Unit Info Center Form

Use the Unit Info Center form to set up new unit tables and then enter, edit, copy, or delete unit details. When you enter or edit unit details, Vision opens the Units dialog box.

Location

To display the form, complete the following step:

From the Vision Navigation menu, click Info Center > Units.

Contents

Toolbar Options

Field	Description
New	After you click this option, select one of the following: Select Unit Table to open a blank unit table record. Use the blank record to create a new unit table record. Select Copy Current Unit Table to copy the current unit table record to a new record. You can then edit the copied record to create a new unit table. Select Select Unit Table to Copy to open the Unit Table Lookup and select a unit table record to copy. You can then edit the copied record to create a new unit table record. Select Create Unit from Item to open the Inventory Lookup and select an inventory item to use as the basis for the new unit record. This option is available if you are using Vision Purchasing and Inventory, and the Use Inventory option is selected in Configuration > Purchasing and Inventory.
Delete	Click this option to delete an Info Center record.
Print	After you click this option, select one of the following: Select Print Current Unit Table to print the current unit table record. Select Print Active Group to print all unit table records currently active in the Unit Info Center. Select Select Unit Table to Print to select the unit table records you want to print. If your firm uses the Deltek First Vision Essentials cloud version of Vision, the Print option is not available. You can preview reports onscreen and then print the reports from the Preview window.
Save	Click this option to save your entries on the Info Center form.
Help	Click this option to display the online help.

Fields

Field	Description
Unit Table	Enter the name for the unit table record. For the unit table to apply to a specific project, enter the project number and include leading zeros or delimiters. When you select the project in Units Transaction Entry, Vision displays the associated unit table in the Table field. For the unit table to apply to multiple projects, enter an alphanumeric name for the table. When you select a project in Units Transaction Entry, the Table field remains blank. You can then click the drop-down list in the Table field and select the appropriate table name. If you enter an alphanumeric name for the unit table, you can associate the unit table with one or more projects using the Unit Table field on the Accounting tab of the Project Info Center. When you select an associated project in Units Transaction Entry, Vision displays the unit table in the Table field.
Status	Use this drop-down list to select the status for the unit table. The options are: Active — Select this option for an active unit table. Vision defaults to Active if you do not select an option. Inactive — Select this option if the unit table is not active. Dormant — Select this option if the unit table is dormant. Dormant records only display in the Units Info Center. Dormant records do not display in any Unit Table drop-down list fields or lookups.
Cost Currency	Use the drop-down list to select the currency to use when you cost the units in the table to your projects. You cannot change the cost currency after you post transactions that reference the unit table. If you use the Multicurrency feature, the Unit Table Cost Currency must match the Project Cost Currency that is selected on the Accounting tab of the Project Info Center.
Billing Currency	Use the drop-down list to select the currency to use when billing the units in the table to your projects. You cannot change the billing currency after you post transactions that reference the unit table. If you use Multicurrency, the Unit Table Billing Currency must match the Project Billing Currency that you select on the Accounting tab of the Project Info Center.
Available for Project Planning and Opportunity Estimates	Select this option to make the unit table available for use in Vision Planning and with opportunity estimates.

Grid

Field	Description
Edit	Click this option to edit a unit on the grid.
Copy	Click this option to copy a unit on the grid and create a new unit.
Insert	Click this option to add a new unit to the grid.
Delete	Click this option to delete a unit from the grid.
Unit Number	Enter a unique unit number. You cannot modify a unit number after it is saved. You set the length of your unit numbers during installation. Use the Unit Number Conversion utility to increase or decrease the length of your unit numbers after you install Vision. If you use Purchasing and Inventory, and created the unit table from an inventory item, this field displays the unit number.
Unit Name	Enter the name for the unit. You can print this name on the invoice. If you use Purchasing and Inventory, and created the unit table from an inventory item, this field displays the unit name.
Singular Label	Enter a label for the unit as it should display for a singular quantity. For example, you enter day if the unit charge is based on one day of labor. If you use Purchasing and Inventory, and created the unit table from an inventory item, this field displays the singular label.
Plural Label	Enter a label for the unit as it should display for a plural quantity. For example, you enter days if the unit charge is based on two days of labor. If you use Purchasing and Inventory, and create the unit table from an inventory item, this field displays the plural label.
Unit Type	Click to display the drop-down arrow, then click the arrow and select a unit type from the drop-down list. Unit types do not affect processing. Use them to help you distinguish labor unit types from equipment or expense units for reporting purposes. The Unit Detail Report displays units of each unit type with detail and totals over a selected time frame. The options include Equipment, Expenses, Labor, and any user-defined unit types that you enter in the Unit Type Codes code table (Configuration > General > Code Tables). After a unit type has been used in a Units table, you cannot delete it in Code Tables Configuration.
Employee-specific Revenue	Select this check box if you want this unit's revenue to be applied to a specific employee for calculating employee realization. This will apply to units that employees enter on timesheets, units entered in the Transaction Center (units or units-by-project transaction types), and unit inserts entered in Interactive Billing. This column displays only if the Reporting Realization by Employee check box is selected on the Reporting tab in Configuration > Accounting > System Settings. This check box is not enabled when you use Vision Inventory and you enter an item in the Item column on the Units dialog box. When you select this check box, you must enter a billing rate and a revenue account in the grid on this form. These will be used to calculate realization for a specific employee. The revenue account that you enter in the Revenue Account field must already be entered as a realization allocation account on the Reporting tab in Configuration > Accounting > System Settings. When you do not select this check box and the revenue account that you enter in the grid on this form is entered as a realization allocation account on the Reporting tab in Configuration, a unit's revenue will be included in the overall labor revenue pool to be prorated among employees. Warning: If you assign a revenue account for units in Billing Terms (in the Invoice Override Accounts section of the Misc tab in Billing > Billing Terms), this revenue account is used to calculate employee realization instead of the revenue account entered on the Units Info Center form. The realization is not allocated to a specific employee. If you want revenue allocated to a specific employee, do not enter a revenue account for units on the Misc tab in Billing Terms for a project. Entering a revenue account for units in Billing Terms can lead to unexpected results. For example, units that you expected to be allocated to employees may not be allocated, or units that you consider employee-specific may be included in the allocation pool. If an employee enters hours on a timesheet, but the work will be billed through a unit, enter the timesheet as non-billable or delete it in Interactive Billing. It should not be written off in Interactive Billing. Written-off records are considered to be work done over budget, work done outside the scope of the project, or work done incorrectly. Written-off records do not receive realization amounts.
Consolidate Posting Detail	Select this option to consolidate your posting detail by project, phase, task, and account. If you have multiple charges for this unit to the same project, phase, task, and account, you can specify whether or not to have all the charges post together. This option displays if you use Vision Accounting. When you select this option, Vision summarizes the cost per unit information for each unit entered in the same data entry run. This option determines if you store individual transaction cost detail or a single summary cost for the unit. This information is then available to print on project reports. For example, if employee William Apple posts two different line items in the same data entry run, one for 3 days and the other for 1 day, the posting displays as 4 days. When you select this option the unit description on the project report displays as Consolidated Posting.
Available for Timesheet	Select this option to make the unit available to timesheet users. These users can enter charges against the unit. Vision enables this option when you use Vision Timesheet and select the Allow Users to Charge Units option in Configuration > Company Timesheet.
Billing Rate	Enter a numeric value for the rate at which to bill each individual 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. If you enter a billing rate and do not enter a cost rate, Vision includes the unit on bills, but does not cost the item to the project. This is appropriate in the case of survey crews, for example, where the cost on the project comes directly when you post timesheets of the individuals that make up the survey crew.
Billing Line Format	Use the drop-down list to select one of the following options for the format of the Billing line: Name only — Select this option to print a single line including the unit name and amount. The transaction quantity, singular/plural label, and rate also display if the Show math on bill option is selected. Name and detail — Select this option to display the unit name as a header. Vision prints a single line including the description and amount. The transaction quantity, label, and rate also display if you select the Show math on bill option. The description is user-defined and specified in the Name field. Detail only — Select this option to print a single line that includes the description from data entry and amount. The transaction quantity, label, and rate display if you select the Show math on bill option.
Revenue Account	Enter the revenue account to which to post the unit when the unit is billed to the client. The unit charge is posted to this revenue account during the Final Invoice Accept process. This option displays if you use Vision Accounting. Enter an account directly in this field, use the Quick Find feature to select an account, or click Search in this field and select an account on the Account Lookup. If you leave this field blank, the revenue is posted to the global revenue account that is specified for unit billings in Billing Setup Maintenance. When you generate the Office Earnings report or the Accounts Receivable Ledger report, this posting account is used 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, Vision prints the charge in the specified column. If it does not find a match, Vision 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 select the Employee-specific Revenue check box in the grid on the Units Info Center form, you must enter a revenue account in the Revenue Account field. If you assign a revenue account for units in Billing Terms (in the Invoice Override Accounts section of the Misc tab in Billing > Billing Terms), this revenue account is used to calculate employee realization instead of the revenue account entered on the Units Info Center form. The realization is not allocated to a specific employee. If you want revenue allocated to a specific employee, do not enter a revenue account for units on the Misc tab in Billing Terms for a project. Entering a revenue account for units in Billing Terms can lead to unexpected results. For example, units that you expected to be allocated to employees may not be allocated, or units that you consider employee-specific may be included in the allocation pool.
Consolidate Detail on Bill	Select this option to consolidate a unit's detail to one line on the invoice. This option displays if you use Vision Billing and select the Name only option in the Billing line format field.
Show Date on Bill	Select this option to show the transaction date, as entered on the Units form, for every transaction charged to a project. If you consolidate billing detail, you cannot print transaction dates. This option displays if you use Vision Billing.
Show Math on Bill	Select this option to print the unit billing calculations on the invoice for each unit detail line. Vision prints the calculation in the format (quantity label @ billing rate). For example: 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. This option displays if you use Vision Billing.
Cost per Unit	Enter a numeric value for the rate at which to cost each individual unit. Enter 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 do 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, the unit displays with unit-level detail options to be billed. If you defined labor billing terms, the timesheet detail displays to be billed and should be written-off or charged to a non-billable labor code.
Regular Account	Enter the account number to debit when you post units to a regular project. This account must be a direct or reimbursable expense account. You can enter an account in this field, use the Quick Find feature to select an account from your database, or click Search and select an account on the Account Lookup. When you select a regular project in Units Transaction Entry, this account number displays by default in the Account field. You can override this account number when entering the unit in transaction entry, as needed. If you use Vision Purchasing and Inventory, and create the unit table from an inventory item, this field displays the regular account.
Overhead Account	Enter the account number to debit when you post units to an overhead or promotional project. This account must be an indirect expense account. You can enter an account in this field, use the Quick Find feature to select an account from your database, or click Search and select an account on the Account Lookup. When you select an overhead or promotional project in Units Transaction Entry, this account number displays by default in the Account field. You can override this account number when entering the unit in transaction entry. If you use Vision Purchasing and Inventory, and create the unit table from an inventory item, this field displays the overhead account.
Project	Enter the project number to credit when you distribute costs to projects using this unit. The project charge type must correspond to the Credit Account specified for this unit. If you make the unit distribution credit by Organization, Vision skips this field. The credit is made to the project established in Individual Organization Setup. You can enter a project number in this field, use the Quick Find feature to select a project from your database, or click Search and select a project on the Project Lookup.
Phase	If the project that you entered in the Project field has phases, you must enter the phase number to credit when you distribute costs to projects using this unit. The phase charge type must correspond to the Credit Account specified for this unit. If the project does not have phases, or if you are making the unit distribution credit by Organization, Vision skips this field. You can enter a phase number in this field, use the Quick Find feature to select a phase from your database, or click Search and select a phase on the Phase/Task Lookup.
Task	project If the that you entered in the Project field has tasks, you must enter the task number to credit when you distribute costs to projects using this unit. The task charge type must correspond to the Credit Account specified for this unit. If the project does not have tasks, or if you are making the unit distribution credit by Organization, Vision skips this field. You can enter a task number in this field, use the Quick Find feature to select a task from your database, or click Search and select a task on the Phase/Task Lookup.
Credit Account	Enter the account to credit when you distribute costs to projects using this unit. These accounts are specified in the Vision Standard Chart of Accounts. Vision enables this field if you use Vision Accounting. You must choose an asset, liability, indirect, or other revenue/expense account. This account must correspond to the charge type of the credited project, phase, or task for this unit. You can enter an account in this field, use the Quick Find feature to select an account from your database, or click Search and select an account on the Account Lookup.
Lookups	Use the Lookup fields at the bottom of the unit table form to associate an organization, principal, project manager, supervisor, or unit table code with the selected unit table. You can limit the tables available to a particular user using the following lookup criteria: Organization — Select an organization from the lookup. If you do not have Organizations enabled, this field does not display. Principal — Select a principal from the employee lookup. Project Manager — Select a project manager from the employee lookup. Supervisor — Select a supervisor from the employee lookup. Code — Select a code, as defined in the Unit Table Code Table.