General Tab of Accounting System Settings

Use the General tab to enable or disable features for timesheets, posting, reporting, and invoicing; to set the project fee entry method; enable detailed subledgers (for Intercompany Billing); and to specify a default account group table.

Contents

Enable for Timesheets

Field Description
Secondary Overtime Select this check box if you plan to use the secondary overtime feature, which enables you to track two kinds of overtime:
  • Standard overtime — This is usually overtime that is costed and paid at 150% of an employee’s job cost rate or pay rate.
  • Secondary overtime — Use this for overtime that is costed and paid at a higher or lower rate than the standard overtime rate. (This is 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 check box, Deltek does the following:

  • Adds secondary overtime fields to Timesheet and Labor Adjustment Transaction Entry.
  • Adds secondary overtime percentage fields to Employees hub forms for job costing and payroll purposes.
  • Adds a secondary overtime multiplier field, to the Labor tab of Billing Terms.
  • 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 Project Reporting.
  • Makes it possible to pay employees and bill clients for secondary overtime.
Cost Rate Tables Select this check box if you want cost rate tables to override cost rate and pay rate or one or the other in the Employees hub for project reporting and payroll processing.
Pay Rate Tables Select this check box to allow the employee pay rate established in pay rate tables to override the pay rate established on the Payroll tab of the Employees hub.
Overtime Percent in Cost/Pay Rate Tables Select this check box if you want the percentage for overtime hours in cost rate and pay rate tables to override the percentage for overtime hours in the Employees hub. When you select this check box, Overtime Percent and Overtime-2 Percent fields display in cost rate tables.

Posting

Field Description
Update Project Team when Posting Labor Select this check box to have the Team tab of Projects hub and Employees hub automatically updated when employees post time to a regular or promotional project.
Update Project Vendor Association when Posting Vouchers Select this check box to have the Team tab of Projects hub and Employees hub automatically updated when employees post time to a regular or promotional project.
Enable Option to Update BTD for Journal Entries to Revenue BTD means billed-to-date. Select this check box to have Deltek include the amount of all journal entries when it calculates job-to-date billings for the referenced project. It is important to select this check box if you use a billing-based revenue method for projects and plan to make journal entries to a revenue account.
Enable Cash-Basis Postings for Labor Transactions Select this check box if you want Deltek to post cash-basis entries when you post timesheets or labor adjustments.

This check box is enabled when the Accounting application is enabled and you select the Cash-Basis Reporting check box on the Reporting tab in Advanced Accounting System Settings.

Field Description
Project Fee Entering Method The options in this section determine the levels of the work breakdown structure (WBS) at which you can enter project fees and compensation.
  • At all levels of the work breakdown structure — You can specify fee and compensation amounts at any level of the WBS.
  • At lowest level only (system will automatically update higher levels) — You can enter fee and compensation amounts only at the lowest level of the WBS; Deltek calculates and updates all amounts at higher levels of the WBS.

If you switch this setting from the first option to the second option, Deltek refreshes all the Project fee columns (Compensation, Direct Labor, Direct Expense, Direct Consultant, Reimbursable Expense, Reimbursable Consultant, and Reimbursable Allowance) for all your projects and project templates.

Invoice

Field Description
Enable Retainage Select this check box to enable Deltek's retainage feature. The retainage feature allows you to put a portion of the invoice "on hold." Retainage is a percentage of billings contractually withheld on the invoice, which is billed to the client upon the project’s completion. The Billing application withholds the percentage specified in Billing Terms on the total billings or any combination of the six possible components of an invoice: labor, consultants, expenses, fees, units, or add-ons.

After the retainage on the invoice is calculated, Deltek posts and tracks it through Billing, Accounts Receivable, Project Control, and the General Ledger.

Enable Retainers Select this check box to enable Deltek's retainer feature. The retainer feature streamlines the capture of your client’s retainer in your accounting, billing and reporting systems. You track and apply the retainer to invoices based on your organization’s accounts receivable categories.

After the project has other accounts receivable activity, you can track the amounts applied, and the retainer balance, on the Accounts Receivable Ledger report. The retainer is also included in Current Receipts on the Office Earnings report.

Display Invoice Leading Zeros Clear this check box if you do not want leading zeros in a billing invoice number to display in certain dialog boxes and reports. With fewer digits displayed, invoice numbers may be easier to read.

Account Status Grid

Field Description
Label/Message For each account status (Active, Inactive, and Dormant) in the grid, click the Message field to display the drop-down arrow. Click the drop-down arrow and then, from the drop-down list, select None, Warning, or Error.

This setting determines whether or not a message displays and the type of message that displays when users enter general ledger accounts throughout Deltek. For example, to prevent users from entering an inactive account during data entry, select Error in the Message field for the Inactive label.

The options in the Message field are:

  • None — No message displays, and the account can be used for data entry.
  • Warning — A message displays the account status, and the account can be used for data entry.
  • Error — A message displays the account status, and the account cannot be used for data entry.

(An account's status is entered on the Chart of Accounts form in Settings > Accounting > Chart of Accounts.)

Synchronize Fees from Contract to Project Select this option to use the contract amounts from the Contract Management tab in the Projects hub to update the Compensation, Direct Labor, Direct Expense, Direct Consultant, Reimbursable Expense, Reimbursable Consultant, and Reimbursable Allowance fields on the Budget & Revenue tab of the Projects hub.

If you select this option and one or more WBS1s have Compensation, Direct Consultant, or Reimbursable Allowance amounts assigned on the Budget and Revenue tab of the associated project, Deltek can create a contract based on those amounts, and displays the following prompt:

One or more projects already have compensation, direct consultant, or reimbursable allowance amounts assigned on the Budget and Revenue tab of the Projects hub. Use the Deltek Advanced Utility "Create Contracts from Fees" to automatically create a contract based on those amounts for each of those projects.

Click OK to close the prompt.

Click Help to access the Create Contracts from Fees utility.

Enable Detailed Subledgers for Intercompany Billing If your firm uses multiple companies, select this check box to enable the detailed subledgers feature, which makes it possible to generate accounts receivable and accounts payable transactions in Intercompany Billing.

This enables the following items:

  • The Labor Revenue and Expense Revenue fields on the Accounts tab in Settings > Accounting > Company.
  • The Subledger Vendors and Subledger Terms tabs in Settings > Advanced Accounting > Intercompany Billing.
  • The Accounts Receivable reporting features.
  • The ability to create actual invoices and vouchers between companies and have these transactions display on accounts receivable and accounts payable reports.
Default Account Group Table Use this field only if you use account group tables and you want a specific account group table to automatically populate for all accounts when you set up accounts in your chart of accounts.

From the Default Account Group Table drop-down list, select the account group table that you want to automatically populate in the Account Groups grid on the General tab in Settings > Accounting > Chart of Accounts.

You create the account group tables in Settings > Advanced Accounting > Account Group Tables.

A scenario in which you could use this field: In a multiple companies environment, the chart of accounts for each of your companies must be consolidated into a enterprise-wide (corporate) chart of accounts. After you set up a corporate account group table, enter it as the default account group table in Accounting System Settings to ensure that all accounts have a corporate account group assigned automatically.

Parent Topic: Accounting System Settings Form