Use this screen to define the cycles or periods of time by which your company enters timesheet data for its employees. Using the Open field in the table window, you can control whether timesheets can be entered for a specific timesheet period. Only timesheets with dates that fall within an open timesheet period can be entered in the Enter Timesheets screen. The timesheet periods and related end dates in this table are also used by the Post Labor Distribution screen for selecting timesheets to post.
Use the Add pushbutton to automatically fill in the Timesheet Cycle Schedule table using the values you enter in the No of Periods and First End Date fields.
You must set up timesheet cycles (periods) before you can assign a timesheet cycle to an employee in the Basic Employee Info screen. You also must establish timesheet cycles before you can complete the Labor Settings screen.
You can access this screen to view whether or not weighted average has been calculated and applied to a specific timesheet period. The weighted average rate is a rate that is calculated by adding the labor amount from several timesheet lines and dividing that sum by the total number of hours from those timesheet lines. This is an important concept for those employees that perform contract work, for which they receive a different rate for each project.
When you create new timesheet periods in this screen, the Weighted Avg Processed flag defaults to “N.”
Enter up to four alphanumeric characters in this user-defined field to uniquely identify this timesheet cycle. You must assign one of these timesheet cycles to each active employee in the Basic Employee Info screen. You can establish an unlimited number of timesheet cycles.
Enter up to 30 alphanumeric characters to describe or define this timesheet cycle for reports and other documents conducive to a longer description.
Use the drop-down box to specify the frequency type of the timesheet cycle. Your choices are "Bi-Weekly" (two weeks in the timesheet period; 14 days), "Monthly" (timesheet period ending at the end of the month), "Semi-Monthly" (timesheet periods ending on the 15th and end of month), and "Weekly" (one week in the timesheet period).
Enter the auto-adjustment percentage to be used as a default entry on the timesheet. Normally, this percentage is set to "100.00." However, if you enter only part of a pay period, you should enter the percentage that applies to the part you are entering. For example, if you enter half of a pay period, you would enter "50.00" for the percentage.
Note: This percentage refers to the pay period rather than the timesheet period. Although the pay period is not established in Costpoint Labor, you must associate a pay period with each employee. For example, your timesheet period can be "Weekly," but your pay period can be "Bi-Weekly." The Salary rate recorded in the Salary Info and History screen refers to the amount of pay in the pay period, not the timesheet period.
Because this percentage is offered only as a default, you can change or override it when entering the timesheet.
Use this group box to automatically fill in the Timesheet Cycle Schedule table. Enter values into the following two fields and select the Add pushbutton to automatically fill in the Timesheet Cycle Schedule.
Enter up to two digits to identify the number of timesheet periods in this cycle. This number also designates the number of timesheet periods to automatically populate the Timesheet Cycle Schedule table. For example, if you want to set up a timesheet cycle for recording timesheets on a weekly basis for a normal calendar year, enter "52" in this field. This field is required if you want to use the Add pushbutton to automatically populate the Timesheet Cycle Schedule table.
Enter the date in MM/DD/YYYY format to use as the starting point for adding entries to the Timesheet Cycle Schedule table.
After you select the Add pushbutton, Costpoint calculates the dates in each timesheet cycle (period), based on the values in the Frequency and Number of Periods fields, and adds them to the Timesheet Cycle Schedule table. If entries already exist in the table, the additional entries will immediately follow the existing ones. Enter data in this field and use the Add pushbutton to automatically populate the Timesheet Cycle Schedule.
Costpoint calculates this non-editable date field based on the values in the Number of Periods, First End Date, and Frequency fields. This date is the last timesheet period end date added to the Timesheet Cycle Schedule.
Select this pushbutton to insert entries into the Timesheet Cycle Schedule table. To use this feature, first fill in the Frequency, Number of Periods, and First End Date fields. The Last End Date is a non-editable field automatically calculated by Costpoint. After you select the Add pushbutton, the rows are added following the previously existing end date in the table.
The fields in this group box display the start dates, end dates, and open and weighted average processed flag status for each timesheet period.
When you select the Add pushbutton, the system uses the End Date field in this table and the value in the Frequency field to automatically calculate these dates. If you do not use the automatic fill feature, you must select New Line button on the tool bar, then enter each start date, in MM/DD/YYYY format, for this timesheet cycle schedule.
This field displays the end date of each timesheet period. If you do not use the Add pushbutton to automatically fill this table, enter each end date in MM/DD/YYYY format. To change this field, delete the column displaying the old end date and add a new row displaying the new (revised) end date.
If you use the Add pushbutton to automatically load the Timesheet Cycle Schedule table, the value in this column is set to "N" (No), indicating a closed timesheet period. You can enter only those timesheets that have dates falling within an open timesheet period. To enter a timesheet that falls within a closed timesheet period, you must first open the timesheet period by changing the selection from an "N" (No) to a "Y" (Yes). Any number of timesheet periods can be open at any time.
This field displays "Y" (Yes) to indicate that a weighted average rate has been calculated and applied to this timesheet period. If a weighted average rate has not been calculated, "N" (No) displays. "N" defaults for a new timesheet period.
Changes to this screen update the following tables:
Timesheet Period - LD_TS_PD
Timesheet Period Schedule - LD_TS_PD_SCH