UDT02 Basic Information

UDT02

Enter a 50-character, uppercase alphanumeric UDT02 code. Each code must be unique.

The number of characters you enter cannot exceed the size set up in the General Configuration screen for UDT02.

Description

Enter up to 120 characters for a UDT02 description. You should make descriptions as short as possible and properly capitalize them because they are used in drop-down boxes and as column headings for reports and inquiries.

Costpoint Company

This field will display only if you selected the Costpoint Multicompany checkbox in the Miscellaneous tab of the General Configuration screen. See Special Topic: Costpoint Multicompany for details on this feature.

If the field displays, use the drop-down box to select the Costpoint company name that you wish to associate with this UDT02. On a new UDT02, the first Costpoint company in the list is the default value.

If you are working on an existing UDT02 and you change a Costpoint Company value to which UDT07 records are linked, the system will display the following confirmation message: "All Link UDT02/UDT07 records not tied to this Company will be removed. Do you wish to continue?" Replying Yes to this confirmation message causes all UDT02/UDT07 link records to be deleted.

Abbreviation

Enter a unique abbreviation for your UDT02. It can be up to 20 characters. If, in the General Configuration screen, you have configured the system to use abbreviations, this field is optional. If you do not enter an abbreviation here and try to save the record, you will get a warning that says: "Project abbreviations are turned on and you have not supplied an abbreviation."

General

Type

Use the drop-down box to select the system in which this UDT02 will be used. The options are "Time," "Expense," and "Both." If you select "Time," the UDT02 will appear in Lookups only for Deltek Time. If you select "Expense," this UDT02 will appear in Lookups only for Deltek Expense. If you select "Both," this UDT02 will appear in all Lookups. If you are not licensed for Expense, the default will be set to "Time" and will not be editable. If you are not licensed for Time, the default will be set to "Expense" and will not be editable.

If you change the Type from "Time" or "Both" to "Expense" and have timesheets that have used that UDT02, or if you change the Type from "Expense" or "Both" to "Time" and you have expense reports that have used this UDT02, the system will display a warning message that says: "This UDT02 has been used on a Timesheet" or "This UDT02 has been used on an expense report." You can still change the field and save the record.

Active

Select this checkbox if the UDT02 is active. The default value for this checkbox is checked.

Allow Charging

Select this checkbox to allow charging on the UDT02. The default value for this checkbox is checked.

Interim Charge

If an employee enters a timesheet row for a UDT02 code that doesn't exist and if they have the necessary rights, they can create an interim charge for that code. When they do, a UDT02 code is created with the Interim Charge check box checked.

This interim status can be cleared in either of two ways:

You can display the UDT02 code in the UDT02 screen and clear the Interim Charge check box.
If the UDT02 code comes into Time & Expense with ESS through the import process, the Interim Charge check box is cleared automatically.

When the interim status is cleared, all timesheets containing the charge are updated so the charge is no longer marked as an interim charge.

Line Level Approve

If your system is configured for the line level approval feature, select this checkbox if this UDT02 needs to be approved at the line level for either Deltek Time Collection or Deltek Expense. Please see the "Line Level Approval" section in the Deltek Time Collection Getting Started Guide for more information.

If both Deltek Time and Deltek Expense are not configured for line level approval (the Line Level Approval drop-down box in the Miscellaneous tab is set to "Disabled"), this checkbox will be disabled. If Line Level Approval is turned on, the default value will be unchecked.

To enable the line level approval feature, select either "Required" or "Optional" for Line Level Approval in the Miscellaneous tab of the Time Configuration screen or the Expense Configuration screen.

Dates

Date Edit

Select the type of date edit you wish to use with starting and ending dates for this UDT02. The options are "Hard Edit," "Soft Edit," and "No Edit." The default will be the value you established in the General Options tab of the General Configuration screen.

Start Date

Use the Calendar Lookup to the right of the field to select the start date of the UDT02. You can edit this field at any time. Employees will not be able to charge time before the start date.

End Date

Use the Calendar Lookup to the right of the field to select the end date of the UDT02. You can edit this field at any time. Employees will not be able to charge time after the end date.

Inactive Date

Use the Calendar Lookup to the right of the field to select the date the UDT02 became inactive. This field will be enabled only when the Active checkbox is not selected.

UDT07 Required

Select this checkbox if a UDT07 is required for the UDT02. This option will not be available if the Use checkbox is not selected for UDT07 in the UDT Options tab of the General Configuration screen or if you are did not link UDT02s and UDT07s in the Options tab. The UDT07 Links checkbox will be available if you have selected the UDT07 Required checkbox. The default value for this checkbox is unchecked.

UDT01 Links

Select this checkbox to link UDT01s to this UDT02. The UDT01 Links tab will be active only if you select this checkbox. This checkbox will not be available if the Use checkbox is not selected for UDT01 in the UDT Options tab of the General Configuration screen or if you did not link UDT01s and UDT02s in the UDT Options tab. If you select this checkbox and link one or more direct UDT01s to the UDT02, and then deselect the checkbox, the direct UDT01 links will be deleted. The default value for this checkbox is unchecked.

UDT07 Links

Select this checkbox to link UDT07s to this UDT02. The UDT07 Links tab will be active only if you select this checkbox. This checkbox will not be available if the Use checkbox is not selected for UDT07 in the UDT Options tab of the General Configuration screen, if you did not link UDT02s with UDT07s in the UDT Options tab, or if you have not selected the UDT07 Required checkbox. If you select this checkbox and link one or more direct UDT07s to the UDT02, and then deselect the checkbox, the direct UDT07 links will be deleted. The default value for this checkbox is unchecked.

UDT09 Links

Select this checkbox to link UDT09s to this UDT02. The UDT09 Links tab will be active only if you select this checkbox. This checkbox will not be available if the Use checkbox is not selected for UDT09 in the UDT Options tab of the General Configuration screen or if you did not link UDT02s with UDT09s in the UDT Options tab. If you select this checkbox and link one or more direct UDT09s to the UDT02, and then deselect the checkbox, the direct UDT09 links will be deleted. The default value for this checkbox is unchecked.

User Defined

The dynamic labels for these six fields are defined in the Miscellaneous tab of the General Configuration screen. If you do not define labels for these fields, they will be disabled here with a label of " N/A." The labels represent the data found in the "sample" database.

Code 1

Enter up to a 20-character code in the user-defined field.

Code 2

Enter up to a 20-character code in the user-defined field.

Code 3

Enter up to a 20-character code in the user-defined field.

Date 1

Use the Calendar Lookup to the right of the field to enter a date.

Date 2

Use the Calendar Lookup to the right of the field to enter a date.

Date 3

Use the Calendar Lookup to the right of the field to enter a date.