10 Reasons Why to Choose PROCAS author avatar

When purchasing new software, people always want to make sure they are making the right decision for their business. Naturally, comparative search terms are commonplace when researching what's available.

Phrases such as PROCAS vs Deltek, DCAA Compliant Quickbooks, PROCAS vs Unanet, Top DCAA Approved Accounting Systems, Unanet vs Deltek, Quickbooks vs Costpoint, etc. will generate mixed results, many of which can be outdated or inaccurate.

At PROCAS, we do not feel it is our place to rank or attack competing software packages. Rather, we would prefer to stand proud in what sets us apart as a premiere government contract accounting solution.

Therefore, this post's focus will be expanding upon the Top 10 Reasons Why to Choose PROCAS, and what makes us different. These reasons are broken down in detail below:

1) No long-term contracts or license purchases and consistent and transparent pricing for all clients

PROCAS vs Deltek

PROCAS is a subscription-based software that can be implemented or discontinued at any time. We do not require any long-term contracts or license purchases, meaning you are not stuck if there are future changes to your staff or business. Our clients are billed monthly, based on current levels of employee access.

In addition to no long-term contracts, our monthly SaaS pricing model is the same for all clients. We want our clients to know exactly what to expect to be billed, with no hidden costs. This includes software support and maintenance, which are factored into the base price.

Therefore, you do not have to worry about the added pressure of bargaining with a member of our sales team when exploring software options. The price is the price.

 

2) No cost upgrades and standard system improvements

PROCAS vs CostPoint

We routinely perform updates to the software which include new features, menus, reports, interfaces, etc. There are no added costs for these standard system improvements because we genuinely believe in improving the lives of our clients and do not want to hinder this.

For example, we are currently going through the process of migrating our longstanding clients from an older version of our software to our most up-to-date version at no added cost. We do not believe in the idea of raising the maintenance costs for an older version of our product to drive clients to a newer one.

 

3) Ability to scale users and modules up/down as needed so the pricing scales with your needs

DCAA Compliant Quickbooks

In accordance with no license purchases, if your company adds or terminates staff due to workflow, you can easily scale up or down the level of employee access you need in the software. By activating or deactivating personnel records, our monthly billing process will automatically pick up the changes and adjust your invoice to align with the new employee counts. This same logic applies for changing employees' levels of modular access in the system.

 

4) PROCAS QuickStart offers the most efficient implementation process at 4-5 times less than that of competing software

Unanet vs Deltek

One of the most daunting parts of purchasing new software is the implementation process. Typical implementations can range from five to even six figure costs and can take months, if not years, to complete.

With over 20+ years of government contract accounting experience, we believe we have built the most efficient and cost-effective implementation experience for our clients. On average, you should not have to spend more than 24 cumulative hours with a PROCAS consultant, which would cost you less than $5,000 to complete

You may be wondering, how have we accomplished this?

Rather than relying on implementation as a revenue stream, we have simplified the process to benefit the client. Our PROCAS QuickStart program has many out-of-the-box standards and procedures that are easy to implement and customize for your organization.

The common idea of building your company's system from the ground up is outdated in today's tech landscape, which only still exists to get more money out of the paying customer.

 

5) Our consulting team is focused on creating positive experiences and establishing confidence in using PROCAS, rather than meeting a billable hour quota

Unanet vs CostPoint

In accordance with having the best implementation process, our consulting team's motivation is not to draw out client work to meet a billable quota, but to help our clients out in the most efficient and effective ways possible. It is not in our business interest to nickel and dime our clients for work performed.

Our goal is to properly train and inspire our clients to be well versed in our software.

 

6) Implementation staff, sales, and software support team members are all degreed accountants and employees of PROCAS

Quickbooks vs Deltek

Founded by a CPA in 1997, PROCAS has always emphasized the importance of having proper accounting knowledge in positions of providing expertise. All client facing roles, from consulting, to support, to sales, have the education needed to decipher your issues and truly understand the concepts being discussed. We believe that our strong knowledge in the accounting field is a competitive advantage of our organization. 

If you are calling into our support phone lines, you are guaranteed to reach an employee of PROCAS, with a background in accounting, located in the United States.

 

7) Implementation staff is experienced in government contract accounting and DCAA Compliance

Deltek Costpoint Unanet PROCAS

Our implementation consultants have on average over 10+ years of experience working with government contractors. Our software is built around the concept of being DCAA compliant, which our team heavily emphasizes during the implementation process and ongoing engagements. Our tested knowledge of the FAR, Cost Principles, GAAP, and DCAA's requirements assures our clients that they are in the right hands.

 

8) Software support staff are trained specifically to work with government contractors

Unanet vs PROCAS

As mentioned previously, our software support staff are all degreed accountants trained to work with government contractors. Our team works hand-in-hand with our consulting staff, often assisting in projects that require additional help. Through these training exercises, our support staff learns what's important to government contractors by helping solve real world issues.

That being said, our support team does not claim to be experts in all areas of government contracting. In situations that require more expertise, our support staff is trained to get you in touch with the right person for the job.

 

9) Clear communication between our Operations, Development, and Infrastructure departments

Top DCAA Approved Accounting Systems

While most of this post has addressed the client facing side of the company, we also hold our development and infrastructure departments to a very high standard. Constantly building new features, fixing system bugs, and improving the overall client experience, our development and IT teams play a major role in the success of our organization.

Most importantly, we are extremely proud of the open communication between these departments internally. Our turnaround time from a client reporting an issue, to our consultants conveying that issue, to our DEV team fixing the issue, and finally the consultant relaying that fix back to the client, is streamlined in the most efficient way possible to better the client experience.

 

10) SOC 2 Type 2 infrastructure equipment is owned by PROCAS and supported by experienced PROCAS IT professionals

Top DCAA Compliant Accounting Systems

Our infrastructure is audited each year by an independent third party, which is known as a SOC audit. We have passed Types 1 and 2 for calendar year 2019, with ongoing engagements planned for 2020 and beyond.

Because our infrastructure is owned by us and not an outside vendor, we are able to make sure the proper security measures are taken to ensure our clients' systems are in accordance with government contracting standards.

 

Decision Process

As you make your decision to purchase DCAA compliant accounting software, remember to keep these 10 items in mind.

Search results from PROCAS vs Deltek, DCAA Compliant Quickbooks, PROCAS vs Unanet, Top DCAA Compliant Accounting Systems, Unanet vs CostPoint, Deltek vs. JAMIS, Quickbooks vs Deltek... will often only focus on the system specs, and not the company that supports them.

System requirements are very important, however the business practices supporting them will always factor into the overall client experience.

For more information, see how PROCAS addresses the requirements of the SF1408 and the products we offer!

Completing Incurred Cost Submissions (DCAA's ICE Model) author avatar

Incurred Cost Submission in PROCAS

What is an Incurred Cost Submission?

Incurred cost electronic submissions are compilations of various schedules of your costs, presented in a specific way, submitted to the DCAA for their review and audit. The submitted ICE model is a true up of your actual indirect costs incurred over the prior fiscal year to what was provisionally billed.

Why are incurred cost submissions important?

The federal government requires ICE submissions to help verify that the prices paid for cost reimbursable services are both fair and reasonable. A completed ICE submission typically results in an adjustment to amounts billed in the previous year (either under-billed or over-billed). DCAA will review these submissions in a process known as Incurred Cost Audits.

If this is a confusing idea, think of it like a tax return for your billed indirect costs. You always want to be prepared if the IRS shows up at your door. Likewise, it would be smart to treat this process very seriously in the case that DCAA audits your ICE submission(s).

How do I know if I have to complete an incurred cost submission?

ICE submissions are required if any of your contracts are subject to FAR 52.216-7 "Allowable Cost and Payment." This typically includes most if not all cost reimbursable contracts and some time & materials contracts.

When do I have to complete an incurred cost submission?

ICE submissions are due 6 months after the close of your fiscal year. For most contractors, this deadline is June 30th of each year (calendar fiscal year). However, it could be a different date if your company runs on a different fiscal year.

Any additional tips?

For more information, the above stated ICE model can be found here. DCAA provides instructions for completing the ICE schedules as well as a sample submission.

 

Completing the ICE Model using PROCAS

If you select the above link and download the ICE model as per the DCAA’s instructions, you will notice that completing the model is no easy feat. (You know you’re in for a long day when an Excel file comes with its own User’s Manual!)

The ICE_Model spreadsheet contains a little more than 25 tabs, all of which require major brain power. To help with this, we’ve built reports for specific schedules that are separated on each tab.

Our reports can be found by going to Indirect Rates --> Incurred Cost Submission Support within the Accounting menu.

Incurred Cost Submission Reports in PROCAS

Once each report is printed, they can be downloaded as Excel or CSV files using the downloads option to easily copy and paste your company's numbers into the ICE model.

 PROCAS Report Download Options

The remainder of this post will be broken down into the following sections:

  1. Calculating Indirect Rates
  2. Indirect Rate Support
  3. Schedule H
  4. Schedule I
  5. Schedule K
  6. Schedule L

Note: These reports will only give accurate numbers if…

  • Invoices are being billed out of the system
  • Costs are recorded correctly
  • Rate Calculation Setup has been completed for the fiscal year being submitted
  • Indirect Rates have been calculated and applied for the fiscal year being submitted (process covered in the next section)

 

Calculating Indirect Rates

Indirect Rate Submission - DCAA

Before we begin gathering any data from the system, we need to calculate and apply our indirect rates for the prior year being reported. This can be done by following the below process:

1.Navigate to Indirect Rates --> Calculate Indirect Rates within the Accounting menu.

2. Scroll back to the prior year using the page up button on your keyboard, or the back arrow  at the bottom of the screen.

3.  Select the "Calculate" button to the right of the screen.

  1. On the pop-up menu, make sure actual rates are selected for the correct date range, then select "Calculate."
  2. This will update the numbers on your indirect rates screen, timestamped for the moment they were calculated.

4. Select the "Apply Rates" button in the upper right-hand corner.

  1. Again, verify the date range is correct, then confirm by selecting "Apply Rates."
  2. This will give you a notification that indirect rates have been applied.

5. Navigate to the "Rate Support" button in the right hand corner.

  1. Continue along to the supporting detail breakdown of your incurred indirect costs.

 

Indirect Rate Support

Indirect Cost Breakdown in PROCAS

Now that rates have been calculated, let's start printing information to start completing our incurred cost submissions. Perhaps the most important, indirect rate support reports contain the details of costs within each pool and base for the rate calculation most recently performed.

The ClaimedIndirectRateSupport.rdl report should be used in completing ICE Model Schedules A, B, C, D, and E and can be downloaded in PDF format as supporting documentation. This report will take into account your indirect rate structure as originally defined under Accounting --> Setup --> Cost Application Rates --> Rate Calculation Setup, and will present data in accordance with this structure.

  • On the Indirect Rate Support Report, navigate to the correct fiscal year using the back arrow .
  • Print ClaimedIndirectRateSupport.rdl using the print icon .
  • There are multiple pages to this report –Blank Space1 for each of the following indirect rate types: 
    1. Blank SpaceFringe – Page 1
    2. Blank SpaceFacilities – Page 2
    3. Blank SpaceOverhead – Page 3
    4. Blank SpaceGeneral & Administrative – Page 4
    5. Blank SpaceMaterial Handling & Subcontract Admin – Either combined in one of the previous four pages or split out depending on your rate structure.
    6. Blank SpaceB&P and IR&D – Either combined in one of the first four pages or split out depending on your rate structure.
    7. Blank SpaceIndirect Rate Setup – Final page of the document breaks down your indirect rate structure. This page is a great explanation of what is going on if you are struggling with understanding the numbers!!!
  • Export the report to Excel or CSV using the download icon .Blank Space

You should begin your ICE Model by inserting a new tab in the workbook, which will be used to copy your trial balance information. You should then link information within the various schedules in the ICE Model to the trial balance tab where appropriate. This will leave less room for discrepancies between information in the ICE Model compared to information in your general ledger.

Note: If general ledger adjustments are needed after you have begun the ICE Model, you will only need to update the trial balance information on the trial balance tab.

 

Schedule H

Incurred Cost Submission - Schedule H

The ICE Model Schedule H is the “Schedule of Direct Costs by Contract/Subcontract and Indirect Expense Applied at Claimed Rates.” The standard Schedule H report accommodates a consolidated overhead rate structure and a two worksite overhead rate structure.

  • Indirect Rates --> Incurred Cost Submission Support --> Schedule H
  • Indirect rates must be calculated and applied before printing (shortcut located on menu).
  • For the report to group the contracts by element of cost class, an Incurred Cost Class code must be established on the project records, invoice task records, and/or the revenue task records.
  • The report is available in six roll up levels: Invoice Task, Project, and WBS Levels 2-5.
  • The report can be filtered by Department, Division, Location, Site.

 

Schedule I

ICS Submission - Schedule I

The ICE Model Schedule I is a “Schedule of Cumulative Direct and Indirect Costs Claimed and Billed by Contract and Subcontract.” The automated billing process records billed detail information in Billing History which maintains the inception-to-date billed hours and amounts on contracts. By default, this report will display prior years settled total costs, prior year costs, and cumulative billed amounts, by contract, grouped by incurred cost class for the date range selected. The report displays the contract billed information in cost class order.

  • Indirect Rates --> Incurred Cost Submission Support --> Schedule I
  • The Schedule I support report requires that the automated billing process is used to create invoices within the accounting system.
  • The Schedule I support report in the system requires billing history.
  • The report is available in six roll up levels: Invoice Task, Project, and WBS Levels 2-5.
  • Select "Search" to populate the applicable task selection screen.
  • The report can include or exclude specific tasks by using the checkboxes in the selection screen.

 

Schedule K

ICE Submission - Schedule K

The ICE Model Schedule K is a “Summary of Hours and Amounts on Time and Material/Labor Hour Contracts.” The automated billing process records billed detail information in Billing History which maintains the inception-to-date billed hours and amounts on contracts. By default, this report will display the cumulative hours and amounts billed for the date range selected, regardless of the cost class. The report displays the contract billed information in cost class order. You can filter on a cost class code or a range of cost class codes to isolate the information needed.

  • Indirect Rates --> Incurred Cost Submission Support --> Schedule K
  • The Schedule K support report requires that the automated billing process is used to create invoices within the accounting system.
  • The Schedule K support report in the system requires billing history.
  • The report is available in six roll up levels: Invoice Task, Project, and WBS Levels 2-5.
  • Select "Search" to populate the applicable task selection screen.
  • The report can include or exclude specific tasks by using the checkboxes in the selection screen.

 

Schedule L

Incurred Cost - Schedule L

The ICE Model Schedule L is a “Reconciliation of Total Payroll per IRS form 941 to Total Labor Costs Distributions.” It is a reconciliation of the accrual basis labor cost per your general ledger to a cash basis labor cost per the IRS Form 941s. The Schedule L report will display the labor costs recorded in the general ledger, grouped by cost pool.

  • Indirect Rates --> Incurred Cost Submission Support --> Schedule L
  • Performing a labor reconciliation separately before beginning the ICE Model will help to ensure the information in your general ledger is accurate.

 

Additional Help

If you’ve made it this far, I applaud your stamina! These reports can seem intense, however they lend a helping hand in completing the associated tabs of the ICE model. For additional help getting the information you need to complete your incurred cost submissions, you can reach us at consulting@procas.com.

Related Tags - ICES, ICP, ICS, Incurred Cost Proposal, Indirect Cost Rate Submission, Final Indirect Rate Proposal