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Processing Details

The Import Timesheets screen processes values from the input file and multiple sources to create timesheet records in Costpoint.

Processing Details

  • The program checks the primary temporary table to determine whether any rows have not been imported. If there are, the system displays a message, and you can continue or cancel the process. If you continue, all temporary tables are cleared.
  • Records from the input file are read and inserted into the primary temporary table.
  • If you selected Comma-Separated Values in the File Format field, the program checks each field to see whether it is too large.
  • The program applies defaults to any fields that are blank in the input file.
  • Validation/substitution of data is performed in accordance with the selections you made in the Validation Method group box of the Configure Timesheet Suspense Values screen.
  • Suspense processing is performed in accordance with the values you entered into the Suspense Values group box of the Configure Timesheet Suspense Values screen. On timesheets that have invalid projects, organizations, accounts, POA combinations, PLCs, GLCs, reference 1 numbers, and/or reference 2 numbers, the invalid values are replaced by the respective suspense values. A message is written to the Suspense section of the error report and the timesheet line is written to the Suspense table. The account, project, organization, POA combinations, PLC, GLC, reference 1 number, and/or reference 2 number in the temporary table are replaced with the default suspense values and processing continues.
  • After the validations are completed, timesheets with errors are written to the error file. If there is an error on one line of the timesheet, all lines are rejected and written to the error file. These rows are then deleted from the temporary table. Timesheets with no errors, but with Warnings or Suspense replacements, are not deleted from the temporary table. The temporary table now contains only valid rows. 
  • The application calculates charge hours and labor cost (if blank).
  • If you selected the Auto Adjust Salaried Employees check box, all timesheets for salaried employees are auto-adjusted. If you selected the Auto Adjust Hourly Employees check box, all the timesheets for hourly employees are auto-adjusted.
  • The Error Report is printed. If there are errors, a message box displays on the screen to notify you that errors were found. If there are no errors, the Error Report indicates that no error records were found.

Import Details

  • The application checks the dates of the rows in the temporary table to verify that they fall within the range of dates entered on the screen.
  • The timesheet line key is set.
  •  The Timesheet Header table is checked again to ensure that the timesheets being imported do not already exist. If duplicates exist, the system displays a message and importing is not done.
  • Rows from the temporary table are inserted into the Timesheet Header and Timesheet Line tables.
  • If suspense processing has taken place, suspense replacement data is written to the Suspense table.
  •  All temporary tables are cleared.

Tables

Note:

A list of the Costpoint tables used by this preprocessor and their corresponding Costpoint screens is provided at the end of this topic.

Timesheet Header Table

The Timesheet Header table is filled as follows:

Field Description
Timesheet Date (TS_DT)
  • The timesheet date is taken from the input file or the screen.
  • The default value is the ending date from the screen.
  • The validations are as follows:
    • The date must be a valid date.
    • The date must be in an open timesheet period based on the employee's timesheet period.
    • The date must be within the period of performance of the project, if a project is entered (Warning only).
Employee ID (EMPL_ID)
  • The employee ID is taken from the input file.
  • The validations are as follows:
    • The employee ID is a required field and must exist in the input file.
    • The employee must be in the Employee table.
    • The employee cannot be terminated and inactive.
Timesheet Type Code (S_TS_TYPE_CD)
  • The timesheet type is taken from the input file or the screen.
  • The default value is the timesheet type from the screen.
  • The validations are as follows: The timesheet type must be R (Regular), B (Bonus), L (Labor only), N (Reversing), D (Replacing), or C (Correcting).
Timesheet Header Sequence Number (TS_HDR_SEQ_NO)
  • The sequence number is taken from the input file, if one is provided there.
  • If you did not enter a sequence number in the input file, the application sets the timesheet header sequence number to 1.
Timesheet Header Reference Sequence Number (REFERENCE_SEQ_NO)
  • The reference sequence number is taken from the input file, if one is provided there.
  • If you did not enter a sequence number in the input file, the application sets the timesheet header sequence number to "1."
User ID (USER_ID)

The application sets the user ID to the current user.

Posting Sequence Number (POST_SEQ_NO)

The posting sequence number is left blank by the application.

Payroll Posted Flag (PR_POSTED_FL)

The application sets the payroll posting flag to N (No).

Leave Posted Flag (LV_POSTED_FL)

The application sets the leave posted flag to N (No).

Entry Date (ENTRY_DT)

The application sets the entry date to the current system date.

Working State (WORK_STATE_CD)
  • The working state is taken from the input file.
  • The default value is the working state from the Salary Information and History table.
  • The validations are as follows:
    • The working state is a required field and must be in the input file or defaulted from the Salary Information and History table.
    • 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)
  • The fiscal year, period, and subperiod are taken from the input file or the screen.
  • The default values are from the screen.
  • The validations are as follows:
    • The combination of all three must exist in the Subperiod table.
    • 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)

The timesheet batch ID is left blank by the application.

Correcting Reference Date (CORRECTING_REF_DT)
  • The correcting reference date is taken from the input file.
  • The validation is as follows: The date must be a valid date in YYYY-MM-DD format.
Auto-Adjust Percentage Rate (AUTO_ADJ_PCT_RT)

If you entered an Override Auto Adj % on the screen, the application uses that value to populate the AUTO_ADJ_PCT_RT column. If you did not enter an override on the screen, the program uses the Default Auto-Adjustment Percent for the employee's timesheet cycle (on the Manage Timesheet Periods screen) to populate the column.

Timesheet Header Compute Code (S_TS_HDR_CMPUT_CD)

The application sets the timesheet header compute code to O (Original).

Labor Group Type (LAB_GRP_TYPE)

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

Pay Period (PAY_PD_CD)

The pay period code is left blank by the application.

Pay Period Start Date (PAY_PD_START_DT)

The pay period start date is left blank by the application.

Pay Period End Date (PAY_PD_END_DT)

The pay period end date is left blank by the application.

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 Information and History table.

Inter-Company Tracking Organization (IC_TRKNG_ORG_ID)

The program derives the inter-company tracking organization from the home organization by using the Balance Sheet Level defined in the Organization table (see the Manage Organization Structures screen).

Home Reference Number 1 (EMPL_HOME_REF1_ID)

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

Home Reference Number 2 (EMPL_HOME_REF2_ID)

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

Timesheet Line Table

The Timesheet Line table is filled as follows:

Field Description
Timesheet Date (TS_DT)
Employee ID (EMPL_ID)
Timesheet Type (S_TS_TYPE_CD)
Timesheet Header Sequence Number (TS_HDR_SEQ_NO)
  • The sequence number is set to the sequence number specified in the input file.
  • 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 defaults.
  • 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 automatically increases the sequence number by one (up to a sequence number of 99).
  • If no sequence number is specified in the input file, and 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 defaults.
Timesheet Line Number (TS_LN_NO)

The timesheet line number is set to the sequence number of the input line in the input file.

Pay Type (PAY_TYPE)
  • The pay type is taken from the input file.
  • The default value is assigned as follows:
    • The employee ID and the project's account group code are located in the Employee Project/Account Group Timesheet Defaults table.
    • The employee's labor group type and the project's account group code are located in the Manage Labor-Group Proj-Acct-Group Timesheet Defaults table.
    • The project is located in the Manage Project Timesheet Defaults table.
    • The employee is located in the Default subtask of the Manage Employee Information screen.
    • The pay type from the Configure Labor Settings screen  is used.
  • The validations are as follows:
    • The pay type is a required field and must be in the input file or have a default value supplied.
    • The pay type must exist in the Pay Type table.
    • If the employee is exempt, the OK for Exempt Employees check box in the Manage Pay Types screen must be selected.
    • If the employee is not exempt, the OK for Non-Exempt Employees check box in the Manage Pay Types screen must be selected.
    • If the employee is salaried, the OK for Salaried Employees check box in the Manage Pay Types screen must be selected.
    • The pay type cannot exist for the project, the labor location, and the employee's labor group type in the Pay Type Restriction table.
    • 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 subtask of the Configure Labor Settings screen in order to use a pay type that is flagged as an overtime pay type.
General Labor Category (GENL_LAB_CAT_CD)
  • 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 Configure Labor Settings scree, the general labor category in the input file is ignored and a default is used.
  • The default value is assigned as follows:
    • The employee ID and the project's account group code are located in the Employee Project/Account Group Timesheet Defaults table.
    • The employee's labor group type and the project's account group code are located in the Manage Labor-Group Proj-Acct-Group Timesheet Defaults table.
    •  The project is located in the Manage Project Timesheet Defaults table.
    • The employee is located in the Default subtask of the Manage Employee Information screen.
  • The validations are as follows:
    • The general labor category is a required field and must be in the input file or have a default supplied.
    • The general labor category must be in the General Labor Category table.
  • Suspense Processing:

    If you made an entry in the GLC field in the Suspense Values group box of the Configure Timesheet Suspense Values screen, the program uses this value to replace invalid data.

Timesheet Line Type (S_TS_LN_TYPE_CD)
  • The timesheet line type is taken from the input file.
  • The default value is A.
  • The validations are as follows:
    • The timesheet line type must be A, B, L, M, or S.
    • Lines assigned to type L cannot have a labor cost.
    • Lines assigned to type L must have hours.
    • The account for a line type L must be assigned as either the accrual or expense account on a leave type that has the Use as FMLA Leave Type check box selected in the Manage Leave Types screen.
    • 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)
  • The labor cost is taken from the input file.
  • If the input file labor cost is zero or blank, the application calculates the default value. Labor cost is calculated based on the hourly rate and the pay type. The formula used to calculate labor cost is determined as follows:
    • If, in the Manage Pay Types screen, you selected the Add Amount (below) to Timesheet Line option for the pay type, the formula is (entered hours * hourly rate * pay type factor) + pay type amount.  (Pay type code A.).
    • If, in the Manage Pay Types screen, you selected the Multiply Hours times Amount (below) option for the pay type, the formula is (entered hours * hourly rate * pay type factor) + (pay type amount * entered hours). (Pay type code B.)
    • If, in the Manage Pay Types screen, you selected the Multiply Hours times Amount (below) times Factor option for the pay type, the formula is (entered hours * hourly rate * pay type factor) + (pay type amount * entered hours * pay type factor). (Pay type code C.)
  • The validations are as follows:
    • The labor cost must be numeric.
    • The labor cost must be zero if the line type is L.
    • 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)
  • The entered hours are taken from the input file.
  • The validations are as follows:
  • The entered hours must be numeric.
  • The entered hours cannot be zero if the line type is L.
Workers' Comp Code (WORK_COMP_CD)
  • The workers' comp code is taken from the input file.
  • The default value is assigned as follows:
    • The employee ID and the project's account group code are located in the Employee Project/Account Group Timesheet Defaults table.
    • The employee's labor group type and the project's account group code are located in the Manage Labor-Group Proj-Acct-Group Timesheet Defaults table.
    • The project is located in the Manage Project Timesheet Defaults table.
    • The employee is located in the Default tab of the Manage Employee Information screen.
    • The workers' comp code from the Configure Labor Settings screen.
  • The validations are as follows:
    • Workers' comp code is a required field and must be in the input file or have a default value supplied.
    • The workers' comp code must exist in the Workers' Comp table.
Labor Location Code (LAB_LOC_CD)
  • The labor location is taken from the input file.
  • The default value is assigned as follows:
    • The employee ID and the project's account group code are located in the Employee Project/Account Group Timesheet Defaults table.
    • The employee's labor group type and the project's account group code are located in the Manage Labor-Group Proj-Acct-Group Timesheet Defaults table.
    • The project is located in the Manage Project Timesheet Defaults table.
    • The employee is located in the Default tab of the Manage Employee Information.
  • The validations are as follows:
    • If you selected the Require Labor Location check box in the Configure Labor Settings screen, a labor location is required and must be in the input file or have a default value supplied.
    • The labor location must exist in the Labor Locations table.
Compute Method (S_CMPUT_MTHD_CD)

The compute method is set by the application. The 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 the sections for Hourly Rate and Labor Cost Amount. In addition to the codes listed under Hourly Rate, Z is used if Entered Hours is zero.

Charge Hours (CHG_HRS)

The charge hours are set by the application as follows:

  • Set equal to entered hours if the pay type is not cost only.
  • Set to zero if the pay type is cost only.
Hourly Rate (HRLY_AMT)

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

  • If the employee is salaried/fixed and you selected the Enable check box in the Use Standard Rates group box in the Configure Labor Settings screen, the standard rate from the Salary Information and History table is used. (Hourly rate code is S.)
  • If you selected the Enable Wage Determination Feature check box in the Configure Labor Settings screen, and the employee is hourly and non-exempt, the project, labor location code, general labor category, and labor group type are located in the Wage Determination table.
  •  If a match is found and you selected the Override option in the Hourly Rate Method group box in the Manage Wage Determination Rates screen, the rate from the Wage Determination table is used. (Hourly rate code is O.)
  • If you selected the Use if Higher option in the Manage Wage Determination Rates screen and the rate in the Wage Determination table is greater than the employee's hourly rate, the rate from the Wage Determination table is used. (Hourly rate code is W.)
  • In all other cases, the employee's hourly rate from the Salary Information and History table is used. (Hourly rate code is E.)
Organization (ORG_ID)
  • The organization is taken from the input file.
  • The default value for non-M (Manufacturing Order) type timesheets is assigned as follows:
    • The program looks up the employee ID and the project in the Employee Project Timesheet Default table.
    • The program looks up the employee ID and the project's account group code in the Employee Account Group Default table.
    • The program looks up the employee's labor group type and the project's account group code in the Labor Account Group Default table.
    • The program looks up the project in the Project Timesheet Default table.
    • The program looks up the employee in the Default Regular Timesheet table (Manage Employee Information).
  • The default value for M (Manufacturing Order) type timesheets is assigned as follows:
    • If the Organization Default Method in the Configure Labor Settings screen is Employee Home Org, the timesheet line organization field is populated with the employee’s home organization.
    • If the Organization Default Method in the Configure Labor Settings screen is MO Org and the Account is the manufacturing order's WIP labor account, the timesheet line organization field is populated with the manufacturing order's WIP direct labor organization.
    • If the Organization Default Method in the Configure Labor Settings screen is MO Org and the Account is the manufacturing order's WIP misc 1 account, the timesheet line organization field is populated with the manufacturing order's WIP direct misc 1 organization.
    • If the Organization Default Method in the Configure Labor Settings screen is MO Org and the Account is the manufacturing order's WIP misc 2 account, the timesheet line organization field is populated with the manufacturing orders WIP direct misc 2 organization.
Organization Abbreviation (ORG_ABBRV_CD)
  • The organization and/or the organization abbreviation are taken from the input file.
  • The default value for organization is assigned as follows:
    • The employee ID and the project's account group code are located in the Employee Project/Account Group Timesheet Defaults table.
    • The employee's labor group type and the project's account group code are located in the Manage Labor-Group Proj-Acct-Group Timesheet Defaults table.
    • The project is located in the Manage Project Timesheet Defaults table.
    • The employee is located in the Default tab of the Manage Employee Information screen.
  • The validations are as follows:
    • Either the organization or the organization abbreviation can be entered in the input file.  If the organization abbreviation is entered, the organization is located in the Organization table. If both are entered, they must both exist in the same row of the Organization table.
    • Organization is a required field and must be in the input file or have a default value supplied.
    • The organization must exist in the Organization table.
  • Suspense Processing:
    • You must select a validation method relating to organizations in the Configure Timesheet Suspense Values screen to enable substitution for invalid data.
    • The program uses the Org field in the Suspense Values group box of the Configure Timesheet Suspense Values screen to replace invalid data.
  • The organization abbreviation will be entered into the Timesheet Line table based on the organization in the worktable after any default or suspense substitution.
Account (ACCT_ID)
  • The account is taken from the input file.
  • The defaults are as follows:
    • The employee ID and the project's account group code are located in the Employee Project/Account Group Timesheet Defaults table.
    • The employee's labor group type and the project's account group code are located in the Manage Labor-Group Proj-Acct-Group Timesheet Defaults table.
    • The project is located in the Manage Project Timesheet Defaults table.
    • The employee is located in the Default tab of the Manage Employee Information screen.
  • The validations are as follows:
    • Account is a required field and must exist in the input file or have a default value supplied.
    • The account must exist in the Account table.
    • The account must be a detail account.
    • The account must be available for use in timesheet entry.
  • Suspense Processing:
    • You must select a validation method relating to accounts in the Configure Timesheet Suspense Values screen to enable substitution for invalid data.
    • The application uses the Project Acct and Non Project Acct fields in the Suspense Values group box of the Configure Timesheet Suspense Values screen to replace invalid data.
Project (PROJ_ID)
Project Abbreviation (PROJ_ABBRV_CD)
  •  The project and/or the project abbreviation are taken from the input file.
  • The validations are as follows:
    • You can enter either the project or the project abbreviation in the input file. If you enter the project abbreviation, the project is located in the Project table. If you enter both, they must both exist in the same row of the Project table.
    • If you selected the Project Required check box for this account in the Manage Accounts screen, Project is a required field and must exist in the input file
    • The project must exist in the Project table.
    • The project must be active.
    • The project must allow charges.
  • Suspense Processing:
    • You must select a validation method relating to projects in the Configure Timesheet Suspense Values screen to enable substitution for invalid data.
    • The application uses the Project field in the Suspense Values group box of the Configure Timesheet Suspense Values screen to replace invalid data.
  • The project abbreviation will be entered into the Timesheet Line table based on the project in the worktable after any suspense substitution.
Project Labor Category (BILL_LAB_CAT_CD)
  •  The project labor category is taken from the input file.
  • The default value is assigned as follows:

    Costpoint first uses the transaction project's setup to determine which project is used to default the PLC. If the transaction project has the Use Top Level Work Force check box selected on the Manage Project User Flow, the program uses the transaction project's top level.  

    If the transaction project's Use Top Level Work Force check box is not selected, Costpoint then determines whether a source project is assigned to the transaction project. If a source project exists in the first row of the Manage Rate Sequence Order table, the program uses that source project to determine the PLC default value.

    If the Use Top Level Work Force check box is not selected and no source project exists for the transaction project, the program uses the transaction project to determine the PLC default value. 

    • The first level of PLC default is the Assign PLC to Employee Work Force subtask of the Manage Employee Work Force screen. If the project and employee exist in this screen, the PLC with a Defaults value of Y is inserted into the transaction. This screen is used as a basis for default whether or not the Project Work Force Required check box is selected on the Manage Project User Flow. If the program finds a PLC default value, the search ends here. If not, the process continues.
    • If the project's Project Work Force Required check box is selected on the Manage Project User Flow, the search for a PLC default value ends here. If the check box is not selected, the program searches non-work force related screens for a PLC default value.
    • If the transaction project, the employee, and a PLC default value exist in the Manage Project Timesheet Defaults screen, the PLC in this screen is inserted into the transaction and the default process end heres. If no PLC default exists in this screen, the process continues.
    • If the transaction project's account group, the employee, and a PLC default value exist in the Employee Project/Account Group Timesheet Defaults screen, the PLC in this screen is inserted into the transaction and the default process ends here. If no PLC default exists in this screen, the process continues.
    • If the transaction project's account group, the employee's labor group, and a PLC default value exist in the Manage Labor-Group Proj-Acct-Group Timesheet Defaults screen, the PLC from this screen is inserted into the transaction and the default process ends here. If no PLC default exists in this screen, the process continues.
    • If the transaction project and a PLC default value exist in the Manage Project Timesheet Defaults screen, the PLC in this screen is inserted into the transaction and the default process ends here. If no PLC default exists in this screen, the process continues.
    • If the top level/source/transaction project, the transaction GLC, and a PLC default value exist on the Link GLC to Project PLC subtask of the Link Project Labor Categories to Projects screen, the PLC in this screen is inserted into the transaction and the default process ends here.  If no PLC default exists in this screen, the process continues.
    • If the transaction GLC and a PLC default value exist in the Manage General Labor Categories screen, the PLC in this screen will be inserted into the transaction.
    • If a PLC is assigned to the employee in the Salary Info and History table as of the timesheet date, the PLC in that screen is inserted into the timesheet line. This is the last level of PLC default.
  • The validations are as follows:
    • Costpoint determines whether or not a PLC is required for the transaction. If no project exists on the transaction, a PLC is not required and the validation process ends without error. If a PLC does exist on the transaction, but no project is specified, an error message prints. If a project exists and no error occurred, the validation process continues to step b.
    • If the Project Work Force Required check box is selected for the project on the Manage Project User Flow, the work force validations are done. Costpoint uses 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 prints.  If the employee is assigned to the appropriate work force, the validation process continues to the next step.
    • If the top level/source/transaction project does not exist in Link Project Labor Categories to Projects screen, the validation process ends without error. If the project does not exist in Link Project Labor Categories to Projects screen, it means that all PLCs are linked to that project. If the project does exist in the Link Project Labor Categories to Projects screen, the validation process continues to the next step.
    • If the PLC field is blank, Costpoint determines the project/account combination's Project Account Group function. If the function is Labor, an error message prints to inform you that the PLC is required. If the function is not Labor, the validation process ends without error.  If the PLC field is not blank, the validation process continues to the next step.
    • If the PLC field is not blank, the next step will depend on the project's Project Work Force Required check box on the Manage Project User Flow.
      • If the Project Work Force Required check box is selected for the project, the project/employee/PLC combination is validated against the Assign PLC to Employee Work Force subtask on the Project Employee Work Force screen. If the combination exists there, the validation process continues.
      • If the Project Work Force Required check box is not selected for the process ends here without error. If the combination does not exist in this table, Costpoint prints an error message.roject, the project/PLC combination is validated against the Link Project Labor Categories to Projects table. If the combination exists there, the validation process ends here without error. If the combination does not exist in this table, the system prints an error message.
  • Suspense Processing:
    • You must select a validation method relating to the Project Labor Category (PLC) in the Configure Timesheet Suspense Values screen to enable substitution for invalid data.
    • The program uses the PLC field in the Suspense Values group box of the Configure Timesheet Suspense Values screen to replace invalid data.
Notes (NOTES)

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

Withholding State (WH_STATE_CD)
  • Withholding State is taken from the input file.
  • If the Multi-State Taxes check box is selected for the employee’s Pay Cycle (in the Enter Manage Pay Periods screen), the default value is assigned as follows:
    • Withholding State is taken from the input file.
    • The Withholding State is taken from the Manage Employee Project Timesheet Defaults screen if the timesheet project and employee are set up in that screen.
    • The Withholding State is taken from the Employee Project/Account Group Timesheet Defaults screen if the timesheet project’s account group and the employee are set up in that screen.
    • The Withholding State is taken from the Manage Labor-Group Proj-Acct-Group Timesheet Defaults screen if the timesheet project’s account group and the employee’s labor group are set up in that screen.
    • The Withholding State is taken from Manage Project Timesheet Defaults screen if the timesheet project is set up in that screen.
    • The Withholding State is taken from the Manage Employee Taxes screen.
  • The validations are as follows:
    • A warning is generated if the withholding state is not assigned to the employee in the Enter/Mange Employee Taxes screen.
    • An error is generated if the withholding state does not exist in the State Taxes table.
    • An error is generated if no withholding state default can be determined.
Reference Number 1 (REF_STRUC_1_ID)
  • Reference number 1 is taken from the input file.
  • The default value is assigned as follows:
    • The employee ID and the project's account group code are located in the Manage Employee Proj-Acct-Group Timesheet Defaults table in Costpoint Labor.
    • The employee's labor group type and the project's account group code are located in the Manage Labor-Group Proj-Acct-Group Timesheet Defaults table.
    • The project is located in the Manage Project Timesheet Defaults table.
    • The employee is located in the Default tab of the Manage Employee Information screen.
  • The validations are as follows:
    • The reference number must exist in the Reference Structure table as a reference 1 number.
    • The employee must have a home reference 1 number (warning only).
    • If the employee has no home reference 1 number, there must be no reference 1 number (warning only).
  • Suspense Processing:  The program uses the Ref 1 field in the Suspense Values group box of the Configure Timesheet Suspense Values screen to replace invalid data.
Reference Number 2 (REF_STRUC_2_ID)
  •  Reference number 2 is taken from the input file.
  • The default value is assigned as follows:
    • The employee ID and the project's account group code are located in the Employee Project/Account Group Timesheet Defaults table.
    • The employee's labor group type and the project's account group code are located in the Manage Labor-Group Proj-Acct-Group Timesheet Defaults table.
    • The project is located in the Manage Project Timesheet Defaults table.
    • The employee is located in the Default tab of the Manage Employee Information screen.
  • The validations are as follows:
    • The reference number must exist in the Reference Structure table as a reference 2 number.
    • The employee must have a home reference 2 number (warning only).
    • If the employee has no home reference 2 number, there must be no reference 2 number (warning only).
  • Suspense Processing: The program uses the Ref 2 field in the Suspense Values group box of the Configure Timesheet Suspense Values screen to replace invalid data.
Effective Billing Date (EFFECT_BILL_DT)
  • The Effective Billing Date is taken from the input file.
  • If a PLC exists on the timesheet line and no effective bill date is specified in the input file, the effective bill date is set to the last day of the specified accounting period.
  • 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 Configure Labor Settings screen, the ref date from the input file defaults. 
  • If the Use Reference Date in Correcting Timesheets check box is not selected or you are processing an R type (Regular) or B type (Bonus) timesheet, the Default Method from the Effective Bill Date Options group box in the Configure Labor Settings screen is used to determine the effective bill date default.  If the effective bill date Default Method is Subperiod End Date, the last day of the timesheet header subperiod defaults when you enter a valid PLC.  Otherwise, if the effective bill date Default Method is Timesheet Date, the timesheet date defaults when you enter a valid PLC.  You can edit the date, but it is not validated.  This field is required if a PLC is specified on the timesheet line.
  • The validations are as follows:
    • The effective billing date must exist either in the input file or have a default value available. The default value is the Subperiod End Date.
    • If the effective billing date is supplied in the input file, it must be a valid date and be in the format YYYY-MM-DD.

Manufacturing Order (MO) Table (TS_LN_MO)

The Manufacturing Order Line table is filled as follows:

Field Description
Timesheet Date (TS_DT)
Employee ID (EMPL_ID)
Timesheet Header Sequence Number (TS_HDR_SEQ_NO)

These fields are set the same as in the Timesheet header.

Timesheet Line Number (TS_LN_NO)

The timesheet line number is set to the sequence number of the input line in the input file.

Manufacturing Order (MO_ID)

The program populates this field with the manufacturing order ID from the input file.

Operation Sequence Number (MO_OPER_SEQ_NO)

The program populates this field with the operation sequence number from the input file.

Operation Step Number (MO_OPER_STEP_NO)

The program populates this field with the operation step number from the input file.

Work Center (WC_ID)

The program populates this field with the work center ID from the input file.

Charge Hours (CHG_HRS)

The charge hours are set by the application as follows:

  • Set equal to entered hours if the pay type is not cost only.
  • Set to zero if the pay type is cost only.
Labor Cost Amount (LAB_CST_AMT)
  • The labor cost is taken from the input file.
  • If the input file labor cost is zero or blank, the application calculates the default value. Labor cost is calculated based on the hourly rate and the pay type. The formula used to calculate labor cost is determined as follows:
  • If, in the Manage Pay Types screen, you selected the Add Amount (below) to Timesheet Line option for the pay type, the formula is (entered hours * hourly rate * pay type factor) + pay type amount. (Pay Type code A.)
  • If, in the Manage Pay Types screen, you selected the Multiply Hours times Amount (below) option for the pay type, the formula is (entered hours * hourly rate * pay type factor) + (pay type amount * entered hours). (Pay Type code B.)
  • If, in the Manage Pay Types screen, you selected the Multiply Hours times Amount (below) times Factor option for the pay type, the formula is (entered hours * hourly rate * pay type factor) + (pay type amount * entered hours * Pay Type factor). Enter pay type code C.
  • The validations are as follows:
    • The labor cost must be numeric.
    • The labor cost must be zero if the line type is L.
    • 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.
Fiscal Year (FY_CD)
Period Number (PD_NO)
Subperiod Number (SUB_PD_NO
  • The fiscal year, period, and subperiod are taken from the input file or the screen.
  • The default values are from the screen.
  • The validations are as follows:
    • The combination of all three must exist in the Subperiod table.
    • The combination must be open in the Subperiod table.
Cost Element Type Code (S_COST_ELEMENT_CD)

This field is populated based on the account/organization from the timesheet line. If the timesheet line's account/organization matches the Manufacturing Order's work-in-process labor account and organization, this field is populated with L. If the timesheet line's account/organization matches the Manufacturing Order's work-in-process miscellaneous 1 account and organization, this field is populated with 1. Otherwise, this field is populated with 2.

Operation Activity Type (S_ACTIVITY_TYPE)

The program populates this field with the operation activity type from the input file.

Sales Order (SO) Table (TS_LN_SO)

The Sales Order Line table is filled as follows:

Field Description
Timesheet Date (TS_DT)
Employee ID (EMPL_ID
Timesheet Header Sequence Number (TS_HDR_SEQ_NO)

These fields are set the same as in the Timesheet header.

Timesheet Line Number (TS_LN_NO)

The timesheet line number is set to the sequence number of the input line in the input file.

Sales Order (SO_ID)

The program populates this field with the sales order ID from the input file.

Sales Order Release Number (SO_RLSE_NO)

The program populates this field with the sales order release number from the input file.

Charge Hours (CHG_HRS)

The charge hours are set by the application as follows:

  • Set equal to entered hours if the pay type is not cost only.
  • Set to zero if the pay type is cost only.
Labor Cost Amount (LAB_CST_AMT)
  • The labor cost is taken from the input file.
  • If the input file labor cost is zero or blank, the application calculates the default value. Labor cost is calculated based on the hourly rate and the pay type. The formula used to calculate labor cost is determined as follows:
    • If, in the Manage Pay Types screen, you selected the Add Amount (below) to Timesheet Line option for the pay type, the formula is (entered hours * hourly rate * pay type factor) + pay type amount. (Pay type code A.)
    • If, in the Manage Pay Types screen, you selected the Multiply Hours times Amount (below) option for the pay type, the formula is (entered hours * hourly rate * pay type factor) + (pay type amount * entered hours). (Pay type code B.)
    • If, in the Manage Pay Types screen, you selected the Multiply Hours times Amount (below) times Factor option for the pay type, the formula is (entered hours * hourly rate * pay type factor) + (pay type amount * entered hours * pay type factor). (Pay type code C.)
  • The validations are as follows:
    • The labor cost must be numeric.
    • The labor cost must be zero if the line type is L.
    • 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.
Fiscal Year (FY_CD)
Period Number (PD_NO)
Subperiod Number (SUB_PD_NO)
  • The fiscal year, period, and subperiod are taken from the input file or the screen.
  • The default values are from the screen.
  • The validations are as follows:
    • The combination of all three must exist in the Subperiod table.
    • The combination must be open in the Subperiod table.

Technical Details

Tables Read

  • Account (ACCT) (Manage Accounts)
  • Account Entry Rules (ACCT_ENTRY_RULES) (Manage Account Entry Groups)
  • Accounting Period (ACCTING_PD) (Manage Accounting Periods)
  • Billable Labor Category (BILL_LAB_CAT) (Link Project Labor Category Rates to Projects)
  • Employee (EMPL) (Manage Employee Information)
  • Employee Project-Acct-Grp TS Defaults (EMPL_ACCT_GRP_DFLT) (Employee Project/Account Group Timesheet Defaults)
  • Fiscal Year (FY) (Manage Fiscal Years)
  • General Labor Category (GENL_LAB_CAT) (Manage General Labor Categories)
  • Labor-Grp Project-Acct-Grp TS Defaults (LAB_ACCT_GRP_DFLT) (Manage Labor-Group Proj-Acct-Group Timesheet Defaults)
  • Labor Location (LAB_LOCATION) (Manage Labor Locations/Locals)
  • Labor Settings (LAB_SETTINGS) (Configure Labor Settings)
  • Leave Type (LV_TYPE) (Manage Leave Types)
  • Organization (ORG) (Manage Organization Elements)
  • Organization Account (ORG_ACCT) (Link Accounts/Organizations)
  • Over-Time Rules by State (OT_RULES_BY_STATE) (Manage Overtime Rules by State)
  • Overtime Settings (OT_SETTINGS) (Configure Labor Settings - Overtime Settings subtask
  • Pay Type (PAY_TYPE) (Manage Pay Types)
  • Pay Type Restriction (PAY_TYPE_RESTRICT) (Manage Pay Type Restrictions)
  • Project (PROJ) (Manage Project User Flow)
  • Project Control (PROJ_CNTL) (Configure Project Settings)
  • Project Employee Labor Category (PROJ_EMPL_LAB_CAT) (Manage Employee Work Force)
  • Project Labor Category (PROJ_LAB_CAT) (Link Project Labor Categories to Projects)
  • Project Labor Category Map (PROJ_LAB_CAT_MAP) (Link General Labor Category to Project Labor Category)
  • Project Organization Account (PROJ_ORG_ACCT) (Link Projects/Accounts/Organizations)
  • Project TS Defaults (PROJ_TS_DFLT) (Manage Project Timesheet Defaults)
  • Reference Structure (REF_STRUC) (Manage Reference Structures)
  • Salary Information and History (EMPL_LAB_INFO) (Manage Employee Salary Information)
  • Sub Period (SUB_PD) (Manage Subperiods)
  • Timesheet Header History (TS_HDR_HS) (View Timesheet History Inquiry)
  • Timesheet Period Schedule (TS_PD_SCH) (Manage Timesheet Periods)
  • Timesheet Regular Default Lines (DFLT_REG_TS) (Manage Employee Information)
  • Wage Determination (WAGE_DETERM) (Manage Wage Determination Rates)
  • Workers' Comp (WORK_COMP) (Manage Workers' Compensation Codes)
  • Input File
  • (User named)

Tables Read and Written

  • Function Parameter Catalog
  • (FUNC_PARMS_CATLG)
  • Manufacturing Order Timesheet Line (TS_LN_MO) (Manage Timesheets)
  • Posting Semaphore (POST_SEMAPHORE)
  • Sales Order Timesheet Line (TS_LN_SO) (Manage Timesheets)
  • Sequence Generator (SEQ_GENERATOR)
  • Timesheet Header (TS_HDR) (Manage Timesheets)
  • Timesheet Line (TS_LN) (Manage Timesheets)
  • Timesheet Prep Parameters (T_PARMS_AOPUTLTS)
  • Menu: Others - Product Interfaces - Preprocessors - Import Timesheets

Other Output

  • Error File (input file name + .ERR)
  • Edit Report
  • Error Report