Use the Vendor Labor subtask after highlighting a row in the voucher detail and storing information relating to one line in the voucher detail such as Vendor, General Labor Category (GLC), Project Labor Category (PLC), Hours, and Amount. This subtask is useful if you want to capture the total hours and currency units incurred against the project for vendors as well as for their employees. Capturing total hours and currency units against labor categories is essential for level of effort projects or projects where your bill is based on hours incurred against labor categories or percent of labor hours incurred, your fee is applied on total hours, or you track all hours charged against the project for project management. You can control this feature in Costpoint General Ledger to disallow voucher entry charges to certain types of accounts.
The voucher number and vendor information from the voucher header will be displayed at the top of the screen.
This is a non-editable field. It is used by the system to track the number of lines in the table and will be updated automatically as you insert or delete lines.
Enter, or use Lookup to select, a valid vendor employee identification number for this vendor.
This field will display the vendor employee name associated with the vendor employee ID from the Maintain Vendor Employee screen.
Enter, or use Lookup to view and select, a GLC for this vendor. This is a required field. The GLC applies to vendors and, if there was a relationship between the GLC to the PLC against the project, the system will display the PLC for this vendor and project.
Enter a PLC for this vendor or use Lookup to select a PLC. If there was a relationship set up for this vendor against the project, the system will provide a default, but you can change the PLC.
This field displays the description of the PLC Code.
Enter the hours for this vendor and labor category. You can enter no hours (zero) on a Sub Line.
Enter the amount for this vendor and labor category. You can enter no currency amount (zero) on a Sub Line, but the total of all the Sub Lines must equal the currency amount on the selected line of the Enter A/P Vouchers screen.
Enter the effective billing date in this column.
The following is a list of possible defaults that can take place when you enter a new line in the table window or leave a field/column in this subtask. (The vendor labor defaults work in conjunction with defaults for projects charged.)
Level 1: Work Force Default
If the project from the Enter A/P Vouchers screen requires a work force, the default is from the Default column in the Assign PLC to Vendor Work Force screen in Costpoint Project Setup that indicates which PLC should be used as a default for a specific vendor. If the vendor is not located in this screen, you will receive an error message. If the PLC is defaulted successfully, the application will also default the PLC description from the Assign PLC to Projects screen in Costpoint Project Setup.
Level 2: Project Timesheet Defaults
If the first attempt to default the PLC does not succeed, the application will try to default PLC from the Project TS Defaults screen in Costpoint Labor. Again, if the PLC is defaulted successfully, the application will also default the PLC Description from the Assign PLC to Projects screen or the Set Up Project Labor Categories (PLC) screen in Costpoint Project Setup.
The application will also attempt to default the GLC as well as the PLC. If the GLC is found but the PLC is not, the application will try to retrieve the PLC from the General Labor Categories screen in Costpoint Labor. If the PLC is found, the PLC Description is located first in the Assign PLC to Projects screen and second in the Set Up Project Labor Categories (PLC) screen in Costpoint Project Setup.
Level 3: Link GLC to PLC
If the Project Labor Category Map table is set up for the project and GLC, the related PLC is defaulted into this subtask. This level of defaults will be used only if prior levels are not used.
Once you leave the Vendor Employee column after entering a valid vendor employee ID, the application will default in the GLC from the Maintain Vendor Employees screen. If the GLC is defaulted successfully but the PLC is not entered, the application will attempt to locate it from the General Labor Categories screen in Costpoint Labor. If the PLC is found, the PLC Description is located first in the Assign PLC to Projects screen and second in the Set Up Project Labor Categories (PLC) screen in Costpoint Project Setup.
GLC - The system checks the General Labor Categories screen (in Costpoint Labor) to make sure the GLC entered on this line is present.
PLC - The systems reads the Basic Info screen in Costpoint Project Setup to see whether the Project Work Force Required checkbox is selected and performs the following validations:
If the work force is required, the application checks the Maintain Vendors screen to determine whether this vendor exists. Next, the system checks the PLC in the Assign PLC to Vendor Work Force screen (in Costpoint Project Setup) to make sure that this PLC is valid for this vendor. If the work force is not required, the system proceeds to the next level of validation.
If a project work force does not exist or is not required, the system will check the Assign PLC to Projects screen (in Costpoint Project Setup) to determine whether the PLC entered has been assigned to a project. If the project is found in the screen but the PLC is not assigned to it, the entry is rejected. If neither the project nor the PLC is found in the Assign PLC to Projects screen, the application proceeds to the next level of validation.
The total amount of the voucher line (total invoice before discount minus discount) and total vendor labor must match or the Vendor Labor subtask cannot be saved and you cannot return to the Enter A/P Vouchers screen.
The final level of validation for the PLC takes place in the Set Up Project Labor Categories (PLC) screen in Costpoint Project Setup. If the PLC is not found in this screen and has not been located by any previous validations, the PLC is rejected.