Project Cost for Government Contractors

Not to burst our own bubble but Project Cost is a fan favorite with Government Contractors.

In fact, we put together 10 favorite features that make your work simpler & easier® in Dynamics GP when it comes to projects.

Why Government Contractors?

Contractors are subject to Federal Acquisition Regulations (FAR) and audits by agencies like the Defense Contract Audit Agency (DCAA). These Project Cost features will provide superior contract cost support documentation which will help maximize cost recovery.

Top 10 Favorite Features

1 – Approval and Edit Audit Trail

Auditors are concerned that contractors might improperly move or re-class charges from a contract that is over budget to one that has ample budget during the approval process. Project Cost records each change to a transaction as well as the date, time, and user who made the change. Even data from deleted transactions is maintained for a perfect audit trail.

perfect audit trail for government contractors

The audit trail records all transaction data as well as:

  1. Modified Date and Time
  2. User who edited
  3. Transaction User ID
  4. Employee ID from the Payroll System
  5. The approver for the Cost Side of the transaction
  6. The approver for the Billing Side of the transaction

2- Sample Dynamics GP Cost Document and Sale Document Links

Each Project Cost transaction is linked to either a GP cost document, a GP sales document, or both. With Project Cost, every cost and revenue is easily understood.

Sample Dynamics GP Cost Document and Sale Document Links

3 – Cost Segregation

Items 2a & 2d of the standard form “SF 1408 Pre-Award Survey Prospective Contractor Accounting System >> Section B – EVALUATION CHECKLIST” published by the General Services Administration (GSA) requires both:

  • 2a. “Proper segregation of direct costs from indirect costs.”
  • 2d. “Accumulation of costs under general ledger control.”

Dynamics GP does an excellent job of meeting these requirements.

Item 2b also requires “Identification and accumulation of direct costs by contract.” Dynamics GP with Project Cost does an excellent job of meeting these requirements. It also satisfies the requirements for the remaining items in the Evaluation Checklist. Read the short “Cost Accounting System Compliance for Government Contractors” paper referenced below for more information.

4 – Overhead Processing

Full support for multi-level overhead pool application and processing to support all evaluation requirements listed above.

5 – Project Model and Project Historical Model

The Project Model is a Project Income Statement Presentation. It shows actual versus budget, fully burdened Costs and Revenues using any overhead rate structure.

The Project Historical Model shows actual versus budget, fully burdened Costs and Revenues using the actual overhead applied in past periods and budgeted rates going forward. This is especially helpful in understanding profitability for larger multi-year projects.

6 – Ease of Use and Accuracy

Project Cost supports project coding on all Dynamics GP transactions including:

  • Purchase Order
  • Payables
  • Cash Receipts
  • Most Requisition Modules
  • Sales Order Processing
  • Inventory
  • General Ledger
  • Receivables

In all cases, the Project Cost form opens off the primary Dynamics GP entry form.

Based on User Options, it may open automatically or with a standard Ctrl + z keystroke.

These simple interfaces between Dynamics GP and Project Cost make using a project costing module easier to use and likely more accurate.

7 – Cost and Efficiency

Project Cost supports project coding on all Dynamics GP transactions with a minimum number of keystrokes. Its consistent user interface and efficiency reduce both training and operational costs making Project Cost likely the most cost-effective project costing module in the Dynamics GP marketplace.

8 – Early Processing

Auditors worry that users may input labor charges before they are completed. Project Cost records the date and time of entry as well as the actual transaction date. This allows auditors to easily locate any transactions entered before the work was completed.

9 – No Need to Print and Sign Timesheets

The DCAA considers the technology used to validate users in Project Cost T&E Entry equivalent to an electronic signature. This means that employees don’t need to print and sign timesheets.

10 – Built-In Dynamics GP Integration to DevExpress Report Writer

One of the Federal Acquisition Regulations’ original goals was to standardize cost submissions. As time passed, the audit agencies’ submission requirements diverged. The integration with the DevExpress Report writer allows each contractor to readily meet the submission requirements for each funding agency.

More Background

For DCAA Audit Guidance and links to more documentation, click here.

If you would like to learn more about Project Cost feel free to:

Connecting the Dots Between Project Cost, Dynamics GP, and Concur

Just like a blind date if there is no real connection, it doesn’t work. Well, we have a real connection between Project Cost, Dynamics GP, and Concur and it will make your work simpler & easier®.

Let’s Break it Down

Project Cost

What it does:

  • Integrates with Payables, Receivable, Inventory, Sales Order, Purchase Order, Payroll, General Ledgers, and Smartlist Modules
  • Eliminates unnecessary keystrokes and double entry
  • Automates the creation of invoices, employee expense transactions, payroll transactions, project budgets, and project purchase orders.

How it makes your work simpler and easier® in Dynamics GP:

  • Users can logon anywhere/anytime to record Time and Expense information
  • Managers can use the powerful Budgeting and Project Analysis Tools

Wipfli Concur Connect for GP

What it does:

  • Provides a secure, seamless connection between Concur and Microsoft Dynamics GP.

How it makes your work simpler and easier® in Dynamics GP:

  • This seamless integration means you don’t have to download, manipulate and reupload data into different systems.
  • Built into your ERP’s environment, so you don’t have to switch between applications to transfer data. You can continue working in your ERP.
  • The connector is prepackaged and cloud-to-cloud, which makes it easy to use and helps ensure a fast, real-time stream of data into your ERP’s different modules.

Having a link between these systems means no double entry of data, streamlining the invoice, payment and approval process, and tying them to a project.

How does it work?

Once the invoices are fully approved and extracted from Concur all you have to do is run the integration and this will initiate the process and bring them all in from Concur. There is even a validation process.

You will get a message if any of them failed and why a voucher could not be created.

All of the successful non-project invoices will sit in an unposted AP batch.

For those that are tied to a project, they go directly to the Project Cost module for validation.

Once in Project Cost they are cued up and know they need to populate in the import window. You can then review and validate them.

Once validated you can process and post them in Project Cost to the individual projects.

You will also see those with errors as well with a detailed error description.

You can also go to each individual project to see the impact of these costs and how they hit the project.

Want to see it in action?

In a recent Rockton and Wipfli webinar we showed this tool in a customer’s test environment.

What we covered:

How to:

  • Seamlessly integrate expense data and invoice processing between 3 systems you use daily
  • Reduce errors and manual entry with a tool that talks to them all
  • Automate Concur AP purchases into Dynamics GP and Project Cost

Check out this 30-minute recording.

Send this to a friend