Use the Charge Lookup in the General configuration screen to select one of the two possible sources of charge lookup information.
If you are using Deltek Costpoint along with Deltek Tme & Expense with ESS, you have these options:
You can set up your system so that employees select charge codes for timesheets, expense authorizations, and expense reports directly from the current information in Costpoint.
You can set up your system so that employees select charge codes from the Time & Expense with ESS charge trees after importing charge tree information from Costpoint.
If you are not using Costpoint, charges are always selected using Time & Expense with ESS charge trees.
If you are using Costpoint, the primary advantage of choosing the direct Costpoint access option is that you do not have to import new charge tree information from Costpoint into Time & Expense with ESS before it can be used to enter timesheets or expense reports, a time-consuming process for large companies. With this option, as soon as you set up new charge-related information in Costpoint, it is available for data entry in Time & Expense with ESS. However, there are other factors to consider, so you should discuss this decision with your Deltek consultant.
In addition to selecting the source for charge lookup information on the Charge Lookup tab, you also specify other options that determine how the lookups function.
Time & Expense with ESS stores charge tree favorites and Costpoint favorites separately. If you have been using charge trees for charge code lookup and you switch to the direct access option, you are given the option to have Time & Expense with ESS convert existing charge tree favorites to Costpoint favorites for employee groups and individual employees.
To find out more about an individual control on this tab, click the corresponding link below.
If you want employees to select charge codes for timesheets, expense authorizations, and expense reports from the Time & Expense with ESS charge trees, select Charge Trees, and then use the controls under Charge Tree Options to configure charge lookups.
If you are not using Costpoint, this is your only option.
If you are using Costpoint and you want employees to select charge codes for timesheets, expense authorizations, and expense reports directly from the current charge codes set up in Costpoint, select Direct Cost Point Access, and then use the controls under Cost Point Direct Access Options to configure charge lookups.
If you select this option, the system also determines defaults for other UDT codes for time and expense records based on Costpoint data rather than on Time & Expense with ESS configuration.
These options are only available if you selected Charge Trees under Source.
In Method, select the method you want to use for managing the display of charge tree branches and charges:
Standard: As the user drills down, standard charge lookup determines what is displayed at each level based solely on that level's restrictions. For example, if a charge branch itself has no restrictions but the user is not authorized for any charges or branches within the branch, the branch is displayed but when the user drills down into it, it will be empty (that is, there won't be any branches or charges to select).
Advanced: If you select Advanced, as a user drills down the system scans deeper into the tree structure to determine if it is necessary to display the next level in the structure. If the user is not authorized for any branches or charges at the next level but the system sees authorized branches or charges at a lower level, it displays the unauthorized branch so the user is able to navigate to the authorized charges. How far "ahead" the system scans is controlled by your selection in Levels Scanned.
If you select Advanced in Method and you want unauthorized charge branches to appear in the Charge Lookup dialog box when they are necessary for navigating to charges for which the user is authorized, you must also select the Show Unauthorized Branches check box.
If you selected Advanced in Method, indicate in Levels Scanned how many levels down you want the system to go in search of authorized charges.
If you select Infinity, the system searches all available levels. If you select an option from One Level to Ten Levels, it searches down only the indicated number of levels.
If you select Advanced in Method and you want unauthorized charge branches to appear in the Charge Lookup dialog box when they are necessary for navigating to charges for which the user is authorized, select the Show Unauthorized Branches check box.
If you use SQL Server, select Flat Charge Tree Structure to improve lookup performance for charge tree structures that have three or fewer charge branch levels. It is recommended that you test which option, selected or not selected, provides the best performance for your system.
These options are only available if you selected Direct Costpoint Access under Source.
In Level 1 Drilldown under Project in the table, select the top level of the drill-down hierarchy that employees will use when looking up a UDT02-related charge for a timesheet, expense authorization, or expense report.
For example, if you have multiple Costpoint companies, you might select Company in Level 1 Drilldown.
If this is the lowest drill-down level you will use for UDT02-related charge lookups, select Project Top-Level.
In Level 1 Drilldown under MO, select the top drill-down level for looking up charges for MO entry. Do the same under Account for looking up charges that do not require a UDT02.
In Level 2 Drilldown under Project in the table, select the second level of the drill-down hierarchy that employees will use when looking up a UDT02-related charge for a timesheet, expense authorization, or expense report.
For example, you might select Company at level 1 and Customer at level 2.
If this is the lowest drill-down level you will use for UDT02-related charge lookups, select Project Top-Level.
In Level 2 Drilldown under MO, select the second drill-down level for looking up charges for MO entry. Do the same under Account for looking up charges that do not require a UDT02.
In Level 3 Drilldown under Project in the table, select the third level of the drill-down hierarchy that employees will use when looking up a UDT02-related charge for a timesheet, expense authorization, or expense report.
For UDT02-related charge lookup, you must select Project Top Level for the lowest drill-down level you will use. If you did not select it for level 1 or level 2, select Project Top Level in Level 3 Drilldown.
In Level 3 Drilldown under MO, select the third drill-down level for looking up charges for MO entry. Do the same under Account for looking up charges that do not require a UDT02.
Select the Continue Project Structure check box in the table for UDT02-related charge lookup if you want employees to be able to continue drilling down using the levels of the Costpoint UDT02 structure.
Use this option if time and expenses are charged to individual components of a UDT02 rather than simply to the UDT02 as a whole.
In the Charge Lookup dialog box, you can generate a list of charges using filters on IDs or descriptions. When you do that, you have the option to specify the first few characters of the IDs or descriptions, and the system returns all charges that begin with those characters. (For example, if you enter 10 when filtering by UDT02 ID, the results list would include 1000 and 1010, but not 0100.)
In Min Filter Length (ID), enter the minimum number of characters a user must enter to use this type of filter for UDT01 or UDT02 IDs on each of the tabs in the Charge Lookup dialog box. (Valid values are 0 - 10.)
In the Charge Lookup dialog box, you can generate a list of charges using filters on IDs or descriptions. When you do that, you have the option to specify the first few characters of the IDs or descriptions, and the system returns all charges that begin with those characters. (For example, if you enter 10 when filtering by UDT02 ID, the results list would include 1000 and 1010, but not 0100.)
In Min Filter Length (Desc), enter the minimum number of characters a user must enter to use this type of filter for charge descriptions on each of the tabs in the Charge Lookup dialog box. (Valid values are 0 - 10.)
When you add a Costpoint charge to a timesheet, the system also checks for corresponding UDT01s and UDT02s in Time & Expense with ESS. If one of them does not yet exist, it is added automatically. Your selections in User Defined Code 1, User Defined Code 2, and User Defined Code 3 control what appears in the Code 1, Code 2, and Code 3 fields in the UDT01 and UDT02 screens for those added records.
Under Project, use User Defined Code 1, User Defined Code 2, and User Defined Code 3 to select the type of data to be assigned to Code 1, Code 2, and Code 3 for any UDT02s added for UDT02-related charges.
Under MO, use these fields to select the type of data to be assigned to Code 1, Code 2, and Code 3 for any UDT02s added for MO-related charges.
Under Account, use these fields to select the type of data to be assigned to Code 1, Code 2, and Code 3 for any UDT01s added for UDT01-only charges.
When you add a Costpoint charge to a timesheet, the system also checks for corresponding UDT01s and UDT02s in Time & Expense with ESS. If one of them does not yet exist, it is added automatically. Create Owning Role controls whether supervisor information is set up for the added records. (The supervisor information is only used for charge security and line-level approval. If you are not using these features, you need not check Create Owning Role.)
Under Project, check Create Owning Role if you want Time & Expense with ESS to include supervisor information for any UDT02s added for UDT02-related charges.
Under MO, check Create Owning Role if you want to include supervisor information for any UDT02s added for MO-related charges.
In Description under Project and MO, select what you want to appear as the description at the charge level in the Charge Lookup dialog box.
For UDT02-related charges, select Top/Bottom if you want the charge description to be a combination of the UDT02's top structural level and the lowest level. Select Bottom if you want the description to be just the the lowest level of the UDT02 structure.
For MO-related charges, your options are MO ID, build project, or part number.
