Introduction (0:00)

Welcome to Deltek University’s Learning Zone,
for users of Deltek Vision. My name is Damon Shratter and I will be your guide to this training. Keep in mind, that in this learning video, you are able to view specific topics by selecting the Index Tab and choosing the desired subject.

Overview (0:21)

Labor Code Tables are the only billing tables that allow you to capture multiple billing rates for the same person on the same project. These rates are based on the activity chosen for the associated hours.

Benefits (0:38)

Benefits to Labor Code Tables include: very useful for small firms where one person does multiple activities on one project and a Labor Code Table will allow each type of work to be billed at a different rate.

Risks (0:58)

Risks to Labor Code Tables include: these tables can be time consuming to create, using these tables requires employees to enter the correct labor codes on their timesheet for every hour worked, and if the wrong Labor Code is used, incorrect Billing Rates could be calculated.

In this upcoming demonstration, we will setup a Billing Labor Code Table in Deltek Vision.

Demonstration (1:29)

To create Labor Code Billing Rate Tables, go to the Billing menu, select Billing Rate Tables, and choose Labor Code. Now, when the application comes up, I'm going to go ahead and select all of the existing Billing Labor Code Rate Tables, and talk about how you actually configure these tables. Now, basically, Labor Codes, as we've defined them for this training system, are really denoting more what an employee is doing the type of activity the type of work they're completing on a project. One of the benefits of billing by labor code is that it's very easy for an employee by choosing different activities. And in this case, staff levels, staff level and activity to bill at different rates on the same project, on invoices. A good example might be someone who's a field technician who does field survey work, maybe is billed at one rate. But if it's a hazardous field, a brownfield where they're doing core samples, and they may be exposed to hazardous chemicals and they have to suit up it's going to be a higher rate. So the Labor Code tables, billing rate tables allow you to very easily if you assign this method to the billing terms, allow your employees during timesheet. Now they have to pick the correct labor code on their timesheet entry. But it allows them to have many different billing rates depending upon what they're actually accomplishing in the work that you're doing on that project.

For this configuration, I'm going to go ahead and click New and create a brand new Labor Code Table, assign it a number, and give it a name. We'll call this a Test Labor Code Billing Table. And I'm going to go ahead and insert the first record. What you're doing with Labor Codes is quite a bit different from the Employee Rate Tables or Labor Category Tables. When you do the lookup, the levels that you have available to you, notice we have Activity, a two character code, and Staff,. The levels available to you are completely available for you to build any combination and permutation that you want of the labor code for billing purposes. Now, you also have something called a Wildcard. So if I choose Wildcard for Staff, and then I choose Research, notice, I'm loading the code. I'm selecting a different code for Activity, but charging the same rate for Research for everybody for all staff members. So if I click OK here, then I could really just call this Research. That's the item that I'm billing and put in some rate, whatever that rate might be.

Now, let me insert another line. As I continue to build my labor code Billing rate table, let's go ahead, and maybe I decide, you know, I really would like for my scope determination, or some other Activity, say Design, I really need to charge different rates of design for different designers, I've got senior and junior designers perhaps. Okay, so I'm choosing Designer, Design and picking the Staff level and I'm going to assign a billing rate for Designers who logically design and when I click OK, Vision will stop me. Here's why - you need to be consistent in the way that you utilize and select the Labor Code Mask. So the first record I selected the Activity, but put a Wildcard and underscore for all Staff levels. Now I can't change that mask within the same table, I must be consistent. I cannot both select an Activity and a different Staff level for the Labor Code. Instead, it's telling me right here, the mask is inconsistent with other entries in the table so I need to be consistent instaed. So Design for all people doing design would work. So I could just call this design, I'm building for Design work.

The problem is that doesn't take into account - different staff levels billing at different rates for design. So for that purpose, I may want to start all over again, delete my record, start building my table number I haven't assigned this to any billing terms yet. So I can delete it will including deleting the whole table. So if I really want to make it specific to both levels. Here I'm choosing Designer and Design. Then I really need to start the Labor Code Mask properly from the start. So here I've got Designers doing Design, then I will copy this rocket and change it to architects doing design work.I can now I can use a different rate. So notice, I've been consistent with my labor code mask. If I use all aspects of the labor code is going to result in literally potentially thousands of combinations.

So I do want a way to limit the labor codes that can be put into a table and that's really dependent upon the project itself. The good news is that, in Vision, if you choose to use labor codes on timesheets, and you want to limit the choices that an employee has when he or she selects the labor code, it's possible under accounting and budgeting. And you can see this in the billing processing course. If you go to project budgeting, the budget for labor is set up by labor code. So if you preset the labor codes in that budget, then within the the project info center record, you can make it an error to select anything but the labor codes that you have set up in the budget that dramatically can limit the selection of labor codes and make it easier and reduce error selection for your employees as they navigate their timesheets.

Now the rest of the choices in the Billing Labor Code Tables available for Planning module and we have the same five choices down below that act as filters. This table gets assigned to a Project Manager. Therefore, I may only use this table on projects where he or she is the Project Manager.

We can print and we can delete up until the point that we attach this table once it's attached. In billing terms cannot be deleted.

Summary (8:39)

In summary, to use this Labor Code Table on your Projects, go to Billing > Billing Terms, select the Project that will be using the Labor Code Table, go to the Labor Tab, set the Method to By Code, and select the Labor Code Table you have created.

Conclusion (9:03)

Thank you for attending this Learning Video. Remember that you can review any subject covered in this training by selecting the Index Tab and choosing the desired topic. Please visit the Deltek University Learning Zone to view the entire library of Deltek Vision training materials. We welcome any comments and feedback to help us improve your learning experience.