Deltek Vision® User Manual

Welcome to Deltek Vision, the Web-based software solution for professional

services organizations. Vision combines our data into one integrated system and

1 Introduction enables all the members of Caracle Creek to use and share the same
information—thereby helping increase the efficiency and productivity of our
business.

This notebook has training content for users of Deltek Vision 7.6 professional services accounting software
designed and presented by role. You will be provided with only those components necessary for your role.

• Timesheet User
 User Manual Content • Project Manager
• Accounting
• Senior Management
• Administrator

If you need assistance using Vision, Vision Help is a Web-based online documentation that is fully integrated
with the Vision applications and provides both conceptual and procedural information for all areas of Vision.

Access Vision Help

You can access Vision Help in the following ways:
 If You Need Assistance • From any Vision application, click Help on the Vision toolbar at the top of the Vision window.
• Click Help on the toolbar at the top of any Vision form to view help for that form.
• Click the Help button in the lower right corner of a dialog box to view help for that dialog box.

Alternatively you may contact Caracle Creek's Accounting Department, 1-705-671-1801, ext.301 and the Group
Administrator will be more than happy to assist you.
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 2 Access & Dashboard
This section describes how to access Vision and how to configure and navigate
through your Dashboard.

Deltek Vision is accessed through the web via 3 portals:

1. For use with Explorer https://caraclecreek.deltekfirst.com/CaracleCreekClient/

2. Alternative access using iAccess is available https://caraclecreek.deltekfirst.com/CaracleCreek/iAccess/
(Functional with other browsers such as Firefox, Chrome)
3. Alternative access using Touch Time: https://CaracleCreek.DELTEKFIRST.com/CaracleCreek/Time/
(Touch Time app available in Apple App Store and Google Play Store)

 Access to Vision It is highly recommended that you save these links as a favorite in your browser.

At the prompt enter your User Name and Password. Your User Name is full first name followed by the initial of
your last name, no space, for example Jane Doe would be JANED. Your username is not case sensitive. Note the
software automatically converts it to capitals. The default password is caracle. You will be prompted to change
your password the first time you log on. Should you forget your password you will have to contact the System
Administrator to have it reset.

After you have logged in you will find yourself at your own customizable Dashboard. The following is a Quick
Reference Card of your Dashboard.
 Dashboard

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 This section provides instructions for timesheet users on how to enter time,

3 Enter Time & Expense expenses and units in Vision. All timesheet users can enter time and expenses
and those authorized can enter units (rentals).

In the Time & Expense pane, click Timesheet. Select the active Timesheet Period you want to populate. Begin
populating the following fields in the Timesheet Hours Tab:

• Project You can either key in the project number or click on the magnifying glass to conduct a search.
When you conduct a Search there is a Lookup Tool which allows Users to search using filters. The Search
By has a drop down menu. Select your preferred method to filter and then click on the Search button
again. Highlight the appropriate Project Number and click Select or double click the Project Number.
• Phases & Tasks If phases and tasks have been assigned to the project by the Project Manager then you
will have to populate these fields as well. Click on the magnifying glass, select the filter method and
then click on search again and the available codes will be displayed.
• Service Code There are three (3) components to the Service Code
o Service Sector Select the appropriate Service Code. If the service provided is not listed then
you will have to contact the Project Manager to receive direction on how to book your time.
o Category This segment communicates the role the timesheet user had providing this service. It
can influence billing and compensation rates.
 Enter Time o Regular Use this code to communicate billable status.
 Code 1 Regular is billable
 Code 2 Special is non-billable
• Hours Proceed with entering your hours as appropriate.
• Comments Populate the Comment section for each entry. An error message will appear if you do not
and you will not be permitted to save your entry. The comment section will help provide transparency
to our clients on services being provided.

When you have completed entering your time Save your entries. It is strongly recommended that you complete
your timesheets on a daily basis. When the period is complete and you are satisfied with your timesheet select
Submit. Your timesheet will be forwarded to the appropriate individual for review and approval.

If for any reason a component of your timesheet is not approved it will be returned to you and a notification will
be sent informing you of its status. The Project Manager will be responsible for communicating reasons for
non-approval and provide guidance on how best to proceed. Once edits have been made you may re-submit.

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 In the Time & Expense pane, click Expense Report. To create an Expense Report select New. Separate Expense
Reports should be created for each Client during the applicable reporting period. To create new line entries
click on Insert.

• Report Name
o Billable Expenses Client Name followed by the reporting period. Example ClientName Jan1-
15/12.
o Non Billable Expenses For expenses not attributable to a Billable Client then replace the Client
Name with CaracleCreek. Record the expense and allocate to the appropriate Overhead Project.
• Date Enter the date the expense was incurred. Each expense must be entered separately.
• Category Select the appropriate expense type from the drop down menu.
• Description Here you may enter a general description of the expense incurred. Depending on the level
of detail selected for Client invoicing this may appear in the body of the invoice. Therefore an
appropriate reference for a meal expense may be “Meal in transit to site, 1 Senior Geologist & 1 Field
Assistant”.
• Detail This is an optional field that allows an opportunity to further explain the expenditure. You may
use it at your discretion. Please keep in mind that the more information provided the better we will be
able to respond to client queries.
• Currency Code Select the appropriate currency code for the transaction. Should you select a currency
 Enter Expenses other than Canadian please note that the system will convert the transaction to Canadian Dollars based
on the daily rates provided by an online service.
• Amount Enter the total amount of the expenditure.
• Finish populating the remaining necessary fields, such as Project & Tax Code.
• Submitting Expense Claims When you have completed all of your entries save your document and print
a detailed report of each claim. Review again for accuracy of both tax value and total of the claim. When
you are satisfied with the claim save the file and select the Submit button. Print a copy of each claim,
attach all receipts and Forward to the Sudbury office for processing.

You may also refer to the Help Button located right above the Report Name field for further instructions on
how to submit your expense reports.

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 The Unit Quantities feature serves two primary functions:

1. Records usage of internal resources on projects such as field equipment, vehicles, specialized software,
large format plotting/printing & scanning. As there are different billing rates based on usage duration
you will find 3 codes for each rental unit. For example, TRUCKD (daily), TRUCKW (weekly) and TRUCKM
(monthly)
2. Allows for per diem or flat rate billing structure for specialized programs such as EarthProbe.

In the Time & Expense pane, click Timesheet. Select the active Timesheet Period you want to populate. Begin
populating the following fields in the Unit Quantities Tab:

• Project You can either key in the project number or click on the magnifying glass to conduct a search.
 Enter Units When you conduct a Search there is a Lookup Tool which allows Users to search using filters. The Search
By has a drop down menu. Select your preferred method to filter and then click on the Search button
again. Highlight the appropriate Project Number and click Select or simply double click the Project
Number.
• Phases & Tasks If phases and tasks have been assigned to the project by the Project Manager then you
will have to populate these fields as well. Click on the magnifying glass, select the filter method and
then click on search again and the available codes will be displayed.
• Unit Select the appropriate unit number and then populate the appropriate days for the unit selected.
If for example, as a Project Manager, you need to record that 2 field laptops were in use from the 1st to
the 3rd then the appropriate Unit Code would be LAPD and on each day you would record 2. Or, for
example if one unit was in field for one month then select LAPM and on the appropriate day book 1.
• Description Populate the description section for each entry.

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