Use this screen for daily, summary timesheet data entry representing several days or a complete timesheet period for a specific crew. In this screen, you will enter the crew timesheet date, crew timesheet type, and crew ID. Once you enter the crew ID, default values will populate for crew description, crew chief name union ID, union description, and the crew foreman name, if applicable.
If you enter crew timesheets daily, you will use one day per crew ID, using the timesheet date to specify the day being entered. If entering several days of crew timesheet data, you would enter the last day for the period entered as the timesheet date.
You can clone previous timesheets using the crew timesheet date and crew ID. Use the crew timesheet line to enter miscellaneous line items, negative hours, non-fringe payments, paid and non-paid leave charges, and various pay types per crew employees.
You can determine rates in the Union Profile screen along with fringe payment methods, provided you have selected the Enable Union Functionality checkbox in the Labor Settings screen. Once you have run the Conversion of Crew Timesheets utility, you cannot edit the crew timesheet.
Use this screen daily or throughout a timesheet period to summarize timesheet data.
Use the fields in this group box to enter timesheet information such as timesheet date, type, sequence number, and crew information.
Enter the ending date for the time period this crew timesheet represents. The date entered must be within an open timesheet cycle in the Timesheet Periods screen and within the union contract dates in the Union Profile screen. This is a required field.
Select from the drop-down box the type of timesheet you want to use for this timesheet record. The following types are available:
Bonus - The Bonus timesheet type combines the Net Difference Correction timesheet, either in the current or next pay period, with a regular timesheet to increase or decrease gross pay.
Regular - The Regular timesheet type is the one you will enter most often. Use this to enter the employee's regular or original timesheet each timesheet period. You normally enter Regular timesheets first (before any related corrections).
This is a required field.
Enter the number that uniquely identifies the crew timesheet for date, type, and crew ID. You must select a number from "1" to"9." This is a required field.
Enter, or use Lookup to select, the crew ID that you want to use for this timesheet record. This is a required field. The crew description will then default into the unlabeled field on the right.
The union ID and union description will default into this required field when you enter the crew ID.
The crew chief's name will default into this required field when you enter the crew ID.
The foreman's name will default from the Union Profile screen when you enter the crew ID. This is an optional field.
Select this checkbox if the timesheet is approved. Once you have selected the Approved checkbox, you cannot make any changes to the timesheet without first deselecting the checkbox.
This non-editable checkbox will indicate whether the selected crew timesheet has been converted. Once you have converted the crew timesheets, you cannot make any changes in this application. You will need to go to the Enter Timesheets screen to make changes after conversion.
This non-editable field displays the user ID of the person who entered (or is entering) the timesheet. This is the user ID the person used to log into Costpoint.
This non-editable field displays the system date on which the timesheet was entered (or is being entered).
This non-editable field displays the sequential number of each timesheet line. In this table window, you can see the first five timesheet detail lines. If employees have more charges on their crew timesheet, you can scroll down (or up) using the arrow keys on the right side of the window. Timesheet lines remain in the order in which they are entered, and lines with the same account number are not combined. The generated cash fringe timesheet lines are sorted by employee.
You can enter the following types of timesheet lines:
"1" through "9" - These timesheet line types must exist in the Timesheet Line Type Default Settings or the Employee Timesheet Line Type Defaults screens before you can use them here. This is a required field.
"A" (Account/Org) - This is the default type and allows entry of all the fields discussed above.
"B" (Basic) - This type pertains to making entries for employees who have accrued leave but have a current Status of "Family Medical Leave" in the Basic Employee Info screen in Costpoint Employee. This type is also used to track Family Medical Leave.
"C" - This type is used when a fringe line is created while using the Union Profile feature. You cannot change this line type.
"L" (Leave Memo) - Use leave memos to make entries that have no associated labor cost but have data related to tracking leave hours used. This type is useful when tracking Family and Medical Leave Act (FMLA) usage. This timesheet line type is processed to the Leave files, but is not processed by the Labor Distribution Posting.
"M" (Manufacturing Order Change) - This type represents a manufacturing order timesheet line. The manufacturing order number to which this timesheet line is charged defaults from the Manufacturing Order Timesheet Information subtask. This is a required field.
"S" (Sales Order Line Change) - This type requires you to enter a sales order, release, and sales order line number. This is a required field.
"V" (Variance) - This type represents a standard variance timesheet line. You can generate a "V" type only line by selecting the Std Var pushbutton. (You cannot manually enter a line type of "V.")
Enter, or use Lookup to select, the unique employee ID for the employee whose timesheet you want to process.
The employee name will default in when you enter the employee ID. This is a required field.
This non-editable field displays the employee Hourly/Salary code from the Salary Info and History screen in Costpoint Employee.
Enter, or use Lookup to select, the project to which you want to charge this timesheet line. This is a required field. The project selected must meet the following requirements:
The project must exist in the Maintain Project Master screen in Costpoint Project Setup.
The Active checkbox must be selected in the Maintain Project Master screen in Costpoint Project Setup.
The project must be set up in the Project Information subtask of the Union Profile screen.
Enter, or use Lookup to select, the organization to which you are charging this timesheet line. This is a required field. The following edits are performed on the organization:
The organization must be in the Organization table (see the Define Org Structures and the Maintain Org Elements screens in Costpoint General Ledger) with the Active checkbox selected.
The crew timesheet Date falls within an open accounting period in the Accounting Periods screen in Costpoint General Ledger.
The combination of organization and account on the timesheet line will also be validated. (The organization/account must exist in the Link Organization to Accounts screen in Costpoint General Ledger.) This validation will occur when you save this screen after all data has been entered.
You must charge the time and labor cost on each timesheet line to a specific General Ledger account. In order to charge time to a given account, you must have already set it up in the General Ledger Chart of Accounts. This is a required field.
You can charge labor to a labor-related account type on the timesheet line, but any account is accepted, provided the following conditions are met:
The account is in the Chart of Accounts in the Maintain Accounts screen in Costpoint General Ledger.
The Detail checkbox has been selected (the account is a detail account) in the Maintain Accounts screen.
The Active checkbox has been selected (the account is active) in the Maintain Accounts screen.
The crew timesheet Date falls within an open accounting period in the Accounting Periods screen in Costpoint General Ledger.
If you selected the Allow GLC Change on Timesheet checkbox in the Labor Settings screen, you can change the General Labor Category (GLC) code for this line. The GLC field in the Salary Info and History screen in Costpoint Employee provides the GLC default. If the checkbox is not selected, you cannot change the GLC. If you enter a GLC, the code must be present in the General Labor Category table and the Union Profile screen for the union, local, crew, and project entered.
Enter, or use Lookup to select, the Project Labor Category (PLC) code to be used for billing purposes. This field comes from one of three different tables:
The Project Employee Labor Category table: If you selected the Project Work Force Required checkbox in the Basic Info screen in Costpoint Project Setup for the project number being charged, you can access this table. If the employee is found in this table, the associated default PLC is retrieved.
The Project Labor Category Map table: If the timesheet line project number and GLC are found in this table, the associated PLC is offered as a default.
The General Labor Category table: If the Project Labor Category Map table did not produce a default PLC, this table is accessed by the timesheet line GLC code. The associated PLC is offered as default.
The PLC field is validated against one of three different tables (PLCs are required only for timesheet lines containing a project number):
The Project Employee Labor Category table: If you selected the Project Work Force Required checkbox in the Basic Info screen in Costpoint Project Setup for the project number being charged, you can access this table. This employee must be present in this table with the associated authorized PLCs. If the PLC charged is not in this table (for this employee), the system issues an error message.
The Project Labor Category table: If you did not select the Project Work Force Required checkbox, you can access this table. If the project number charged on the timesheet line is found in this table, the PLC on the timesheet line must also be in this table (authorized). If not, the system issues an error message. If the project is not in the table, the next edit is performed.
The Project (Billable) Labor Category table: If the above two tables are not applicable, this table is accessed. In this case, the PLC entered on the timesheet line must be in this table, or the system issues an error message. (PLCs are required for timesheet lines containing a project number.)
When you enter a PLC on a timesheet line, the subperiod end date will default into this field. You can edit this date, but no validation will be done on this changed date. When no PLC exists on the timesheet line, this field is not required.
Enter, or change, the pay type code for this timesheet line. This is a required field.
This non-editable field displays the employee's overtime state. This is a required field.
Enter the work start time for this employee for this timesheet line. This is an optional field.
Enter the end time this employee worked for this timesheet line. This is an optional field.
This non-editable field displays the fringe code of the generated cash fringe line.
Enter the hours that the employee worked for this timesheet line, if appropriate. Any hours entered in this field also update the Entered Hrs column. If a cost-only pay type is charged, then this field (Hrs) is zeroed out after entry. However, the Entered Hrs field retains these hours. You can enter zero hours if dollars and not hours are to be charged (e.g., hourly rate corrections). This is a required field.
Costpoint automatically computes the amount (labor cost) for each timesheet line. Labor cost is not displayed if labor suppression is in effect. Labor cost is calculated in a variety of ways, depending on the system settings.
If you selected the Enable Union Functionality checkbox in the Labor Settings screen, the amount entered is based on the timesheet date, local, union, effective date, and GLC used.
Once the hourly rate has been determined, you must consider the pay type code parameters. There are several parameters related to each pay type:
The Factor, which is a number such as 1.5, that is multiplied by the hourly rate times the number of hours worked. The result is added to the labor cost.
The Amount, which is handled according to one of the following methods as specified in the Pay Type table:
Can be added to the labor cost calculation as a flat amount.
Can be computed by multiplying the Amount by the hours worked, and the result added to labor cost.
Can be computed by multiplying the Amount by the hours worked by the above Factor, and the result added to labor cost.
For the cash fringe generated, the Amount is determined by the Fringe Calc Method used. The pay type method has the assumption factor of 1.0 and is a cost only pay type.
Enter the local code applicable to this employee. This is a required field. The default is provided from the Salary Info and History screen in Costpoint Employee.
Enter, or use Lookup to select, the state withholding code of the entered project or the employee's withholding state. This field will automatically default with the indicated project's withholding state from the Union Profile screen. The withholding state (for the union/project) defaults for the timesheet line based on the matching Union, Local code, and GLC that are assigned to the employee in the Salary Info and History screen. This is an optional field.
Enter, or use Lookup to select, the locality withholding code of the entered project or the employee's withholding locality. This field will automatically default with the indicated project's locality withholding code from the Union Profile screen. The locality withholding code (for the union/project) defaults for the timesheet line based on the matching Union, Local code, and GLC that are assigned to the employee in the Salary Info and History screen. This is an optional field.
Enter, or use Lookup to select, the organization abbreviation. This field is optional.
Enter, or use Lookup to select, the project abbreviation. This field is optional.
Enter the project account abbreviation. When you enter a project ID in this screen, the associated project account abbreviation code defaults in the corresponding account ID. This is an optional field.
Enter, or use Lookup to select, the reference number for the Reference 1 table. The field is edited to determine that the number is in the table. You can adjust the column heading for this field in the G/L Settings screen in Costpoint General Ledger to suit the needs of your company. This field is optional.
Enter, or use Lookup to select, the reference number for the Reference 2 table. The field is edited to determine that the number is in the table. You can adjust the column heading for this field in the G/L Settings screen in Costpoint General Ledger to suit the needs of your company. This field is optional.
This non-editable field displays the account name associated with the account number entered on this timesheet line.
This non-editable field displays the organization name associated with the organization number entered on this timesheet line.
This non-editable field displays the project name associated with the project number entered on this timesheet line.
This non-editable field displays the reference 1 name associated with the reference number entered on this timesheet line. You can adjust the column heading for this field in the G/L Settings screen in Costpoint General Ledger to suit the needs of your company.
This non-editable field displays the reference 2 name associated with the reference number entered on this timesheet line. You can adjust the column heading for this field in the G/L Settings screen in Costpoint General Ledger to suit the needs of your company.
If you are using workers' compensation codes, enter, or use Lookup to select, the workers' compensation code for this timesheet line. This is a required field.
This non-editable field displays the hours entered on the timesheet line. If a cost-only pay type was charged, the Hrs field was zeroed out. This field is updated by entries to the Hrs field, but retains the original value entered.
Use this drop-down box to enter and update notes or text related to an individual timesheet line. You can enter up to 254 characters for each timesheet line.
Use this pushbutton to enter the Defaults subtask.
Use this pushbutton to load crew and employee defaults.
Select this pushbutton to generate cash fringe lines.