displays the Account Balances form.

2.	Complete the information on the Account Balances form, referring to the context-sensitive help on the form.

3.	Select a new profit center for which to enter account balances if Profit Center Reporting is installed.

4.	Click on the Close button to exit Account Balances History and return to the Advantage main menu.

 Note


Entering Employee Benefit Accrual History

The Employee Benefit Accrual History form lets you enter benefit accrual balances for your employees as part of Advantage installation.

To enter employee benefit accrual history:

1.	Select Utilities, History Loading, Employee Benefit Accrual History, from the Advantage main menu. Advantage displays the Employee Lookup form.

2.	Select the employee for whom to enter accrual history and click on the OK button. Advantage displays the Employee History form, listing all of the benefit accrual codes assigned to the employee.

3.	Click on the box next to the accrual type for which you would like to enter history.

4.	Click on the Edit button. Advantage displays the Employee Benefit Accrual History form.

5.	Complete the fields on the Employee Benefit Accrual History form, referring to the context-sensitive help on the form.

6.	Click OK to exit Employee Benefit Accrual History and return to the main Employee History form.


Entering Employee Payroll History

The Employee Payroll History form lets you enter wage and withholding information for each of your employees. This information reflects the payroll-related transactions that occurred during the current W-2 year, before you installed the Payroll module. You do not need to enter this information if you install the Payroll module at the beginning of the new W-2 year.

To enter Employee Payroll History:

1.	Select Utilities, History Loading, Employee Payroll History, from the Advantage main menu. Advantage displays the Employee Lookup window.

2.	Select the employee for which to enter payroll history. Advantage displays the current payroll information for the employee.

Note that this information is all the payroll information posted for this employee during the current quarter and year. If you installed the Payroll module at the beginning of the year, this information is complete and you do not have to enter payroll history for this employee. However, if you installed the Payroll module at a time other than the beginning of the year, this information is incomplete and you will have to enter payroll history for the employee.

3.	Complete the fields on the Employee Payroll History form, referring to the context-sensitive help on the form.

Note that if you have posted payroll for this employee prior to entering payroll history, the hours/amounts that you posted will appear in the appropriate columns. Also note that you are entering the totals for the year and quarter. Assume, for example, that an employee has worked 320 hours this quarter and 800 this year, and the Employee Payroll History form appears as follows:

The 240 and 680 hours reflect payroll processing that took place after the time of installation. To enter history correctly, you must enter 320 for the QTD Regular Hours and 800 for the YTD Regular Hours.


Advanced Utilities

Advantage includes four advanced utilities that let you perform more complex maintenance tasks:

Reset Transaction Files Utility

Undo Postings Utility

Purge Period Utility

Tolerance Report


Reset Transaction Files Utility

The Reset Transaction Files utility lets you reset and/or delete data entry files that are currently selected for posting by another user. This utility is useful to reset or delete postings that failed.

What do you want to do?

Unselect a transaction file for posting.

Delete a transaction file selected for posting.


Unselecting a Transaction File for Posting

The Reset Transaction Files utility lets you return a locked transaction file to an unselected status. A transaction file can lock when:

•	A posting fails while in progress, leaving the file in a selected state, or

•	Advantage is exited improperly while the file is still open.

If a posting sequence number was assigned to the file and the posting is listed in the posting log as incomplete, undo the posting first. If you merely reset the transaction file and post it again, you will create duplicate entries and other account tolerance issues.

If a posting sequence number was assigned to the file, and you do not want to retain the partially posted transaction file, you can delete it from the data entry screen, then undo the posting. This removes everything related to that partial posting.

If no posting process was started, you can proceed to unselect the file.

To unselect a transaction file for posting:

1.	Contact your Advantage Support Representative for the password to give you access to this utility.

2.	Select Utilities, Advanced Utilities, Reset Transaction Files from the Advantage main menu. Advantage displays the Reset Transaction Files Password form.

3.	Enter the password provided to you by your Advantage Support Representative and click on the OK button. Advantage displays the following warning:

WARNING: This utility will reset data entry files that are currently selected by another user. This utility is designed as a tool to reset data entry files when a posting fails. Make sure the files you choose to reset are not legitimately in use by another user.

Are you sure you want to continue?

4.	Click on the Yes button. Advantage displays the Reset Transaction Files form, which includes all of the transaction files in your database that are available for posting.

5.	Highlight the transaction file(s) to be reset.

To select multiple, sequential transaction files, hold down the <Shift> key and select the first and last file in the range. To select multiple, non-sequential transaction files, hold down the <Ctrl> key and click on the individual files to unselect.

6.	Click on the Unselect button. Advantage displays the following message:

You should be certain that none of the files selected are in the process of being posted.

Are you sure you want to continue?

7.	Click on the Yes button to unselect the file for posting.

8.	Repeat steps 5 through 7 for any other files.

9.	Click on the Close button to exit the Reset Transaction Files form.

You can now proceed to enter more data into each reset file.  Before posting a file, check the file for incomplete information or blank fields, to avoid another incomplete posting or file corruption.


Deleting a Transaction File Selected for Posting

The Reset Transaction Files utility lets you delete the portion of the transaction file that was not posted because of a failed posting. If you use this option, all data that was posted to the database prior to the posting failure will remain posted. This option only deletes the unposted portion of the transaction file.

If you just want to make the file available for reposting, you can unselect the file. Unselecting the file will only return the unposted portion of the transaction file, the posted portion remains posted. If you want to totally delete both the posted and unposted portions of the transaction file from your database, you may undo the posting.

To delete a transaction file selected for posting:

1.	Contact your Advantage Support Representative for the password that will enable you to use this routine.

2.	Select Utilities, Advanced Utilities, Reset Transaction Files from the Advantage main menu. Advantage displays the Reset Transaction Files Password form.

3.	Enter the password provided to you by your Advantage Support Representative and click on the OK button. Advantage displays the following warning:

WARNING: This utility will reset data entry files that are currently selected by another user. This utility is designed as a tool to reset data entry files when a posting fails. Make sure the files you choose to reset are not legitimately in use by another user.

Are you sure you want to continue?

4.	Click on the Yes button. Advantage displays the Reset Transaction Files form which includes all of the transaction files in your database that are available for posting.

5.	Select the transaction file(s) to delete.

To select multiple, sequential transaction files, hold down the <Shift> key and select the first and last file in the range. To select multiple, non-sequential transaction files, hold down the <Ctrl> key and click on the individual files to unselect.

6.	Click on the Delete button. Advantage displays the following message:

Are you sure you want to delete file <filename>?

7.	Click on the Yes button to delete the file.

8.	Delete another file selected for posting, if desired.

9.	Click on the Close button to exit the Reset Transaction Files form.


Undo Postings Utility

The Undo Postings utility is designed to clear out postings that failed while they were in progress, leaving them incomplete. If you receive a message saying that the file is selected by another user, see Unselecting a Transaction File for Posting.

The following types of transactions can be unposted: A/P Voucher, A/P Disbursement, Cash Disbursement, Cash Receipt, Employee Payment Processing, Employee Repayment, Employee Expense, Invoice, Journal Entry, Labor Adjustment, Miscellaneous Expense, Payment Processing, Prints and Reproduction, Timesheet, Unit, Payroll Processing, and Voided Checks (except for Voided Cash Disbursement Checks).

Due to the complexity of their posting process the Billing Transfers and Benefit Accrual Adjustments transaction types cannot be unposted.

Using this utility to undo a completed posting erases all transactions associated with the posting. Everything will be deleted, the database will appear as though none of the transaction data was ever entered, and the audit trail will be lost. If you need to correct an accounting mistake, Deltek recommends using a reversing transaction instead.

To undo either a completed or incomplete posting:

1.	Make a backup copy of the file.

2.	Contact your Advantage Support Representative for the password to give you access to this routine.

3.	Select Utilities, Advanced Utilities, Undo Postings from the Advantage main menu. Advantage displays the Advanced Utilities Password form.

4.	Enter the password provided to you by your Advantage Support Representative and click on the OK button. Advantage displays the following warning:

WARNING: This utility deletes entire postings from the database. It will NOT create reversing entries in the General Ledger and it will NOT re-create the data entry file. This utility is designed as a tool to prevent you from having to restore when a posting fails. Consequently, if you use this utility on successful postings, you will need to recreate the data entry file before posting it again.

Are you sure you want to continue?

5.	Click on the Yes button. Advantage displays the Undo Postings form, which includes all of the posting runs completed during the current fiscal period.

6.	Select the transaction file(s) to undo.

7.	Click on the Undo Posting button. Advantage displays the following message:

You are about to undo <transaction type> posting run number <xx> and remove the associated data from the database.

Are you sure you want to continue?

8.	Click on the Yes button to undo the posting run.

9.	Click on the Close button to exit the Undo Postings form.

The database files will now omit all of the transactions associated with this undone posting.


Database Link File

Required. Enter the current location of the database link file. For database backups, this file directs Advantage to the files that need to be backed up. For database restores, this file tells Advantage the location to which your backed up database should be restored. For database compacts, this file tells Advantage the location of the database file you are compacting.

The database link file (AdvLink.mdb) stores the path of your Advantage database. This file must reside in the network or local directory where your Advantage database resides.

The database link file (AdvLink.mdb) is created in one of the following situations:

•	During the conversion of your database from MICRO/CFMS or CFMS to Advantage.

•	When you create a new Advantage database to begin entering data into.

If you have multiple databases, you will have multiple database link files. You should always ensure that you are connected to the desired database prior to performing any processing.


Accrual-basis Accounts

A process of accounting that recognizes the impact of transactions on the financial statements in the time periods when revenues and expense occur instead of when cash is received or disbursed.


Cash-basis Reporting

A process of accounting where revenue and expense recognition depend solely on the timing of various cash receipts and disbursements.


Labor Code

Required. Enter the labor code for which to enter historical labor. You must enter a labor code.


Employee

Optional. Specify the employee to which the hours/amount apply. If you want this entry to appear on the Time Analysis Report (and the project is specified in Time Analysis Projects Setup Maintenance), you must enter an employee.

If you do not enter an employee, this entry will not appear on the Time Analysis, even if the project is an overhead project specified in Time Analysis Projects Setup Maintenance.

Also, if you own Advantage Billing and you want this entry to be billable, you must enter an employee in this field.


Name

Optional. When you enter an employee number at the previous field, Advantage displays the name of the employee in this field. You cannot modify the employee name.


Period

Required. Select the period for which you are entering historical labor/expenses. Your default choices are:

•	Prior to current year - Job-to-date labor/expenses incurred on this project prior to the current fiscal year. If you do not enter a period for a regular project, Advantage uses this period as the default.

•	Current year - If you are installing at mid-year and you want to enter historical labor/expenses for the periods in the current year, select this option. For example, if you install in June and want to enter historical labor/expenses for January through May. If you do not enter a period for an overhead project, Advantage uses this period as the default.

You can enter any fiscal period/year combination in this field, except that:

You cannot specify a future date, and

If you specified a General Ledger account in Account, you must specify a prior period here.

If you attempt to specify otherwise in either scenario, Advantage displays a message indicating that you must select a period from the list or enter a valid date.

Once you enter a period here, it appears with the default choices in the drop-down list, but for the current session only. That is:

If you create a new file, the periods you previously entered do not appear as options in the drop-down list.

If you exit out of this file and then re-open it, the period you entered will not appear in the drop-down list.

Advantage adds all fiscal period/year records together to create the total for all records with the same labor code or account.


Hours

Optional. Enter the total amount of historical hours to charge to this project, labor code, and employee (if any) combination.


Amount

Optional. For labor history, enter the total historical amount to charge to this project, labor code, and employee (if any) combination.

For expense history, enter the total historical amount to charge to this project/account combination.


Vendor

Specify the number of the vendor to whom the hours/amount apply.


Billing Ext

Optional. For labor history, enter the total historical billing amount to charge to this project, labor code, and employee (if any) combination.

For expense history, enter the total historical billing amount to charge to this project/ account combination.

This amount will appear on the project reports if you report at billing rates. This may not equal the extension used by the Billing application; if this labor appears on an invoice, the Billing application recalculates the extension based on the current billing terms.


Billing Status

Optional. For labor history, if you entered an employee in the Employee field and you have Advantage Billing installed, you can select this option if you want this historical transaction to be available in the Advantage Billing system.

For expense history, if you have Advantage Billing installed, you can select this option if you want this historical transaction to be available in the Advantage Billing system. If you make the transaction billable, you can enter the date and description of the transaction at the remaining fields on this detail line.


Account

Required. Enter the account for which to enter historical expenses. You must enter an account.

If you enter a General Ledger account, you must specify a prior Period.

If you want to enter only total reimbursable or direct expenses, create historical expense accounts. For example:

599.00 for historical reimbursables
699.00 for historical direct expenses
799.00 for historical indirect expenses

Expenses within Advantage are usually recognized on an accrual basis. If you are doing cost accounting on a cash-basis, check with your accountant to determine if you can do cost accounting on an accrual basis. If you can, you should submit historical consultant expenses on an accrual basis.


Date

Optional. Enter the date for the billable transaction. We recommend that you enter the transaction date because it will appear on invoices generated by Advantage Billing.


Account

Optional. Specify the account to which the historical amount applies.


Account Name

When you enter an account number at the previous field, Advantage displays the name of the account in this field. You cannot modify the account name.


Description
Description 1 and 2

If you enter a vendor number in the Vendor field, the vendor name automatically appears in the Description 1 field. If you do not enter a vendor number, you can manually enter vendor descriptions in the Description 1 and/or Description 2 fields.


Accrual Debit

Enter the historical accrual debit amount.


Accrual Credit

Enter the historical accrual credit amount.


Cash Debit

Enter the historical cash debit amount.


Cash Credit

Enter the historical cash credit amount.


Invoice

Required. Enter the invoice for which this receipt is paying.


Date

Required. Enter the date on the receipt itself, or you can enter the date on which your firm received the receipt.


Account

Required. Enter the accounts receivable account to which this amount applies.


Amount

Optional. Enter the amount of the receipt. Any amount you enter in this field is subtracted from the Total A/R amount in the Invoice Balances section of this form.


Invoice

Required. Enter the invoice number for which to enter historical data, using up to 7 alphanumeric characters.

Each project can have more than one invoice. Be careful to enter the invoice number correctly. If you enter the same project number and invoice number more than once, the system adds the amounts together in the Invoice Balances section of this form.


Date

Required. Enter the date on which the historical data was applied. This date is used by the Aged Accounts Receivable report to decide how long an invoice has been outstanding. You can either enter the date that the invoice was actually created or the date on which you sent the invoice.


Ret/Int Only

Required, if you are entering a historical retainage or interest amount. Click on the drop-down arrow in this field and select one of the following options:

•	None. Select this option or leave this field blank if you want to enter a regular invoice amount for the fee, labor, consultant, expense, unit, add-on, or tax section of the invoice.

•	Retainage. Select this option if you are entering a retainage amount for the historical invoice. When you select this option you must select an account that is set up as a retainage account in Invoice Mapping Accounts Maintenance. You may enter an invoice section to which to apply the retainage, if desired.

•	Interest. Select this option if you are entering an interest amount for the historical invoice. When you select this option, the Section column defaults to I to indicate that this amount will apply to the interest section of the invoice. You may enter an account to which to charge the interest, if desired.


Account

Optional. Enter the account to which this invoice amount applies.


Amount

Optional. Enter the amount.


Section

Specify the section of the invoice that is affected by this transaction.


Process Server

A program that runs on a machine designated to run processes submitted to a particular process queue. This feature enables the user to free up their machines so that they can continue processing in Advantage.


Polls

Polls are specified as the delay between the system checking the process queue for jobs and/or the time between a process job finishing and user notification. To summarize, polling is the process by which the system retrieves information from the process queue.


Eligible Process

An eligible process is one that meets the following criteria:

•	The status is "Waiting" and the "Run process after specific date/time" (if specified) has passed. This is based on the current time of the process server machine, not the machine on which the job was submitted.

Note

Eligible processes are processed in the order in which they were submitted.


Process Queue

A list of processes set up to run on a centralized process server.


Process Alert

A message displayed by the system indicating whether or not the job completed and if it completed successfully.


Status

Available statuses are stopped, paused, or running. If the status is "Stopped", the system does not display the server name in the Server field because the process queue is not assigned to a process server.


Periods Per Year

Enter the number of accounting periods you have each fiscal year. Enter either 12 or 13. Most firms use 12 (monthly) accounting periods per year. Use 13 accounting periods in a year if your firm has four weeks in each accounting period.


Accounting Period Start Date

Enter the accounting period start date. This date is the first day of the current accounting period (e.g., July 1, 1998).

If you want to select the date from a calendar, double click in this field. Advantage displays a calendar from which you can select the accounting period start date.


Accounting Period End Date

Enter the accounting period start end date. This date is the last day of the current accounting period (e.g., July 31, 1998).

If you want to select the date from a calendar, double click in this field. Advantage displays a calendar from which you can select the accounting period end date.


Fiscal Year Start Date

Enter the fiscal year start date. This date is the first day of the current fiscal year (e.g., January 1, 1998).

If you want to select the date from a calendar, double click in this field. Advantage displays a calendar from which you can select the fiscal year start date.


Fiscal Year End Date

Enter the fiscal year dates. This date is the last day of the current fiscal year (e.g., December 31, 1998).

If you want to select the date from a calendar, double click in this field. Advantage displays a calendar from which you can select the fiscal year end date.


Security Workgroup

A security workgroup is a group of users who share the same type of security privileges.


By project principal

You may want to set up row level security in this way if


By project manager

You may want to set up row level security in this way for


By profit center

You may want to set up row level security in this way if


Top-level menu

In Security Setup Maintenance, a top-level menu refers to a menu that has routines/functions within it. For example, the Table Maintenance menu is a top-level menu because within that menu you can select the additional routines (e.g., Project, Employee, or Account).


Firm Name

Optional. Enter your firm’s name. This name appears at the top of the Advantage system, on your invoices (if you own Advantage Billing), and in the headings of all the reports generated.

You should not use an ampersand sign (&) in the firm name. Doing this can cause problems with Billing templates.


Default Help Desk

Optional. Enter the e-mail address you want to use when sending e-mail messages to Deltek Support. The default e-mail address for Deltek Advantage support is AdvantageSupport@ma.deltek.com.

You can enter a different e-mail address in this field, as needed. For example, you can set up an internal Help Desk e-mail address at your firm to monitor and filter application support questions, or you can enter an e-mail address for a specific Support Analyst at Deltek.

When users select the Help, E-Mail Support option from the Advantage main menu, the e-mail address you enter in this field is automatically entered in the To… field of the e-mail message.


Report at billing rates

Required. Select this option if you want to generate project reports based on billing (as well as cost rates). If this option is selected, Advantage includes Billing and Cost as options in the Print cost or billing amounts field on the Options tab in Project Reports.

You cannot print reports at billing rates unless the Billing application is installed.


Enable Revenue Generation feature

Required. Select this option to enable the Revenue Generation feature. If this option is selected, Advantage displays Revenue Generation as an option on the Processing menu. You must enable this option for it to appear under the Processing menu.

Based upon how you typically monitor projects, this option may not be necessary. It should be enabled during installation. This option only tracks detail after it is enabled.

For more information, see the topic titled Introducing Revenue Generation.


Enable Cash-basis Reporting feature

Required. Cash-basis reporting is a method of financial accounting in which revenue is not earned until cash is received, and expenses are not incurred until cash is disbursed.

Select this option to enable the cash-basis reporting feature. If you enable this feature, you should set up your cash-basis accounts (if different from your accrual-basis accounts) in Account Table Maintenance and enter cash-basis account history for those accounts.

You must select this option if you want to print your accounting reports using the cash-basis method of accounting.

Note that Advantage implements accrual-basis accounting by default. Under accrual-basis accounting, revenue is recognized when it is earned, and expenses are recorded when they are incurred, rather than paid.


Enable Process Servers feature

Required. Select this option to enable the Process Servers feature. This feature lets you configure Advantage so that users can perform the following:

•	Users select processes (such as reports, transaction file postings, batch billing, and revenue generation) and submit them to be run.

•	During the submit process, users specify the workstation on which to actually run the process. This workstation is relatively unattended and referred to as the process server.

This feature lets you process potentially lengthy processes on another workstation, without having to navigate the menus and forms on the other workstation. After a process has been submitted to the process server, the submitting workstation is immediately available to perform other Advantage functions.

This feature also lets you schedule each submitted process to run after a specific date/time.

When you select this option, the system enables this feature system-wide. The option appears as a Submit button on all applicable forms. For more information, see the topic titled Overview of the Process Servers Feature.


Ignore control totals when posting data entry files

Required. Select this option if you want to be able to post unbalanced data entry transaction files. That is, post transaction files in which the input totals do not match the control total on the New File form. A one sided entry cannot be entered into Advantage at any time.

If this option is selected, Advantage displays a warning message prior to posting if the file is not in balance. If this option is not selected your input totals must match your control totals.


Allow changes to history data

Required. Select this option if you want to enter historical amounts. To ensure data integrity, you should de-select this option after the installation process is complete.

In order to see the history forms, you must log out of Advantage and log back in. You should only enter history if you are a new user.


Enable Retainage feature in Billing

Required. Select this option to enable retainage. This feature lets you specify a portion of your invoice that is to be paid at a later date (usually at the project completion).

When you select this option, the system enables this feature system-wide.

•	Invoice Data Entry – A new control total for Retainage now appears on the New File form. Also, an additional column appears in Invoice Data Entry for the Retainage amount. Retainage amounts are reflected on the Invoice Transaction List and Posting Log.

•	Cash Receipts Data Entry – Retainage amounts only appear when you actually bill the retainage amount and include it on a final invoice. Then, the retainage is posted to the appropriate A/R account.

•	Billing Terms Table Maintenance – New fields for retainage now appear on the Misc tab of Billing Terms Table Maintenance. See Adding Retainage Terms for a Project for more information.

•	Interactive Billing – A new button, Bill Retainage, now appears on the main Interactive Billing form. This feature lets you bill the retainage for the project. Also, on the Final Invoice Accept form, a new column appears for retainage amounts. Retainage amounts always print on the final invoice if the Retainage feature is turned on.

•	Batch Billing – Retainage amounts always print on the final invoice if the Retainage feature is turned on.

•	Reports – Retainage amounts appear on the Accounts Receivable reports, posting logs, transaction lists, and Project reports.


Enable Retainer feature

Select this option to enable the Retainer feature on your Deltek Advantage system. You can enter and track client retainers in their project’s accounting, billing and reporting systems.

For details, see Overview of Retainers.


Enable ET (Electronic Timesheet) Interface

Required. Select this option if you want to enable the Electronic Timesheet interface for use with Advantage.


Enable Budgeting by Vendor

Select this option if you want to be able to budget by vendor on the Project Budget Worksheet. If you enable this option, a Vendor field displays on the Modify Expense Budgets form for the worksheet.


Allow job cost rates to be salaries

Required. Select this option if you want to specify salaried rates as well as hourly rates at the Job Cost Rate field in Employee Table Maintenance. If this option is enabled, a Type field appears in Employee Table Maintenance, where you can specify whether the rate is a salaried rate or an hourly rate.


Job Cost Frequency

Required. Select the frequency by which to adjust the job cost. This field is used when you adjust salaried job costing for the period.


Max Hourly Rate

Required, if you selected to Allow job cost rates to be salaries option. This is the maximum hourly rate to use when entering hourly Job Cost rates in Employee Table Maintenance. If a type Hourly Job Cost rate exceeds the Max Hourly Rate entered here, then you will get a warning that the rate may not be appropriate for the job cost type.


Project Principal Label

Required. Enter the label to use for the Principal field in your firm, using up to 16 alphanumeric characters. For example, you may want to change this field to Executive.


Project Manager Label

Required. Enter the label to use for the Project Manager field in your firm, using up to 16 alphanumeric characters. For example, you may want to change this field to Manager.


Currency Label on Checks

Required. Enter the label to use for currency when printing Accounts Payable checks. For example if you want your checks to print ‘one hundred dollars’, enter dollars.

This setting does not change the currency setting on your individual workstation.


Level 1 Label

Required. Enter a description by which to identify the first level of your labor code, using up to 18 alphanumeric characters.


Level 2 Label

Required. Enter a description by which to identify the second level of your labor code, using up to 18 alphanumeric characters.

This field only appears if you have two or more labor code levels in your firm.


Level 3 Label

Required. Enter a description by which to identify the third level of your labor code, using up to 18 alphanumeric characters.

This field only appears if you have three or more labor code levels in your firm.


Level 4 Label

Required. Enter a description by which to identify the fourth level of your labor code, using up to 18 alphanumeric characters.

This field only appears if you have four or more labor code levels in your firm.


Level 5 Label

Required. Enter a description by which to identify the fifth level of your labor code, using up to 18 alphanumeric characters.

This field only appears if you have five labor code levels in your firm.


Uninvoiced Revenue

Required. Enter the account to which to post uninvoiced revenue. Uninvoiced revenue is revenue that is earned but not yet billed. The system automatically posts journal entries to this account when a project’s Revenue Type is set to N, No Revenue Recognition or when processing Revenue Generation.

The default for this field is account 402.00 - Unbilled Revenue (in the Standard Chart of Accounts). If you decide to change the account number, make sure that the new account has been set up in Account Table Maintenance.


Unbilled Services

Required. Enter the account to which to post unbilled services. Advantage automatically posts invoices to this account when a project’s Revenue Type is set to N, No Revenue Recognition or when processing Revenue Generation. This is the offset entry to the uninvoiced revenue entry.

The default for this field is account 121.00 - Unbilled Services (in the Standard Chart of Accounts). If you decide to change the account number, make sure that the new account has been set up in Account Table Maintenance.


Accts Receivable

Required. Enter the account to which to post accounts receivable amounts

The default for this field is account 111.00 - A/R Clients (in the Standard Chart of Accounts). If you decide to change the account number, make sure that the new account has been set up in Account Table Maintenance.

See Invoice Mapping Accounts Maintenance if you have more than one accounts receivable account.


Current Yrs P&L

Required. Enter the account to which to post this year’s profit and loss amount. Each time you print a Balance Sheet, Advantage displays the current year’s profit/loss amount from the Income Statement next to the Current Year’s Profit and Loss account in the Net Worth section. You cannot post to this account; the system calculates the balance for this account automatically.

The default for this field is account 312.00 - Current Years Profit/Loss (in the Standard Chart of Accounts). We recommend that you do not modify this account number. However, if you decide to change the account number, make sure that the new account has been set up in Account Table Maintenance.


Prior Yrs Ret Earn

Required. Enter the account to which to post the prior year’s retained earnings. Advantage does not actually post profit/loss to the Balance Sheet until you initialize your files for a new year, at which time Advantage posts to the Prior Years’ Retained Earnings account. You should not post to this account; the system calculates the balance automatically.

The default for this field is account 311.00 - Previous Years Retained Earnings (in the Standard Chart of Accounts). We recommend that you do not modify this account number. However, if you decide to change the account number, make sure that the new account has been set up in Account Table Maintenance.


First Liability

Required. Specify the first liability account in the desired range of liability accounts. The range is defined as anything between the first liability account and the first net worth account.

Assets are defined as any numerical/alphanumerical combination prior to the first liability account.


First Net Worth

Required. Specify the first net worth account in the desired range of net worth accounts. The range is defined as anything between the first net worth account and the first revenue account.


First Revenue

Required. Specify the first revenue account in the desired range of revenue accounts. The range is defined as anything between the first revenue account and the first reimbursable account.


First Reimbursable

Required. Specify the first reimbursable account in the desired range of reimbursable accounts. The range is defined as anything between the first reimbursable account and the first direct account.


First Direct

Required. Specify the first direct account in the desired range of direct accounts. The range is defined as anything between the first direct account and the first indirect account.


First Indirect

Required. Specify the first indirect account in the desired range of indirect accounts. The range is defined as anything between the first indirect account and the first other charges account.


First Other Charges

Required. Specify the first other charges account in the desired range of other charges accounts. Other charges are defined as any numerical/alphanumerical combination after the account number you enter here.


Starting Reimb Cons

Required. Specify the first account in the range of reimbursable consultant accounts. The value you enter here must be between the First Reimb and First Direct accounts.


Ending Reimb Cons

Required. Specify the last account in the range of reimbursable consultant accounts. The value you enter here must be between the First Reimb and First Direct accounts.


Starting Direct Cons

Required. Specify the first account in the range of direct consultant accounts. The value you enter here must be between the First Direct and First Indirect accounts.


Ending Direct Cons

Required. Specify the last account in the range of direct consultant accounts. The value you enter here must be between the First Direct and First Indirect accounts.


General OH project/task

Required. Enter the default overhead project and task to be used by Advantage. During data entry, if you skip past the Project field when charging an expense to an overhead account, Advantage uses the project and task entered here.


Miscellaneous credit project/task

Required. Enter the miscellaneous credit project and task (if any) to use when posting miscellaneous expenses.

If you do not have Profit Center Reporting installed, you must enter a project/task at this field if you are entering an indirect account at the Miscellaneous Credit Account field.

If Profit Center Reporting is installed, you only have to enter a project/task if you are maintaining separate balance sheets and you are not distributing the miscellaneous expense credit by profit center.


Miscellaneous credit account

Required. Enter the account to credit when posting miscellaneous expenses files.

Advantage always posts at least one side of the debit/credit general ledger entry for you. This field determines the credit side of the entry for the Miscellaneous Expenses Data Entry form.


Reproduction credit project/task

Required. Enter the prints and reproduction credit project and task (if any) to use when posting prints and reproduction expenses.

If you do not have Profit Center Reporting installed, you must enter a project/task at this field if you are entering an indirect account at the Reproduction Credit Account field.

If Profit Center Reporting is installed, you only have to enter a project/task if you are maintaining separate balance sheets and you are not distributing the prints and reproduction expense credit by profit center.


Reproduction credit account

Required. Enter the account to credit when posting prints and reproduction expenses.

Advantage always posts at least one side of the debit/credit general ledger entry for you. This field determines the credit side of the entry for the Prints/Reproduction Data Entry form.


Employee expense credit project/task

Required. Enter the employee expense credit project and task (if any) to use when posting employee expenses.

If you do not have Profit Center Reporting installed, you must enter a project/task at this field if you are entering an indirect account at the Employee Expense Credit Account field.

If Profit Center Reporting is installed, you only have to enter a project/task if you are maintaining separate balance sheets and you are not distributing the employee expense credit by profit center.


Employee expense credit account

Required. Enter the account to credit when posting employee expenses. This account must be a balance sheet account.

Advantage always posts at least one side of the debit/credit general ledger entry for you. This field determines the credit side of the entry for the Employee Expense Data Entry form.


Employee advance credit project/task

Required. Enter the employee advance credit project and task (if any) to use when posting employee advances.

If you do not have Profit Center Reporting installed, you must enter a project/task at this field if you are entering an indirect account at the Employee Advance Account field.

If Profit Center Reporting is installed, you only have to enter a project/task if you are maintaining separate balance sheets and you are not distributing the employee advance credit by profit center.


Employee advance credit account

Required. Enter the account to credit when posting employee advance files. This account must be a balance sheet account.

Advantage always posts at least one side of the debit/credit general ledger entry for you. This field determines the credit side of the entry for the Employee Repayments Data Entry form.


Employee exp/adv default bank

Required. Enter the default bank code to use when posting employee expenses or advances.


Employee expense check template

Required. Enter the check template to use when printing your employee expense checks. For more information on setting up check templates in your firm, contact your Advantage Support Representative.


Consolidate timesheet postings by project, task, labor code, and employee

Required. Select this option if you want Advantage to consolidate the posting of timesheets. That is, if the same employee charges time to the same project/task/labor code combination, only one line appears for that employee on the posting log.


Preserve timesheet comments when consolidating timesheet postings

If you selected the previous option Consolidate timehseet postings by project, task, labor code and employee, and you want to preserve the comments for consolidated timesheets, select this option. Advantage consolidates all timesheets with the same employee, project, task, labor code, and comment. If a timesheet line has a different comment specified, Advantage does not consolidate the timesheet line (i.e. each comment is listed). Note that this option is only relevant if you selected the previous option.


Enable cash postings for labor transactions

Required. Select this option if you want Advantage to make cash postings when you post timesheets and/or labor adjustments.

This field is only enabled if you selected the Enable Cash-basis Reporting feature option on the General tab of General System Setup.


Labor credit project/task

Required. Enter the default overhead credit project and task to be used by Advantage when posting timesheets.

These fields may not be enabled if you have the Profit Center Reporting application installed. If Profit Center Reporting is installed, the credit may be posted to the project associated with the employee’s profit center.


Labor credit account

Required. Enter the account that will receive the credit when posting timesheets. This account is usually 703.00, Job Cost Variance Account but may also be a liability.

If you have the Payroll application installed, this is the implicit payroll processing debit entry. This is the same account that is credited during a timesheet posting.

For more information, see the topic titled, Establishing the Labor Credit Account.


Enable ADP Interface feature

Required. When you enter a check mark in this field, Advantage enables all fields used to set up ADP processing. You’ll see the following changes:

•	The ADP Default Company Code field on the Timesheets tab in General System Setup is enabled.

•	The ADP tab in Project Table Maintenance appears.

•	The ADP Special Labor Codes form is enabled.

•	The ADP Company Code field appears on the Individual Profit Center Setup form.

•	ADP fields appear on the Payroll tab of the Employee Table Maintenance form.

Note

•	If you track secondary overtime hours, Advantage reports these hours automatically to the Hrs3 Code field. It also automatically sets the Hrs3 Code field to SO.


ADP Default Company Code

Required, if the ADP feature is enabled. Use the default company code for each employee who does not have an ADP company code specified in his or her employee record and does not have an ADP company code specified for his or her profit center.

A firm with just one ADP company code can enter it in the ADP Default Company Code field and not bother to enter this same code for specific employees or profit centers.


Short date sample

Required. Advantage displays today’s date based on the short date style format defined in your system regional settings. You cannot modify the sample date style in Advantage.


Short date style

Required. Advantage displays the date format defined on your workstation. You cannot modify the short date style in Advantage.

See also Changing the system short date style.


Medium date sample

Required. Advantage displays today’s date based on the medium date style format defined in the Medium date style field.

You cannot modify the information in this field. The sample can only be changed by selecting a different style at the Medium date style field.


Medium date style

Required. Select the date style to use when printing Advantage checks, invoices, and reports. The first page of all reports uses the long date style.


Long date sample

Required. Advantage displays today’s date based on the long date style format defined in the Long date style field.

You cannot modify the information in this field. The sample can only be changed by selecting a different style at the Long date style field.


Long date style

Required. Select the date style to use when printing Advantage reports. The first page of all reports use the long date style.

The default for this field is <System long date>. This option uses the long date style as specified in your regional system settings.

See also Changing the system long date style.


Changing the system short date style

To change the system-defined short date style:

1.	Select Settings, Control Panel, Regional Settings from the Start menu. The system displays the Regional Settings Properties form.

2.	Click on the Date tab.

3.	Select the desired short date format in the Short date style field.

4.	Select the separator to use when formatting dates, if desired.

5.	Click on the Apply button to apply your changes.

6.	Click on the OK button to exit the Regional Settings Properties form.


Changing the system long date style

To change the system-defined long date style:

1.	Select Settings, Control Panel, Regional Settings from the Start menu. The system displays the Regional Settings Properties form.

2.	Click on the Date tab.

3.	Select the desired short date format in the Long date style field.

4.	Select the separator to use when formatting dates, if desired.

5.	Click on the Apply button to apply your changes.

6.	Click on the OK button to exit the Regional Settings Properties form.


Enable Tax Auditing Feature

Required. When you enter a check mark in this field, the system enables all tax auditing fields used to track taxes associated with purchases and sales.

•	Enables all other fields on the Taxes tab in General System Setup.

•	Tax Country Code and Tax Registration # fields appear in Client Table Maintenance.

•	Tax Country Code and Tax Registration # fields appear in Vendor Table Maintenance.

•	Tax-related fields appear A/P Voucher, A/P Disbursements, Cash Disbursements, Invoice, Journal Entry, and Cash Receipts data entry screens.

•	Tax-related fields appear on transaction lists and posting logs.

If your system is newly installed or if you are converting from the Micro product, this feature is not enabled.


Tax Country Code

For your firm, enter the appropriate country code for the country taxing goods and services. Vendors, for example, could have branch offices in different countries, requiring different codes for each, by address.

When adding a new client in Client Table Maintenance or a new vendor in Vendor Table Maintenance, the default tax country code as entered in General System Setup becomes the default.

To display the drop-down menu that lists the available country codes, click on the arrow that appears in this field.


Tax Registration #

The tax registration number is a number assigned by each country for the purpose of tax reporting.


Default Tax Code

You enter this default for data entry in A/P Vouchers, A/P Disbursements, and Cash Disbursements. The vendor default tax code supercedes this default for A/P-related transactions.

To display the drop-down menu that lists the available tax codes, click on the arrow that appears in this field.


Default Tax Country Code

This default is available to expedite data entry when adding new vendors and clients to your database.

To display the drop-down menu that lists the available default tax country codes, click on the arrow that appears in this field.


Enable Cross Charge Feature

Required. Select this option to enable the automated cross charge feature in Advantage. When you enable this option, Advantage displays:

•	A Cross Charge tab in Individual Profit Center Setup that lets you set up multipliers and projects to use when cross charging or disable cross charging for the profit center.

•	A Cross Charge tab in Project Table Maintenance that lets you override the overall system settings on a project-by-project basis.

•	A Labor Cross Charge routine that lets you transfer the labor and revenue or overhead charges to the appropriate profit center.

See also:

Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center

Setting up Advantage to Transfer Overhead to the Project's Profit Center


Regular Projects: Create Labor Adjustment

Select this option only if you are transferring labor and revenue back to the employee’s profit center. When you run the Labor Cross Charge routine, Advantage creates a labor adjustment data entry file using the employee’s direct labor account as specified in Employee Types Setup Maintenance and the Labor Credit (Job Cost Variance) account specified on the Timesheets tab of General System Setup to transfer the amounts.

If you are transferring the overhead costs associated with this employee to the project’s profit center, you should not select this option.

See also:

Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center

Setting up Advantage to Transfer Overhead to the Project's Profit Center


Regular Projects: Create Journal Entry

Select this option if you are transferring labor and revenue back to the employee’s profit center or when you are transferring overhead to the project’s profit center. When you run the Labor Cross Charge routine, Advantage creates a journal entry data entry file using the accounts specified at the following fields.

See also:

Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center

Setting up Advantage to Transfer Overhead to the Project's Profit Center


Regular Projects: Credit Account

Enter the credit account to use when transferring revenue or overhead between regular projects with a journal entry. This account always credits the employee’s profit center.

The type of account you enter depends on the type of information being transferred:

•	Enter a revenue account if you are transferring revenue.

•	Enter an indirect expense account if you are transferring overhead.

See also:

Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center

Setting up Advantage to Transfer Overhead to the Project's Profit Center


Regular Projects: Debit Account

Enter the debit account to use when transferring revenue or overhead between regular projects with a journal entry. This account always debits the employee’s profit center.

The type of account you enter depends on the type of information being transferred:

•	Enter a revenue account if you are transferring revenue.

•	Enter an indirect expense account if you are transferring overhead.

See also:

Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center

Setting up Advantage to Transfer Overhead to the Project's Profit Center


Rate

Choose the markup rate to use when transferring revenue back to the employee’s profit center or employee overhead charges to the project’s profit center.

If you select the Calculate from Billing Terms option, Advantage uses the billing terms when transferring the revenue or overhead.

If you select the Multiplier option, you must enter the rate by which to transfer the revenue or overhead. This should be the markup rate used on client invoices.

See also:

Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center

Setting up Advantage to Transfer Overhead to the Project's Profit Center


Overhead Projects: Create Labor Adjustment

Select this option only if you are transferring labor and revenue back to the employee’s profit center. When you run the Labor Cross Charge routine, Advantage creates a labor adjustment data entry file using the employee’s direct labor account as specified in Employee Types Setup Maintenance and the Labor Credit (Job Cost Variance) account specified on the Timesheets tab of General System Setup to transfer the amounts.

If you are transferring the overhead costs associated with this employee to the project’s profit center, you should not select this option.

See also:

Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center

Setting up Advantage to Transfer Overhead to the Project's Profit Center


Overhead Projects: Create Journal Entry

Select this option if you are transferring labor and revenue back to the employee’s profit center or when you are transferring overhead to the project’s profit center. When you run the Labor Cross Charge routine, Advantage creates a journal entry data entry file using the accounts specified at the following fields.

See also:

Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center

Setting up Advantage to Transfer Overhead to the Project's Profit Center


Overhead Projects: Credit Account

Enter the credit account to use when transferring revenue or overhead between overhead projects with a journal entry. This account always credits the employee’s profit center.

The type of account you enter depends on the type of information being transferred:

•	Enter a revenue account if you are transferring revenue.

•	Enter an indirect expense account if you are transferring overhead.

See also:

Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center

Setting up Advantage to Transfer Overhead to the Project's Profit Center


Overhead Projects: Debit Account

Enter the debit account to use when transferring revenue or overhead between overhead projects with a journal entry. This account always debits the employee’s profit center.

The type of account you enter depends on the type of information being transferred:

•	Enter a revenue account if you are transferring revenue.

•	Enter an indirect expense account if you are transferring overhead.

See also:

Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center

Setting up Advantage to Transfer Overhead to the Project's Profit Center


Multiplier

Enter the markup rate to use when transferring revenue back to the employee’s profit center or employee overhead charges to the project’s profit center.

See also:

Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center

Setting up Advantage to Transfer Overhead to the Project's Profit Center


Label

Required. Enter a descriptive label to identify entries in these sort/select categories. These labels appear wherever sort/select codes are entered.

You can define a sort/select field label using up to 20 characters of free text.


In Use

Required. Select this option if you want users to be able to access this sort/select field in maintenance and reporting routines. If this option is not selected, the option is not displayed on the Table Maintenance form, and it does not display in the drop-down lists in reporting routines.

This option is useful if you have seasonal sort/select fields that you only want to be in use for a specific period of time. This feature lets you specify them and then determine when you want these fields to be in use by the system.


Required

Required. Select this option to make this sort/select field required in Project, Employee, Client, Account, or Vendor Table Maintenance. When this option is selected, users must enter a value in the select field prior to closing the Table Maintenance routine.


Limit To List

Required. If you want users in your firm to only select a value from the list of available values for this field, as specified in Sort/Select Lists Maintenance, select this option.

If you do not select this option, users may enter their own free form value for this select code.


Help Message

Optional. Enter a help message to display as users enter a value for this select code in Project, Employee, Client, Account, or Vendor Table Maintenance. You can enter up to 100 characters of free text.


Digits

Optional. Enter the total number of digits that a user will be able to enter for this sort/select field in Project or Employee Table Maintenance. This number should include the number of digits after the decimal point, if any, as specified in the next field.


Decimals

Optional. Enter the maximum number of decimal places allowed for this sort/select field. If you do not enter a value in this field, the system does not apply a maximum amount of decimal places.

Enter 0 if you do not want to allow decimals.


Minimum

Optional. Enter the minimum value allowed for this sort/select field. If you do not want to apply a minimum limit, leave this field blank.


Maximum

Optional. Enter the maximum value allowed for this sort/select field. If you do not want to apply a maximum limit, leave this field blank.


Project sort/select field examples

You can define up to 30 additional sort/select fields for your projects. The following contains some possible text, numeric, and date sort/select fields that you can establish for your projects:

Text Sort/Select Fields	Numeric Sort/Select Fields	Date Sort/Select Fields
• Type of Work • Sector • Special Code • Team Leader	• Original Contract Value • Target Multiplier	• Bid Date • Contract Date • Initiation Date


Employee sort/select field examples

You can define up to 30 additional sort/select fields for your employees. The following contains some possible text, numeric, and date sort/select fields that you can establish for your employees:

Text Sort/Select Fields	Numeric Sort/Select Fields	Date Sort/Select Fields
• Qualifications • Department • Affiliations • Staff Level	• Last Pay Rate • Billing Rate	• Birth Date • Hire Date • Termination Date


Client sort/select field examples

You can define up to 30 additional text sort/select fields for your client sort/select fields. The following contains some possible sort/select fields that you can establish for your clients:

•	Sector

•	Primary Industry

•	Region


Account sort/select field examples

You can define up to 30 additional text sort/select fields for your account sort/select fields. The following contains some possible sort/select fields that you can establish for your accounts:

•	Current Assets

•	Long Term Assets

•	Current Liability

•	Long Term Liability


Vendor sort/select field examples

You can define up to 30 additional text sort/select fields for your vendor sort/select fields. The following contains some possible sort/select fields that you can establish for your vendors:

•	Payment Priority

•	Status

•	Insurance


Sort/Select Fields

Optional. Select the sort/select field for which to enter pre-defined values.

The system displays all text sort/select fields you specified in Sort/Select Fields Setup Maintenance in this field.

If you specified numeric or date sort/select fields for your projects and employees, these will not appear in this field.


SortVal

Optional. Enter the values you want to appear in the selected sort/select field’s lookup list.

When defining your values, you should not use semi-colons. Semi-colons are used in the Advantage reporting routines as field separators in report selection. Semi-colons within sort/select values will cause your reports to sort incorrectly.


Sort

Optional. Enter an optional sorting sequence for this sort/select list value.

If you enter a number here, the system displays the list values in the order you specify in the drop-down lists. Otherwise, they are displayed in the order in which you enter them in Sort/Select Lists Maintenance.


Code

Specify the desired bank code using up to 10 alphanumeric characters. These ten character codes enable you to easily identify the bank code (for example, FirstNatl could be used as the code for the First National Bank). You cannot use punctuation (for example, /, -, :) when defining this code. If you use punctuation, Deltek Advantage will encounter errors when trying to process the data.


Description

Enter a 40-character, free text description for this bank code.


Account

Enter the general ledger account number associated with this bank code. This account receives the implicit posting when the bank code is specified in data entry. The account you enter here must be a balance sheet account.

We recommend that you have a different general ledger account number associated with each bank code (with or without profit centers).


Bank Account

Enter the bank account number associated with this bank code. You should enter all appropriate delimiters when you enter the bank account number.


Profit Center

If you are using Profit Center Reporting, specify the profit center to use when posting to this bank code.


Immediate Origin Number

Enter your company identification number as given to you by the bank associated with this bank code.


Immediate Origin Name

Enter your company name.


Immediate Destination Number

Enter the identification number of the bank to which the direct deposit file will be sent (that is, the identification number of the bank associated with this bank code).


Immediate Destination Name

Enter the name of the bank to which the direct deposit file will be sent (that is, the name of the bank associated with this bank code).


Company Name

Enter the name of your company, as you want it to appear on statements.


Company ID

Enter your nine-digit IRS Employee Identification Number (EIN). Or, enter a number based on the Data Universal Numbering System (DUNS) or a user assigned value. If you enter a DUNS or user assigned number, you must change the qualifier in the Identification Code Designator (ICD) field on this form, as appropriate.


Routing Number

Enter the eight-digit routing transit number assigned to your company by the bank associated with this bank code.

If this routing number has nine digits, enter the first eight digits only. Deltek Advantage calculates the ninth digit.


Payroll Entry Description

Enter a description/purpose for the payroll direct deposit entry, using up to ten characters. For example, you may enter Payroll or Reg Salary.


Expense Entry Description

Enter a description/purpose for the employee expense payments direct deposit entry, using up to ten characters. For example, you may enter Employee Expenses or Business Expenses.


Payroll File Name

Specify the path and filename for the payroll direct deposit file. The default for this field is a file named DIRDEP.TXT, located in the current default directory.

The path and filename entered in this field also appear in the Output File Name field on the Payroll Direct Deposit Processing form.


Expense File Name

Specify the path and filename for the employee expense payments direct deposit file. The default for this field is a file named DIRDEP.TXT, located in the current default directory.


Identification Code Designator (ICD)

Use the drop-down arrow in this field to enter a character that will be used to qualify the entry in the Company ID field. The ICD value is placed in byte 41 of the company/batch header record and in byte 45 of the company/batch control record, each of which precedes the Company ID value in the respective record. Predefined values for the ICD field are:

•	1 − IRS Employer Identification Number (EIN)

•	3 − Data Universal Numbering System (DUNS)

•	9 − User Assigned Number.

The default setting for this field is 1.


File Header Byte 4 Character

Enter a value in this field to be placed in byte 4 of the file header record, which is the first character in the space reserved for the value entered in the Immediate Destination Number field.

The default for this field is a blank character.


File Padding

Select this option to add dummy records (all 9s) to the direct deposit processing file, after the file control record, to force the total record count to be a multiple of 10 (if not already the case at the end of processing).

This option is selected by default.


Credits Only

Select this option if you want Deltek Advantage to generate a file containing only the credit entries (that is, the individual employee entries) when you process direct deposits.

This option is selected by default.


Credits and Debit

Select this option if you want Deltek Advantage to generate a file containing the credit entries (that is, the individual employee entries) and the debit entry to the company account for the total amount of the deposit when processing direct deposits.

When you select this option, the Acct Number and Acct Type fields are enabled. Use these fields to enter the debit account information.


Account Number

Enter the company bank account number from which payment for the total amount of the direct deposit will be made (that is, the account number associated with this bank code). You can enter up to 17 numeric characters in this field.

This field is enabled only when you select the Credits and Debit file format option.


Account Type

Use the drop-down arrow in this field to select the account type for the company account entered in the Acct Number field (that is, the account type of the account associated with this bank code). Your options are Checking or Savings.

This field is enabled only when you select the Credits and Debit file format option.


Separate Batches for Credits and Debit

Select this option if you want Deltek Advantage to place the debit entry to the company account in a separate batch from the credit entries. If you do not select this option, Deltek Advantage will place the debit entry to the company account at the end of the batch containing the credit entries.

This option is enabled only when the Credits and Debit file format option is selected.

This option is deselected by default.


Report Column

Required. Indicate the report column number for which to enter a heading. You can specify up to eight report columns.


Heading

Required. Enter a descriptive label for this column, using up to 12 characters of free text. For example, you may set up columns for Fees, Labor, and Interest.


Invoice Account

Required. Enter the account to map. The account can be a balance sheet account or a revenue account.


A/R Account

Optional. Enter the accounts receivable account to be debited when invoices are posted to this revenue account. If you do not enter an account number, the system uses the account specified at the Accts Receivable field in System Setup Maintenance – Accounts.


Retainage Account

Optional. Enter the deferred retainage account to use for retainage posting.

This is a temporary holding account for the accruing retainage amounts for a project. Once you bill retainage for a project, the amount will be moved from this account to the appropriate accounts receivable account (as defined in the A/R Account field).


A/R Column

Optional. Enter the column on the Accounts Receivable Ledger to which postings to this revenue account are mapped when printing the report. Valid options for this field are defined in A/R Ledger Headings Setup Maintenance.

If the revenue account is not mapped to one of these columns, the amount prints in the Other column of the Accounts Receivable Ledger.

The Accounts Receivable Column number and the Project Column number do not correspond to one another. You can change a column number at any time. Changes are reflected the next time you generate the report.


Project Column

Optional. Enter the column on the Office Earnings report to which postings to this revenue account are mapped when printing the report. Valid options for this field are the Fees, Consult, or Reimb column (in addition, a Labor, Units, Add-ons, or Taxes column is available if you are using the Interactive Project Reporting application).

If the revenue account is not mapped to one of these columns, the amount prints in the Other Billed column of the Office Earnings report.

The Accounts Receivable Column number and the Project Column number do not correspond to one another. You can change a column number at any time. Changes are reflected the next time you generate the report.


A/R Account

Required. Enter the accounts receivable account. The account you enter must be a Balance Sheet account.


A/R Column

Required. Enter the column on the Accounts Receivable Ledger to which postings to this accounts receivable account are mapped when printing the report. Valid options for this field are defined in A/R Ledger Headings Setup Maintenance.

If the revenue account is not mapped to one of these columns, the amount prints in the Other column of the Accounts Receivable Ledger.


Type

Required. Enter a one-character descriptive code by which to identify this employee type throughout the system.


Label

Required. Enter a description for this employee type, using up to 12 alphanumeric characters. This description will appear in place of the employee type code in all lookups and on reports.


Sort Order on Invoices

Required. Enter the sort order for this employee type when generating invoices. For example, if you choose to sort on employee type and want Principals to appear before Employees enter 1 as the sort order for Principals and 2 as the sort order for Employees, etc.


Direct Account

Required. Enter the direct labor account that should be used when employees with this employee type post time to a regular project. Employee type is defined in Employee Table Maintenance for each employee.


Indirect Account

Required. Enter the indirect labor account that should be used when employees with this employee type post time to an overhead or promotional project. Employee type is defined in Employee Table Maintenance for each employee.


Level

Required. You can have a maximum of five labor code levels set up. To define codes for a specific labor code level, simply click on that level. Generally, the fewer levels you have, the easier it is for your staff to use labor codes.

You define the name for each level on the Numbering tab of General System Setup Maintenance.

Once a level is selected, the label and length of that level is displayed. You define the number of levels and length of each level using the Labor Code Key Conversion Utility.


Code

Required. Enter the valid codes for this labor code level. Codes can be alphanumeric. Typically, firms alternate letters and numbers between levels to better distinguish labor code levels.


Label

Required. Enter a descriptive label for each valid code, using up to 16 characters of free text. The label appears on project reports and on invoices, if desired.


Starting Project

Required. Enter the first project in the range of regular, overhead, or promotional project numbers whose time is to be included on the Time Analysis report.

If you want to specify only one project, enter that project number in both the Starting and Ending Project fields.

If you add projects to your database that need to be included on the Time Analysis report, you must remember to add them to this list or ensure that they are already included in a range.

You cannot overlap time analysis ranges if a Report Column is specified for the range. For example, if you attempt to do this, the system displays the following message when you try to close the form:

Project range <range> overlaps with project range <range>.


Ending Project

Required. Enter the last project in the range of regular, overhead, or promotional project numbers whose time is to be included on the Time Analysis report.

If you want to specify only one project, enter that project number in both the Starting and Ending Project field.

If you add projects to your database that need to be included on the Time Analysis report, you must remember to add them to this list or ensure that they are already included in a range.

You cannot overlap time analysis ranges if a Report Column is specified for the range. For example, if you attempt to do this, the system displays the following message when you try to close the form:

Project range <range> overlaps with project range <range>.


Account

Optional. Enter the account number to use when debiting all time posted to the specified project (or range of projects) if you want to debit time to an account other than the one set up in Employee Types Setup Maintenance.

If you enter an account in this field, it overrides all accounts set up in Employee Types Setup Maintenance when you post time to the associated projects.

If you enter an account in this field, you must use an indirect account with all overhead and promotional projects, and you must use a direct or reimbursable account with all regular projects.


Report Column

Optional. Enter the report column on the Time Analysis report in which you want to include the amounts posted to this project (or range of projects). For example, you may have amounts for project 0000002.00, Vacation, appear in the Vac column of the Time Analysis report. You define report column headings in Time Analysis Headings Maintenance.

Only overhead and promotional projects can be assigned to the report column headings on the Time Analysis report. Any indirect project not assigned to a report column prints in the Other column on the report.


Accrual Code

Optional. Identify the benefit accrual code to which this project or range of projects is associated. Time posted to this project or range of projects will be considered time taken against the accrual plan.

You set up accrual codes using Benefit Accrual Setup.


Report Column

Required. Indicate the report column number for which to enter a heading. You can specify as many report columns as you like, but you can only include 10 columns on any single Time Analysis report.

Columns appear at the top of the Time Analysis Report in the order you specify on the Time Analysis tab of Employee Reporting.


Heading

Optional. Enter a descriptive label for this column, using up to 12 characters of free text. For example, you may set up a column for Vac or Sick Lv.

We recommend that you keep the column headings short. Otherwise, you may find that columns will overlap on the report.


Benefit

Optional. Select this option if this column represents an employee benefit. For example, you may select this option for Vacation or Sick Leave columns, but not select it for a column such as Civic Duty.

Benefit hours are excluded from two of the ratios on the Time Analysis report. These two ratios indicate employee chargeability based on the hours actually worked.

Excluding some hours lets employees charge certain time without affecting their chargeability ratio.


Queue ID

Required. Enter a unique process queue identification code, using up to 10 alphanumeric characters.


Queue Name

Required. Enter a name by which to identify this process queue, using up to 40 characters of free text.

The queue name should be descriptive. This name appears wherever process queue information is displayed and may be selected.


Retain process history

Required. This field indicates whether or not the system saves history for completed processes in the queue. The default for this field is to retain process history.

If you are not retaining process history, the system deletes process entries from the queue after they have completed running, have failed, or have been cancelled. If the process entry has an alert pending, the system deletes the process entry after the submitter has been notified.

If you are retaining process history, the system deletes process entries from the queue after the specified number of Days to retain history. If the job has an alert pending, the system deletes the process entry after the specified number of days and only after the submitter has been notified.


Days to retain history

Required, if you select the Retain process history option. This field indicates the number of days to retain process history if you selected to Retain process history. The default number of days to retain history is 7.

If you enter a history retention period of 0 days, the system saves all process history for the queue indefinitely.

The system deletes the process entry after the specified number of days and after the submitter has been notified (if an alert is pending).


Polling frequency (milliseconds)

Required. This field specifies the number of milliseconds for the process server to wait between checking for processes waiting in the queue, and performing automated queue tasks.

The default polling frequency is 60000 milliseconds (1 minute). The value you enter here must be greater than zero.


Require printer selection

Required. Select this option if you want to require users submitting jobs to this process queue to designate a printer for the output.

This option is primarily for Citrix and PC Anywhere. This option requires the user to enter a specific printer name for the output. If the user entered the default Windows or process server printer, the system sends the output to the printer associated with the Citrix or PC Anywhere workstation.


Key Fields

The key fields in your database are projects, tasks, labor codes, accounts, employees, clients, units, vendors, and profit centers.


Project Length

Required. Enter the desired project number length. The current length of the project number appears for reference. Your project length can be between 3 and 12 characters.

If you decide to decrease the length of your project numbers, you should first ensure that duplicate project numbers will not be created during the conversion.


Add

Required, if you are increasing the length of your project numbers. Enter the alphanumeric character to add to the left, right, or middle of your existing project numbers during the conversion.

If you are adding a character to a position other than the beginning or end of the project number, you must specify the desired position in the Position field.


Remove from

Required, if you are decreasing the length of your project numbers. Select whether to remove digits from the left, right, or middle of your existing project numbers during the conversion.

If you are removing a character from a position other than the beginning or end of the project number, you must specify the desired position in the Position field.


First Delimiter

Optional. Enter the type of delimiter to use as the first delimiter in your project number (if desired). You can enter any special character on your keyboard.


First Delimiter Position

Required, if you entered a first delimiter. Enter the position of the first delimiter. The delimiter position must be greater than 2 and no higher than the project length plus one.


Second Delimiter

Optional. Enter the type of delimiter to use as the second delimiter in your project number (if desired). You can enter any special character on your keyboard.


Second Delimiter Position

Required, if you entered a second delimiter. Enter the position of the second delimiter. The delimiter position must be greater than 2 and no higher than the project length plus one. It must also be after the first delimiter.


Leading zeros

Optional. Select this option if you want Advantage to add leading zeros to the project number when you enter an incomplete project number in any Project field in the database. For example, if you enter 1.00 and your project number length is 7 characters, Advantage adds leading zeros to the project number (for example, 00001.00).

Do not select this option if you want Advantage to leave the project as entered. In this case, you can enter up to 12 alphanumeric characters for the project number when entering new project numbers in Project Table Maintenance.

This option controls the display of the project numbers on forms and reports, as well as, whether or not the project number must be a fixed length.

If You Do Not Use Leading Zeros

If you choose not to show leading zeros after you have already established a project number length with delimiters in specific position(s), the length and delimiter format will be removed. For example, the project number 00001.00 would become 100.

Delimiters are not stored directly in the tables in the databases. Instead, the position where the delimiter should be applied is stored. When leading zeros are no longer used, the project length is no longer a fixed value and the delimiter position is no longer valid.


Projects

Required. Highlight the project whose number you want to change. This box lists all of the regular, overhead, and promotional projects in your database.

You can only change one project’s number at a time. We recommend using the Project Closeout utility to close multiple projects into a Close Project number.


New number

Required. Enter the new project number. You can change a project number to an existing project’s number. All the detail for the projects will be combined.


Task Length

Required. Enter the desired task number length. The current length of the task number appears for reference. The length of the task must be between 1 and 5 alphanumeric digits.

If you decide to decrease the length of your task numbers, you should first ensure that duplicate task numbers will not be created (for the same project) during the conversion.


Add

Required, if you are increasing the length of your task numbers. Enter the alphanumeric character to add to the left or right of your existing task numbers during the conversion.


Remove from

Required, if you are decreasing the length of your task numbers. Select whether to remove digits from the left or the right of your existing task numbers during the conversion.


Project

Required. Enter the project number that for which to turn tasks on/off. Or, enter the project that contains the task whose number you want to change.


Tasks On/Off

Required, if you are turning tasks on/off for your firm or for a specific project.

Select the On option in the Format section of this form if you would like to turn tasks on for your firm. Select the On option in the Change Number section of this form if you would like to turn tasks on for a specific project.

Select the Off option in the Format section of this form if you would like to turn tasks off for your firm. Select the Off option in the Change Number section of this form if you would like to turn tasks off for a specific project.


Tasks

Required, if you are changing a task’s number. Highlight the task whose number you want to change. This box lists all of the tasks for the specified project.


New number

Required, if you are changing a task’s number. Enter the new task number. You can change a task number to an existing task’s number. All the detail for the tasks will be combined.


Leading zeros

Required. If you select this option and you are increasing the employee number, Advantage places leading zeros in front of all existing employee numbers in your database. For example, if you enter 1 as the employee number and the length is 5, your employee number will be converted to 00001.

If you do not select this option, Advantage leaves the employee as entered. In this case, you can enter up to 10 alphanumeric characters for the employee number.


Employee Length

Required, if you selected the Leading Zeros option. Enter the desired employee number length. The current length of the employee number appears for reference.

If you decide to decrease the length of your employee numbers, you should first ensure that duplicate employee numbers will not be created during the conversion.


Employees

Required. Highlight the employee whose number you want to change. This box lists all of the employees in your database.


New number

Required, if you are changing an employee’s number. Enter the new employee number. You can change an employee number to an existing employee’s number. All the detail for the employees will be combined.


Account Length

Required. Enter the desired account number length. The current length of your account number appears for reference.

If you decide to decrease the length of your account numbers, you should first ensure that duplicate account numbers will not be created during the conversion.


Delimiter

Optional. Enter the desired delimiter for your account numbers. The current delimiter for your account number appears for reference.


Delimiter position

Required, if you entered a delimiter in the Delimiter field. Enter the desired delimiter position for your account numbers. The current delimiter position for your account number appears for reference.


Accounts

Required, if you are changing an account’s number. Highlight the account whose number you want to change. This box lists all of the accounts in your database.


New number

Required, if you are changing an account’s number. Enter the new account number. You can change an account number to an existing account’s number. All the detail for the accounts will be combined.


Leading zeros

Required. If you select this option and you are increasing the client number, Advantage places leading zeros in front of the existing client numbers in your database.

If you do not select this option, Advantage leaves the client number as entered. In this case, you can enter up to 10 alphanumeric characters for the client number.


Client Length

Required, if you selected the Leading Zeros option. Enter the desired client number length. The current length of the client number appears for reference.

If you decide to decrease the length of your client numbers, you should first ensure that duplicate client numbers will not be created during the conversion.


Clients

Required, if you are changing a client’s number. Highlight the client whose number you want to change. This box lists all of the clients in your database.


New number

Required, if you are changing a client’s number. Enter the new client number. You can change a client number to an existing client’s number. All the detail for the clients will be combined.


Leading zeros

Required. If you select this option and you are increasing the unit number, Advantage places leading zeros in front of the existing unit numbers in your database.

If you do not select this option, Advantage leaves the unit number as entered. In this case, you can enter up to 10 alphanumeric characters for the unit number.


Unit Length

Required, if you selected the Leading Zeros option. Enter the desired unit number length. The current length of the unit number appears for reference.

If you decide to decrease the length of your unit numbers, you should first ensure that duplicate unit numbers will not be created during the conversion.


Units

Required, if you are changing a unit’s number. Highlight the unit whose number you want to change. This box lists all of the units in your database.


New number

Required, if you are changing a unit’s number. Enter the new unit number. You can change a unit number to an existing unit’s number. All the detail for the units will be combined.


Bank Codes

Required, if you are changing a bank code. Highlight the bank code whose code you want to change. This box lists all of the bank codes in your database.


New Code

Required, if you are changing a bank code. Enter the new bank code. You can change a bank code to an existing bank code. All the detail for the bank codes will be combined.


Tax Codes

Required, if you are changing a tax code. Highlight the tax code whose code you want to change. This box lists all of the tax codes in your database.


New Code

Required, if you are changing a tax code. Enter the new tax code. You can change a tax code to an existing tax code. All the detail for the tax codes will be combined.


Labor Code Level Length

Required. Enter the desired length of each labor code level. Your total labor code length may not exceed 5 characters.

You cannot decrease a labor code level if you will be creating duplicate labor codes by doing so. In order to decrease a labor code level, you must first ensure that all labor codes will be unique.


Add

Required, if you are increasing the length of your labor codes. Enter the alphanumeric character to add to the right of your existing labor codes during the conversion.


Level <number> Laber Codes
Level <number> Labor Codes

Required, if you are changing a labor code. Highlight the labor code whose code you want to change. This box lists all of the labor codes for the specified level.

To switch levels, select the desired level in the Format section of the Labor Code Conversion form.


New code

Required, if you are changing a labor code. Enter the new labor code. You can change a labor code to an existing labor code. All the detail for the labor codes will be combined.


Project

Required. Select the project for which to enter history. Double-click in this field for a lookup of the projects in your database.


Task

Required, if the project has tasks. Select the task for which to enter history. Click on the drop-down arrow in this field for a lookup of the tasks available for this project.


Overhead

Optional. Enter the historical overhead amount (i.e., last year’s overhead) for this regular project.

For more information, see Entering Historical Overhead for Regular Projects.


Unbilled Revenue

Optional. Enter the amount of unbilled revenue for this project and task (if any) combination.


Invoice

Advantage displays each invoice listed in the Invoices section of this form and the balance for the invoice after subtracting any payment entered in the Receipts section of this form.


Date

Advantage displays the date you entered for the invoice in the Invoices section of this form.


Balance

Advantage displays the balance of the invoice after subtracting any payment entered for the invoice in the Receipts section of this form.


Total A/R

Advantage displays the total outstanding balance for this project.


Total Billed

The system displays the total amount of all invoices for this project.


Total Received

Advantage displays the total of all cash receipts entered for this project (and task, if any) combination.


Backup Location

Required. Enter the location to which to back up your database. The backup location is the directory to which you want to back up your Advantage database.

Advantage displays a default backup location. This location is A:\[today’s date] [time].BAK. For example, if you created a backup on June 30, 1997 at 10:04am, the default backup location would be, A:\06301004.BAK.

You can change the value in this field, e.g., assume you want to perform all backups to a folder on the network called Backups. You would enter something like the following: F:\Backups\06301004.bak (where 06301004.BAK is the name of the backup file). If you change the location of the backup, Advantage remembers the path you entered (i.e., the next time you access the Backup/Restore routine, the last path entered appears as the default path).

For database restores, enter the location from which to restore your database. This is the location to which you previously backed up data.


Compact Database First

Optional. Select this option if you want to compact your Advantage databases prior to running the backup. This feature is useful to reduce the size of the databases.

This option is automatically selected the first time you open the Backup/Restore routine. If you do not want to compact the database prior to backing up, deselect this option.


Quick Format/Erase Contents (removable disks only)

Optional. Select this option to format your disk prior to performing the backup. Note that this option is only available if you are backing up to a floppy disk drive.

This option is automatically selected the first time you open the Backup/Restore routine. If you do not want to format the disk prior to backing up, deselect this option.


Add Comment to Backup

Optional. Select this option to add a comment to the backup file. Then, enter your comment for the backup file when the system prompts you for a Zip comment. Your comment can be up to 127 characters in length.

This option is automatically selected the first time you open the Backup/Restore routine. If you do not want to add a comment to the backup, deselect this option.


Maximum Compression

Optional. Select this option to perform maximum compression on the backup file. Note that this type of compression takes significantly longer than normal compression.

This option is not automatically selected the first time you open the Backup/Restore routine. If you want to perform maximum compression prior to backing up, select this option.


Database File

Required. Enter the name of the database file you want to compact. This file is usually AdvData.mdb. However, you can choose to back up any database file.


Profit Center

Required, if Profit Center Reporting is installed. Select the profit center for which to enter historical account balances.


Account

Required. Enter the account for which to enter historical account balances.

If you want to enter only total reimbursable or direct expenses, create historical expense accounts. For example,

599.00 for historical reimbursables
699.00 for historical direct expenses
799.00 for historical indirect expenses

Expenses within Advantage are usually recognized on an accrual basis. If you are doing cost accounting on a cash-basis, check with your accountant to determine if you can do cost accounting on an accrual basis. If you can, you should submit historical consultant expenses on an accrual basis.


Forms in General System Setup

There are eight forms in General System Setup to complete:

•	General – Lets you establish General Project Control and Accounting system setup parameters.

•	Numbering – Lets you view the lengths of the key fields in your database and define labor code level labels.

•	Accounts – Lets you set up your Chart of Accounts and define default Accounts for uninvoiced revenue, unbilled services, accounts receivable, current year profit and loss, and prior year retained earnings.

•	Auto Posting – Lets you view the projects/tasks and accounts set up for Automatic Postings.

•	Timesheets – Lets you establish employee timesheet posting information.

•	Dates – Lets you define the medium and long date styles to use on Advantage checks, reports, and invoices.

•	Taxes - Lets you set up the tax auditing feature.

•	Cross Charge - Lets you set up the cross charge feature for Profit Center Reporting.


Code

Required. Enter the code by which to identify this project template, using up to 12 alphanumeric characters.

This is the code that appears in the lookup.


Task

Required. If you entered Yes at the tasks field, enter the template tasks to use when using this project template to set up new projects.

If this field is not visible, click on the Tasks button in the top right corner of this form.


Name

Optional. Enter a name for this project template, using up to 40 characters of free text.

You should enter a name that identifies when to use this project template for new projects. For example, name the project template Projects in Profit Center BO:AR to indicate to your users that projects in profit center BO:AR should use this template as a starting point.


Use as default when adding new projects

Optional. Select this option to use this template as the default when you are setting up new projects. You can only select one template as the default.


Type

Optional. Enter the project type. Your choices are:

•	Regular - Regular projects are revenue-producing. Costs charged to regular projects include direct labor, direct expense, and reimbursable expense. Detail is retained for the life of the project

•	Overhead - Overhead projects are not revenue-producing. Costs charged to overhead projects include indirect labor and indirect expense. The total cost of these projects is distributed to regular projects during overhead allocation. Typical overhead projects can include: General Overhead, Vacation, Sick Leave, Holiday, Business Development, Accounting, and Civic Duty.

Overhead projects zero out when you initialize for a new fiscal year.

•	Promotional - This is the same as an overhead project, but Advantage does not zero out job-to-date costs at the start of each fiscal year for promotional projects. Use promotional projects when you want to track the cost of trying to acquire a job. If the job is obtained, you can create a new regular project and transfer the detail to it to be billed or tracked.


Tasks

Required. Enter Yes if you want this template to have tasks. Enter No if you do not want this template to have tasks. When you initially add a project, this field defaults to No.

If you do not set up a template to have tasks, you can turn tasks on for a template at a later time by modifying the template and setting this field to Yes.

Tasks are template-specific. You can define tasks for one template and not another.


Principal

Optional. Select the principal who is responsible for this project.

Click on the drop-down arrow in this field to receive a lookup of the employees in your database. You enter and maintain employees through Employee Table Maintenance.

You can sort and select Project reports and Batch Bills based on the project’s principal. You can also change the system label for Principal to be a term your firm is more familiar with, such as Partner. You change this label on the General tab of General System Setup Maintenance.


Project Manager

Optional. Select the project manager who is responsible for this project.

Click on the drop-down arrow in this field to receive a lookup of the employees in your database. You enter and maintain employees through Employee Table Maintenance.

You can sort and select Project reports and Batch Bills based on the project’s manager. You can also change the system label for Project Manager to be a term your firm is more familiar with, such as Team Leader. You change this label on the General tab of General System Setup Maintenance.


Client

Optional. Select the client associated with this project. You can sort Project Lookups, Batch Bills, and Project Reports by the client.

Click on the drop-down arrow in this field to receive a lookup of the clients in your database. Once you select a client, Advantage displays the client name automatically.

You enter and maintain clients through Client Table Maintenance.


Compensation

Optional. Enter the total expected compensation amount for this project. The compensation amount should include labor services and direct expenses.

Revenue method P ((Fee * % Complete) + JTD reimbursable expenses) uses the compensation amount as the fee figure in the calculation. If you are using revenue method P, enter the Compensation amount for labor services plus the consultant fee in this field (so that revenue method P includes both amounts). In this case, you would leave the Consultant Fee field blank. The budget would only include the compensation amount but since it includes the amounts for both, revenue method P would work off this combined total.

The Compensation, Consultant Fee, and Reimbursable Allowance fields make up the total amount of the Fee you are expected to receive on the life of the project. The amount you enter in each of these fields depends on your approach to project management. Read each field description carefully prior to entering amounts.

Notes

•	The system also displays this amount in the Compensation field on the Project Budget Worksheet. If you modify the amount in either Project Table Maintenance or on the Project Budget Worksheet, the system updates both forms with the new amount.

•	Advantage determines the total fee by adding the amount in the Compensation, Consultant Fee, and Reimb Allowance fields. These amounts are displayed on the Office Earnings report.


Consultant Fee

Optional. Enter the consultant fee for this project. The consultant fee amount should include work performed by consultants that is not reimbursable.

If you are using revenue method P, leave this field blank and include the amount you would enter here in the Compensation field. If you want to see the breakdown of the fee in terms of a separate amount, enter the two amounts separately. Then, you will need to create a custom revenue method that adds these two amounts together. In this case, you could not use method P.

You should use caution when including the consultant fee into any percent complete calculation. You may know the labor services percent complete, but that amount may not be equal to the percent complete of the consultants.

The Compensation, Consultant Fee, and Reimbursable Allowance fields make up the total amount of the fee you are expected to receive on the life of the project. The amount you enter in each of these fields depends on your approach to project management. Read each field description carefully prior to entering amounts.

Notes

•	The system also displays this amount in the Consultant Fee field on the Project Budget Worksheet. If you modify the amount in either Project Table Maintenance or on the Project Budget Worksheet, the system updates both forms with the new amount.

•	Advantage determines the total fee by adding the amount in the Compensation, Consultant Fee, and Reimb Allowance fields. These amounts are displayed on the Office Earnings report.


Reimb Allowance

Optional. Enter the reimbursable allowance for this project. The reimbursable allowance amount should include items that will be reimbursed by the client, including reimbursable consultant charges (500.00-519.99).

If you enter a different value at the Reimb Allowance field on the Project Budget Worksheet, that amount updates the value in Project Table Maintenance. Any time you modify one of the reimbursable allowance amounts, Advantage updates both Project Table Maintenance and the Project Budget Worksheet with the new amount.

The Compensation, Consultant Fee, and Reimbursable Allowance fields make up the total amount of the fee you are expected to receive on the life of the project. The amount you enter in each of these fields depends on your approach to project management. Read each field description carefully prior to entering amounts in these fields.

Note

Advantage determines the total fee by adding the amount in the Compensation, Consultant Fee, and Reimb Allowance fields. These amounts are displayed on the Office Earnings report.


Budgeted OH Rate

Optional. Enter the budgeted overhead rate for the specified project. The project’s budgeted overhead rate lets you override the firmwide overhead rate. You only enter a budgeted overhead rate for regular projects.

When you enter a budgeted overhead rate, Advantage uses it to calculate the overhead amount associated with the budget. If you are using the assignment method, Advantage uses the budgeted overhead rate for allocation purposes only. Otherwise, this rate is only used for budgeting.

You can enter a system-wide overhead rate in Overhead Allocation Setup Maintenance. If you enter a system-wide overhead rate, the project’s budgeted overhead rate will override the system rate.

For example, you may want the overhead rate on older projects to be at the lower rate in effect when the older projects were budgeted.

If a project contains tasks, you specify the overhead rate at the task level. In this case, you do not need to enter an overhead rate for the project as a whole in Project Table Maintenance.


Revenue Type

Optional. Select the project’s revenue type, or the method for recognizing revenue as it accrues for the project. The revenue type helps Advantage recognize how revenue accrues for the project. There are several predefined types of revenue available in Advantage:

•	Job-to-Date Billings (default)

•	Job-to-Date Direct Labor * Multiplier + Job-to-Date Reimbursable Expenses @ Cost Rates

•	No Revenue Recognition

•	Percent Completes + Job-to-Date Reimbursable Expenses @ Cost Rates

•	Job-to-Date Receipts

•	Job-to-Date Billings + Work-in Process at Billing Rates

If a project contains tasks, you specify the revenue type at the task level. You can change this revenue type to a code that stands for any of the predefined Advantage revenue types, or you can define your own revenue method in Revenue Method Table Maintenance.

See also Revenue Generation Methods.


Multiplier/Amount

Optional. Enter the multiplier, percentage, or amount by which to increase or decrease revenue. This field is used with specific revenue methods or user-defined revenue methods that contain a multiplier or an amount in the calculation. For example, if you define your revenue method to be Job-to-Date Direct Labor * Multiplier + Job-to-Date Reimbursable Expenses, and you want the multiplier to be 15%, enter 1.15 at this field.

You cannot define a revenue method with both a multiplier and an amount. Also, if you do not run the Revenue Generation program, your revenue method should be B - Job-to-Date Billings.


Unit Table

Optional. Enter the table in which to find the default costing and billing information for the units posted to this project. This table can be overridden in data entry. You define unit tables in Unit Table Maintenance. Typically, you will not need to define units at the project-level.


Status

Optional. Select the appropriate status for the project. The project status determines the validity of certain functions in the system. You can select projects by status on project reports. Actively using these status codes can help ensure the accuracy of your data.

The following statuses are available with Advantage:

•	Active - You can perform any valid function for a project (and task) with an active status.

•	Inactive - You can use the project, but a warning displays during any function where you use the project (and task) number (data entry, billing, or the Project Budget Worksheet). You must explicitly choose to proceed with the function before the system lets you complete the function.

•	Dormant - You are prohibited from performing all functions where you use the project (and task) number, except to enter receipts, invoices, and historical data or to perform bill processing. You are warned when entering receipts, invoices, and historical data, but you may proceed past the warning.

You would typically give a dormant status to a project as a last step before closing out the project (and task). You could also give dormant status to the Overhead Variance Project to prevent postings to the project.

Using these status codes can help you streamline your Project Lookup. While using a Project Lookup, you can select to display only active projects.


Profit Center

Optional. Select the profit center to which to associate this project. This field only appears if Profit Center Reporting is installed.

Click on the drop-down arrow to view the valid profit center codes in your database. You enter and maintain valid profit center codes in Individual Profit Center Setup.


Expected Start

Optional. Enter the anticipated start date for the project. The value you enter in this field automatically appears in the Start field in the Budget Setup section of the Project Budget Worksheet.

If you modify this date in Project Table Maintenance or on the Project Budget Worksheet, the system automatically updates both forms with the new date.

Double-click in this field to display a calendar from which you can select a specific date.


Expected End

Optional. Enter the anticipated end date for the project. The value you enter in this field automatically appears in the End field in the Budget Setup section of the Project Budget Worksheet.

If you modify this date in Project Table Maintenance or on the Project Budget Worksheet, the system automatically updates both forms with the new date.

Double-click in this field to display a calendar from which you can select a specific date.


Overall Pct Comp

Optional. Enter the overall percentage of the project which has been completed to date. The value you enter in this field automatically appears in the Overall Pct Compl field in the Budget Setup section of the Project Budget Worksheet.

If you modify this value in Project Table Maintenance or on the Project Budget Worksheet, the system automatically updates both forms with the new value.

The Project Budget Worksheet automatically calculates an overall percent complete based on a weighted average of your entire project budget. If the Overall Percent Complete field is completed, it overrides the weighted average of all budgets in the Labor and Expense Percent Complete fields for percent complete revenue accrual.

Notes

•	The percent completed on a project is often different than a billing-based percent complete. Billing percent completes are entered in the project’s billing terms.

•	You cannot enter percent completes above 100.00% for a project.


Labor Pct Comp

Optional. Enter the percentage of labor complete to date for the project. The value you enter in this field automatically appears in the Labor Pct Compl field in the Budget Setup section of the Project Budget Worksheet.

If you modify this value in Project Table Maintenance or on the Project Budget Worksheet, the system automatically updates both forms with the new value.

If the Overall Percent Complete field is completed, it overrides this percentage for percent complete revenue accrual.

Note

You cannot enter percent completes above 100.00% for a project.


Expense Pct Comp

Optional. Enter the percentage of expenses complete to date for the project. The value you enter in this field automatically appears in the Expense Pct Compl field in the Budget Setup section of the Project Budget Worksheet.

If you modify this value in Project Table Maintenance or on the Project Budget Worksheet, the system automatically updates both forms with the new value.

If the Overall Percent Complete field is completed, it overrides this percentage for percent complete revenue accrual.

Note

You cannot enter percent completes above 100.00% for a project.


Bill By Default

Optional. This option only appears if the Expensekeeper application is installed.

Select whether or not charges to this project should be billed to the client. You choices are:

•	Yes – Always bill charges for this project to the client, regardless of whether the Bill By Default option for the category is selected (on the Categories tab of Expensekeeper Administration).

•	No – Never bill charges for this project to the client, regardless of whether the Bill By Default option for the category is selected (on the Categories tab of Expensekeeper Administration).

•	Category – Only bill charges to this client if the Bill By Default option for the specific category on the Categories tab of Expensekeeper Administration is selected. This is the default.


Billable Message

Optional. Specify whether or not you want to receive a warning or an error message when entering an account that is incompatible with your selection in the Bill By Default field. For example, if you enter a reimbursable expense account, but are not billing amounts charged to the project (No at the Bill By Default field).

Your choices are:

•	No Message – Do not display a message if the account and project’s bill by default method are not compatible.

•	Warning – Display a warning message if the account and project’s bill by default method are not compatible. However, allow the transaction to be entered and posted.

•	Error – Display an error message if the account and project’s bill by default method are not compatible. Do not let the transaction be entered and posted.


Budgeted Labor Code Validation

Optional. Enter the level of access the system permits for the specified project when entering codes in the Labor Code fields in Timekeeper. Your choices are:

•	None - The system disables the Budgeted Levels fields. When you display the Labor Code Selection lookup form in Timekeeper, the system displays all codes for all labor code levels when entering time for this project.

•	Warning - The system enables the Budgeted Levels field(s). The system displays the Display Budgeted Codes Only option in the Labor Code Selection lookup form in Timekeeper.

Also, the system displays only budgeted labor codes as entry options for this project. To display all labor codes on the lookup as options for entry on your timesheet, disable the Display Budgeted Codes Only option for this project.

•	Error - The system enables the Budgeted Levels fields. The system displays the Display Budgeted Codes Only option in the Labor Code Selection lookup form in Timekeeper and displays only budgeted labor codes in the lookup for this project.

You can enter only budgeted labor codes for those budgeted levels that are selected in Project Table Maintenance. The system will not let you enter a non-budgeted labor code in a Labor Code field in Timekeeper.

Whenever you change an entry in the Budgeted Labor Code Validation field, you must exit Timekeeper to enable the change on the Labor Code Selection lookup form.

See also Entering Labor Codes.


Budgeted Levels

Optional. Select the Budgeted Level option to have the system validate levels based upon the project’s budgeted level setting in Timekeeper.

Both the Budgeted Level and Budgeted Labor Code Validation fields determine user access to labor codes in the Timekeeper Labor Code fields.


Memo

Optional. Enter comments about this project template in the box provided, if desired.


Sort/Select Codes 1-30

Optional. Select the specific sort/select list values that apply to the sort/select code fields set up for your projects.

To associate values with a specific sort/select code:

1.	Click on the desired sort/select field to define.

2.	If a drop-down arrow appears in the field, click on it to retrieve a list of predefined values. Click on the desired value. You can still enter your own custom value if the Limit To List option in Sort/Select Setup Maintenance is not selected.

If a drop-down arrow does not appear, enter a value for the select code according to the format established in Sort/Select Setup Maintenance.

3.	Repeat steps 1-2 for all sort/select codes to define.

See also Defining Fields on Sort/Select Tabs.


ADP Special Task

Optional. Select this option if this is special project for ADP.


Regular Hours Code

Optional. Enter the codes designed by your company and ADP for processing special tasks during regular work hours.


Regular Hours Field ID

Optional. These standard ADP codes represent buckets (storage files) where the system stores regular hours entered for special tasks.


Overtime Hours Code

Optional. Enter the codes designed by your company and ADP for processing special tasks during overtime work hours.


Overtime Hours Field ID

Optional. These standard ADP codes represent buckets (storage files) where the system stores overtime hours entered for special tasks.


Cross Charge Method

Optional. Enter the method to use when cross charging to this project. Your options are:

•	Global - Uses the rate established on the Cross Charge tab of General System Setup Maintenance when determining the amount to cross charge.

•	None - Does not cross charge this project.

•	Project - Uses the rate established in the next field when determining the amount to cross charge.


Rate

Optional. Choose the markup rate to use when transferring revenue back to the employee’s profit center or employee overhead charges to the project’s profit center.

If you select the Calculate from Billing Terms option, Advantage uses the billing terms when transferring the revenue or overhead.

If you select the Multiplier option, you must enter the rate by which to transfer the revenue or overhead. This should be the markup rate used on client invoices.

See also:

Setting up Advantage to Transfer Labor and Revenue back to the Employee's Profit Center

Setting up Advantage to Transfer Overhead to the Project's Profit Center


Text Fields

Text sort/select fields are useful when the values for the fields are not limited to any predefined format (e.g., dates, amounts, and percentages). These fields are free-text fields that can contain any combination of letters, numbers, and/or special characters.


Numeric Fields

Numeric sort/select fields are useful when the values for the fields are limited to a predefined numeric format (e.g., dollar amounts and percentages). The user can only enter numeric combinations in Project or Employee Table Maintenance.


Date Fields

Date sort/select fields are useful when the values for the fields are limited to a predefined date format. These fields must contain dates in Project or Employee Table Maintenance.

Run Process After Specific Date/Time

Enable Process Alert

Print Posting Log


Run Process After Specific Date/Time

Optional. Select this option if you want to resubmit the selected process to run after a specified date/time.

If you select this option, you are required to enter the date after which the specified process should be run. The default for this field is today’s date. In addition, you are also required to enter the time after which the specified process should be run. The default for this field is the current time.

This option is useful if you submit a large job to the process server during regular business hours, but later decide that you want to run the process during off-work hours to free up the printer.

Processes are run by the date and time stamp entered at submit time. If a process is running on the date and time you specify here, the new process will be run immediately after.


Enable Process Alert

Optional. Select this option to enable a process alert for a job. If the user has process alerts enabled, this option is enabled by default.


Print Posting Log

Optional. Select this option to print the Posting Log for a job.

This option is only enabled if the process is a transaction file posting, or other process that involves posting data to the database.


Queue

Required. Select the queue to which the desired process was submitted. Once you select the queue, Advantage displays the server on which the process queue is running and the status of the queue.

To select the process queue:

1.	Click on the drop-down arrow in this field. Advantage displays a list of the process queues set up for your firm.

If only one process queue is setup for your firm, Advantage displays this queue by default. No other options appear in the drop-down list.

2.	Select the process queue to view/modify.


Sort by

This section lets you determine how data is sorted in the "Processes in the queue" window of this form. You have the following options:

•	Run After Date – Sorts processes in the order of the date/time specified at submit time.

•	Submitter – Sorts processes alphabetically by Submitter Name, and then by the Run After Date.

•	Status – Sorts processes alphabetically by Process Status. If you select to print all current and historical jobs, the order would be as follows: Cancelled, Completed, Failed, Hold, Running, Waiting.


Current

This section lets you determine the processes not yet run, that should appear in the "Processes in the queue" window of this form. You have the following options:

•	Waiting – Lists processes that are currently in the process queue with a status of ‘Waiting’.

•	Hold – Lists processes that are currently in the process queue with a status of ‘Hold’.

•	Running – Lists processes that are currently being run by the process server.


History

This section lets you determine the types of historical processes that should appear in the "Processes in the queue" window of this form. You have the following options:

•	Completed – Lists processes that were processed by the process server and were completed successfully.

•	Cancelled – Lists processes that were processed by the process server and were canceled prior to being run.

•	Failed – Lists processes that were not processed by the process server because of a fatal error that caused them to fail.


Timeframe for History

Required, if displaying historical processes. Specify whether to include all processes, or only those processed within a specified number of days.


Processes in the queue

Advantage displays all of the processes in the selected queue. The types of processes that appear in this list depend on the selections you made in the Process sort/select criteria section of this form.

For example, if you select all of the options in the Current section and all of the options in the History section, Advantage lists all jobs previously and currently submitted to this process queue.


Run Resubmitted Process(es) After a New Date/Time
Run Resubmitted Processes After a New Date/Time

Optional. Select this option if you want to resubmit the selected process to run after a specified date/time.

If you select this option, you are required to enter the date after which the specified process should be run. The default for this field is today’s date. In addition, you are also required to enter the time after which the specified process should be run. The default for this field is the current time.

This option is useful if you submit a large job to the process server during regular business hours, but later decide that you want to run the process during off-work hours to free up the printer.

Processes are run by the date and time stamp entered at submit time. If a process is running on the date and time you specify here, the new process will be run immediately after.


Select a Different Printer for the Resubmitted Process(es)
Select a Different Printer for the Resubmitted Processes

Optional. Select this option if you want to resubmit the selected process to a specific networked printer.

This option is useful if:

•	You submitted the original process to the wrong printer at run time.

•	You are submitting the process over a WAN and want to designate the office and printer to which the process is submitted.


Printer

Required, if the Select a specific printer for the resubmitted processes option is selected. Enter the printer to which to resubmit the process. Any printer to which you will be sending processes must be set up on all process servers.

Note that when you set up a printer on the process server, you need the printer’s IP address.


Queue

Required. Select the queue to which to submit the process. Once you select the queue, Advantage displays the server on which the process queue is running and the status of the queue. In addition, all other processes currently in the queue also display for your reference.

The values in this list were defined in Process Queues Setup Maintenance.

When you select a process queue, a list of processes, which are either waiting or on hold in the queue, display in the Processes currently in the queue box.

To select the process queue:

1.	Click on the drop-down arrow in this field. Advantage displays a list of the process queues set up for your firm.

If only one process queue is setup for your firm, Advantage displays this queue by default. No other options appear in the drop-down list.

2.	Select the process queue to view/modify.


Run Process After Specific Date/Time

Optional. This option lets you schedule the process to be run after a specific date and time.

If you select this option, you are required to enter the date after which the specified process should be run. The default for this field is today’s date. In addition, you are also required to enter the time after which the specified process should be run. The default for this field is the current time.

Processes are run by the date and time stamp entered at submit time. If a process is running on the date and time you specify here, the process will be run immediately following the process that is running.

This option is useful for scheduling lengthy processes or processes that should be run after other processes. For example, you may schedule a firm-wide Project Progress Report to run at night, after everyone goes home. Or, you may schedule a draft billing run to run at the end of the week, after all timesheets and expenses have been posted.


Place Process on Hold

Optional. This option lets you place the process on hold at the time of submit. If you select this option, the process must be released in order to run, even when a ‘run after’ date and time has been specified.

This option is useful for providing a visual reminder about a process that needs to be run at a future point in time. It is also useful for processes that need further authorization from the Advantage administrator, or for reasons of resource availability or data security.


Enable Process Alert for this Submit

Optional. Select this option to enable a process alert for the current submit.

This option is useful if you have certain types of processes for which an alert is desired, but not necessarily for all types. For example, you may want a process alert for each report submitted for printing so that you are notified when the report has been sent to the printer. For anything other than reports, you may not want to receive a process alert.

This option is enabled by default if the Enable alerts for completed processes option on the User Settings form is selected. You can disable the alert for the current submit, if desired.

If the Enable alerts for completed processes option on the User Settings form is not selected, you cannot modify this option.


Printer

Required. Enter the printer to which to submit the process. Any printer to which you will be sending processes must be set up on all process servers.

See also Setting Up Printers on the Process Server Workstation(s).


Processes Currently in the Queue

Advantage displays all of the processes in the selected queue. This list is useful if you have multiple process servers in your firm and you want to see how many processes are in each queue prior to submitting your process.


Default Process Queue

Optional. Enter the process queue to use when submitting jobs. If you select a default process queue, each time you click on the Submit button, the Submit form appears with the default process queue selected.

This option is useful if you have process queues set up by department and you always send your processing jobs to the same queue. You can still select another process queue on the Submit form, if desired.


Enable Process Alerts for Completed Processes

Optional. Select this option if you want Advantage to display a message on your screen when your processes have completed running. If you select this option, you will receive an alert message for each process submitted.

You can override this option for each process submitted, by deselecting the Enable process alert for this submit option on the Submit form.

You must be running Advantage in order for the system to display the message. If a process completes when you are not running Advantage, you will receive the alert message, the next time you run Advantage.

This option is enabled for all users by default.


Polling Frequency (milliseconds)

Optional. Enter the number of milliseconds between polling for process alerts. The default for this option is 60000 milliseconds (1 minute).

Increasing the time between polls frees up your machine for other processing, but also increases the time between process completion and user notification.

Decreasing the time between polls requires additional processing on your machine, but also decreases the time between process completion and user notification.


Always Use My Windows Default Printer

Optional. Select this option to send all printed output to the default printer associated with your workstation. If you do not select this option, printed output will be directed to the process server's default printer or a specified printer.


Always Use Process Server's Default Printer

Optional. Select this option to send all printed output to the process server’s default printer. If you do not select this option, printed output will be directed to the default printer associated with your workstation or a specified printer.


Specify Printer by Name

Optional. Select this option if you want to submit your processes to a specific networked printer.

This option is useful if you are submitting the process over a WAN and want to designate the office and printer to which the process is submitted.


Printer

Required, if the Specify default printer by name option is selected. Enter the printer to which to submit processes you submit. Any printer to which you will be sending processes must be set up on all process servers.

Once you specify a printer as the default printer, Advantage always selects this printer for you when you submit a process. You can change the printer to which to submit the process on the Submit form.

Note that when you set up a printer on the process server, you need the printer’s IP address. See also Setting up Printers on the Process Server Workstation.


Tax Code

Required. Enter a code by which to identify this tax, using up to 3 alphanumeric characters. If your state has more than one sales tax (e.g., each county is different), you might use the first two characters to identify the state and the third to identify the county.

You can select these codes and apply them to individual projects on the Misc tab of Billing Terms Table Maintenance.


Description

Required. Enter a description for this tax code, using up to 40 characters of free text.


Rate

Required. Enter the rate at which to apply this tax. You do not enter this number as a percentage; if the rate is 5%, simply enter 5 in this field (not .05).


Credit Account

Required. Enter the general ledger account that will be credited for output transactions associated with the tax code. Output transactions include Invoices, Cash Receipts, and Journal Entries.

If you enter a revenue account, your project revenue appears higher after you post the invoice. If you use a liability account, Advantage does not include the sales tax amount in project billings or revenue figures. When using a liability account, the typical general ledger entry following the invoice posting would be a cash disbursement debiting the Sales Tax Payable account (the account you enter in this field).


Debit Account

Required, if the tax auditing feature is enabled in General System Setup Maintenance. Enter the general ledger account to be debited for input transactions associated with the tax code. Input transactions include A/P Vouchers, A/P Disbursements, Cash Disbursements, and Journal Entries.

This account must be an asset or liability account since taxes are not considered to be a project expense.


Threshold Rate: Low

Optional. Enter the low threshold rate for this tax code.

This field only appears if the tax auditing feature is enabled in General System Setup Maintenance.


Threshold Rate: High

Optional. Enter the high threshold rate for this tax code.

This field only appears if the tax auditing feature is enabled in General System Setup Maintenance.


Apply to labor billing

Optional. Select this option if the tax applies to labor charges.


Apply to consultant billing

Optional. Select this option if the tax applies to consultant charges.


Apply to expense billing

Optional. Select this option if the tax applies to expense charges.


Apply to fee billing

Optional. Select this option if the tax applies to fee charges.


Apply to unit billing

Optional. Select this option if the tax applies to unit charges.


Apply to add-on billings

Optional. Select this option if the tax applies to add-on charges.


Apply to tax billings

Optional. Select this option if the tax applies to tax charges.


Disable Advantage Logins

Select the Disable option if you want to temporarily prevent Advantage users from logging in to the system.

Use this option when you want to perform system maintenance tasks, which require users to be logged out of the system (for example, performing a database backup or restore).

 Notes

If you click on the Disable All button, Advantage disallows all users future access to the Advantage application and selects the Disable Timekeeper Logins and Disable Expensekeeper Logins options.

If you click on the Enable All button, Advantage allows all users access again to the Advantage application and deselects the Disable Timekeeper Logins and Disable Expensekeeper Logins options.


Disable Timekeeper Logins

Select the Disable Timekeeper Logins option if you want to temporarily prevent all Timekeeper users from logging in to the system.

Use this option when you want to perform system maintenance tasks, which require users to be logged out of the system (for example, performing a database backup or restore).

 Notes

If you click on the Disable All button, Advantage disallows all users future access to the Advantage application and selects the Disable Timekeeper Logins and Disable Expensekeeper Logins options.

If you click on the Enable All button, Advantage allows all users access again to the Advantage application and deselects the Disable Timekeeper Logins and Disable Expensekeeper Logins options.


Disable Expensekeeper Logins

Select the Disable Expensekeeper Logins option if you want to temporarily prevent all Expensekeeper users from logging in to the system.

Use this option when you want to perform system maintenance tasks, which require users to be logged out of the system (for example, performing a database backup or restore).

 Notes

If you click on the Disable All button, Advantage disallows all users future access to the Advantage application and selects the Disable Timekeeper Logins and Disable Expensekeeper Logins options.

If you click on the Enable All button, Advantage restores users' access to the Advantage application and deselects the Disable Timekeeper Logins and Disable Expensekeeper Logins options.


Username

Enter each individual Advantage user in this column. Your Advantage user names can consist of 20 alphanumeric characters.


Password

Enter the password for each Advantage user in this column. Your Advantage user passwords can consist of 16 alphanumeric characters.


Workgroup

Select the security workgroup to which this Advantage user should be assigned. When you assign a user to a security workgroup, that user is assigned all of the security settings established for that workgroup.

Click on the drop-down arrow in this field to obtain a list of the security workgroups you established.


Support Username

Enter a username to allow this Advantage user to access the Deltek eSupport Web site. You can enter up to 12 alphanumeric characters in this field.

Authorized Advantage users can access Deltek eSupport Web site directly (if their workstation is connected to the Internet) by clicking Help from the Advantage main menu, and then clicking any of the following options from the drop-down Help menu:

Support Site

Search Knowledge Base

Launch Chat with Advantage Support

Launch Support Web Meeting

The Deltek eSupport Web site is password-protected and you must have a current Deltek Ongoing Support Plan (OSP) agreement to access this site. Contact your Account Manager for more information about the Deltek OSP and the Deltek eSupport Web site.


Support Password

Enter a password to allow this Advantage user to access the Deltek eSupport Web site. You can enter up to 12 alphanumeric characters in this field.

Authorized Advantage users can access the Deltek eSupport Web site directly (if their workstation is connected to the Internet) by clicking Help from the Advantage main menu, and then clicking any of the following options from the drop-down Help menu:

Support Site

Search Knowledge Base

Launch Chat with Advantage Support

Launch Support Web Meeting

The Deltek eSupport Web site is password-protected and you must have a current Deltek Ongoing Support Plan (OSP) agreement to access this site. Contact your Account Manager for more information about the Deltek OSP and the Deltek eSupport Web site.


Threshold Rates (Low)

Your optional entry in this field prompts the system to check tax amounts entered manually on data entry screens that fall below the specified effective rate, which is calculated using the formula Tax / net * 100.


Threshold Rates (High)

Your optional entry in this field prompts the system to check tax amounts entered manually on data entry screens that exceed the specified effective rate, which is calculated using the formula Tax / net * 100.


Pausing the Server

To temporarily stop the server without completely shutting it down, click on the Pause button. You may do this so that you can load the correct forms in the printer.


Restarting the Server

To restart a currently paused server, click on the Continue button. This button only appears enabled when the server is paused.


Shutting Down the Server

To completely shutdown the process server and Advantage on this workstation, click on the Shutdown server button. Advantage displays a message asking you to confirm the shut down.


Starting the Queue when Advantage is Launched on this Workstation

Select this option if you want to automatically start the process server on this workstation when Advantage is launched.

If you select this option, you are not required to log in to Advantage. Instead, the system automatically starts up the process server.


Print Routing

Required. Specify the default location where your processes should be printed. Your options are:

•	Always Use My Windows Default Printer (Default) - Select this option to send all printed output to the default printer associated with your workstation. If you do not select this option, printed output must be directed to the process server’s default printer or a specified printer.

•	Always Use Process Server’s Default Printer - Select this option to send all printed output to the process server’s default printer. If you do not select this option, printed output will be directed to the default printer associated with your workstation or a specified printer.

•	Specify Printer by Name - Select this option if you want to submit your processes to a specific network printer. This option is useful if you are submitting the process over a WAN and want to designate the office and printer to which the process is submitted.

Enter the printer to which to submit processes in the Printer field. Any printer to which you will be sending processes must be set up on all process servers. Note that when you set up a printer on a process server, you need the printer’s IP address.

After you specify a printer as the default printer (in the Printer field), Advantage always selects this printer for you when you submit a process. You can change the printer to which to submit an individual process on the Submit form.


Credit Account (Invoices, Receipts)

Your entry in this field identifies the general ledger account to be posted for taxes levied on output transactions associated with the tax code specified in the Code field. To accommodate tax codes required for billing charges treated as project revenue, this entry may be for a revenue account. Ordinarily, this entry would be for an asset or liability account and can apply to Invoices, Cash Receipts, and Journal Entries flagged for output taxes.

Click the button to the right of this field for an Account List Lookup.


Debit Account (A/P, Payments)

Your entry in this field identifies the general ledger account to be posted for taxes charged on input transactions associated with the tax code specified in the Code field. This entry must be for an asset or liability account (because taxes are not categorized as project expenses) and can apply to A/P Vouchers, A/P Disbursements, Cash Disbursements, Journal Entries flagged for input taxes, discounts on taxes in A/P Payment Processing, and A/P payments.

Click on the button to the right of this field for an Account List Lookup.


Server

The name of the server on which this Advantage database resides displays in this field. You cannot modify this information.


Database

The name given to this Advantage database through SQL Server displays in this field. You cannot modify this information.


Login ID

Required. Enter the Login ID assigned to this database through SQL Server. See your System Administrator if you do not know this ID.


Password

Required. Enter the password assigned to this database through SQL Server. See your System Administrator if you do not know this password.


Backup Device

Required. Enter the name of the backup device created on your SQL Server in which to back up your database. The backup device must be created prior to backing up a database.

See your SQL Server Guide for instructions on creating a backup device.

Note

You cannot name your backup device "Backup". The system will not process a backup for devices with this name.


INIT Backup File

Required. Select this option to initialize the backup device prior to backing up your database. When you initialize the backup file, the system removes all prior backups from the backup device.


From Workgroup

Required. Enter the name of the workgroup from which to copy security settings. Double-click in this field to retrieve a lookup of all available security workgroups.


Editing an Employee's Withholding History

Employee withholding amounts are tracked automatically by Advantage. However, if you are installing Advantage with a new database (that is, not converting from another Deltek product), you will need to manually enter prior withheld amounts and wages for each employee. The Employee Payroll Withholding History form lets you enter these amounts.

To edit an employee’s withholding history:

1.	Select Utilities, History Loading, Employee Payroll History from the Advantage main menu. Advantage displays the Employee List.

2.	Select the employee for whom to enter payroll history and click on the OK button. Advantage displays the Employee Payroll History form listing the selected employee’s existing payroll history (if any).

3.	Click on the Edit button in the Withholdings section of the Employee Payroll History form. Advantage displays the Employee Payroll Withholding History form.

4.	Complete the fields on the Employee Payroll Withholding History form, referring to the context-sensitive help on the form.

5.	Click on the OK button to exit Employee Payroll Withholding History and return to the main Employee Payroll History form.


Code

Required. Specify the accrual code, using up to 10 alphanumeric characters. The system comes with two standard accrual codes set up: Vacation and Sick Leave.


Description

Required. Enter a name for the accrual code using up to 40 characters.


Maximum

Optional. Enter the maximum number of benefit hours that any individual employee can have at any one given time. For example, if you enter 200 in this field for the Vacation accrual code, an employee can never carry a balance of more than 200 hours of vacation time.

Once an employee reaches this maximum, Advantage no longer accrues hours for this benefit plan for this employee.


Accrue annual amount at time of initialization

Optional. Select this option if you want to pre-accrue the annual benefit hours when you open a new benefit accrual year. Advantage locates the hours per year for each employee receiving this benefit in Employee Payroll Accrual Table Maintenance and applies the full amount at the beginning of the benefit year.

Benefit years are system-wide and cannot be defined on an employee-by-employee basis.


Print on paycheck

Optional. Select this option if you want to print the accrual information on the paycheck stub. If you do not select this option, Advantage does not print this information on the paycheck stub (this is the default).


Show on timesheet

Optional. Select this option if you want to show the accrual information on the employee timesheet. If you do not select this option, Advantage does not show this information on the timesheet (this is the default).


Limit hours carried over to a new accrual year

Optional. Select this option if you want to limit the number of benefit hours that can be carried over into a new accrual year. For example, if your firm only allows employees to carry over 80 hours of sick time and at the end of the accrual year the employee has 90 hours, the system deducts 10 hours and begins the employee at 80 hours for the year.

Benefit years are system-wide and cannot be defined on an employee-by-employee basis.


Carryover limit

Required, if you selected the Limit hours carried over to a new accrual year option. Enter the maximum number of hours for this accrual that can be carried over into a new accrual year.


Code

Advantage displays the benefit accrual code for reference purposes only.


Starting Balance

Enter the employee’s starting balance for this benefit accrual code.


YTD Earned

Enter the amount of hours earned by the employee this year.


YTD Taken

Enter the amount of hours taken by the employee this year.


Notes about Opening a New Benefit Accrual Year

•	This initialization procedure affects benefit accrual data only; it does not affect any other Advantage data.

•	You can have only one active benefit accrual year. You cannot have different active benefit years for different employees.


Purge Period Utility

Advantage is a transaction-driven application. Detail for all transactions posted to the system is stored in your database. As a result, your Advantage database can increase in size rapidly.

The Purge Period utility lets you decrease the size of your database by consolidating data for periods in which you no longer need transaction-level detail.

To consolidate project data with the Purge Period utility, you must assign the purged status to all projects whose data you want to consolidate. You can assign the purged status to projects only from within the Purge Period utility.

Purge Period Utility vs. Project Closeout Utility

Do not confuse the Purge Period utility with the Project Closeout utility. The Project Closeout utility allows you to combine all the data from completed projects into a single receiving project. When you run the Project Closeout utility, the specified projects are deleted from your database, but their combined data remains at the same level of detail within the receiving project.

When you run the Purge Period utility, transaction-level detail for purged projects is deleted from your database and new records are written. The new records contain summary information of the transaction-level detail that is deleted during the purge process.

 Warning!

Transaction-level detail cannot be reconstructed from the summary records created during the purge process. The only way to retrieve transaction-level detail for purged periods is to restore your database from a backup copy made prior to running the Purge Period utility.

What do you want to do?

Learn how the Purge Period utility consolidates data.

Access the Purge Period utility.

Assign the purged status to projects.

Remove projects from the Projects to Purge list.

Prepare to run the Purge Period utility.

Run the Purge Period utility.


Consolidating Data with the Purge Period Utility

Internally, running the Purge Period utility consists of several distinct steps, each of which is designed to purge a particular type of data. The purge process consolidates data in the following manner:

•	For purged projects, the purge process rolls up labor data by Project, Task, Profit Center, Period, Labor Code, and Employee. Billable labor (billing status of B or H) is not consolidated. Purged labor has a transaction type of PG.

•	For purged projects, the purge process rolls up paid invoice data by Project, Task, Profit Center, Period, Account, and Transaction Type. Purged invoices appear on the A/R ledger under a "purged" invoice number.

•	The purge process removes all paid vouchers for each vendor type from the A/P ledger if the Retain paid vouchers indefinitely option is not selected on the Vendor Types form in Setup Table Maintenance. The actual consolidation of paid voucher data is completed during the consolidation of expense data.

•	For purged projects, the purge process rolls up expense data by Project, Task, Profit Center, Period, and Account. Billable expenses (billing status of B or H) are not consolidated. Purged expenses have a transaction type of PG.

•	The purge process rolls up general ledger data by Period, Account, and Profit Center. Purged general ledger data has a transaction type of PG.

 Related Topics


Assigning the Purged Status to Projects

To assign the purged status to the projects you want to purge:

1.	Access the Purge Period utility.

2.	Click on the Projects to Purge button on the Period Selection form. Advantage displays the Projects to Purge list.

3.	Click on the Add button. Advantage displays the Project Lookup form.

4.	Select the project to which you want to assign the purged status.

5.	Click OK. Advantage displays the following message:

Are you sure you want to assign a ‘Purged’ status

to project <number>?

6.	Click on the Yes button to assign the purged status to the selected project. Advantage adds the project to the Projects to Purge list.

7.	Repeat steps 3-6 for each project to which you want to assign the purged status. Advantage will not allow you to assign the purged status to multiple projects simultaneously.

8.	If necessary, remove projects you don’t want to purge from the Projects to Purge list.

9.	Click on the Close button to return to the Period Selection form.

 Related Topics


Removing Projects from the Projects to Purge List

To remove a project from the Projects to Purge list:

1.	Access the Purge Period utility.

2.	Click on the Projects to Purge button on the Period Selection form. Advantage displays the Projects to Purge list.

3.	Select the project you want to remove from the Projects to Purge list.

4.	Click on the Remove button. Advantage displays the following message:

This will change the status of project <number> from Purged to

Dormant.

Are you sure you want to continue?

5.	Click on the Yes button to remove the project from the Projects to Purge list.

6.	Repeat steps 3-5 for each project you want to remove from the Projects to Purge list. Advantage will not allow you to remove multiple projects simultaneously.

7.	Click on the Close button to return to the Period Selection form.

 Related Topics


Running the Purge Period Utility

To run the Purge Period utility:

1.	Access the Purge Period utility.

2.	Assign the purged status to the projects you want to purge.

3.	Prepare to run the Purge Period utility. This involves making a backup of your database, printing Posting Log Reviews, running Overhead Allocation, and checking vendor types.

4.	Scroll through the Period Selection form and select the period through which you want to purge transaction-level detail.

5.	Click on the Purge Period button. Advantage displays the following message:

Purging is an EXTREMELY big deal.

Once you do it, transaction detail is consolidated and cannot be

restored.

You are about to purge data for all periods prior to and including

<MM/YYYY>.

Are you sure you want to proceed?

6.	Click on the Yes button to proceed. Advantage displays the following warning:

WARNING: This process makes permanent changes to the

database.

Deltek strongly recommends that you make a backup

of your database before you proceed.

Are you sure you want to continue?

7.	Click on the Yes button to continue. Advantage purges data for the projects and periods specified.

8.	Click on the Close button to return to the Advantage main menu.

 Notes

 Related Topics


Preparing to Run the Purge Period Utility

Prior to running the Purge Period utility:

1.	Make a backup copy of your Advantage database.

 Warning!

The purge process is irreversible. You may want to keep your backup indefinitely, in case you need to reprint detailed reports for the periods or projects purged.

2.	Print a Posting Log Review for each period you want to purge. Because the data in Posting Logs for purged periods will no longer be accurate, any Posting Logs that you may need in the future should be printed also.

•	You can print Posting Log Reviews and Posting Logs by accessing the Reporting application.

•	You can print Posting Log Reviews (but not Posting Logs) from within the Purge Period utility.

3.	Run Overhead Allocation for each period you want to purge, as needed. If this step is not performed, the Purge Period utility automatically runs overhead allocation for each period, as needed.

•	You can run Overhead Allocation by accessing the Overhead Allocation application.

•	You can run Overhead Allocation from within the Purge Period utility.

4.	Check vendor types to determine if paid vouchers should be purged.

•	Select Utilities, Setup Table Maintenance, Accounts Payable, Vendor Types from the Advantage main menu. Advantage displays the Vendor Types form.

•	To retain voucher detail for a particular vendor type, make sure the Retain paid vouchers indefinitely option is selected for that vendor type. If this option is not selected, all paid vouchers for that vendor type will be purged and will not be available in Accounts Payable Reporting.

5.	Ensure that all other users are logged out of Advantage.

You are now ready to run the Purge Period utility.

 Related Topics


Accessing the Purge Period Utility

To access the Purge Period utility:

1.	Contact your Advantage Support Representative for the password required to access the Purge Period utility.

2.	Select Utilities, Advanced Utilities, Purge Period from the Advantage main menu. Advantage displays the Purge Period Password form.

3.	Enter the password provided to you by your Advantage Support Representative and click OK. Advantage displays the following warning:

WARNING: This utility will permanently remove data from

the database.

Are you sure you want to continue?

4.	Click on the Yes button. Advantage opens the Purge Period utility and displays the Period Selection form.

 Related Topics


Tolerance Report

When you use profit center reporting and maintain separate Balance Sheets, debits and credits may post to separate profit centers, causing a tolerance. You can run the Tolerance Report to find these discrepancies.

To avoid tolerances, you can:

Enter your vouchers in batches according to the profit center of the debit.

Alternatively, if you cannot enter your vouchers in batches according to the profit center of the debit, you should enter the vouchers using a liability code that does not define a profit center. In this situation, the debit and credit amounts get posted to the profit center associated with the project of the debit.

To run the Tolerance report:

1.	Select Utilities, Advanced Utilities, Tolerance Report from the Advantage main menu.

2.	Enter your Password. Vision displays the Tolerance report.


Posting Log Reviews

The Period Selection form within the Purge Period utility allows you to preview or print Posting Log Reviews (but not Posting Logs) without accessing the Reporting application.

To preview or print Posting Log Reviews from the Period Selection form:

1.	Access the Purge Period utility.

2.	Select the appropriate period on the Period Selection form.

3.	Press the Print Preview button in the Posting Log Review section of the form to preview the Posting Log Review for the selected period.

4.	Press the Print button in the Posting Log Review section of the form to print the Posting Log Review for the selected period.

You must print a separate Posting Log Review for each period you want to purge.


Overhead Allocation

The Period Selection form within the Purge Period utility allows you to run Overhead Allocation without accessing the Overhead Allocation application.

To run Overhead Allocation from the Period Selection form:

1.	Access the Purge Period utility.

2.	After selecting the projects and periods you want to purge, select the earliest period for which you need to run Overhead Allocation.

3.	Press the OH Allocation button on the Period Selection form.  Advantage displays the following message:

Running Overhead Allocation causes permanent

changes. Are you sure you want to continue?

4.	Click Yes to run Overhead Allocation.

You must run Overhead Allocation separately for each period you want to purge.


Current Benefit Year

The current benefit accrual year displays for informational purposes only. You cannot edit this field.

This field is automatically updated when you open a new benefit accrual year.


Current Benefit Accrual Year

The current benefit accrual year displays for informational purposes only. You cannot edit this field.

This field is automatically updated when you open a new benefit accrual year.


Accrue Benefit Hours When Payroll is Processed
 #Accrue Benefit Hours When Payroll is Processed

This option is available only if you have installed the Payroll module.

If you select it, Advantage will automatically perform benefit accruals whenever you process a regular payroll. Advantage will calculate the number of benefit accrual hours each pay period by dividing the annual benefit accrual hours by the number of pay periods in the year.

If you do not select this option, or if the option is disabled because you do not have the Payroll module installed, you must select a benefit accrual frequency from the field below. This field is used when you process accruals manually.


Benefit Accrual Frequency

Select one of the following options from the drop-down list to indicate how often you plan to accrue benefit hours:

Monthly—Once a month.

Semi-monthly—Twice a month.

Biweekly—Every two weeks.

Weekly—Once a week.

Advantage uses your entry to prorate annual benefit accrual hours. For example, if you choose Monthly, Advantage divides annual benefit accrual hours by 12 to determine the number of hours accrued each processing run.

If you have installed the Payroll module, you can choose to accrue benefit hours automatically when you process payroll. To do so, select the Accrue benefit hours when payroll is processed option, and leave the Benefit Accrual Frequency field blank. Advantage will calculate the number of benefit accrual hours each pay period by dividing the annual benefit accrual hours by the number of pay periods in the year.


Edit button

Click on the Edit button to display the Employee Benefit Accrual History form, where you can enter or modify historical benefit accrual information.


Employee

Either:

•	Enter the employee number of the employee for whom you are entering benefit accrual history, or

•	Double-click in the Employee field to display a list of employees, then choose one.

The employee’s first and last names appear automatically and cannot be changed.


Enable secondary overtime feature

Select this option if you plan to use the secondary overtime feature, which lets you track two kinds of overtime:

•	Standard overtime, usually costed and paid at 150% of the employee’s job cost rate or pay rate.

•	Secondary overtime, used for overtime that is costed and paid at a higher or lower rate than the standard (often 200% of the employee’s job cost rate or pay rate).

This feature is implemented primarily to satisfy the needs of California users, who must sometimes use two different overtime rates to pay hourly employees.

When you select this option, Advantage:

•	Adds secondary overtime fields to Timesheet and Labor Adjustment Data Entry and to Timekeeper entry forms.

•	Adds secondary overtime percentage fields to Employee Table Maintenance for job costing and payroll purposes.

•	Adds a secondary overtime multiplier field to the Labor tab of Billing Terms Table Maintenance.

•	Adds secondary overtime columns to some reports.

•	Merges secondary overtime hours and amounts with standard overtime hours and amounts on other reports.

•	Allows you to establish provisional rates for secondary overtime, for use in Interactive Project Reporting.

•	Makes it possible to pay employees and bill clients for secondary overtime.


Process Alerts

Enable alerts for completed processes

Optional. Select the Enable alerts for completed processes option if you want Advantage to display a message on your screen when your processes have completed running. If you select this option, you will receive an alert message each time a submitted process is completed. You must be running Advantage in order for the system to display the message. If a process completes when you are not running Advantage, you will receive the alert message the next time you run Advantage.

This option is enabled for all users by default. You can override this option for individual processes, by deselecting the Enable process alert for this submit option on the Submit form.

Polling frequency

Optional. The Polling frequency (milliseconds) field determines the number of milliseconds that the process server will wait between checking for processes in the queue and performing automated queue tasks.

The default polling frequency is 60000 milliseconds (1 minute). The value you enter here must be greater than zero.


Code

The benefit accrual code for the plan that you are editing.


Overview of the Batch Conversion Utility

The new Batch Conversion Utility, included with Advantage 6.1, lets you replace multiple pieces of existing data with new, updated information. The following batch conversions are available:

•	Task

•	Vendor

•	Employee

•	Client

You can use either the Enterprise Manager (SQL 7 or SQL 2000) or your MSDE Console to run the Batch Conversion utility.

What do you want to do?

Run the Task Batch Conversion Utility.

Run the Vendor Batch Conversion Utility.

Run the Employee Batch Conversion Utility.

Run the Client Batch Conversion Utility.


Task On Batch Conversion Utility

The Task On Batch Conversion Utility lets you replace multiple existing Task data with new (updated) Task data. This utility will create only one Task and all detail information will be moved to that Task. Other Tasks can be added after Tasks are turned On for the Project.

To convert Task data:

1.	From the Start menu, select Programs, Microsoft SQL Server, Enterprise Manager. Next, select SQL Query Analyzer from the Tools menu bar. The Query Analyzer appears.

2.	Run the following queries, found on the Advantage CD on the Utilities directory, in the order listed (you may open the *sql files using Notepad and then copy the queries into either Enterprise Manager or the MSDE Console):

•	t_TaskCvt.sql (creates table TaskCvt)

•	t_TaskCvtColumnList60.sql or t_TaskCvtColumnList61.sql (creates table TaskCvtComlumList the version 6.0 or 6.1 database)

•	s_TaskOn.sql (creates stored procedure)

3.	Enter your data into the TaskCvt table using the following query:

INSERT INTO TASKCVT VALUES (‘project number’,’task number’, ’task name’)

After typing the query, push the green arrow on the tool bar in Enterprise Manager, or push the GO button in the MSDE Console.

You can also use a Select Statement to populate the table, or import the data from an Excel spreadsheet.

4.	Turn on your tasks by running the stored procedure referred to in Step 1. To run this procedure, first type the following query into Query Analyzer – TASKON -- and then press the green arrow button located on the tool bar, or push the GO button in the MSDE Console.

 Notes


Vendor Batch Conversion Utility

The Vendor Batch Conversion Utility lets you replace multiple existing Vendor numbers with new (updated) Vendor numbers.

To convert Vendor numbers:

1.	From the Start menu, select Programs, Microsoft SQL Server, Enterprise Manager. Next, select SQL Query Analyzer from the Tools menu bar. The Query Analyzer appears.

2.	Run the following queries, found on the Advantage CD on the Utilities directory, in the order listed (you may open the *sql files using Notepad and then copy the queries into either Enterprise Manager or the MSDE Console):

•	t_VECvt.sql (creates table VECvt)

•	t_VECvtColumnList60.sql or t_VECvtColumnList61.sql (creates table VECvtComlumList for the version 6.0 or 6.1 database)

•	s_VendorCvt.sql (creates stored procedure)

3.	Enter your data into the VECvt table using the following query:

INSERT INTO VECVT VALUES (‘11111’,’22222’)

In place of the first value (11111), insert the existing Vendor number (OldVendor). In place of the second value (22222), insert the new Vendor number (NewVendor).

You can also use a Select Statement to populate the table, or import the data from an Excel   spreadsheet.

4.	Before proceeding, carefully proofread the values that you have inserted into the VECvt table, as Vendor numbers containing symbols other than alpha numeric – such as #,@ -- may corrupt your database.

5.	Convert your Vendor numbers by running the stored procedure referred to in Step 1. To run this procedure, first type the following query into Query Analyzer – VENDORCVT -- and then press the green arrow button located on the tool bar.

 Notes


Employee Batch Conversion Utility

The Employee Batch Conversion Utility lets you replace multiple existing Employee numbers with new (updated) Employee numbers.

To convert Employee numbers:

1.	From the start menu, select Programs, Microsoft SQL Server, Enterprise Manager. Next, select SQL Query Analyzer from the Tools menu bar. The Query Analyzer appears.

2.	Run the following queries, found on the Advantage CD on the Utilities directory, in the order listed (you may open the *sql files using Notepad and then copy the queries into either Enterprise Manager or the MSDE Console):

•	t_EmCvt.sql (creates table EmCvt)

•	t_EmpCvtColumnList60.sql or t_EmpCvtColumnList61.sql (creates table EmpCvtComlumList for the version 6.0 or 6.1 database)

•	s_EmployeeCvt.sql (creates stored procedure)

3.	Enter your data into the EmCvt table using the following query:

INSERT INTO EMCVT VALUES (‘11111’,’22222’)

In place of the first value (11111), insert the existing Employee number (OldEmployee). In place of the second value (22222), insert the new Employee number (NewEmployee).

You can also use a Select Statement to populate the table, or import the data from an Excel                         spreadsheet.

4.	Before proceeding, carefully proofread the values that you have inserted into the EmCvt table, as Employee numbers containing symbols other than alpha numeric – such as #,@ -- may corrupt your database.

5.	Convert your Employee numbers by running the stored procedure referred to in Step 1. To run this procedure, first type the following query into Query Analyzer – EMPLOYEECVT -- and then press the green arrow button located on the tool bar.

 Notes


Client Batch Conversion Utility

The Client Batch Conversion Utility lets you replace multiple existing Client numbers with new (updated) Client numbers.

To convert Client numbers:

1.	From the start menu, select Programs, Microsoft SQL Server, Enterprise Manager. Next, select SQL Query Analyzer from the Tools menu bar. The Query Analyzer appears.

2.	Run the following queries, found on the Advantage CD on the Utilities directory, in the order listed (you may open the *sql files using Notepad and then copy the queries into either Enterprise Manager or the MSDE Console):

•	t_CLCvt.sql (creates table CLCvt)

•	t_CLCvtColumnList60.sql or t_CLCvtColumnList61.sql (creates table CLCvtComlumList for the version 6.0 or 6.1 database)

•	s_ClientCvt.sql (creates stored procedure)

3.	Enter your data into the CLCvt table using the following query:

INSERT INTO CLCVT VALUES (‘11111’,’22222’)

In place of the first value (11111), insert the existing Client number (OldClient). In place of the second value (22222), insert the new Client number (NewClient).

You can also use a Select Statement to populate the table, or import the data from an Excel                    spreadsheet.

4.	Before proceeding, carefully proofread the values that you have inserted into the CLCvt table, as Client numbers containing symbols other than alpha numeric – such as #,@ -- may corrupt your database.

5.	Convert your Client numbers by running the stored procedure referred to in Step 1. To run this procedure, first type the following query into Query Analyzer – CLIENTCVT -- and then press the green arrow button located on the tool bar.

 Notes


Receiving project

Enter the project number to which to closeout the desired project(s).


Closing projects

Select the appropriate project(s) to close: Active projects, Inactive projects, Dormant projects, or Purged projects. Once you select one or more of these, the projects appear in the Closing projects list. Note that inorder to closeout a project, the receiving project must have the same task structure and the same number of tasks as the project you are closing.


Print Office Earnings Report option
Print Office Earnings Report before closing out selected projects

Select this option if you want to print out an Office Earnings report before Advantage closes out the selected projects.


Refresh EX Paid Period

The EX Paid Period utility updates the EX table by recalculating the most recent period when

each employee expense voucher was paid in full. When running Employee Expenses /

Payment Process, this information is compared to the current period to determine

which vouchers are still outstanding.

In the course of normal use, updating the EX Paid Period is automatically handled

by the Employee Expenses / Payment Process, but if the data gets out of synch, this

utility will fix it.

To update the EX table:

1.	Click Utilities, Advanced Utilities, Refresh Routines, Refresh EX Paid Period from the Advantate main menu. Advantage updates the EX vouchers.


Refresh AR Paid Period

The AR Paid Period utility updates the AR table by recalculating the most recent period when

each invoice was paid in full. On the AR Aged report, this information is compared

to the current period to determine which invoices to show.

In the course of normal use, updating the AR Paid Period is automatically handled

by the AR posting processes, but if the data gets out of synch, this utility will

fix it.

To update the AR table:

1.	Click Utilities, Advanced Utilities, Refresh Routines, Refresh AR Paid Period from the Advantage main menu. Advantage updates the AR invoices.


Refresh AP Paid Period

AP Paid Update updates the VO table by recalculating the most recent period when

each voucher was paid in full. In places like the Voucher Schedule and automatic

AP Payment Processing, this information is compared to the current period to determine

which vouchers are still outstanding.

In the course of normal use, updating the AP Paid Period is automatically handled

by the AP posting processes, but if the data gets out of synch, this utility will

fix it.

To update the VO table:

1.	Click Utilities, Advanced Utilities, Refresh Routines, Refresh AP Paid Period from the Advantage main menu. Advantage updates the AP vouchers.