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Year-End Hints for Time & Expense

Unlike your accounting system, T&E does not have a complex year end close process, however there ARE a few things you can do to make your transition into the new calendar or fiscal year seamless if you follow the steps from this guide from Cordia Partners and TBS.

Files

Timesheet Schedules

  • Every new Fiscal or Calendar Year, you must add a new year to the existing timesheet schedules you are using.
  • A very common and potentially costly mistake is to create a new TS Schedule code for each new year.
  • Simply adding a new year to the existing TS Schedule is the best practice and in most cases takes less than 10 minutes.

Brief Description of the Steps

  • In T&E go to Time Setup/Timesheet Schedules.
  • Hit Search and then Execute.
  • Select the schedule that you are using. (For this example we will use a Semi Monthly TS Schedule)
  • When the TS Schedule appears, on the menu bar between the Header and the TS Schedules, select Create Year.
    Create Year in Deltek Time & Expense Screenshot
  • Type in the 4 digit new year, i.e., 2010, 2011.
  • Using the Calendar Drop down, select the First End Date, i.e. 01-15-2010.
  • Type in the Number of Periods, i.e. 24.
  • Select the interval, i.e. Semi Monthly.
  • Hit the Calculate button and verify that the last end date is correct for the year. This is a very important step and must not be skipped or you must delete each new period by hand and start over.
  • If the last end date is correct, hit OK. This will build all of your periods for you. Then you may open any periods that you like.
    Create Year in Deltek Time & Expense Screenshot

Additional Help

If you need more help, OR you are using a “Split Friday schedule or a 980 Schedule, please contact Deltek’s General Support for T&E well in advance of the new year.

Work Schedules

For any Work Schedule that you are using, remember to go through the new year and designate any Holidays for the new year.

  • Hint, remember to make them Flexible if you are going to allow people to work on the holidays.

Importing Leave for GCS Clients Only

  • If you are running GCS and T&E, there is a very good chance that you will need to work with Deltek’s T&E Technical Support to have a Leave Script run against your DB to sync up the leave balances between GCS and T&E.
    • Please contact Deltek’s Technical Support for help with this issue.
    • They will then supply TBS with the proper script and we will run it against your domain.

 

These guidelines have been provided by Cordia Partners, a TBS Consulting Partner.

Cordia Partners
8320 Old Courthouse Road
Suite 320
Vienna VA, 22182

Ph: 703.42.6200
Fax: 703.462.6235