Use this subtask only after you highlight a row in the voucher detail and store information relating to one line in the voucher detail such as vendor ID, General Labor Category (GLC), Project Labor Category (PLC), hours, and amount. This screen is useful if you need to capture the total hours and currency units incurred against the project for vendors as well as employees. Capturing total hours and currency units against labor categories is essential for projects where you bill based on hours incurred against labor categories; apply fee on total hours; bill based on a percent of labor hours incurred; track level of effort projects; or track all hours charged against the project for project management. You can control this feature in Costpoint General Ledger by not allowing voucher entry to charge certain types of accounts.
These non-editable fields default from the main screen.
This system uses this non-editable field to track the number of lines in the table. This field will be updated automatically as you insert or delete lines.
Enter, or use Lookup to select, a valid vendor employee. The employee must be a valid vendor employee established in the Maintain Vendor Employees screen.
This non-editable field displays the name of the vendor employee.
Enter, or use Lookup to select, a GLC for this vendor. The GLC normally does not apply to vendors, but you can enter one for the vendor and, if there was a relationship between the GLC to the PLC against the project, the system will display the PLC for this vendor and project.
Enter, or use Lookup to select, a PLC for this vendor. If there was a relationship set up for this vendor against the project, the system provides a default PLC, which you can change if necessary.
This field displays the description of the PLC code.
Enter the hours for this vendor and labor category.
Enter the amount for this vendor and labor category.
This field displays the VAT recovery amount, if any.
Enter the effective billing date in this column. You can attach effective billing dates to each labor line. As a result, you can give corrections the proper date and each line can have a separate effective billing date.
GLC — Costpoint checks the General Labor Categories screen in Costpoint Labor to make sure the GLC entered on this line is valid.
PLC — Costpoint reads the Basic Info screen in Costpoint Project Setup to see whether the Project Work Force Required option is selected and performs the following validations:
If the work force is required, or if a work force has been entered, Costpoint checks the Project Vendor Employee Work Force screen and then the Project Vendor Work Force screen in Costpoint Project Setup to determine whether this vendor exists for the project. Next, Costpoint checks the Assign PLC to Vendor Employee Work Force screen and then Assign PLC to Vendor Work Force screen to make sure the PLC is valid for this vendor. If the work force is not required, Costpoint proceeds to the next level of validation.
If a project work force does not exist or is not required, Costpoint checks the Assign PLC to Projects screen in Costpoint Project Setup to determine whether the PLC entered has been assigned to a project. If the project is found in the screen but the PLC is not assigned to it, the entry is rejected. If neither the project nor the PLC is found in the Assign PLC to Projects screen, Costpoint proceeds to the next level of validation.
The total amount of the voucher line (total invoice before discount minus discount) and total vendor labor must match. If not, you cannot save the Vendor Labor subtask or return to the main screen.
The final level of validation for the PLC takes place in the Set Up Project Labor Categories (PLC) screen in Costpoint Project Setup. If the PLC is not found in this screen and has not been located by any previous validations, the PLC is rejected.
These are the default values that can display when you enter a new line in the table window or leave a field/column in this subtask. The vendor labor default values work in conjunction with default values for projects charged.
Level 1: Work Force Default — If the project associated with the corresponding PO voucher line requires a work force, the default is from the Default column in the Assign PLC to Vendor Work Force screen in Costpoint Project Setup that indicates which PLC should be used as a default for a specific vendor. If the vendor is not located in this screen, Costpoint obtains the vendor from the Default PLC column in the Maintain Vendor Employees screen in Costpoint Accounts Payable. If the vendor is not located in this screen, Costpoint displays an error message. If the PLC is defaulted successfully, Costpoint also defaults the PLC Description from the Assign PLC to Projects screen in Costpoint Project Setup.
Level 2: Project Timesheet Defaults — If the first attempt to default the PLC does not succeed, Costpoint tries to default the PLC from the Project TS Defaults screen in Costpoint Labor. If the PLC defaults successfully, Costpoint also defaults the PLC Description from the Assign PLC to Projects screen or the Set Up Project Labor Categories (PLC) screen in Costpoint Project Setup. Costpoint attempts to default the GLC as well as the PLC. If the GLC is found but the PLC is not, Costpoint tries to retrieve the PLC from the General Labor Categories screen in Costpoint Labor. If the PLC is found, the PLC Description is located first in the Assign PLC to Projects screen and second in the Set Up Project Labor Categories (PLC) screen in Costpoint Project Setup.
Level 3: Link GLC to PLC — If the Project Labor Category Map table is set up for the project and GLC, the related PLC defaults into this subtask. This level of defaults is used only if prior levels are not used. Once you leave the Vendor Employee column after entering a valid vendor employee ID, Costpoint defaults the GLC from the Maintain Vendor Employees screen. If the GLC is defaulted successfully but the PLC is not entered, Costpoint attempts to locate it from the General Labor Categories screen in Costpoint Labor. If the PLC is found, the PLC Description is located first in the Assign PLC to Projects screen and second in the Set Up Project Labor Categories (PLC) screen in Costpoint Project Setup.