UPLOAD FROM TIME COLLECTION (ET)

Use this screen to import timesheet data from Deltek Time Collection/ET Enterprise.

Do not select one of the Auto Adjust check boxes until you are ready to perform the final upload for a timesheet period. Timesheets should remain unposted until all timesheets are complete. Until you perform the final upload, each upload from Time Collection adds new lines to the existing, unposted timesheets. This provides a better audit trail.

When you perform the final upload with an Auto Adjust check box selected, the application includes all existing timesheet lines from the timesheets that have previously been uploaded, in addition to any new lines.

You can also use the Auto-Adjust Timesheets in Batch Mode screen (People » Labor » Auto Generation of Timesheets) to auto adjust the uploaded timesheets.

If the timesheets are posted prematurely, the application adds the new lines to a new, unposted timesheet, which is created using the next available sequence number.

Use this program whenever you need to upload timesheet data from Deltek Time Collection/ET Enterprise into Costpoint. Before you run this application, you must select a Deltek Time & Expense Version in the Corporate Labor Settings subtask of the Labor Settings screen (People » Labor » Labor Controls).

Input File

After you have uploaded a file, it is renamed with an extension of ".ZZZ". If a file with the same name and extension already exists, it is overwritten. If you try to upload the file again, you will receive an error message. You must rename the file before uploading it again.

Select

Select this pushbutton to view a list of files or enter the name of the file to be processed in the field to the right.

Date Range

Enter the range of dates to be included from the input file. Any record in the input file that is outside this range will not be imported and will not be written to the error file, but will be included on the Error Report with a warning message and a record number of "0."

Accounting Period

Select the fiscal year, period, and subperiod to be used as defaults. These will not override values in the input file but will be used if the fiscal year, period, and/or subperiod in the input file are blank.

Options

Roll Up Timesheet Dates

Select this check box to ignore dates in the input file and put all records on one timesheet. The date assigned to all timesheets is the ending date from the Date Range group box.

Roll Up Timesheet Lines

Select this check box to add together lines in the input file when they belong to the same account, project, organization, etc.

Parse Segmented IDs

Select this check box to format segmented IDs. Segmented ID fields are Costpoint fields (such as account, organization, project, reference number 1, reference number 2, project report, and organization) that require segment separators (periods or dashes). If you select this check box, the upload will take longer.

Auto Adjust Options for Regular Timesheets

Select one of these check boxes only when performing the final upload for a timesheet period.

Auto Adjust Salaried Employees

Select this check box to auto adjust timesheets for salaried employees. This check box will be available only if the Enable for Salaried Employees check box is selected in the Selective Auto-Adjust group box in the Overtime Settings screen (People » Labor » Overtime Controls).

"C" type timesheets will not be auto-adjusted when imported into Costpoint.

Auto Adjust Hourly Employees

Select this check box to auto adjust timesheets for hourly employees. This check box will be available only if the Enable for Hourly Employees check box is selected in the Selective Auto-Adjust group box in the Overtime Settings screen (People » Labor » Overtime Controls).

"C" type timesheets will not be auto-adjusted when imported into Costpoint.

Override Auto Adj %

Enter the auto adjust percentage to be applied. If you do not specify an Override Auto Adj %, the system will use the Default Auto-Adjustment Percent in the Timesheet Periods screen (People » Labor » Labor Controls) for the employee's timesheet cycle.

Rules for Auto-Adjustment of "D" and "N" Type Timesheets

1.  If the Base Correcting TS Info on Ref Date check box is selected in the Labor Settings screen (People » Labor » Labor Controls), the system will use the "D" or "N" timesheet's Reference Date to determine the employee's Salary Amount and Salary/Hourly status for use in auto-adjusting. 

The Reference Date is supplied in the input file.

2. If the Base Correcting TS Info on Ref Date check box is NOT selected in the Labor Settings screen (People » Labor » Labor Controls), the system will use the "D" or "N" Timesheet Date to determine the employee's Salary Amount and Salary/Hourly status for use in auto-adjusting. 

3. If the employee is Salaried and the Auto-Adjust Salaried Employees check box is selected, this application will auto-adjust any "D" and "N" type timesheets for that employee.  If you specified an Override Auto Adj % in this screen, that value will be used; otherwise, the Default Auto-Adjustment Percent for the employee's Timesheet Cycle will be used (this is current auto-adjust logic).

4. If the employee is Hourly and the Auto-Adjust Hourly Employees check box is selected, this application will auto-adjust any "D" and "N" type timesheets for that employee.  If you specified an Override Auto Adj % in this screen, that value will be used; otherwise, the Default Auto-Adjustment Percent for the employee's Timesheet Cycle will be used (this is current auto-adjust logic).

5. After inserting "D" and "N" timesheets into Costpoint tables, the application sets the timesheet type (TS_HDR. S_TS_TYPE_CD) to "C."  The Sequence Number (TS_HDR.TS_HDR_SEQ_NO) is incremented up to a value of 99 to avoid duplicate key issues.  A sequence number is assigned to the "N" type timesheet, then the "D" type timesheet.

The "D" and "N" type timesheets are considered separate timesheets until they are inserted into TS_HDR and TS_LN (basically, they are never rolled up into one timesheet).  They are auto-adjusted as separate timesheets.

Assumptions for "D" and "N" Type Timesheets

1.         Time Collection will export timesheet types "R" (Regular), "C" (Correcting), "N" (Reversing), and "D" (Replacement).

2.         You should not change the original timesheet in Costpoint.  (This could cause an imbalance between the original timesheet and the reversal (N-type) timesheet from Time Collection.)

3.         If timesheets are auto-adjusted for salaried employees in Costpoint, the Signature Process must be set to "Auto-Adjust" for all salaried Employee Classes in Time Collection.

4.         If timesheets are auto-adjusted for hourly employees in Costpoint, the Signature Process must be set to "Auto-Adjust" for all salaried Employee Classes in Time Collection.

Default Information

Timesheet Type

Select the timesheet type to be used as a default if there is no timesheet type in the input file. This does not override values entered in the input file.

Effective Bill Date Override

Enter a date to override the effective bill date Default Method from the Labor Settings screen (People » Labor » Labor Controls).

Generate Union Fringe

Select this check box to have the system calculate applicable union cash fringes when you import a timesheet for a union employee.  This check box will be enabled only if the Enable Union Functionality check box is selected in the Labor Settings screen (People » Labor » Labor Controls). Union cash fringe timesheet lines will be built according to settings in the Union Profile screen (People » Labor » Union Info).

Print Edit Report

Click this button to print the Upload Timesheet Data from ET Edit Report. This button will be enabled after the input file is preprocessed (see "Print"). The Upload Timesheet Data from ET Edit Report lists any timesheet records that are ready for import.

Preview

Click this icon on the toolbar to preprocess the specified input file and preview the error report. Any errors and/or warnings found during the preprocessing are displayed in the error report. Timesheets that do not have errors are available for import.

Print

Click this icon on the toolbar to preprocess the specified input file and print the error report. Any errors and/or warnings found during the preprocessing are listed in the error report. Timesheets that do not have errors are available for import.

Preprocess/Import

Click this icon on the toolbar to read the input file, create the temporary table, validate the records, print the error report, and import valid timesheets into the timesheet tables. Details of the import appear later in this document.

Import

Click this button on the toolbar to import the rows from the temporary table (created by the process) into the Timesheet Header and Timesheet Line tables. Details of the import appear later in this document.

Processing Details

ET Enterprise Input File Layout

You name the input file when exporting timesheets from ET Enterprise. The Error file will have the same name with an extension of .ERR. The confirmation report will have the same name with an extension of .CFM.

Deltek Time Collection Input File Layout

Processing Details

1.         The program checks the temporary table to determine whether any rows have not been imported. If there are any such rows, the system displays a message on the screen and you have the option to continue or to cancel the process. If you continue, the temporary table will be cleared.

2.         Records from the input file are read and inserted into the temporary table.

3.         The program applies defaults to any fields that are blank in the input file.

4.         Validations are performed.

5.         Once the validations are completed, timesheets for employees with errors (but not warnings) are written to the error file. If there is an error on one line of the timesheet, the program will reject all lines and write them to the error file. These rows are then deleted from the temporary table. The temporary table now has only valid rows in it.

6.     Costpoint calculates the charge hours and labor cost (if blank).

7.         If you selected the Auto Adjust Salaried Employees check box, the program will auto-adjust all timesheets for salaried employees in the temporary table. If you selected the Auto Adjust Hourly Employees check box, all the timesheets for hourly employees will be auto-adjusted.

8.         The system prints the Error Report. If there are errors, a message will appear on the screen to notify you of this fact. If there are no errors, the Error Report will indicate that no records were found.

Import Details

1.         The program checks the dates of the rows in the temporary table to verify that they fall within the range of dates entered on the screen.

2.         The timesheet line key is set.

3.         The program checks the Timesheet Header table again to be sure that the timesheets being imported do not already exist. If duplicates exist, the system will display a message on the screen and the import will halt.

4.         The program inserts rows from the temporary table into the Timesheet Header and Timesheet Line tables.

5.         The temporary table is cleared to prevent duplicate uploads.

Timesheet Header Table

The Timesheet Header table is filled as follows:

Timesheet Date (TS_DT)

1.         The timesheet date is taken from the input file or the screen.

2.         The default value is the ending date from the screen.

3.         The validations are as follows:

a)         The date must be a valid date.

b)        The date must be in an open timesheet period based on the employee's timesheet period.

c)         The date must be within the period of performance of the project, if a project is entered.

Employee ID (EMPL_ID)

1.         The Employee ID is taken from the input file.

2.         The validations are as follows:

a)      The Employee ID is a required field and must exist in the input file.

b)      The employee must be in the Employee table.

c)      The employee must be active.

d)     The employee cannot be terminated.

Timesheet Type Code (S_TS_TYPE_CD)

1.         The timesheet type is taken from the input file or the screen.

2.         The default value is the timesheet type from the screen.

3.         The validation is as follows:

The timesheet type must be "R" (Regular), "L" (Labor), "B" (Bonus), or "C" (Correcting).

Timesheet Header Sequence Number (TS_HDR_SEQ_NO)

ET version 3.x

Costpoint sets the timesheet header sequence number to "1" For "R (Regular), "B" (Bonus), and "L" (Labor Only) type timesheets.  If you are loading a "C," (Correcting) "D (Replacement)," or "N" (Reversal), type timesheet and a "C" type timesheet already exists in the Timesheet Header or Timesheet Header History table for the same employee and date, Costpoint will automatically increase the sequence number by one (up to a sequence number of 99).

Deltek Time Collection

1.         The sequence number is set to the sequence number specified in the input file.

2.         If no sequence number is specified in the input file and the timesheet type is "R" (Regular), "L" (Labor Only), or "B" (Bonus), a value of 1 will default.

3.         If no sequence number is specified in the input file, and the input file timesheet type is "C" (Correcting), "D" (Replacement), or "N" (Reversal), and a "C" type timesheet already exists in the Timesheet Header or Timesheet Header History table for the same employee and date, Costpoint will automatically increase the sequence number by one (up to a sequence number of 99).

4.         If no sequence number is specified in the input file, the timesheet type is "C" (Correcting), "D" (Replacement), or "N" (Reversal), and a "C" type timesheet does not already exist in Costpoint for the same employee and timesheet date, a value of 1 will default.

User ID (USER_ID)

Costpoint sets the user ID to the current user.

Posting Sequence Number (POST_SEQ_NO)

Costpoint leaves the posting sequence number blank.

Payroll Posted Flag (PR_POSTED_FL)

Costpoint sets the payroll posting flag to "N" (No).

Leave Posted Flag (LV_POSTED_FL)

Costpoint sets the leave posted flag to "N" (No).

Entry Date (ENTRY_DT)

Costpoint sets the entry date to the current system date.

Working State (WORK_STATE_CD)

1.      The working state is taken from the input file.

2.      The default value is the working state from the Salary Info and History table.

3.      The validations are as follows:

a)      The Working State is a required field and must be in the input file or defaulted from the Salary Info and History table.

b)      The working state must be in the Overtime Rules by State table.

Fiscal Year (FY_CD)

Period Number (PD_NO)

Subperiod Number (SUB_PD_NO)

1.         The fiscal year, period, and subperiod are taken from the input file or the screen.

2.         The default values are from the screen.

3.         The validations are as follows:

a)      The combination of all three must exist in the Subperiod table.

b)      The combination must be open in the Subperiod table.

Journal Code (S_JNL_CD)

The application sets the journal code to "LD" (Labor Distribution).

Timesheet Batch ID (TS_BATCH_ID)

Costpoint leaves the timesheet batch ID blank.

Correcting Reference Date      (CORRECTING_REF_DT)

1.         The correcting reference date is taken from the input file.

2.         The date must be a valid date in YYYY-MM-DD format.

Auto-Adjust Percentage Rate (AUTO_ADJ_PCT_RT)

1.      The override auto-adjust percentage is taken from the screen.

2.      If you did not specify an override percentage, the auto-adjust percentage rate is taken from the Default Auto-Adjustment Percent in the Timesheet Periods screen (People » Labor » Labor Controls) for the employee's timesheet cycle.

Timesheet Header Compute Code (S_TS_HDR_CMPUT_CD)

Costpoint sets the timesheet header compute code to "O" (Original).

Labor Group/Union Type (LAB_GRP_TYPE)

The labor group type is taken from the Salary Info and History table.

Pay Period (PAY_PD_CD)

Costpoint leaves the pay period code blank.

Pay Period Start Date (PAY_PD_START_DT)

Costpoint leaves the pay period start date blank.

Pay Period End Date (PAY_PD_END_DT)

Costpoint leaves the pay period end date blank.

Timesheet Period Code (TS_PD_CD)

The timesheet period code is taken from the Employee table.

Home Organization (EMPL_HOME_ORG_ID)

The home organization is taken from the Salary Info and History table.

Inter-Company Tracking Organization (IC_TRKNG_ORG_ID)

The Inter-company tracking organization is derived from the home organization based on the balance sheet level defined in the Organization table.

Home Reference Number 1 (EMPL_HOME_REF1_ID)

The home reference number 1 is taken from the Salary Info and History table.

Home Reference Number 2 (EMPL_HOME_REF2_ID)

The home reference number 2 is taken from the Salary Info and History table.

Timesheet Line Table

The Timesheet Line table is filled as follows:

Timesheet Date (TS_DT)

The timesheet date is set the same as in the timesheet header.

Employee ID (EMPL_ID)

The employee ID is set the same as in the timesheet header.

Timesheet Type (S_TS_TYPE_CD)

The timesheet type is set the same as in the timesheet header.

Timesheet Header Sequence Number (TS_HDR_SEQ_NO)

The timesheet header sequence number is set the same as the timesheet header.

Timesheet Line Number (TS_LN_NO)

Costpoint sets the timesheet line number sequentially.

Pay Type (PAY_TYPE)

1.         The pay type is taken from the input file.

2.         The default value is assigned as follows:

a)         The program looks up the employee ID and the project in the Employee Project Timesheet Default table.

b)        The program looks up the employee ID and the project's account group code in the Employee Account Group Default table.

c)         The program looks up the employee's labor group type and the project's account group code in the Labor Account Group Default table.

d)        The program looks up the project in the Project Timesheet Default table.

e)         The program looks up the employee in the Default Regular Timesheet table (Basic Employee Info screen (People » Employee » Basic » Employee Setup)).

f)         The Pay Type from the Labor Settings screen (People » Labor » Labor Controls) is used.

3.      The validations are as follows:

a)         The Pay Type is a required field and must be in the input file or have a default value supplied.

b)        The pay type must exist in the Pay Types table.

c)         If the employee is exempt, you must select the OK for Exempt Employees check box in the Pay Types screen (People » Labor » Labor Controls).

d)        If the employee is not exempt, you must select the OK for Non-Exempt Employees check box in the Pay Types screen.

e)         If the employee is salaried, you must select the OK for Salaried Employees check box in the Pay Types screen.

f)         The pay type cannot exist for the project, the labor location, and the employee's labor group type in the Pay Type Restrictions screen (People » Labor » Labor Rate).

g)        If the employee is salaried and FLSA exempt, you must select the Allow Overtime for Salaried, FLSA Exempt Employees check box in the Overtime Settings screen (People » Labor » Overtime Controls) in order to use a pay type that is flagged as an overtime pay type.

General Labor Category (GEN_LAB_CAT_CD)

1.         The general labor category is taken from the input file. If you did not select the Allow GLC Change on Timesheet check box in the Labor Settings screen (People » Labor » Labor Controls), the general labor category in the input file will be ignored and a default will be used.

2.         The default value is assigned as follows:

a)         The program looks up the employee ID and the project in the Employee Project Timesheet Default table.

b)         The program looks up the employee ID and the project's account group code in the Employee Account Group Default table.

c)         The program looks up the employee's labor group type and the project's account group code in the Labor Account Group Default table.

d)        The program looks up the project in the Project Timesheet Default table.

e)         The program looks up the employee in the Default Regular Timesheet table (Basic Employee Info screen (People » Employee » Basic » Employee Setup)).

3.      The validations are as follows:

a)         The general labor category is a required field and must be in the input file or have a default supplied.

b)         The general labor category must be in the General Labor Category table.

Timesheet Line Type (S_TS_LN_TYPE_CD)

1.         The timesheet line type is taken from the input file.

2.         The default value is "A."

3.         The validations are as follows:

a)         The timesheet line type must be "A," "B," "L," "M," or "S."

b)         Lines assigned to type "L" cannot have a labor cost.

c)         Lines assigned to type "L" must have hours.

d)        The account for line type "L" must be assigned as either the accrual or expense account on a leave type for which Use as FMLA Leave Type selected in the Leave Types screen (People » Leave » Leave Controls).

e)         The account for a line type "B" must be assigned as either the accrual or expense account on a leave type that has a related FMLA leave type.

Labor Cost Amount (LAB_CST_AMT)

1.      The labor cost is taken from the input file.

2.      If the timesheet line's Project, Labor Location, Labor Category, and Labor Group meet the criteria for Wage Determination, the formula to calculate labor cost is as follows:

1. If the Wage Determination record's Hourly Rate Method is Override in the Wage Determination Rates screen (People » Labor » Labor Rate), the formula will be (Entered hours * Wage Determination Rate).

2. If the Wage Determination record's Hourly Rate Method is Use if Higher in the Wage Determination Rates screen (People » Labor » Labor Rate) screen and the wage determination rate is greater than the employee's hourly rate, the formula will be (entered hours * wage determination rate). If the Wage Determination record's Hourly Rate Method is Use if Higher and the wage determination rate is less than the employee's hourly rate, the formula will be (entered hours * employee's hourly rate)

3. If the Additional Calculations Based on an Amount group box in the Pay Types screen is set to Add Amount (below) to Timesheet Line for the pay type, the formula will be (entered hours * hourly rate * pay type factor) + pay type amount.  (Pay type code is "A.")

4. If the Additional Calculations Based on an Amount group box in the Pay Types screen is set to Multiply Hours times Amount (below) for the pay type, the formula will be (entered hours * hourly rate * pay type factor) + (pay type amount * entered hours).  (Pay type code is "B.")

3.      If you selected the Enable Union Functionality check box in the Labor Settings screen (People » Labor » Labor Controls) and the employee is flagged as a union employee, the formula will be (entered hours * union profile rate)

4.      If neither wage determination rates nor union rates apply, labor cost will be calculated using the hourly rate and the pay type. The formula used to calculate labor cost is as follows:

1. If the Additional Calculations Based on an Amount group box in the Pay Types screen (People » Labor » Labor Controls) is set to Add Amount (below) to Timesheet Line for the pay type, the formula will be (entered hours * hourly rate * pay type factor) + pay type amount.  (Pay type code is "A.")

2. If the Additional Calculations Based on an Amount group box in the Pay Types screen (People » Labor » Labor Controls) is set to Multiply Hours times Amount (below) for the pay type, the formula will be (entered hours * hourly rate * pay type factor) + (pay type amount * entered hours).  (Pay type code is "B.")

3. If the Additional Calculations Based on an Amount group box in the Pay Types screen (People » Labor » Labor Controls) is set to Multiply Hours times Amount (below) times Factor for the pay type, the formula will be (entered hour * hourly rate * pay type factor) + (pay type amount * entered hours * pay type factor). (Pay type code is "C.")

5. The validations are as follows:

a)        The labor cost must be numeric.

b)        The labor cost must be zero if the line type is "L."

c)        The labor cost must be positive if the entered hours are positive, and the labor cost must be negative if the entered hours are negative.

Entered Hours (ENTERED_HRS)

1.         The entered hours are taken from the input file.

2.         The validations are as follows:

a)      The entered hours must be numeric.

b)      The entered hours cannot be zero if the line type is "L."

Worker's Comp Code (WORK_COMP_CD)

1.         The workers' comp code is taken from the input file.

2.         The default value is assigned as follows:

a)      The program looks up the employee ID and the project in the Employee Project Timesheet Default table.

b)      The program looks up the employee ID and the project's account group code in the Employee Account Group Default table.

c)      The program looks up the employee's labor group type and the project's account group code in the Labor Account Group Default table.

d)     The program looks up the project in the Project Timesheet Default table.

e)      The program looks up the employee in the Default Regular Timesheet table (Basic Employee Info screen (People » Employee » Basic » Employee Setup)).

f)       The Pay Type from the Labor Settings screen (People » Labor » Labor Controls) is used.

3.      The validations are as follows:

a)         Workers' comp code is a required field and must be in the input file or have a default value supplied.

b)         The workers' comp code must exist in the Workers' Comp table.

Labor Location/Local Code (LAB_LOC_CD)

1.         The labor location is taken from the input file.

2.         The default value is assigned as follows:

a)      The program looks up the employee ID and the project in the Employee Project Timesheet Default table.

b)      The program looks up the employee ID and the project's account group code in the Employee Account Group Default table.

c)      The program looks up the employee's labor group type and the project's account group code in the Labor Account Group Default table.

d)     The program looks up the project in the Project Timesheet Default table.

e)      The program looks up the employee in the Default Regular Timesheet table (Basic Employee Info screen (People » Employee » Basic » Employee Setup)).

3.      The validations are as follows:

a)      If you selected the Require Labor Location on Timesheet check box in the Labor Settings screen (People » Labor » Labor Controls), a labor location will be required and must be in the Labor Location/Local table.

b)      The labor location must exist in the Labor Location/Local table.

Compute Method (S_COMPUT_MTHD_CD)

Costpoint sets the compute method. Compute method is a combination of a code indicating the source of the hourly rate and a code indicating the pay type calculation to be used. See "Hourly Rate" and "Labor Cost."  In addition to the codes listed under hourly rate, the program uses "Z" if the Entered Hours field is zero.

Charge Hours (CHG_HRS)

1.         Costpoint sets the charge hours.

a)      Set equal to entered hours if the pay type is not "Cost Only."

b)      Set to zero if the pay type is "Cost Only."

Hourly Rate (HRLY_AMT)

1.         The application sets the hourly rate. The hourly rate to be used is as follows:

a)         If the employee is salaried/fixed and Enable is selected in the Use Standard Rates group box in the Labor Settings screen (People » Labor » Labor Controls), the standard rate from the Salary Info and History table will be used. (Hourly rate code is "S.")

b)        If you selected the Enable Wage Determination Feature check box in the Labor Settings screen and the employee is hourly and non-exempt, the project, labor location code, general labor category, and labor group type will be looked up in the Wage Determination table.

c)         If a match is found and the Hourly Rate Method is set to Override in the Wage Determination Rates screen (People » Labor » Labor Rate), the rate from the Wage Determination table will be used. (Hourly rate code is "O.")

d)        If the Hourly Rate Method in the Wage Determination Rates screen is set to Use if Higher and the rate in the Wage Determination table is greater than the employee's hourly rate, the rate from the Wage Determination table will be used. (Hourly rate code is "W.")

e)         In all other cases, the employee's hourly rate from the Salary Info and History table is used. (Hourly rate code is "E.")

Organization (ORG_ID)

1.         The organization is taken from the input file.

2.         The default value for non-"M" (manufacturing order) type timesheets is assigned as follows:

a)         The program looks up the employee ID and the project in the Employee Project Timesheet Default table.

b)         The program looks up the employee ID and the project's account group code in the Employee Account Group Default table.

c)         The program looks up the employee's labor group type and the project's account group code in the Labor Account Group Default table.

d)        The program looks up the project in the Project Timesheet Default table.

e)         The program looks up the employee in the Default Regular Timesheet table (Basic Employee Info screen (People » Employee » Basic » Employee Setup)).

3.         The default value for "M" (manufacturing order) type timesheets is assigned as follows:

a)         If the timesheet line type is "M" (Manufacturing order) and the Organization Default Method is "Employee Home Org" in the Labor Settings screen (People » Labor » Labor Controls), the timesheet line Organization field will be populated with the employee's home organization.

b)        If the Organization Default Method is MO Org, and the Account is the manufacturing order's WIP Labor Account, the timesheet line Organization field will be populated with the manufacturing order's WIP Direct Labor Organization.

c)         If the Organization Default Method is MO Org, and the Account is the manufacturing order's WIP Misc 1 Account, the timesheet line Organization field will be populated with the manufacturing order's WIP Direct Misc 1 Organization.

d)        If the Organization Default Method is MO Org, and the Account is the manufacturing order's WIP Misc 2 Account, the timesheet line Organization field will be populated with the manufacturing order's WIP Direct Misc 2 Organization.

3.      The validations are as follows:

a)      Organization is a required field and must be in the input file or have a default value supplied.

b)      The organization must exist in the Organization table.

Account (ACCT_ID)

1.         The account is taken from the input file.

2.         The default value is assigned as follows:

a)      The program looks up the employee ID and the project's account group code in the Employee Account Group Default table.

b)      The program looks up the employee ID and the project in the Employee Project Timesheet Default table.

c)      The program looks up the employee ID and the project's account group code in the Employee Account Group Default table.

d)     The program looks up the employee's labor group type and the project's account group code in the Labor Account Group Default table.

e)      The program looks up the project in the Project Timesheet Default table.

f)       The program looks up the employee in the Default Regular Timesheet table (Basic Employee Info screen (People » Employee » Basic » Employee Setup)).

3.      The validations are as follows:

a)      Account is a required field and must exist in the input file or have a default value supplied.

b)      The account must exist in the Account table.

c)      The account must be a detail account.

d)     The account must be available for use in timesheet entry.

Organization Abbreviation (ORG_ABBRV_CD)

Costpoint leaves the organization abbreviation blank.

Project (PROJ_ID)

1.         Project is taken from the input file.

2.         The validations are as follows:

a)      If you selected the Project Required check box for this account in the Maintain Accounts screen (Accounting » General Ledger » Accounts), Project will be a required field and must exist in the input file.

b)      The project must exist in the Project table.

c)      The project must be active.

Project Abbreviation (PROJ_ABBRV_CD)

Costpoint leaves the project abbreviation blank.

Project Labor Category (BILL_LAB_CAT_CD)

1.         The project labor category is taken from the input file.

2.         The default value is assigned as follows:

The system first uses the transaction project's setup to determine which project should be used to default the PLC. If the Use Top Level Work Force check box is selected for the transaction project in the Basic Info screen (Projects » Project Setup » Project Master) or the Maintain Project Master screen (Projects » Project Setup » Project Master), the system will use the transaction project's top level.  

If you did not select the transaction project's Use Top Level Work Force check box, 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, the program will use that source project to determine the PLC default value.

If you did not select the Use Top Level Work Force check box and no source project exists for the transaction project, the program will use the transaction project to determine the PLC default value. 

a)         The first level of PLC default is the Assign PLC to Employee Work Force (Projects » Project Setup » Project Labor). If the project and employee exist in this screen, the PLC with a Defaults value of "Y" will be inserted into the transaction. This screen will be used as a basis for default whether or not you have selected the Project Work Force Required check box in the Basic Info screen (Projects » Project Setup » Project Master) or the Maintain Project Master screen (Projects » Project Setup » Project Master). If a PLC default value is found, the search will end here. If not, the process will continue.

b)        The system will then determine whether the project's Project Work Force Required check box is selected in the Basic Info screen (Projects » Project Setup » Project Master) or the Maintain Project Master screen (Projects » Project Setup » Project Master). If so, the search for a PLC default value will end here. If the check box is not selected, the process will search non-work force related screens for a PLC default value.

c)         If the transaction project, the employee, and a PLC default value exist in the Employee Project TS Defaults screen (People » Labor » Timesheet Default), the PLC in this screen will be inserted into the transaction and the default process will end here. If no PLC default exists in this screen, the process will continue.

d)        If the transaction project's account group, the employee, and a PLC default value exist in the Employee Project-Acct-Grp TS Defaults screen (People » Labor » Timesheet Default), the PLC in this screen will be inserted into the transaction and the default process will end here.  If no PLC default exists in this screen, the process will continue.

e)         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 (People » Labor » Timesheet Default), the PLC from this screen will be inserted into the transaction and the default process will end here. If no PLC default exists in this screen, the process will continue.

f)         If the transaction project and a PLC default value exist in the Project TS Defaults screen (People » Labor » Timesheet Default), the PLC in this screen will be inserted into the transaction and the default process will end here. If no PLC default exists in this screen, the process will continue.

g)        If the top level/source/transaction project, the transaction GLC, and a PLC default value exist in the Link GLC to Project PLC screen (Projects » Project Setup » Project Labor), the PLC in this screen will be inserted into the transaction and the default process will end here.  If no PLC default exists in this screen, the process will continue.

h)        If the transaction GLC and a PLC default value exist in the General Labor Categories screen (click People»Labor»Labor Controls), the PLC in this screen will be inserted into the transaction. This is the last level of PLC default.

3.      The validations are as follows:

1. The system will determine whether a PLC is required for the transaction. If no project exists on the transaction, a PLC will not be required and the validation process will end without error. If a PLC does exist on the transaction but no project is specified, an error message will print. If a project exists and no error occurred, the validation process will continue to step b.

2. If you selected the Project Work Force Required check box for the project in the Basic Info screen (Projects » Project Setup » Project Master) or the Maintain Project Master screen (Projects » Project Setup » Project Master), the work force validations will be performed. 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, an error message will print.  If the employee is assigned to the appropriate work force, the validation process will continue to the next step.

3. If the top level/source/transaction project does not exist in Assign PLC to Projects screen (Projects » Project Setup » Project Labor), 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.

4. If the PLC field is blank, the system will determine the project/account combination's Project Account Group function. If the function is Labor, an error message will print to inform you that the PLC is required.  If the function 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.

5. If the PLC field is not blank, the next step depends on the project's Project Work Force Required check box in the Basic Info screen (Projects » Project Setup » Project Master) or the Maintain Project Master screen (Projects » Project Setup » Project Master).

A)    If you selected the Project Work Force Required check box 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, an error message will print.

B)    If you did not select the Project Work Force Required check box 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, an error message will print.

Notes (NOTES)

Notes are taken from the input file. If the Notes field in the input file is all spaces, Costpoint sets it to a single space.

Reference Number 1 (REF_STRUC_1_ID)

1.         Reference number 1 is taken from the input file.

2.         The default value is assigned as follows:

1. The program looks up the employee ID and the project in the Employee Project Timesheet Default table.

2. The program looks up the employee ID and the project's account group code in the Employee Account Group Default table.

3. The program looks up the employee's labor group type and the project's account group code in the Labor Account Group Default table.

4. The program looks up the project in the Project Timesheet Default table.

5. The program looks up the employee in the Default Regular Timesheet table (Basic Employee Info screen (People » Employee » Basic » Employee Setup)).

3.      The validations are as follows:

1. The reference number must exist in the Reference Structure table as a reference number 1.

2. The employee must have a home reference number 1 (warning only).

3. If the employee has no home reference number 1, there should be no reference number 1 (warning only).

Reference Number 2 (REF_STRUCT_2_ID)

1.         Reference number 2 is taken from the input file.

2.         The default value is assigned as follows:

1. The program looks up the employee ID and the project in the Employee Project Timesheet Default table.

2. The program looks up the employee ID and the project's account group code in the Employee Account Group Default table.

3. The program looks up the employee's labor group type and the project's account group code in the Labor Account Group Default table.

4. The program looks up the project in the Project Timesheet Default table.

5. The program looks up the employee in the Default Regular Timesheet table (Basic Employee Info screen (People » Employee » Basic » Employee Setup)).

3.      The validations are as follows:

1. The reference number must exist in the Reference Structure table as a reference number 2.

2. The employee must have a home reference number 2 (warning only).

3. If the employee has no home reference number 2, there should be no reference number 2 (warning only).

Salary Info and History Effective Date (ELI_EFFECT_DT)

Costpoint sets this column to the effective date of the most recent record for the employee in the Salary Info and History screen (People » Employee » Basic Employee Setup).

Wage Determination Effective Date (WD_EFFECT_DT)

Costpoint sets this column to the effective date of the Wage Determination record used to calculate the labor cost (this column will be populated only if wage determination applies to the timesheet line).

Project Account Abbreviation (PROJ_ACCT_ABBRV_CD)

1.      The abbreviation code is taken from the input file.

2.      Costpoint defaults this value based on the timesheet line's Project and Account.

Recast Line Flag (RECAST_LN)

Costpoint leaves the recast line column blank.

Allocated Comp OT Flag (ALLOC_LN)

Costpoint leaves the allocated comp OT column blank.

Retroactive Pay Flag (RETRO_LN)

Costpoint leaves the retroactive pay column blank.

Allowance Flag (ALLOW_LN)

Costpoint leaves the allowance line column blank.

Withholding State (WH_STATE_CD)

Costpoint leaves the withholding state column blank.

Withholding Locality (WH_LOCAL_CD)

Costpoint leaves the withholding locality column blank.

Union Fringe Code (FRINGE_CD)

Costpoint leaves the fringe code column blank.

Effective Bill Date (EFFECT_BILL_DT)

1.         The Effective Bill Date is taken from the input file.

2.         If a PLC exists on the timesheet line and no effective bill date is specified in the input file, the effective bill date will be set to the last day of the specified accounting period.

3.         If you are processing a "C" Type (Correcting) timesheet, and a PLC exists on the timesheet line and no effective bill date is specified in the input file, and the Use Reference Date in Correcting Timesheets check box is selected in the Effective Bill Date Options group box in the Labor Settings screen (People » Labor » Labor Controls), the ref date from the input file will default. 

4.         If you do not select the Use Reference Date in Correcting Timesheets check box or you are processing 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.

Timesheet Line Manufacturing (MO) Table

The timesheet line table is filled as follows:

Timesheet Date (TS_DT)

The timesheet date is set the same as in the Timesheet Header.

Employee ID (EMPL_ID)

The employee ID is set the same as in the Timesheet Header.

Timesheet Type (S_TS_TYPE_CD)

The timesheet type is set the same as in the Timesheet Header.

Timesheet Header Sequence Number (TS_HDR_SEQ_NO)

The timesheet header sequence number is set the same as the Timesheet Header.

Timesheet Line Number (TS_LN_NO)

Costpoint sets the timesheet line number sequentially.

Manufacturing Order ID (MO_ID)

The MO ID is taken from the input file.

Manufacturing Order Operating Sequence Number (MO_OPER_SEQ_NO)

The MO operating sequence number is taken from the input file.

Manufacturing Order Operation Setup Number (MO_OPER_STEP_NO)

The MO operating step number is taken from the input file.

Manufacturing Order Work Center ID (WC_ID)

The MO work center ID is taken from the input file.

Charge Hours (CHG_HRS)

Costpoint sets the charge hours.

1.         Set equal to entered hours if the pay type is not "Cost Only."

2.         Set to zero if the pay type is "Cost Only."

Labor Cost Amount (LAB_CST_AMT)

1.      The labor cost is taken from the input file. 

2.      The program calculates labor cost using the hourly rate and the pay type. The formula used to calculate labor cost is as follows:

1. If the Additional Calculations Based on an Amount group box in the Pay Types screen (People » Labor » Labor Controls) is set to Add Amount (below) to Timesheet Line for the pay type, the formula will be (entered hours * hourly rate * pay type factor) + pay type amount.  (Pay type code is "A.")

2. If the Additional Calculations Based on an Amount group box in the Pay Types screen is set to Multiply Hours times Amount (below) for the pay type, the formula will be (entered hours * hourly rate * pay type factor) + (pay type amount * entered hours).  (Pay type code is "B.")

3. If the Additional Calculations Based on an Amount group box in the Pay Types screen is set to Multiply Hours times Amount (below) times Factor for the pay type, the formula will be (entered hour * hourly rate * pay type factor) + (pay type amount * entered hours * pay type factor). (Pay type code is "C.")

Fiscal Year (FY_CD)

The fiscal year is set the same as in the Timesheet Header.

Period Number (PD_NO)

The period number is set the same as in the Timesheet Header.

Subperiod Number (SUB_PD_NO)

The subperiod number is set the same as in the Timesheet Header.

Cost Element Code (S_COST_ELEMENT_CD)

1.         If the timesheet line's account matches the manufacturing order's WIP Direct Labor Account, the cost element code will be set to "L."

2.         If the timesheet line's account matches the manufacturing order's WIP Miscellaneous 1 Account, the cost element code will be set to "1."

3.         If the timesheet line's account matches the manufacturing order's WIP Miscellaneous 2 Account, the cost element code will be set to "2."

Activity Type (S_ACTIVITY_TYPE)

The Activity Type is taken from the input file.

Screen Error Messages

The following error messages can display on the screen.

Each line of the input file should contain X fields. Line Y of your input file contains Z fields. Abort processing?

X is the number of fields that the input file should contain. Y is the line number of the current record. Z is the number of fields found on this line in the input file. This message will display only when you are importing a comma-delimited file. Too many commas were found on the line in the input file. Continuing to process can result in errors. Please verify the layout of the input file.

Ending date is earlier than beginning date.

The ending date must be a later date than the beginning date.

Errors have occurred that may need correcting. Do you want to continue?

The system will display this message if errors are discovered during processing. Review the Error Report. The options available at this point are:  1) Import the records that have been validated; make any changes needed in the error file, rename the error file, and then process the errors. 2) Make any corrections needed to the original input file and process again.

File does not exist.

The input file entered could not be found. The input file must be in your working directory. Check your working directory.

No records have been selected to transfer.

All the records in the input file were either outside the selected date range or were rejected with errors.

No records found in table. Please process the input file before importing or printing.

This indicates that you selected the Print or Import buttons on the toolbar and there are no rows in the temporary table.

Records that have not been imported exist in the temporary table. Do you want to continue?

This indicates that you clicked the Process icon on the toolbar, but there are still rows in the temporary table that have not been imported. Select Yes to continue, and all the rows in the temporary table will be deleted. Select Cancel to import the existing rows in the temporary table or when you need to investigate the rows in the temporary table.

Requested dates do not exist in the table.

When you select the Print or Import icons on the toolbar, the program compares the dates on the screen to the dates in the temporary table. The system will display this message if the dates in the table do not fall within the range entered on the screen.

The database is unable to process the records required for the requested activity. Possible reasons are another user is using a record you want to update, or there is a database error or hardware malfunction.

When this error occurs, make note of what was being done and at what point the application stopped, then call Costpoint Technical Support.

Timesheets to be imported already exist in the Timesheet Header or History table. This condition must be corrected before importing.

If you select the Import button on the toolbar, the program will compare the rows in the temporary table to the Timesheet Header and Timesheet Header History tables to see whether duplicates exist (a timesheet with the same date and type for one or more employees in the temporary table already exists in the Timesheet Header table). This indicates that timesheets have been added to Costpoint between the processing of the input file and the import of the timesheet file.

X 'Y' on input file line Z is too long. Truncate?

X is the field name. Y is the contents of the field. Z is the line number of the record in question. This message will display only when you are importing a comma-delimited file, and truncation may occur because the field in the input file is longer than the corresponding field in Costpoint. The extra characters on the right will be deleted.

Technical Details

Tables read:

Account - (ACCT)

Folder:       Accounting - General Ledger - Accounts - Maintain Accounts

Account Entry Rules            - (ACCT_ENTRY_RULES)

Folder:       Accounting - General Ledger - Controls - Account Entry Groups

Accounting Period - (ACCTING_PD)

Folder:       Accounting - General Ledger - Controls - Accounting Periods

Billable Labor Category - (BILL_LAB_CAT)

Folder:       Projects - Project Setup - Project Labor - Project PLC Rates

Employee - (EMPL)

Folder:       People - Employee - Basic Employee Setup - Maintain Employee Master

Employee Account Group Default - (EMPL_ACCT_GRP_DFLT)

Folder:       People - Labor - Timesheet Default Setup - Employee Project-Acct-Grp TS Defaults

Fiscal Year - (FY)

Folder:       Accounting - General Ledger - Controls - Fiscal Years

General Labor Category - (GENL_LAB_CAT)

Folder:       People - Labor - Labor Controls - General Labor Categories

Labor Account Group Default - (LAB_ACCT_GRP_DFLT)

Folder:       People - Labor - Timesheet Default Setup - Labor-Grp Project-Acct-Grp TS Defaults

Labor Location/Local - (LAB_LOCATION)

Folder:     People - Labor - Labor Rate Controls - Labor Location/Local Labor

Leave Type - (LV_TYPE)

Folder:       People - Leave - Leave Controls - Leave Types

Organization - (ORG)

Folder:       Accounting - General Ledger - Organizations - Maintain Org Elements

Organization Account - (ORG_ACCT)

Folder:     Accounting - General Ledger - Accounts - Maintain Account/Org Links

Overtime Rules by State - (OT_RULES_BY_STATE)

Folder:     People - Labor - Overtime Controls - Overtime Rules by State

Overtime Settings - (OT_SETTINGS)

Folder:       People - Labor - Overtime Controls - Overtime Settings

Pay Type - (PAY_TYPE)

Folder:     People - Labor - Labor Controls - Pay Types

Pay Type Restriction - (PAY_TYPE_RESTRICT)

Folder:     People - Labor - Labor Rate Controls - Pay Type Restrictions

Project - (PROJ)

Folder:     Projects - Project Setup - Project Master - Basic Info

Project Controls - (PROJ_CNTL)

Folder:     Projects - Project Setup - Controls - Project Settings

Project Employee Labor Category - (PROJ_EMPL_LAB_CAT)

Folder:     Projects - Project Setup - Project Labor - Project Employee Work Force

Project Labor Category - (PROJ_LAB_CAT)

Folder:     Projects - Project Setup - Project Labor - Assign PLC to Projects

Project Labor Category Map - (PROJ_LAB_CAT_MAP)

Folder:     Projects - Project Setup - Project Labor - Link GLC to Project PLC

Project Organization Account - (PROJ_ORG_ACCT)

Folder:     Projects - Project Setup - Controls - Maintain Project/Account Validation

Project Timesheet Default - (PROJ_TS_DFLT)

Folder:     People - Labor - Timesheet Default Setup - Project TS Defaults

Reference Structure - (REF_STRUC)

Folder:     Accounting - General Ledger - Reference Numbers (Ref) - Maintain Ref Elements

Salary Info and History - (EMPL_LAB_INFO)

Folder:     People - Employee - Basic Employee Setup - Salary Info and History

Subperiod - (SUB_PD)

Folder:     Accounting - General - Ledger - Controls - Subperiods

Timesheet Header History - (TS_HDR_HS)

Folder:     People - Labor - Inquiries - Timesheet History Inquiry

Timesheet Period Schedule - (TS_PD_SCH)

Folder:     People - Labor - Labor Controls - Timesheet Periods

Timesheet Regular Default Lines - (DFLT_REG_TS)

Folder:     People - Labor - Timesheet Default Setup - Employee Timesheet Line Type Defaults (and Employee - Basic Employee Setup - Basic Employee Info, Defaults)

Wage Determination - (WAGE_DETERM)

Folder:     People - Labor - Labor Rate Controls - Wage Determination Rates

Worker's Comp - (WORK_COMP)

Folder:     People - Labor - Labor Controls - Worker's Comp Codes

Input File - (User Named)

Tables Read and Written

Function Parameter Catalog - (FUNC_PARMS_CATLG)

Posting Semaphore - (POST_SEMAPHORE)

Sequence Generator - (SEQ_GENERATOR)

Timesheet Header - (TS_HDR)

Folder:     People - Labor - Timesheets - Enter Timesheets

Timesheet Line - (TS_LN)

Folder:     People - Labor - Timesheets - Enter Timesheets

Timesheet Prep Parameters - (T_PARMS_AOPUTLTS)

Folder:     Others - Product Interfaces - Preprocessors - Timesheet Preprocessor

Output

Error File - (Input file name + .ERR)

Edit Report

Error Report