Getting Started with Version and Later Versions of Deltek FMS

Transcription

1 Getting Started with Version and Later Versions of Deltek FMS Welcome to Version of the Deltek Financial Management System Welcome to Deltek FMS, version The following pages contain vital information about this version and, most importantly, about how to make a smooth transition to it from your current version of Deltek FMS. We urge you to read carefully all of the information that applies to you before you install the new version. Note Throughout this document you ll see references to version In all cases except when otherwise noted, the information applies to version and to all later versions of Deltek FMS ( , , etc.) until is made available. Please be aware that the descriptions of products and features in this document are intended as summaries and not as complete explanations of capabilities and procedures. In many cases, Deltek FMS online help provides additional important information, so we strongly recommend that you refer to it also before beginning to use a new feature. What You Should Read Everyone should read the descriptions of the new features beginning on page 5. If you are not familiar with the process of upgrading Deltek FMS to a new version, instructions are provided beginning on page 26. For complete installation information, refer to the Deltek FMS Installation Guide. For information on problems fixed For information on problems in earlier versions that have been fixed in version , go to the Deltek FMS ReadMe. If you download Deltek FMS, you can download the Deltek FMS Readme at that time. You can also obtain the ReadMe from the e-support Web site at at any time. If you are currently using version or an earlier version For our customers jumping to version from versions prior to , version also contains a wide range of enhancements originally provided in version For a detailed list of these earlier enhancements, see Getting Started with Version and Later Versions of Deltek FMS. If you don t have a printed copy, that document is also available from our e-support Web site ( Depending on which version you are updating from, you may need Getting Started documents for other earlier versions as well. Again, you will find those on the e- Support site. Copyright Deltek, Inc. All rights reserved. Deltek is a registered trademark and Deltek FMS and Deltek Award are trademarks of Deltek, Inc. Portions copyright GypsySoft.com All brands and products are trademarks of their respective holders. 9/11/07

2 2 If You Have the Visual FoxPro Version of Deltek FMS If you are using the Visual FoxPro version of Deltek FMS, the release of , as previously announced, was the last release that contained enhancements and problem fixes for that version. Subsequent releases, beginning with , are only available to those using the SQL Server version of Deltek FMS. You will not be able to upgrade to or later releases of FMS without also making the change to the SQL Server version. (Note: This does not apply to Remote Time Entry, which is only available in the Visual FoxPro version.) Warning If you have the Vision FoxPro version, it is very important that you do not attempt to install or later versions of FMS. The installation will not be successful, and you may have to restore your FMS system from a backup copy. Installing Deltek FMS on Windows Vista Computers Because of differences between Windows Vista and earlier versions of Windows, the procedures for installing Deltek FMS on a new Vista computer or for upgrading Windows to Vista on an existing Deltek FMS computer require some special steps. Those steps are described and explained in Installing Deltek FMS on Computers Running Windows Vista, a technical paper available on the Deltek e-support site at It is very important that you read that document before you attempt to install Deltek FMS on a Windows Vista computer or install Windows Vista on a computer already running Deltek FMS. Also be aware of the following: You cannot install or use Deltek RTE on a computer running Windows Vista. You cannot use SQL 2000 or MSDE with stand-alone Deltek FMS on a Windows Vista computer. If you have a computer configured as the Peer Server for Deltek FMS on a small network, that computer cannot run Windows Vista. You cannot use the link to Sage FAS on a computer running Windows Vista. You can use Windows Vista computers to access Web Suite. However, you cannot use a Windows Vista computer as your Web Suite server. If You Have Not Installed Version Version , released in the fall of 2005, involved some important and fundamental changes to Deltek FMS, including Elimination of the Card File and relocation of addresses and other communication information A new dialog box for entering contact information A new Firms dialog box for entering information about clients, vendors, prospects, competitors, and so on, and the elimination of the Clients and Vendors dialog boxes

3 Contents Relocation of Cash Management as part of the General Ledger module, Purchase Order as part of the Accounts Payable module, and Resource Scheduling and Budgeting as part of the Business Management module Renaming of many menu options and dialog boxes These changes required modifications to the database structure, and, as a result, the upgrade included a data conversion process. In addition, some custom reports required changes in order to work correctly in Because of this, if you jump to from an earlier release without first upgrading to , it is very important that you read Getting Started with Version and Later Versions before you upgrade. Accounts Payable Enhancements Filter Reports Using Phase Classification Labels 5 Filter Reports for Inactive Vendors 5 Resizable Grid Columns on Item Code Assignments Tab of the Firms Dialog Box 5 Form 1099 Updated for Business Management Enhancements Invoice Effective Date Adjustment Tool 6 Edit Subject and Body of Notifications for Manager Assignments 7 Option to Save Time Sheet Exception Notification Message Text 10 Time and Expense Record Assignment Tool: Exclude Records Based on Billing Option 10 Billing Reports Assignment Tool: Filters and Replacement Option Added 11 Minimum Work Hour Increment for Time Entry 12 Link to Supporting Documents from Billing Fee History 13 Generate Work-in-Process Using a Scheduled Group 14 Default Settings for the Maintain Billing Percent Complete Option 16 Filter Reports Using Phase Classification Labels 19 Labor Billing and Cost Rates Adjustment Tool: New Filter Options 20 Expense Billing Rate Adjustment Tool: New Filter Options 20 AR Cash Receipt Register: Filter by Receipt Number 20 Labor and Expense Analysis: Project/Billing Group Repeated on Next Page 20 Completed Projects Report: Sort Order Changed and Completion Date Added 20 Firms List: Option to Print Firm Address 20 3

4 4 General Ledger Enhancements Filter Reports Using Phase Classification Labels 22 Recurring Transactions Maintain Entry Order 22 Payroll Plus Enhancements Payroll Register: Direct Deposit Allocation Added 23 Payroll Tax Methods Updated for Forms W-2 and W-3 Updated for Form 941 Updated for Resource Scheduling and Budgeting Enhancements Filter Reports Using Phase Classification Labels 24 Miscellaneous Changes Business Management: Earlier Notification When Number of Employee Licenses Exceeded. 25 General Ledger: Cancel Transaction Button Changed to Copy with Reversed Entries 25 System: WUPDATE.EXE File Name Changed 25 Installing This Release of Deltek FMS Installation Notes 26 Upgrading a Stand-Alone Installation 29 Upgrading Server and Workstation Installations 32 Upgrading Crystal Reports Designer 37

5 5 Accounts Payable Enhancements Filter Reports Using Phase Classification Labels For the following reports, you can now create and use filters that filter based on phase classification label values: Expense List (all versions) Expense Verification Detail Expense Verification Journal Filter Reports for Inactive Vendors For the following reports, you can now create and use filters that include or exclude vendor firms marked as inactive: Vendor Purchases Vendor Invoices Vendor History Vendor Item Code List Vendor Purchase Order (This filtering option was already available in previous versions for the Firms List, Firm Detail, Firm Labels, and Vendor Status reports.) You can also now exclude inactive vendors when using the Vendor Purchases view dialog box. Resizable Grid Columns on Item Code Assignments Tab of the Firms Dialog Box In this version of FMS, you can resize the columns in the grid on the Item Code Assignments subtab of the Vendor Information tab in the Firms dialog box. To change the width of a column, position your mouse pointer over a column border in the row that contains the column headings. When the pointer changes to a double arrow icon, hold down the left mouse button and drag the border. Form 1099 Updated for 2007 Other than the change in the reporting year, there are no modifications to Form 1099 for 2007.

6 6 Business Management Enhancements Invoice Effective Date Adjustment Tool Overview Version brings you a new tool, the Invoice Effective Date Adjustment tool. With this tool, you can change the effective date for multiple AR transactions, as long as they are unposted and unpaid. To use the tool, click Billing and Accounts Receivable on the Tools menu and Effective Date Adjustment on the submenu to open the Invoice Effective Date Adjustment dialog box. You can select AR transactions based on a particular effective date, a range of effective dates, or a range of transaction numbers. To further restrict the selected transactions based on client, project, or billing group, click the Filter button to create a filter. After you ve saved the filter, enter the filter ID in the Filter text box. Enter the effective date you want to assign to the selected AR transactions. Caution This tool has the potential to change a large number of records. Run it only if you re sure you know how to select the correct set of records for processing and if you have a current, complete, and reliable backup copy of your Deltek FMS system. If you make a mistake, it may be difficult to undo the action other than by restoring a current backup copy. When to Run This Tool Use this tool anytime you need to change the effective dates assigned to unposted, unpaid AR transactions. This tool is often used because the default effective date for a set of invoices was not in the correct accounting period, and the person generating the invoices forgot to change that date. Before You Run This Tool... Before you run this tool, we recommend that you have a current, complete, and reliable backup copy of your entire Deltek FMS system. While it is not necessary to make sure no one else is using Deltek FMS, be aware that if someone is editing a record when the tool tries to update it, that update may not occur.

7 7 How to Use This Tool To change AR transaction effective dates, do the following: 1 In Select Invoices to Adjust, select the option you want: If the transactions you want to adjust all currently have the same effective date, select Effective Date of and enter that date. If the transactions you want to adjust all currently have effective dates that fall within a date range, select Effective Date and enter the beginning and ending dates of the range. If you want to select the transactions to adjust based on a range of transaction numbers, select Transaction Number and enter the beginning and ending transaction numbers for the range. 2 To restrict the AR transactions the tool updates based on client, project, or billing group, click Filter, create a filter, and then select that filter in the Filter text box. 3 In Change Effective Date to, enter the effective date you want to assign to the selected AR transactions. 4 Click Run to change the effective dates for the selected transactions. Using Filters You can use filters to select AR transactions based on client, project, and billing group. The available filter fields are Client ID Client name Client classification labels Project ID Project classification labels Billing group ID Billing group classification labels Edit Subject and Body of Notifications for Manager Assignments Description In previous versions, the subject and body of notifications sent when project, billing group, and phase manager assignments were made were predetermined by the program. You couldn t change them. In this version, editing dialog boxes are available so you can review and modify the default notification for each type of manager. The text you set up for each type of manager assignment is used for all notifications in the company. To open the editing dialog boxes, go to the Project Control tab in the Business Management Control Information dialog box, and click the button next to the type of assignment for which you want to review or edit the text.

8 8 Note The button is disabled until you check the check box to enable that type of assignment notification. Click these buttons to view or edit the e- mail notification text for the corresponding type of manager assignment. Click this button to view the data items that you can include in the . You can change the subject line, the body text, or both. The text enclosed in double angle brackets are placeholders for data items. You can copy and paste these or retype them in a different location in the text. If you type them, make sure they are exactly the same as shown in the default text. Click this button to restore the default subject and message text for the assignment.

9 9 Default Text Deltek FMS provides default subject and body text for each type of assignment. If you make changes to the subject or body text and then decide you want to go back to the default text, simply click the Redefault Text button. Working with Data Items The data items available for each notification are dependent on the type of assignment. You can include any or all of the available data items in the subject, the body, or both. The default notification for each type of assignment contains all of the available data items. The data items are included in the using text placeholders. For example, <<Project ID>> is the placeholder for the project ID data item. When Deltek FMS generates the messages, it replaces the placeholders with the actual data item values. For this reason, if you relocate any of the placeholders, it is important that you don t change them in any way. Copying or cutting and pasting is the best method, but if you instead retype them yourself, make sure you type them exactly as shown in the default text, including the double angle brackets. If you need to add a placeholder and don t remember how it should be typed, click the View Data Items button. To copy or cut a placeholder or other text, first select (highlight) it and then either right-click and select the action from the pop-up menu, or press Ctrl+C (to copy) or Ctrl+X (to cut). To paste the text you ve copied or cut, position the mouse pointer in the correct location, left-click to set the insertion point, and either right-click and click Paste, or press Ctrl+V. Tip If you type a placeholder correctly, it will be displayed in a color other than black. If you type it incorrectly, it will be black like the rest of the text. If you don t correct the placeholder, it won t be replaced with actual data when an notification is generated. Client Data Items For the project manager assignment notifications, the client data items are for the client assigned to the project. For the billing group and phase assignment notifications, the client data items are for the client assigned to the billing group. The Label Placeholders Among the data item placeholders, you ll see label placeholders (<<Project Label>>, for example). These placeholders are for the user-defined labels that you can specify in Deltek FMS. For example, the <<Project Label>> placeholder is for the user-defined label you use for project. If you use the default label, then the placeholder will be replaced with Project when the message is generated, but if you have changed the label to Job in your system, that is what appears in the actual . Saving the Notification Text Though you open the editing dialog boxes from the Business Management Control Information dialog box, your changes to the text are saved independently of the control information. Thus, if you save changes in the Project Manager dialog box but do not click Save in the Business Management Control Information dialog box, your changes to the text are saved anyway.

10 10 Related Reports To review the current text for manager assignment notifications, you can print the Business Management Control Information report from the Print Standard Reports dialog box in the Business Management module. Option to Save Time Sheet Exception Notification Message Text In previous versions of Deltek FMS, if you made changes to the default body text for notifications sent from the Time Sheet Exception view dialog box, those changes were not saved. If you closed the Time Sheet Exception dialog box and reopened it, the system default text was once more displayed, and you had to reconstruct the changes if you wanted them for the next set of messages. Beginning with version , Deltek FMS gives you the option to save your latest message text so it can be reused for subsequent time sheet notifications. To use this feature, check the new Save Message Text for Next check box on the tab of the Time Sheet Notifications dialog box. If more than one person uses the dialog box to send notifications, Deltek FMS saves each user s text separately. If, after making changes to the system default text, you later uncheck Save Message Text for Next , the text in Body will continue to default to the last text you saved. If you want to return to the system default, click Redefault Text. Time and Expense Record Assignment Tool: Exclude Records Based on Billing Option When you use the Time and Expense Record Assignment tool, you can now use the check boxes under Include Billing Options to exclude records based on the setting in Bill? for each record. For example, if the Writeoff check box is not checked, the tool does not reassign records that have Writeoff in Bill?. Use these check boxes to include or exclude records based on Bill?.

11 11 Billing Reports Assignment Tool: Filters and Replacement Option Added Overview The Billing Reports Assignment tool has been redesigned to provide two new options: You can now create and use filters to select the clients or projects for which you want to assign billing reports. You can use the tool to replace one specific billing report file with a different report file. You can create and use filters to select the clients or projects for which you want to assign billing reports. You can replace a specific report file with another. Note Previously, you could assign both client and project billing reports simultaneously. To provide the option to use filters, however, we have to limit you to one or the other. Thus, each time you run the tool, you must select either Client or Project under Billing Reports For. Filter Options In addition to the standard client and project selection options under Select Clients and Select Projects, you can also create and apply filters to further specify the clients or projects for which you want to assign billing reports. For assigning billing reports to clients, you have these filter options: Client ID Client name Client classification labels

12 12 For assigning billing reports to projects, you have these filter options: Client ID Project ID Project manager Project principal Project classification labels Report Replacement Option If you want to replace all instances of an assigned billing report file with a different billing report file, select the existing file in Existing Report and select the file you want to replace it with in New Report. When you run the tool, it first determines which clients or projects meet the selection criteria you specified in Select Clients or Select Projects and in Filter. For those clients or projects, it then replaces the billing report specified in Existing Report with the one in New Report. If the file in Existing Report has not been assigned to one of the selected clients or projects, the tool does not change that client s or project s assigned billing reports. Note If you want to replace a specific billing report assignment with another, you can t also make a general assignment of another billing report file. For example, you can t both select a file in Billing Review Report under Select Projects and specify the replacement of one invoice file with another under Replace Report. To do both, you must run the tool twice. Minimum Work Hour Increment for Time Entry Description In version and later versions, you can specify the minimum increment of time that can be entered for a time record. Go to the Time & Expense: Controls subtab of the Time & Expense Entry tab in the Business Management Control Information dialog box, and enter the minimum amount of time in Minimum Work Hours Increment. For example, if you want the minimum increment to be tenths of an hour, enter (If you don t want to enforce a minimum increment, leave Minimum Work Hours Increment set to 0.00.)

13 13 Enter the minimum increment of time that can be entered for a time record. In this illustration, the minimum increment is one tenth of an hour. If you establish a minimum work hour increment and an employee enters hours with a smaller increment, Deltek FMS rounds the hours up based on the minimum increment. For example, if the minimum increment is 0.10 and an employee enters 8.25 hours, Deltek FMS automatically changes it to 8.3 hours. If You Have a Minimum Bill Hours Increment If you specify both a minimum work hours increment and a minimum bill hours increment (that is, both have values greater than 0.00) in the Business Management Control Information dialog box, the two increments must be the same. If You Have RTE or Web Suite The minimum increment is enforced for time entered in Deltek RTE also. Web Suite does not enforce it as time is entered, but if you import a time record with a smaller increment, it is highlighted in the Time Record Import dialog box as an error so you can correct it. Related Reports The Business Management Control Information report has been updated to show this new setting. Link to Supporting Documents from Billing Fee History If you are tracking billing fee history for a billing group, you can create a link to supporting document files (client work orders or change orders, for example) in the Reference column of the Billing Fee History dialog box. If you enter the path to a document related to a billing fee, it becomes a link to the document. Double-click the grid cell to open the document.

14 14 To create the link to a file, either type the full path and file name in Reference or press F2 and select the file. If you later want to open the document from the Billing Fee History dialog box, double-click that cell of the grid and it will open in the appropriate application (the word processing software used to create the document, for example), assuming that application is available. Note Because paths can sometimes be quite long, we made the size of both the Billing Fee History dialog box and the individual grid columns adjustable so you can change them to show the complete path information. Generate Work-in-Process Using a Scheduled Group Overview Beginning with version , you can use the Scheduled Groups dialog box to schedule the generation of work-in-process transactions. Setting Up the Scheduled Group To add this process to a scheduled group, do the following in the Scheduled Groups dialog box: 1 Enter a name for the scheduled group. 2 In Reporting/Processing Period, specify the date range you want for the scheduled group. The WIP generation process uses the ending date of the range to determine entry and effective dates for its transactions. 3 In Type, select Dialog. 4 In Module, select BM. 5 In Report/Dialog Name, select Process: Work-in-Process Generation. 6 In Option Set, either select an existing option set for this process or right-click in Option Set, select Quick Add, and add an option set (see procedure below). 7 On the Output Settings tab, select at least one output option. Note Though there is normally no output from the WIP generation process, you must still specify output options when you set up a scheduled group for this process. The reason is that if an error occurs during the process, Deltek FMS creates an error report with the title Deltek Error Report. The output options you select determine how Deltek FMS generates and distributes that report.

15 15 To add an option set for generating WIP, do the following in the Scheduled Groups dialog box: 1 In Option Set in the row for the WIP generation process, right-click and select Quick Add. 2 In the Option Sets dialog box, enter an ID and description for the option set. 3 Click the Select Settings button. 4 In the Work-in-Process Generation dialog box, enter any reference text you want assigned to the WIP transactions. 5 If you have the Government Contract Management module and you want Deltek FMS to include the variance between what you billed government agencies based on provisional rates and your actual indirect costs based on your indirect expense rates, check the Generate Indirect Expense Rate Variance Transactions check box. 6 Click OK in the Work-in-Process Generation dialog box and click Save in the Option Sets dialog box.

16 16 WIP Generation Dates When you generate WIP yourself using the Work-in-Process Generation dialog box, you specify an entry date, an effective date, a calculate through date, and a reverse on date. When you generate WIP using a scheduled group, these dates are based on the date range you specify for the scheduled group: Entry Date: Ending date of the date range specified on the Main tab of the Scheduled Groups dialog box Effective Date: Ending date of the date range specified on the Main tab of the Scheduled Groups dialog box Calculate Through: Ending date of the accounting period in which the effective date falls Reverse On: Beginning date of the accounting period following the one in which the effective date falls Default Settings for the Maintain Billing Percent Complete Option Overview The Maintain Billing % Complete After Billing check box on the Billing Fees tab of the Invoice Preparation dialog box enables you to control whether the billing percent complete is reset to the actual percent complete after you print an invoice for a billing group with a fixed fee billing type. In previous versions, you could only set this check box in the Invoice Preparation dialog box. You could not set it for new billing groups, for example, without going to the Invoice Preparation dialog box. Now, however, you can specify the default setting for new billing groups in the Business Management Control Information dialog box. And when you add new billing groups, you have the option to override this default setting in the Billing Groups dialog box. As before, you can also override the default when you are editing billing information in the Invoice Preparation dialog box before printing invoices. In the Business Management Control Information Dialog Box To specify a company-wide default setting for the Maintain Billing % Complete After Billing check box, go to the Project/Billing Group Defaults subtab on the Defaults tab in the Business Management Control Information dialog box. (continued)

17 17 This check box controls how the corresponding check boxes are set when you add a new fixed fee or phased fixed fee billing group. If you normally want Deltek FMS to retain the billing percent complete after billing for fixed fee billing types, check Maintain Billing % Complete After Billing. If you normally want the billing percent complete reset to match the actual percent complete, leave the check box unchecked. This setting provides the default for newly added billing groups only. Checking or clearing this check box does not affect existing billing groups. The Business Management Control Information report has been updated to show this new setting. In the Billing Groups Dialog Box To specify billing group default settings for phases for a billing group with a phased fixed fee billing type, check or clear the Maintain Bill % check box for each phase in the grid on the Main tab of the Billing Groups dialog box. (continued)

18 18 Check this box for a phase if you want Deltek FMS to maintain the billing percent complete you enter for that phase in the Invoice Preparation dialog box. To specify the billing group default setting for a billing group with a non-phased, fixed fee billing type, check Maintain Billing % Complete After Billing on the Billing Info tab. Check this box if you want Deltek FMS to maintain the billing percent complete you enter for the billing group in the Invoice Preparation dialog box.

19 19 If Maintain Billing % Complete After Billing is checked for a new billing group, the billing percent complete for that billing group remains until you change it in the Invoice Preparation dialog box. If you don t check Maintain Billing % Complete After Billing, the billing percent complete remains the same as the actual percent complete until you change it. Note When you first install version or a later version, this check box is set in the Billing Groups dialog box for your existing fixed fee and phased fixed fee billing groups based on how it is currently set in the Invoice Preparations dialog box. In the Invoice Preparation Dialog Box The Maintain Billing % Complete After Billing check box on the Billing Fees tab in the Invoice Preparation dialog box is linked to the corresponding check box in the Billing Groups dialog box. If you change the check box in one of these dialog boxes, it is also changed in the other. The same is true of the check boxes for phases in phased fixed fee billing groups on the Phased Billing tab. Be aware that if this check box is not checked and you change the billing percent complete so that it no longer matches the actual percent complete, Deltek FMS assumes you now want the billing percent complete maintained, so it automatically checks the box for you. If you still want the billing percent complete to match the actual percent complete after you print the invoice for the billing group, you can clear the check box again. Filter Reports Using Phase Classification Labels For the following reports, you can now create and use filters that filter based on phase classification label values: Budget Analysis Budget Analysis with Completion Estimates (all versions) Budget List (all standard versions) Budget Verification List Cost Analysis (all standard versions) Cost Comparison Analysis Cost Type Budget Expense List (all standard versions) Expense Verification Detail Expense Verification Journal Labor and Expense Analysis (all standard versions) Phase Budget Phase List by Client/Project Phase List by Project Project Costs Project Profitability (all standard versions)

20 20 Time Record List (all standard versions) Time Record Verification (all standard versions) Write-Off Analysis (all standard versions) This filtering capability is also available when you print a Time Record List or Time Record Verification report in Deltek Remote Time Entry. Labor Billing and Cost Rates Adjustment Tool: New Filter Options When you use the Labor Billing and Cost Rates Adjustment tool, you can now create a filter that selects the time records to be processed based on the client ID or the billing rate schedule ID associated with the time records billing groups. Expense Billing Rate Adjustment Tool: New Filter Options When you use the Expense Billing Rate Adjustment tool, you can now create a filter that selects the expense records to be processed based on the client ID or the billing rate schedule ID associated with the expense records billing groups. AR Cash Receipt Register: Filter by Receipt Number When you print the AR Cash Receipt Register, you can now create a filter that selects receipts for the report based on their receipt numbers (a range of receipt numbers, for example). Labor and Expense Analysis: Project/Billing Group Repeated on Next Page If the data for a billing group continues onto subsequent pages of the Labor and Expense Analysis report, the project and billing group IDs are repeated on each page so that it is clear which billing group you are viewing information for. This change was made for all standard versions of this report. Completed Projects Report: Sort Order Changed and Completion Date Added We made two changes in the Completed Projects report for this release: The report data is sorted in project ID order. (Previously, it was sorted based on when you marked the project as completed.) The report now shows the completion date from the Projects dialog box. Firms List: Option to Print Firm Address In this version of FMS, you have the option to print the firm s address under the firm name in the Firms List. When you check Include Address on Report in the Firms List Options dialog box, the report includes the firm address corresponding to the contact option you select under Show Contact

21 from This Address. For example, if you select the Primary option, the report shows the primary contacts and primary addresses of the firms. 21

22 22 General Ledger Enhancements Filter Reports Using Phase Classification Labels For the following reports, you can now create and use filters that filter based on phase classification label values: Expense List (all standard versions) Expense Verification Detail Expense Verification Journal Recurring Transactions Maintain Entry Order In prior versions of Deltek FMS, when you generated general journal transactions from a recurring transaction, the account distributions were not in the same order in the generated transaction as they were in the recurring transaction. In addition, if you entered zero amounts for an account (because you didn t need an entry for the account for that month, for example), that row was removed from the recurring transaction when you saved the change, and you had to add the account to the recurring transaction again the next time you needed to generate an entry for it. Now, Deltek FMS generates journal transactions with account distribution rows in the same order as they are in the recurring transaction. And rows with 0.00 for both debit and credit amounts are no longer removed from the recurring transaction, though no entry is generated for them.

23 23 Payroll Plus Enhancements Payroll Register: Direct Deposit Allocation Added The Payroll Register report now shows each bank account and the amount that was or will be directly deposited to the account for each payroll transaction. For unpaid payroll transactions, this information is based on the employee s current payroll direct deposit information. Payroll Tax Methods Updated for 2007 If you have the Payroll Plus module, federal and state tax methods have been updated to reflect any changes to-date in tax regulations for The Readme file for contains a current list of the taxes that have changed for 2007 and any special instructions related to using the updated tax methods. Forms W-2 and W-3 Updated for 2007 In and later versions, Form W-2 and Form W-3 are updated for The only differences between the 2006 and 2007 forms are very minor formatting changes. Form 941 Updated for 2007 Available in and later versions Deltek FMS dialog boxes and reports have been updated for minor changes to Form 941 for 2007.

24 24 Resource Scheduling and Budgeting Enhancements Filter Reports Using Phase Classification Labels For the following reports, you can now create and use filters that filter based on phase classification label values: RSB Budget Analysis RSB Budget Analysis with Completion Estimates Budget Status Budget Tracking Project Plan Project Performance with Earned Value

25 25 Miscellaneous Changes Business Management: Earlier Notification When Number of Employee Licenses Exceeded. In previous versions, if you had reached the maximum number of active employees for which you were licensed and you tried to enter another new employee record, you did not receive a message until you had entered and tried to save the new record. Since you could not save the record, the time you spent entering the employee information was wasted. Now Deltek FMS displays the message in this situation as soon as it can determine that you are entering a new employee record. In most cases, that occurs when you enter a new employee ID. General Ledger: Cancel Transaction Button Changed to Copy with Reversed Entries Available in and later versions The Cancel Transaction button in the General Journal Transactions dialog box was intended to provide an easy way to create a reversing transaction, not to perform a true cancellation of the original transaction. In fact, you could use the button to cancel the same GL transaction multiple times, something you can t do with other transactions. This caused confusion for some of our clients, so we have changed the button label to Copy with Reversed Entries to clarify its purpose. What the button does has not changed, however. You can still use it to create a copy of a transaction with reversing entries, and you can do so as many times as you want for the same transaction. System: WUPDATE.EXE File Name Changed Starting with , the WUPDATE.EXE file (the program file for the Update Deltek FMS Databases process) has been changed to WUP_DATE.EXE, and WUPDATE.EXE has been removed. This change is necessary in order to make Deltek FMS compatible with the Windows Vista operating system. If you have shortcuts that call WUPDATE.EXE, those shortcuts will no longer work until you change them to run WUP_DATE.EXE. This change has been made in Deltek RTE also. Though WUPDATE.EXE has not been removed from RTE, it is still recommended that you change any shortcuts to call WUP_DATE.EXE rather than the old update program file. If you need to run the Update Deltek RTE Databases process directly, you should run WUP_DATE.EXE, not WUPDATE.EXE.

26 26 Installing This Release of Deltek FMS Installation Notes If You Have the Visual FoxPro Version of Deltek FMS If you are using the Visual FoxPro version of Deltek FMS, the release of , as previously announced, was the last release that contained enhancements and problem fixes for that version. Subsequent releases, beginning with , are only available to those using the SQL Server version of Deltek FMS. You will not be able to upgrade to or later releases of FMS without also making the change to the SQL Server version. (Note: This does not apply to Remote Time Entry, which is only available in the Visual FoxPro version.) Warning If you have the Vision FoxPro version, it is very important that you do not attempt to install or later versions of FMS. The installation will not be successful, and you may have to restore your FMS system from a backup copy. Upgrading Crystal Reports Designer The first time you install version or later of Deltek FMS, version XI (11) of the Crystal Reports Runtime is also installed, and the standard reports are updated so they print correctly under Crystal Reports XI. On computers on which you have installed the Crystal Reports Designer, you need to upgrade the Designer to version XI using a separate installation procedure. For instructions, see Upgrading Crystal Reports Designer on page 37. Note It is important that you do not install updates of Crystal Reports Designer obtained directly from Business Objects Software Limited, the manufacturer of Crystal Reports. The version of Crystal Reports Designer provided by Deltek is a special version designed for full compatibility with Deltek FMS. Installing an update other than those provided by Deltek could cause Crystal Reports Designer to not work correctly with Deltek FMS. Required Versions You can upgrade directly to version from version 5.14 or any later version (i.e., from any 5.x, 2001.x, 2002.x, 2003.x, 2004x, 2005.x, 2006.x, or 2007.x version). If you are upgrading from a version that is in the range 4.55 to 5.13, first upgrade to , and then upgrade to If you are upgrading from a version prior to 4.55, upgrade to 4.55, then to , and finally to If you are upgrading from a version prior to version , be sure you carefully review the information in the Getting Started documents for any previous versions you won t be installing. Copies of those documents are available from the e-support Web site ( Upgrading RTE to also requires that you are on version 5.14 or a later version of that product.

27 27 Upgrading Deltek RTE and Web Suite to the Current Version If you are using Deltek RTE, we recommend that when you upgrade Deltek FMS to version you also update all Deltek RTE installations to that version as well. If you have Web Suite and are hosting it yourself, it is important that you update the programs on your Web server to the current version when you upgrade Deltek FMS to version When you do, be sure you select the Update to latest version installation option. If You Are Upgrading from Version or Earlier Because of the important changes made in (released in the fall of 2005) and because there is no data conversion process for the RTE database or for Web Suite, we highly recommend that after you upgrade Deltek FMS and RTE or Web Suite to , you immediately export fresh validation tables to your RTE sites or to Web Suite. Back Up Your System This should go without saying, but make sure you have a current, complete, and reliable backup copy of your Deltek FMS data before you install version Do not assume that automatically scheduled backup processes ran successfully. Test your backup before beginning this update. Make a copy of the folder being used to store your data. To determine the folder to back up, open the WIND2.INI file in Notepad. (WIND2.INI is located in the folder in which Deltek FMS is located.) The folder specified next to SysPath= is the folder you need to copy in its entirety. If you are using the SQL Server version of Deltek FMS, you also need to make sure you have a complete backup of the System database and each of your company databases. You can use the pre-set backup jobs, or you can make a manual backup of each of these SQL databases. For assistance with SQL backups, contact Deltek FMS Technical Support. Installing Additional Components and Licenses If you ve purchased new system components or additional licenses, Deltek issues you a new serial number and activation key. If, as part of the update, you are adding any of the following, you need to enter your new serial number and activation key to unlock those additions: Resource Scheduling and Budgeting Government Contract Management Purchase Order Payroll Plus Remote Time Entry Link to Sage FAS (asset accounting) AR Collections Web Suite Additional licenses for users, employees, or companies For instructions, see Installing Additional Licenses and Components in the first chapter of your Installation Guide.

28 If the Installation Doesn t Complete Successfully If the upgrade process fails or stops before finishing normally, do not reboot your computer. Do not try to restart the upgrade process. Contact Deltek Technical Support for guidance. It is important to determine the reason for the failure before you attempt the upgrade again. Technical Support will help you determine if the problem can be corrected and whether or not you will need to restore your system from a backup copy. 28

29 29 Upgrading a Stand-Alone Installation Before You Begin Before installing an upgrade version of Deltek FMS, be sure you do a complete backup of your current FMS system. Important Note Upgrading the Deltek FMS program files takes only a few minutes; however, updating the database files could take one hour or more depending on the size of these files. Schedule sufficient time when you perform an upgrade. Stand-Alone Upgrade Procedure Whether you have the SQL version or the Visual FoxPro version, follow these instructions to upgrade an existing stand-alone Deltek FMS system. Note Installing Deltek FMS also installs Crystal Reports, version XI (11). If you have another application on your computer that requires a different version of Crystal Reports, you may experience problems in that application after you install Deltek FMS. Contact the support department for that product before you install Deltek FMS to find out if they know of any compatibility problems with Crystal Reports XI. 1 Before installing an upgrade version of Deltek FMS, make a complete backup of your current Deltek FMS system. 2 Close Deltek FMS and all other Windows applications you may have running. 3 If you downloaded the upgrade from the e-support Web site, click Start on the Windows taskbar, click Run, browse to the Windows Installer subfolder in the temporary folder containing the upgrade, select FMS_STANDALONE.MSI, click Open, and click OK in the Run dialog box. Then skip to step 7. If you re installing the upgrade from a compact disc, insert the Deltek FMS installation compact disc into your CD-ROM drive. The setup program normally runs automatically. After a few moments, the Install Deltek FMS window opens. Continue with step 4. If the setup program on the compact disc doesn t run automatically, you can click Start on the Windows taskbar, click Run, browse to the Windows Installer folder on the compact disc, select FMS_STANDALONE.MSI, click Open, and click OK in the Run dialog box. Then skip to step 7. 4 Click the Install button next to Stand-alone installation. 5 In the File Download dialog box, select Run this program from its current location, and click OK. Note If you have anti-virus software that doesn t allow you to use the Run this program from its current location option, close this window and run FMS_STANDALONE.MSI from the Deltek FMS compact disc. Then, skip to step 7 below.

30 30 6 In the Security Warning dialog box, click Yes. Tip To avoid seeing this dialog box in the future, check Always trust content from Deltek, Inc. 7 When the first dialog box of the Standalone Installation Wizard opens, click Next to proceed. Result: If you previously installed Deltek FMS using the Microsoft Installer, continue with step 11. If this is the first time you have used the Windows Installer to upgrade Deltek FMS, the Software License Agreement dialog box opens. 8 Select the I accept the license agreement option and click Next to continue. 9 Enter your name and the name of your company, and indicate if Deltek FMS is to be available to all users of the computer or only available to you. Click Next to continue. 10 If the destination folder shown isn t correct, click Browse and select the right folder. (The default folder should be the folder in which Deltek FMS is already installed.) When the correct drive and folder are displayed, click Next to continue. 11 If you want a desktop shortcut to Deltek FMS, check Create shortcut on desktop. (Deltek FMS becomes an option on the Programs menu regardless of how you answer this question.) Click Next to start the installation process. Result: The installation program begins copying Deltek FMS files to your computer. This will take a few minutes. A progress bar lets you know how far along the process is. 12 When the installation process is completed, click Finish. Result: Setup ends. 13 Click Start on your Windows taskbar and select the Programs option. 14 Select the Deltek FMS program folder on the Programs menu. (The default folder name is Deltek Financial Management System.) 15 Click Deltek Financial Management System on the Deltek Financial Management System menu. Result: A message appears warning you against rebooting your computer while updating the database, even if the process appears to have stopped. If you encounter problems, contact Deltek FMS Technical Support. 16 Click OK to proceed. Result: The Update Deltek FMS dialog box opens. 17 Click OK to proceed. Result: Your Deltek FMS database tables are updated for all companies (including any archive companies). Depending on the size of your database, this could take anywhere from a few minutes to an hour or more. A progress bar lets you know how far along the process is. When all tables have been updated, the Log On dialog box opens.

31 31 18 Enter your user name and password, and click OK. Result: The first time you log on to Deltek FMS for a company after an upgrade, all database view definitions are created. This process may take a few minutes, but it occurs only once for each company. Thereafter, the views are stored and immediately available, and that in turn enhances the performance of dialog boxes and reports. Note If you don t log on to Deltek FMS within one minute, the Log On dialog box closes.

32 32 Upgrading Server and Workstation Installations If Deltek FMS is installed on a network file server, follow the instructions below to upgrade the server and workstation installations. Important Server Installation Notes If you upgrade Deltek FMS on your server to version or later, the computers on which you do workstation installations must be running Windows 2000 (Service Pack 4 or later), Windows XP (Service Pack 1 or later), or Windows Vista. If the required operating system and service pack are not in place on a workstation, you will not be able to upgrade Deltek FMS on that computer. Upgrade the Deltek FMS system installed on the network file server before you upgrade the workstations sharing that system. No one can be using Deltek FMS while the program is being upgraded. Upgrading the Deltek FMS program files takes only a few minutes. However, updating the database files could take one hour or more depending on the size of these files. Schedule sufficient time when you perform an upgrade. If you re installing Deltek FMS on a Windows server, the temporary folder containing the downloaded files or, if you are installing from a compact disc, the CD-ROM drive, can be on the server but don t run the installation from the server console. Run it from a workstation instead. For additional information, refer to the following white papers available on the e-support Web site: Deltek FMS Setup and Installation Best Practices and Setting Up Deltek FMS on a Peerto-Peer Network. Crystal Reports Installing Deltek FMS also installs Crystal Reports runtime, version XI (11). (Crystal Reports Designer is not installed. It requires a separate installation process.) If you have another application on your computer that requires a different version of Crystal Reports, you may experience problems in that application after you install Deltek FMS. Contact the support department for that product before you install Deltek FMS to find out if they know of any compatibility problems with Crystal Reports XI. Server Upgrade Procedure Whether you have the SQL version or the Visual FoxPro version, follow these instructions to upgrade an existing Deltek FMS system installed on a network file server. 1 Before installing an upgrade version of Deltek FMS, make a complete backup of your current Deltek FMS system. 2 Log on to the network as a user with Supervisor or Administrator rights. (If you re installing to a Windows server, log on from a workstation, not the server itself.) 3 Close Deltek FMS and all other Windows applications you may have running on the workstation.