Employee Labor Subtask

Use this subtask of the Manage Journal Entries screen to enter labor information for employees for the line selected on the Manage Journal Entries screen.

Costpoint posts this information to the Labor Summary table as if it had been entered on a timesheet.

This subtask is especially useful for mass entry of such labor adjustments as account or labor category corrections. You should only make labor adjustments through journal entries if the adjustments have no effect on payroll calculations. The net effect of the corrections should be zero. In addition, only the PLC (Project Labor Category) and GLC (General Labor Category) defaults from the Employee table are recognized by this subtask.

Although it is generally best to make timesheet corrections on the Manage Timesheets screen, you can use this subtask to post labor-related journal entries to ensure that the Labor Summary table is properly updated.

To begin entering data on this screen, click . Alternatively, you can begin entering data on this screen in one of these ways:

• Click Line > New Record on the Costpoint menu.
• Press F2.

Table Window

Field	Description
Sub Line	When you start a line, Costpoint displays the next line number in Sub Line. You can change this number.
Employee	Enter, or click to select, the employee ID.
PLC	Enter, or click to select, the project labor category to be charged.
GLC	Enter, or click to select, the general labor category to be charged.
Hours	Enter the employee's hours.
Trans Amount	Enter the labor cost for the hours in your company's transaction currency.
Func Amount	This field displays the labor cost for the hours in your company's functional currency.
Effective Bill Date	Enter the effective bill date (timesheet date) for the time. If the 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 Employee Workforce screen.

Validations

• GLC: Costpoint checks the General Labor Category table to make sure the GLC for the line is valid.
• PLC: Costpoint checks the Basic Info tab of the Manage Project User Flow screen to see if the Project Workforce Required option is selected for the project entered on the journal entry line. Costpoint performs the following validations:
  • If the workforce is required, or if a workforce has been entered, Costpoint checks the Manage Employee Workforce screen to determine if this employee exists in the workforce. Next, Costpoint makes sure the PLC is valid for this employee workforce. If the workforce is not required, Costpoint proceeds to the next level of validation.
  • If a project workforce does not exist or if it is not required, Costpoint checks the Link Project Labor Categories to Projects screen to determine if the project entered on the journal entry line has PLCs assigned to it. If the project exists in the screen but the PLC is not assigned to that project, Costpoint rejects the entry. If both the project on the journal entry line and the PLC entered exist on the Link Project Labor Categories to Projects screen, Costpoint accepts the entry. If neither the project nor the PLC are on the screen, Costpoint proceeds to the next validation level.
  • The final validation level for the PLC involves the Manage Project Labor Categories (PLCs) screen. If the PLC does not exist on that screen and has not satisfied any prior validations, Costpoint rejects the PLC.
• 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 screen to determine if the Effective Billing Date is within the Starting Date and Ending Date range set up for the employee.

Defaults

The following describe the possible sources of the default entries in GLC and PLC when you enter a new line in the table window. The defaults on the Employee Labor subtask work in the same way and in the same order that they do on the Manage Timesheets screen.

• Level 1: Workforce Defaults — If the project you entered on the Manage Journal Entries screen requires a workforce, the default is from the Default column on the Assign PLC to Employee Workforce screen, which indicates the PLC that should be used as a default for a specific employee. If the employee is not listed on that screen, Costpoint displays an error message.
• Level 2: Employee Project Timesheet Defaults— If you enter a row for the employee on this subtask and the project exists on the Manage Project Timesheet Defaults screen, the GLC and PLC values default on this subtask. Costpoint uses this level of default only if it did not use the prior level.
• Level 3: Employee Project-Account-Group Timesheet Defaults — If the employee for the line selected on the Manage Journal Entries screen is set up on the Manage Employee Proj-Acct-Group Timesheet Defaults screen (used to set up defaults for a timesheet line based on projects for a specific employee), then the GLC and PLC values default on this subtask line. Costpoint uses this level of default only if it did not use a prior level.
• Level 4: Link GLC to Project PLC— If a General Labor Category is linked to a Project Labor Category, the related PLC defaults on this subtask. The PLC must already be assigned to a project on the Link Project Labor Categories to Projects screen before it can be linked. Costpoint uses this level of default only if it did not use a prior level.
• Level 5: Project Timesheet Defaults— If the project exists on the Manage Project Timesheet Defaults screen, the PLC and GLC default on this subtask. However, if the GLC is found but the PLC is not, then Costpoint tries to retrieve the PLC from the Manage General Labor Categories screen.
• Level 6: Basic Employee Info— If the employee has a record on the Employee Info tab of the Manage Employee Information screen, the GLC and PLC default in. Costpoint uses this level of default only if it did not use a prior level.
• Level 7: Salary Info and History— If Costpoint has not used a prior default, the GLC for the employee defaults in from the Manage Employee Salary Information screen. To achieve this level of default, Costpoint attempts to match the subperiod entered on the Manage Journal Entries screen to the nearest preceding effective date entered on the Manage Employee Salary Information screen. For example, if the subperiod for the journal entry is 3/15/2011, the entry on Manage Employee Salary Information closest to, but not later than, 3/15/2011 provides the GLC default. In this case, entries later than 3/15/2011 are not considered.
• Level 8: General Labor Categories— When you enter a GLC and tab out of the column, the PLC linked to it on the Manage General Labor Categories screen defaults into this subtask.