Costpoint Online Help

Vendor Labor Subtask

Use this subtask of the Manage Purchase Order Vouchers screen only after you highlight a row in the voucher detail and store information relating to one line in the voucher detail such as vendor ID, General Labor Category (GLC), Project Labor Category (PLC), hours, and amount.

This subtask is useful if you need to capture the total hours and currency units incurred against the project for vendors as well as employees. Capturing total hours and currency units against labor categories is essential for projects for which you:

  • Bill based on hours incurred against labor categories
  • Apply fee on total hours
  • Bill based on a percent of labor hours incurred
  • Track level of effort projects
  • Track all hours charged against the project for project management

You can control this feature in General Ledger by not allowing voucher entry to charge certain types of accounts.

You cannot modify this screen for vendor labor information that was auto-created by the process based on timesheets. When manually entering invoices, the default for GLC and PLC come from the work assignment resource (vendor employee) or from the work assignment. You can edit these defaults.

Table Window

Field Description
Sub Line

Costpoint uses this non-editable field to track the number of lines in the table. This field updates automatically as you insert or delete lines.

Timesheet Date

This optional field displays the timesheet date related to this invoice. You can edit this field for vouchers that have not yet been posted and were created on this screen or through the PO voucher preprocessor.

Vendor Empl

Enter, or click to select, a valid vendor employee. The employee must be a valid vendor employee established on the Vendor Employee Details subtask of the Manage Vendor screen.

Vendor Empl Name

This field displays the name of the vendor employee.

GLC

Enter, or click to select, a GLC (General Labor Category) for this vendor. The GLC normally does not apply to vendors, but you can enter one for the vendor and, if there was a relationship between the GLC to the PLC against the project, Costpoint displays the PLC for this vendor and project. By default, this displays the GLC from the work assignment resource (vendor employee) or from the work assignment, but can be edited.

GLC Description

This field displays the description of the GLC.

PLC

Enter, or click to select, a PLC (Project Labor Category) for this vendor. If there was a relationship set up for this vendor against the project, Costpoint provides a default PLC, which you can change if necessary. By default, this displays the PLC from the work assignment resource (vendor employee) or from the work assignment, but can be edited.

PLC Description

This field displays the description of the PLC code.

Hours

Enter the hours for this vendor and labor category.

Amount

Enter the amount for this vendor and labor category.

Sales Tax/VAT on Labor

Enter Y if this line is for sales tax/VAT associated with the subcontractor invoice line. Otherwise, enter N. Only lines with this field set to N will have records on the Vendor Labor Details subtask.

Entering the correct value in this field allows Costpoint to validate that the total amount of all Vendor Labor lines is equal to Total Before Discount Amt (without the sales tax) or equal to the sum of the amounts on the Vendor Labor Details subtask.

VAT Recovery Amt

This field displays the Value Added Tax (VAT) recovery amount, if any.

Effective Billing Date

Enter the effective billing date. You can attach effective billing dates to each labor line. As a result, you can give corrections 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.

Note: For Costpoint Cloud, you can opt in to the Project Workforce Start and End Dates by Employee/Vendor/Vendor Employee feature for the Costpoint 8.2.12 release. The ability to opt in is temporary and will be removed when the feature becomes automatically enabled for all users as part of a future Costpoint release. See the Manage Opt-In Features topic for more information.
Comments

Enter notes related to this invoice, if any.

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 Assign PLC to Employee Workforce subtask on 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 vendor or employee.

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 Assign PLC to Employee Workforce subtask, 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 Employee 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.

Subtask

Subtask Description
Vendor Labor Details Click this link to open the Vendor Labor Details subtask.