Use this screen to enter and edit labor cost and timesheet-related data for individual employees. The timesheet is important because it is the only source of labor entered into Costpoint. The labor accounts that the employee charges on the timesheet are posted through Labor Distribution to the General Ledger (the Post Labor Distribution screen).
Use this screen to enter summary timesheet data representing several days or a complete timesheet period. You can also use this screen to enter daily timesheet data. In this case, you would enter one day per timesheet page, using the timesheet date to specify the day being entered. If entering several days of timesheet data (summary), you would normally enter the last day for the period being entered as the timesheet date (see discussion below).
Costpoint provides a number of options for the treatment of overtime. The options offered depend on several factors, such as whether the overtime is compensated or uncompensated. For example, using the Auto Adj feature, you can adjust the employees' timesheet labor cost to the amount that they are paid (as is the case with uncompensated overtime). You can do this on an individual timesheet basis or for all timesheets being entered.
You can handle compensated overtime in a variety of ways. You can charge overtime on a line-by-line basis on the timesheet using pay types that are designated as overtime pay types. You can charge all the hours worked to regular pay types, and use the Recast Overtime Premium screen to charge overtime pay types on a line-by-line basis and have the premium portion charged to a different timesheet line on a "batch" basis. Set up and use the Recast Overtime Premium screen to create new timesheet lines that back out, and charge to a different timesheet line the premium portion of the overtime charged on the timesheet. This can be useful for projects not allowing overtime premium charges.
The calculation of overtime hours is controlled by one of two screens, the Overtime Rules by State and the Overtime Rules by Location. These tables specify whether overtime hours are to be based upon the number of hours worked in a day or the number of hours worked in a week. Daily timesheets are required for accurate calculations if the state or location overtime rule specifies that overtime hours are based upon the number of hours worked in a day.
Additionally, if you selected the Enable Union Functionality checkbox in the Labor Settings screen, you can automatically load information into this application by using the Conversion of Crew Timesheets screen. You first use the Enter Crew Timesheets screen to enter daily timesheets for union employees, and then convert those timesheets to Costpoint timesheets using the Conversion of Crew Timesheets screen. These timesheets are used to compute payroll.
Labor only timesheets can now calculate labor costs based on the reference date of the "Regular" timesheet, if the Use Ref Date in Correcting and Labor Only TS checkbox is selected in the Labor Settings screen.
Not all of the fields in this screen are required. You can rearrange the table window columns to present the columns in the order that is most useful to you.
You can enter timesheets on a daily, weekly, bi-weekly, semi-monthly, or monthly basis.
Multi-state functionality has been added to a number of applications. This functionality allows the proper calculation of withholdings for employee who work in multiple states during a single pay period. This application contains new defaults and validations for withholdings, if the employee's pay cycle is associated with multi-state withholdings.
Use the fields in this group box to enter the timesheet date, timesheet type, timesheet sequence number, and the employee ID.
Enter the ending date for the timesheet's period. This date can represent a period of time, such as a week, or it can represent a single day. Enter the date in MM/DD/YYYY format. You can enter only those timesheets with a timesheet date falling in an open timesheet period. To enter a timesheet with a date in a closed timesheet period, you must first open that timesheet period (set Open to "Y") in the Timesheet Periods screen. This is a required field.
Use this drop-down box to select the type of timesheet being entered or displayed. You can select four types of timesheets:
Bonus - This type of timesheet combines the "Net Difference Correction" timesheet, either in the current or next pay period, with a "Regular" timesheet to increase or decrease gross pay. You can also use additional "Regular" type timesheets to make corrections by increasing the sequence number. This way, the original timesheet date is tied to the second (correcting) "Regular" timesheet date. This works best if the original "Regular" timesheet has not been purged from the Labor Distribution table. If it has been purged, the "Correcting" type timesheet is the preferred type to use.
Correcting - You will normally use this type of timesheet whenever a timesheet error is discovered that affects the employee's pay. You would typically use these timesheets after the timesheet can no longer be directly edited, such as after it has been posted to the G/L or Payroll or computed to Leave or Payroll. If you select the "Correcting" type timesheet, you can enter a reference date in the Ref Date field. You can enter up to 99 timesheets for the same combination of employee ID, date, and type. The sequence number provides the unique identification. Therefore, it may not be necessary to enter a correcting timesheet type within the same timesheet period.
Labor Only - Use this type of correcting timesheet for labor reclassifications. These are ignored when payroll is created. The total hours and dollars on "Labor Only" timesheets should in most cases net to zero, but you can still enter them. If the hours and/or dollars do not net to zero, you are given a warning.
Regular - This type of timesheet is most commonly used to enter employee hours. Use this to enter the employee's regular or original timesheet each timesheet period. Normally, you will enter "Regular" timesheets first (before any related corrections). This field may already contain one of the following values, as these timesheet types can be generated only by other applications in Costpoint:
LV-Payout - A timesheet type of "LV-Payout" indicates that the timesheet was created by the Create Leave Payout Timesheets application. These timesheets are used to pay leave balances for terminated employees.
N-Reversing - A timesheet type of "N-Reversing" indicates that the timesheet was created by the Enter Correcting Timesheets application. This is the timesheet that reversed the original timesheet.
D-Correcting - A timesheet type of "D-Correcting" indicates that the timesheet was created by the Enter Correcting Timesheets application. This is the timesheet that was created to replace the original timesheet.
Enter the sequence number in this numeric field. Use this field to provide a unique identification for the combination of employee ID, timesheet date, and timesheet type. You can have up to 99 separate sequence numbers for any combination of the employee ID, timesheet date, and correcting ("C") timesheet type. You can have up to nine separate sequence numbers for any combination of the employee ID, timesheet date, and non-correcting timesheet type. This is a required field.
Enter, or use Lookup to select, the employee ID that uniquely identifies the employee. This is a required field.
This non-editable field displays the employee's Hourly/Salary code from the Salary Info and History screen in Costpoint Employee.
This non-editable field displays the labor group or union code from the Salary Info and History screen.
This non-editable field displays the employee's FLSA status from the Salary Info and History screen in Costpoint Employee.
Enter, or use Lookup to select, the overtime state for this timesheet. This is not the withholding state, which is used for state income tax purposes. This data comes from the Salary Info and History screen in Costpoint Employee. This field represents the state where the work is being performed, and is used as the basis for the auto overtime calculation. Use the Overtime Rules by State screen to define the method for calculating overtime hours related to this state. If the state's overtime rules specify that overtime hours are based upon the number of hours worked in a day, you must enter daily timesheets for the auto overtime calculations to be accurate. The Overtime Rules by Location screen supersedes the Overtime Rules by State screen if the locations charged on the timesheet lines are found in the Overtime Rules by Location table. This field is required.
Enter totals for regular and other hours to enable Costpoint to edit the total hours related to the detail account lines in the lower portion of the screen, and reduce the chance of data entry error on those lines. Before Costpoint accepts a timesheet, the hours associated with the pay types that have not been designated as overtime pay types must equal the hours entered in the Reg field. Also, the hours associated with the pay types that were designated as overtime pay types must equal the hours entered in the Other field. The Overtime checkbox in the Pay Types screen, if selected, designates a pay type as an overtime or a premium pay type.
Enter the total number of regular hours for this timesheet. You can enter up to two places to the right of the decimal in this numeric field. This field is required.
Enter the total number of overtime or other hours for this timesheet. You can enter up to two places to the right of the decimal in this numeric field. If you enter nothing in this field, a zero is the default value when the screen is saved.
This non-editable field displays the sum of the Reg and Other hours. You can set up batch totals for this field, as explained in the documentation for the Batch subtask.
This group box contains the General Ledger Posting data assigned to this timesheet. Use the drop-down boxes to select fiscal year, period, and subperiod settings. These settings automatically appear based upon the last time you used this screen, and can be changed.
Use the drop-down box to select the fiscal year to which this timesheet is assigned for General Ledger posting purposes.
Use the drop-down box to select the period to which this timesheet is assigned for General Ledger posting purposes.
Use the drop-down box to select the subperiod to which this timesheet is assigned for General Ledger posting purposes.
Enter the date of the original timesheet, in MM/DD/YYYY format, by which to reference this timesheet. This date is not validated against the timesheet date of the other timesheet and therefore can be entered at any time. You would normally use correcting timesheets whenever a timesheet error is discovered after the timesheet can no longer be directly edited (after it has been posted to the G/L, posted to payroll, computed for leave, or computed for payroll), and when the original timesheet being corrected has been purged from the Labor Distribution File. This field is optional.
Enter the reference number of the original timesheet in order to associate this timesheet with the current one. The reference date and sequence number are used to reference "Regular" timesheets in order to calculate the auto-adjusted rates.
The display-only checkboxes indicate whether the timesheet has been posted to Costpoint Labor and/or Payroll.
If this non-editable checkbox is selected, the timesheet has been posted to the General Ledger for Labor Distribution purposes.
If this non-editable checkbox is selected, the timesheet has been posted to the General Ledger for Payroll purposes.
These checkboxes indicate whether the timesheet has been computed for Leave and/or Payroll.
If this non-editable checkbox is selected, the timesheet has been computed for leave accruals (hours worked).
If this non-editable checkbox is selected, the timesheet has been computed for payroll.
This checkbox is automatically selected if the timesheet was created using the Create Reversing Timesheets process.
This non-editable field displays the user ID of the person that entered (or is entering) the timesheet.
This non-editable field displays the system date on which the timesheet was entered (or is being entered).
Select the New Line button on the toolbar to initialize this table. Enter up to 999 timesheet lines on any one timesheet. If more than 999 lines are required, additional sequence numbers can be used for the same employee ID, timesheet date, and type. Select the Default Ln pushbutton to refresh the entire line, using the values in the Defaults subtask of the Basic Employee Info screen in Costpoint Employee. You can also set up several other screens so that certain projects can be associated with different defaults. (See the documentation for the Project column for more information.)
This non-editable field displays the sequential number of each timesheet line. The screen you see accepts the first four timesheet detail lines. If employees have more charges on their timesheets, you can scroll down (or up) using the arrow keys on the right side of the screen. Timesheet lines remain in the order in which they are entered, and lines with the same account number are not combined.
Enter, or use Lookup to select, an alphanumeric character type code for the timesheet line. This is a required field. When entering timesheets, valid system-defined options for this field are "A," "L," "B," "M," and "S." You can also assign default values to Line Types 1-9 in the Employee Timesheet Line Type Defaults and/or Timesheet Line Type Default Settings screens. If you have set up default values, you can enter that line type number in this column. The default is the "A" (Account/Org) type and allows entry of all the fields discussed above. The "L" (Leave Memo) pertains to making entries that have no labor cost associated, but that have data related to tracking leave hours used. This type is useful when tracking Family Medical Leave Act leave usage. This timesheet line type is processed to the Leave files, but is not processed by the Labor Distribution Posting. The "B" (Account/Org/Leave Acct) type pertains to making entries for employees who have accrued leave but have a current status of FMLA in the Basic Employee Info screen. This type is also used to track Family Medical Leave. The "M" represents a manufacturing order timesheet line. If you select "M," a dialog box appears, requiring you to enter a manufacturing order number; you can use the Lookup pushbutton to select the appropriate choice for this manufacturing order number. The "S" is used for Sales Order. If you select "S," a dialog box appears, requiring you to enter a sales order, release, and sales order line number. The system creates a "C" type (Cash in Lieu of Fringe Benefit) when a fringe line is created while using the Wage Determination Rates feature. The system creates a "V" type (Standard Variance) when calculating and applying variance to the timesheet line. Both "C" and "V" types cannot be manually changed.
You can assign default values to Line Types 1-9 in the Employee Timesheet Line Type Defaults and/or Timesheet Line Type Default Settings screens. If you have set up default values, you can enter that line type number in this column.
A line type of "V" represents a standard variance timesheet line. You can generate a "V" type line only by selecting the Std Var pushbutton. (You cannot manually enter a line type of "V").
After you enter the line type, Costpoint imports from two levels of defaults (from two screens) associated with the line type.
Level 1: Employee Timesheet Line Type Defaults
In this screen, you can set up default pay types, accounts, and/or organizations for timesheet line types 1 - 9, for specific employees. The system uses this level when there are either no other projects or levels of defaults already set up; the information entered here will be overwritten when you enter a project and other defaults are found. This is the first level of defaults imported when you enter a timesheet line type for a timesheet line.
Level 2: Timesheet Line Type Default Settings
In this screen, you can set up the company-wide default pay types, accounts, and/or organizations for specific timesheet line types. The system uses this level when there are either no other projects or levels of defaults already set up. The information entered here will be overwritten when you enter a project and other defaults are found. This is the second level of defaults imported when you enter a timesheet line type for a timesheet line.
After you enter the project, or tab through the Project field, you will be given the option of importing timesheet line data from 10 levels of defaults (from 10 screens) associated with the project and/or employee.
Level 1: Assign PLC to Employee Work Force
Use this screen in Costpoint Project Setup to assign a PLC and employee to a specific project. The PLC must have been set up in the Set Up Project Labor Categories (PLC) screen (in Costpoint Project Setup) before you can assign it. You must assign the employee to the project in the Project Employee Work Force screen before you can assign him to the PLC and Project. This is the first level of defaults imported when you enter a project on a timesheet line. Only the PLC will default from this screen.
If the employee and project are linked to a PLC, the PLC with a default value of "Y" will default onto the timesheet line.
Level 2: Employee Project TS Defaults
Use this screen to set up defaults for a timesheet line based on a project for a specific employee. This is the second level of defaults imported when you enter a project on the timesheet line. If the system finds a default PLC in the Assign PLC to Employee Work Force screen (in Costpoint Project Setup), it will use that PLC instead of the data entered here.
Level 3: Employee Project-Acct-Grp TS Defaults
Use this screen to set up defaults for a timesheet line based on projects for a specific employee. This is the third level of defaults imported when a project is entered on a timesheet line. If you have entered information in any of the default fields in the Assign PLC to Employee Work Force or Employee Project TS Defaults screens, that information is used instead of the data entered here.
Level 4: Labor-Grp Project-Acct-Grp TS Defaults
Use this function to set up defaults for a timesheet line based on a project for a specific labor group/union type within an account group. This is the fourth level of defaults imported when you enter a project on the timesheet line. If you entered information in any of the default fields in the Assign PLC to Employee Work Force, Employee Project TS Defaults, or Employee Project-Acct-Grp TS Defaults screens, that information is used instead of the data entered here.
Level 5: Project TS Defaults
Use this function to set up defaults for a timesheet line based on a project. This is the fifth level of default imported when you enter a project on a timesheet line. If you have entered information in any of the default fields in the Assign PLC to Employee Work Force, Employee Project TS Defaults, Employee Project-Acct-Grp TS Defaults or Labor-Grp Project-Acct-Grp TS Defaults screens, that information is used instead of the data entered here.
Level 6: Basic Employee Info - Defaults subtask
Use this subtask in Costpoint Employee to set up default-related data concerning the employees processed by Costpoint Labor. The Defaults subtask is the sixth level of default imported when you enter a project on a timesheet line. If you have entered information in any of the default fields in the Assign PLC to Employee Work Force, Employee Project TS Defaults, Employee Project-Acct-Grp TS Defaults, Labor-Grp Project-Acct-Grp TS Defaults, or the Project TS Defaults screens, that information is used instead of the data entered here.
Level 7: Salary Info and History
Use this application in Costpoint Employee to establish default PLC and GLC codes. This is the seventh level of default imported when you enter a project on the timesheet line. If you have entered a default PLC or GLC in the Assign PLC to Employee Work Force, Employee Project TS Defaults, Employee Project-Acct-Grp TS Defaults, Labor-Grp Project-Acct-Grp TS Defaults, Project TS Defaults, Link GLC to Project PLC, or Basic Employee Info (Defaults subtask) screens, they are used instead of the data entered here. Only the PLC or GLC will default from this screen.
Level 8: Link GLC to Project PLC
Use this screen in Costpoint Project Setup to provide the linkage between the General Labor Categories (GLCs) and PLC for a specific project. The PLC must already be assigned to a project in the Assign PLC to Projects screen (in Costpoint Project Setup) before you can link it here. This is the eighth level of default imported when you enter a project on the timesheet line. If you have entered a default PLC in the Assign PLC to Employee Work Force, Employee Project TS Defaults, the Employee Project Account Group TS Defaults, or the Labor-Grp Project-Acct-Grp TS Defaults screens, that PLC is used instead of the PLC entered here. Only the PLC will default from this screen.
Level 9: General Labor Categories
Use this screen (located under the Labor Controls menu) to establish the General Labor Category (GLC) codes and related descriptions. This is the eighth level of default that is imported when you enter a project on the timesheet line. If you have entered a default GLC in the Link GLC to Project PLC screen (in Costpoint Project Setup), that GLC defaults if the PLC is entered for the timesheet line. Otherwise, the employee's assigned GLC from the Defaults subtask in the Maintain Employee Master screen (in Costpoint Employee) defaults.
Level 10: Labor Settings - Defaults group box
Use this group box to enter a default Timesheet Cycle, Worker's Comp, or a Pay Type. This is the 10th level of defaults imported when you enter a project on the timesheet line. If you have entered information in any of the default fields in the Employee Project TS Defaults, Employee Project-Acct-Grp TS Defaults, Labor-Grp Project-Acct-Grp TS Defaults, Project TS Defaults or Basic Employee Info (Defaults subtask) screens, that information is used instead of the data entered here.
In addition, one of two combination edits is required depending on the setting of the Validate Project Charging by Organizations checkbox in the Project Settings screen (in Costpoint Project Setup). If you have selected the checkbox, the combination of account, organization, and project number must have been set up in Assign Accounts subtask of the Basic Info screen in Costpoint Project Setup. If you have not selected the checkbox, only the account and organization combination must have been set up.
In both combination edits above, the Active column for the Account/Org must be "Y" in the Maintain Account/Org Links screen in Costpoint General Ledger.
Enter, or use Lookup to select, the organization (up to 20 characters) to charge this timesheet line. This is a required field and the combination of account and organization must be valid. The edits performed on the organization by itself are:
The organization must be in the Organization table (see the Define Org Structures screen and the Maintain Org Elements screen in Costpoint General Ledger),
The Active checkbox has been selected in the Maintain Org Elements screen, and
The fiscal year and period number on the timesheet fall within the range of the Starting Fiscal Year/Periods and Ending Fiscal Year/Periods fields.
As stated earlier, the combination of organization and account on the timesheet line also needs to be validated. This validation occurs when you save (after you have entered all timesheet data). The validation of the combination of account and organization combination is:
The organization/account must exist in the Organization/Account table (see the Maintain Account/Org Links screen in Costpoint General Ledger).
If the Active table window column for the account is set to "Y" (this column is not selected unless both the organization and account were active), and the Fiscal Year and Period on the timesheet fall within the range of the Starting Fiscal Year/Periods and Ending Fiscal Year/Periods columns in the table window for the account (and organization combination).
If the timesheet line type is "M" (Manufacturing order) and the Organization Default Method in the Labor Settings screen is "Employee Home Org," this field will automatically be populated with the employee's home organization when you close the Manufacturing Order Timesheet Information subtask.
If the Organization Default Method is "MO Org," and the Account is the manufacturing order's WIP Labor Account, this field will automatically be populated with the manufacturing order's WIP Direct Labor Organization when you close the Manufacturing Order Timesheet Information subtask.
If the Organization Default Method is "MO Org," and the Account is the manufacturing order's WIP Misc 1 Account, this field will automatically be populated with the manufacturing order's WIP Direct Misc 1 Organization when you close the Manufacturing Order Timesheet Information subtask
If the Organization Default Method is "MO Org," and the Account is the manufacturing order's WIP Misc 2 Account, this field will automatically be populated with the manufacturing order's WIP Direct Misc 2 Organization when you close the Manufacturing Order Timesheet Information subtask.
Enter, or use Lookup to select, up to 15 characters for the General Ledger account to which the time and labor cost on each timesheet line will be charged. In order to charge time to a given account, it must already be set 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 (is a detail account) in the Maintain Accounts screen,
The Active checkbox has been selected in the Maintain Accounts screen,
The Fiscal Year and Period on the timesheet fall within the range of the Starting Fiscal Year/Periods and Ending Fiscal Year/Periods fields for the account, and
The account entry group related to this account specifies that the Enter Timesheets screen has been enabled (see the Account Entry Groups screen in Costpoint General Ledger).
The account is linked to a Function Code of "BAL," "LABOR," "NON-LABOR," "UNALLOW-LABOR," or "UNALLOW-NONLABR" for the project's Account Group code in the Project Account Groups screen in Costpoint Project Setup.
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. If you enter a GLC, the code must be present in the General Labor Category table. If you did not select the Allow GLC Change on Timesheet checkbox, you cannot change the GLC.
If you established authorized general labor categories (see the Authorized Labor Categories screen in Costpoint Employee) for this employee, a warning is issued at timesheet entry if the general labor category charged was not found (not authorized). If no authorized general labor categories were set up for the affected employee, then no validation is performed. This feature is similar to the Deltek System1 Skill Codes.
Enter the Project Labor Category (PLC) code to be used for billing purposes. This field can default from one of eight different tables:
The system will first use the transaction project's setup to determine which project should be used to default the PLC. If the transaction project has the Use Top Level Work Force checkbox selected in the Basic Info or Maintain Project Master screens in Costpoint Project Setup, the transaction project's top level will be used.
If the transaction project's Use Top Level Work Force checkbox is not selected, the system will then determine whether a source project is assigned to the transaction project. If a source project exists in the first row of the Define Rate Sequence table, that source project will be used to determine the PLC default value.
If you did not select the Use Top Level Work Force checkbox and no source project exists for the transaction project, the system will use the transaction project to determine the PLC default value.
Step 1: The first level of PLC default is the Assign PLC to Employee Work Force screen in Costpoint Project Setup. If the project and employee exist in this screen, the system will insert the PLC with a Defaults value of "Y" into the transaction. This screen will be used as a basis for default whether or not the Project Work Force Required checkbox is selected in the Basic Info or Maintain Project Master screens. If a PLC default value is found, the search will end here; otherwise, the process will continue.
Step 2: The system will then determine whether the project's Project Work Force Required checkbox is selected in the Basic Info or Maintain Project Master screens. If so, the search for a PLC default value will end here. If the checkbox is not selected, the process will search non-work force related screens for a PLC default value.
Step 3: If the transaction project, the employee, and a PLC default value exist in the Employee Project TS Defaults screen, the system will insert the PLC in this screen into the transaction, and the default process will end here. If no PLC default exists in this screen, the process will continue.
Step 4: If the transaction project's account group, the employee, and a PLC default value exist in the Employee Project-Acct-Grp TS Defaults screen, the system will insert the PLC in this screen into the transaction, and the default process will end here. If no PLC default exists in this screen, the process will continue.
Step 5: If the transaction project's account group, the employee's labor group, and a PLC default value exist in the Labor-Grp Project-Acct-Grp TS Defaults screen, the system will insert the PLC from this screen into the transaction, and the default process will end here. If no PLC default exists in this screen, the process will continue.
Step 6: If the transaction project and a PLC default value exist in the Project TS Defaults screen, the system will insert the PLC in this screen into the transaction, and the default process will end here. If no PLC default exists in this screen, the process will continue.
Step 7: If the top level/source/transaction project, the transaction GLC, and a PLC default value exist in the Link GLC to Project PLC screen in Costpoint Project Setup, the system will insert the PLC in this screen into the transaction, and the default process will end here. If no PLC default exists in this screen, the process will continue.
Step 8: If the transaction GLC and a PLC default value exist in the General Labor Categories screen, the system will insert the PLC in this screen into the transaction.
Step 9: If a PLC default value exists for the employee in the Salary Info and History screen in Costpoint Employee, the system will insert the PLC in this screen into the transaction. This is the last level of PLC default.
The PLC field validation will go through the following steps (PLCs are required only for timesheet lines containing a project number):
Step 1: The system will determine whether a PLC is required for the transaction. If no project exists on the transaction, a PLC is not required and the validation process will end without error. If a PLC does exist on the transaction but no project is specified, the system will print an error message. If a project exists and no error occurred, the validation process will continue to step 2.
Step 2: If you have selected the Project Work Force Required checkbox for the project in the Basic Info or Maintain Project Master screens in Costpoint Project Setup, the work force validations will be done. The system will use the appropriate project (top level, source, or transaction) to validate the employee against the work force. If the employee is not assigned to the appropriate work force, the system will print an error message. If the employee is assigned to the appropriate work force, the validation process will continue to the next step.
Step 3: If the top level/source/transaction project does not exist in Assign PLC to Projects screen in Costpoint Project Setup, the validation process will end without error. If the project does not exist in Assign PLC to Projects screen, it means that all PLCs are linked to that project. If the project does exist in the Assign PLC to Projects screen, the validation process will continue to the next step.
Step 4: If the PLC field is blank, the system will determine the project/account combination's Function Code in the Project Account Groups screen. If the Function Code is "Labor," the system will print an error message to inform you that the PLC is required. If the Function Code is not "Labor," the validation process will end without error. If the PLC field is not blank, the validation process will continue to the next step.
Step 5: If the PLC field is not blank, the next step depends on the project's Project Work Force Required checkbox in the Basic Info or Project Master screens in Costpoint Project Setup.
If you selected the Project Work Force Required checkbox for the project, the project/employee/PLC combination will be validated against the Assign PLC to Employee Work Force table. If the combination exists there, the validation process will end here without error. If the combination does not exist in this table, the system will print an error message.
If the Project Work Force Required checkbox is not selected for the project, the project/PLC combination will be validated against the Assign PLC to Projects table. If the combination exists there, the validation process will end here without error. If the combination does not exist in this table, the system will print an error message.
If you enter a "C" Type (Correcting) timesheet and the Use Reference Date in Correcting Timesheets checkbox is selected in the Effective Bill Date Options group box in the Labor Settings screen, the ref date will default upon when you enter a valid PLC. If you do not select that checkbox, or if you enter an "R" Type (Regular) or "B" Type (Bonus) timesheet, the Effective Bill Date Options Default Method from the Labor Settings screen will be used to determine the effective bill date default. If the Effective Bill Date Options Default Method is "Subperiod End Date," the last day of the timesheet header subperiod will default when you enter a valid PLC. Otherwise, if the Effective Bill Date Options Default Method is "Timesheet Date," the timesheet date will default when you enter a valid PLC. You can edit the date, but it will not be validated. This field will be required if a PLC is specified on the timesheet line.
Enter, or change, the pay type code for this timesheet line. In addition to the normal default sequence (see explanation of defaults above), you can select the Pay Types pushbutton with focus established on this column to begin cycling through additional default pay types set up for this employee in the Defaults subtask of the Basic Employee Info screen in Costpoint Employee (in the Additional Default Pay Types group box). Each time you select the pushbutton, the next default pay type code is provided. This is a required field.
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. Hours can be entered at zero 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 in effect.
The system determines the hourly rate (pay rate) to use for the employee by checking certain settings. If the Labor Settings screen has the Enable checkbox selected for using standard rates, Salary Info and History can have an effective rate. This is used in place of the employee's hourly rate. Standard rates are only used for "Salaried Fixed" employees (see the documentation for the Salary Info and History screen in Costpoint Employee). It is an alternative method of handling salaried employee's uncompensated overtime. The timesheet date is also compared to the Effective Date in the Salary Info and History screen, so that the correct line in the Salary Info and History table is used to determine labor costs.
If you selected the Enable Wage Determination Feature checkbox in the Labor Settings screen and the employee is charging to a project number that has a Wage Determination (WD) record established (see the documentation for the Wage Determination Rates screen) and for the appropriate GLC, location, labor group/union, and effective date, the rate for that WD record can be used. The WD record relates to the fields defined for the unique combination of project, location, labor category, and for labor group/union and effective date. The project, location, labor category, and timesheet date (used to access effective date) are part of the timesheet, and the labor group/union is assigned to each employee in the Salary Info and History screen.
Depending on the setting of the Hourly Rate Method in the Wage Determination Rates screen, the system can use this rate per hour to calculate the timesheet line labor cost. If you have selected the Override method in the WD record (Wage Determination Rates screen), the associated Rate per Hour will override all other rates to calculate the labor cost on the timesheet. That is, hours on the timesheet times the Rate per Hour from the override record (and as adjusted by the pay type parameters).
If the Use if Higher method has been set in the WD record (Wage Determination Rates screen), the Hourly rate contained in the Salary Info and History screen for the employee (employee's rate) is first compared to Rate per Hour in the override record. If the override record Rate per Hour is higher than the employee's rate, = the override rate is used. If not, the employee's rate is used to calculate labor cost, i.e., hours on the timesheet times the greater of:
The override record rate per hour
The employee's rate.
The WD table is not referenced for employees classified as "Salaried Fixed" or "Salaried Fluctuating Hours." It applies only to hourly, non-exempt from the Fair Labor Standards Act, type employees (see the documentation for the Salary Info and History screen). Therefore, the WD table will not conflict with standard rates. This is a required field.
Once the hourly rate has been determined, the pay type code parameters must be taken into account. 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 depending on the method 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.
If you selected the Enable Union Functionality checkbox in the Labor Settings screen, the Labor Cost will be determined by multiplying the charge hours by the GLC Hourly Rate listed for that union and local set up in the Union Profile screen.
Another parameter that you can enter into the labor cost calculation is the OK for Salaried Employees and Overtime checkboxes in the Pay Types screen. If you selected both of these checkboxes, timesheet lines containing this pay type are skipped by the Auto-Adjust calculation. In addition, cost-only timesheet lines, if combined with lines containing hours, are zeroed out by the Auto-Adjust function. Timesheets containing all cost-only (Pay Types) timesheet lines cannot be auto-adjusted.
Enter, or use Lookup to select, the Labor Location or Local code applicable to the work location. If you selected the Require Labor Location on Timesheet checkbox in the Labor Settings screen, this is a required field. The default is provided from the Defaults subtask of the Basic Employee Info screen in Costpoint Employee. If you are using the Auto-OT feature, the system uses this field to access the Overtime Rules by Location table (see below). It is also a key field for the Wage Determination feature.
Enter, or use Lookup to select, the organization abbreviation. This field is optional.
Enter, or use Lookup to select, the project abbreviation. If you have already entered a project ID for the timesheet line, this field displays the project's project abbreviation from the Maintain Project Master screen in Costpoint Project Setup. This field is optional.
Enter, or use Lookup to select, the project account abbreviation. If you have already entered a project ID for the timesheet line, entering a project account abbreviation will automatically default with the account ID. This is an optional field.
Enter, or use Lookup to select, the state withholding code that this timesheet line represents. This field is applicable only to union employees. If you selected the Enable Union Functionality checkbox in the Labor Settings screen and the Union Employee checkbox is selected for the employee in the Maintain Employee Master screen in Costpoint Employee, 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 that this timesheet line represents. This field is applicable only to union employees. If you selected the Enable Union Functionality checkbox in the Labor Settings screen and the Union Employee checkbox is selected for the employee in the Maintain Employee Master screen in Costpoint Employee, 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 fringe code to be used for this timesheet. If you selected the Enable Union Functionality checkbox in the Labor Settings screen and a fringe was generated in the Enter Crew Timesheets screen, this field will default in automatically. This field does not display if you did not select the Enable Union Functionality checkbox in the Labor Settings screen. 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. The column heading for this field can be adjusted to suit the needs of your company in the G/L Settings screen in Costpoint General Ledger. 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. The column heading for this field can be adjusted to suit the needs of your company in the G/L Settings screen in Costpoint General Ledger. 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 Ref 1 number entered on this timesheet. The column heading for this field can be adjusted to suit the needs of your company in the G/L Settings screen in Costpoint General Ledger.
This non-editable field displays the reference 2 name associated with the Ref 2 number entered on this timesheet. The column heading for this field can be adjusted to suit the needs of your company in the G/L Settings screen in Costpoint General Ledger.
If you are using workers' compensation codes, enter, or use Lookup to select, the workers' compensation code for this timesheet line. It is edited to determine that the code is in the Worker's Comp table. 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 is 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 data related to an individual timesheet line. You can enter up to 254 characters for each timesheet line.
If you selected "M" as the Type for this line, the manufacturing order number to which this timesheet line is charged defaults from the Manufacturing Order Timesheet Information subtask.
If you selected "M" as the Type for this line, the work center ID to which this timesheet line is charged defaults from the Manufacturing Order Timesheet Information subtask.
If you selected "M" as the Type for this line, the operation sequence number of the routing operation to which this timesheet line is charged defaults from the Manufacturing Order Timesheet Information subtask.
If you selected "M" as the Type for this line, the step number of the routing operation to which this timesheet line is charged defaults from the Manufacturing Order Timesheet Information subtask.
This field displays the Activity Type to which this timesheet line is charged as selected in the Manufacturing Order Timesheet Information subtask.
This field, which displays the sales order number to which this timesheet is charged, is populated when you have completed the Sales Order Timesheet Information subtask.
This field displays the release number associated with the sales order.
This field, which displays the particular sales order line number to which this timesheet is charged, is populated when you have competed the Sales Order Information subtask.
Select this pushbutton to enter a subtask where you can enter and update data related to the batch control totals for groups of timesheets. Use the Batch subtask to enter control totals for regular hours, other hours, and total hours. This pushbutton displays only if the Enable Batch Control in Timesheet Entry checkbox is selected in the Labor Settings screen. Costpoint keeps a running total of these hours and displays any difference for each of the three categories in the field to the right.
The MO pushbutton is enabled only if you have entered a timesheet line type of "M" in the Type column. The Manufacturing Order Timesheet Information subtask appears automatically after you enter "M" and tab over to the next field, and it requires you to enter a manufacturing order number; you can also enter an activity code, an operation sequence number, a step number, and a work center. To go back to this subtask later and change this data, select this pushbutton to reopen the subtask.
The SO pushbutton is enabled only if you have entered a timesheet line type of "S" in the Type column. The Sales Order Timesheet Information subtask appears automatically after you enter "S" and tab over to the next field, and requires you to enter a sales order, release, and sales order line number. To go back to this subtask later and change this data, select this pushbutton to reopen the subtask.
Select this pushbutton to refresh or load all the field values that were set up for this employee in the Defaults subtask of the Basic Employee Info screen in Costpoint Employee for a given timesheet line. All the values are loaded at the same time. To use this feature you should be at the start of the timesheet line (or have focus on the timesheet line if you are using a mouse) and then select the pushbutton.
Select this pushbutton to choose the pay types set up in the Defaults subtask of the Basic Employee Info screen for each employee. These pay types can be either regular or overtime pay types. The Pay Types pushbutton is accessible when the focus is in the Pay Type field on the timesheet line.
Select this pushbutton to execute the auto adjust process that will adjust the labor cost, and related hourly rate, for the employees to the amount of their salary. If you have selected the Enable for Salaried Employees checkbox in the Automatic Auto-Adjust group box in the Overtime Settings screen and this employee is "Salary Fixed" or "Salary Fluctuating," this pushbutton is unavailable. Likewise, if you have selected the Enable for Hourly Employees checkbox, and this employee is "Hourly," this pushbutton is unavailable. The auto-adjust function is done automatically. Otherwise, the pushbutton is enabled.
The Auto-Adjust function can come into play after you save the timesheet. The function compares the salary amount in the Salary Info and History screen to the labor cost on the timesheet. If there is a difference and the Automatic Auto-Adjust feature is active for this employee, the labor cost (and hourly rate) is adjusted. Any penny-rounding amount for labor cost is added to or subtracted from the last line of the timesheet. The timesheet lines are then redisplayed with the new auto-adjusted labor cost amounts. If the Automatic Auto-Adjust feature is not active for this employee and there is a difference, a dialogue box appears with the following message displayed at the bottom of the screen: "Labor cost is over (under) Salary by ____; adjust?." If you select the Yes pushbutton, the labor cost on each timesheet line is adjusted, and the timesheet lines redisplayed. Select No to exit or Cancel to return to the timesheet (unchanged).
For example, if Joe Smith worked 100 hours in an 80-hour pay period, and is paid his regular bi-weekly salary of $1600 ($20/hour), his timesheet would be auto-adjusted as follows:
Before Auto-Adjust
Project A 20 hours @ $20 - $ 400
Project B 50 hours @ $20 - $ 1000
Project C 30 hours @ $20 - $ 600
________
$ 2000
After Auto-Adjust
Project A 20 hours @ $16 - $ 320
Project B 50 hours @ $16 - $ 800
Project C 30 hours @ $16 - $ 480
________
$1600
The auto-adjust function is affected by the Adj% field next to the Auto Adj pushbutton.
Please note that each timesheet date must be adjusted separately. If you have more than one regular timesheet for an employee in the pay period, you must auto-adjust each of these timesheets separately. If these timesheets are each partial timesheets, you must enter the percentage of the pay period that it represents before auto-adjusting.
Select this pushbutton to generate a separate timesheet line with the difference between total labor cost at the standard rate and the employee's salary amount. This pushbutton is available only if the Enable checkbox is selected in the Use Standard Rates group box in the Labor Settings screen. To use this feature, you must enter the estimated hours to be worked per year by employee in the Salary Info and History screen. This calculates the standard (or effective) hourly rate (annual salary divided by the number of estimated hours) and is used to calculate labor cost on the timesheet lines.
The account designated in the Labor Settings screen is used in the generated timesheet line along with the defaults established in the Defaults subtask of the Basic Employee Info screen. You can edit any of the (entry) fields on the generated timesheet line.
Select this pushbutton to view the total labor cost of the timesheet. This is useful if several lines are entered on one timesheet.
This field displays the auto-adjustment percentage of pay period value. This comes from the Default Auto-Adjustment Percent in the Timesheet Periods screen. It is routine to set this percentage to 100.00. However, if you are entering only part of a pay period, you should enter the percentage that applies to the part you are entering. For example, if you are entering half of a pay period, you would enter 50.00 for the percentage.
This non-editable field displays the total regular and overtime hours entered on the timesheet lines.
This non-editable field displays the total regular hours entered on the timesheet lines.
This non-editable field displays the total overtime hours entered on the timesheet lines.