Vendor Labor Subtask

Use this subtask of the Manage Accounts Payable Vouchers screen after highlighting a row in the voucher detail and storing information relating to one line in the voucher detail.

This subtask is useful if you want to capture the total hours and currency units incurred against the project for vendors and their employees. Capturing total hours and currency units against labor categories is essential:

• For level-of-effort projects.
• For projects where your bill is based on hours incurred against labor categories or percent of labor hours incurred.
• If your fee is applied on total hours.
• If you track all hours charged against the project for project management.

  You can control this feature via the General Ledger to disallow voucher entry charges to certain types of accounts. 

Table Window

Field	Description
Sub Line	This is a non-editable field. Costpoint uses the sub line to track the number of lines in the table; this value is updated automatically as you insert or delete lines.
Vendor Employee	Enter, or click to select, a valid vendor employee identification number for this vendor.
GLC	Enter, or click to select, a General Labor Category (GLC) for this vendor. This is a required field. The GLC applies to vendors and, if there was a relationship between the GLC to the Project Labor Category (PLC) against the project, Costpoint displays the PLC for this vendor and project.
PLC	Enter, or click to select, the Project Labor Category (PLC) for this vendor. The PLC you enter must be valid for the project charged on the main screen.
Hours	Enter the hours for this vendor and labor category. You can enter zero on a Sub Line.
Amount	Enter the amount for this vendor and labor category. You can enter zero on a Sub Line, but the total of all the Sub Lines must equal the currency amount on the selected line on the main screen.
VAT Recovery Amt	This column displays the VAT (Value Added Tax) recovery amount, if any.
Effective Billing Date	Enter, or click to select, the effective billing date in this column. You can attach effective billing dates to each labor line. As a result, corrections can be given the proper date and each line can have a separate Effective Billing Date. If the vendor employee is assigned to a project workforce, the value in this field must be within the Starting Date and Ending Date range set up for the employee on the Manage Vendor Employee Workforce screen.
Vendor Employee Name	This field displays the Vendor Employee Name associated with the Vendor Employee from the Vendor Employee Details subtask of the Manage Vendors screen.
PLC Description	This field displays the description of the PLC.

Validations

Costpoint completes the following validations for this subtask:

• GLC: Costpoint checks the Manage General Labor Categories screen in Labor to make sure that the GLC entered on this line is valid.
• PLC: Costpoint checks the Manage Project User Flow screen to see whether the Project Workforce Required option is selected and then performs the following validations:
  • If the workforce is required, or if a workforce has been entered, Costpoint checks the Manage Employee Workforce screen and then the Manage Vendor Workforce screen to determine whether this vendor exists for the project. Next, Costpoint checks the Manage Vendor Workforce screen to make sure that the PLC is valid for this vendor. If the workforce is not required, Costpoint proceeds to the next level of validation.
  • If a project workforce does not exist or is not required, Costpoint checks the Link Project Labor Categories to Projects screen to determine whether the PLC entered has been assigned to a project. If the project is found on the screen but the PLC is not assigned to it, the entry is rejected. If neither the project nor the PLC is found on the 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 on the Manage Project Labor Categories (PLC) screen. If the PLC is not found on this screen and has not been located by any previous validations, the PLC is rejected.
• Effective Billing Date: Costpoint checks the Manage Project User Flow screen to see whether the Project Workforce Required option is selected and validates if a workforce has been entered. If a workforce exists, Costpoint checks the Manage Employee Workforce and Manage Vendor Workforce screens to determine if the Effective Billing Date is within the Starting Date and Ending Date range set up for the employee or vendor.

Defaults

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: Workforce Default : If the project associated with the corresponding voucher line requires a workforce, the default is from the Default column on the Manage Vendor Workforce screen, which indicates which PLC should be used as a default for a specific vendor. If the vendor is not on this screen, Costpoint obtains the vendor from the Default PLC column in the Vendor Employees subtask of the Manage Vendors screen. If the vendor is not located on this screen, Costpoint displays an error message. If the PLC defaults successfully, Costpoint also defaults the PLC Description.
• Level 2: Project Timesheet Defaults: If the first attempt to default the PLC does not succeed, Costpoint tries to default the PLC from the Manage Project Timesheet Defaults screen. 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 Manage General Labor Categories screen.
• 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 on this subtask. This level of defaults is used only if prior levels are not used. When you leave the Vendor Employee column after entering a valid vendor employee ID, Costpoint defaults the GLC from the Vendor Employees subtask of the Manage Vendors screen. If the GLC defaults successfully but the PLC is not entered, Costpoint attempts to locate it from the Manage General Labor Categories screen.