Vendor Employees Subtask

If resources are assigned at the subcontractor agreement purchase order (PO) line level (that is, resources are set up on the Resources subtask of the Manage Purchase Orders screen), Costpoint loads the vendor employees associated with the resources into this subtask for the corresponding work assignment charge line, but you can edit them. You can also enter new lines to add vendor employees for the specific charge line.

Vendor employees are not required. If none are specified, all approved vendor employees linked to the vendor associated with the work assignment are eligible to charge against the work assignment charge line. However, if any vendor employees are specified, only those will be allowed to charge the project/account/organization in the charge line unless the Allow Unauthorized Charges check box is selected on the Business Rules tab of Manage Work Assignments.

If the work assignment currency is different from the functional currency, rates and amounts on this subtask are displayed in transaction and functional currencies.

Project Workforce

Field	Description
Auto Load Workforce	Click this button to load the vendor employee workforce for the project specified on the work assignment charge line. Note: If there are no project labor categories (PLCs) assigned to any of the vendor employees, Costpoint loads all of the vendor employees in the workforce regardless of the option you selected in the Project Workforce group box.
Load Workforce for All PLCs	Select this option to load vendor employees in the workforce for all PLCs.
Limit Workforce based on Default PLCs	Select this option to load only vendor employees in the workforce with default PLCs.
Limit Workforce based on Charge Line PLC	Select this check box to load only vendor employees in the workforce that are linked to the PLC specified on the charge line.

Update Vendor Employee Start/End Dates based on Start/End Dates on Charge Line

Use the options in this group box to update vendor employee start and/or end dates if the start and/or end dates are changed on the work assignment charge line, and the changes should apply to the vendor employees.

Field	Description
Update Start Date	Select this option to update vendor employee start date with the date entered in Charge Line Start Date.
Update End Date	Select this option to update vendor employee end date with the date entered in Charge Line End Date.
Update Start and End Date	Select this option to update both vendor employee start and end dates with Charge Line Start Date and Charge Line End Date values.

Select Vendor Employees to Update

Field	Description
Update All	Select this option to update start and/or end dates for all vendor employees indicated in the table window.
Update Selected	Select this option to update start and/or end dates for vendor employees selected in the table window.
Update Only if Original Date Matched	Select this option to update only records whose dates matched the date on the charge line before it was changed.
Update	Click this button to update records with options selected in the Update Vendor Employee Start/End Dates based on Start/End Dates on Charge Line group box.

Table Window

Field	Description
Line	This field defaults sequentially as new vendor employee lines are added.
Task Start Date	Enter, or click to select, the task start date. This defaults from the Charge Line Start Date but can be edited.
Task End Date	Enter, or click to select, the task end date. This defaults from the Charge Line End Date but can be edited. Note: The task start and end dates must be within the start and end dates on the work assignment charge line.
Vendor Employee ID	Enter, or click to select, a valid vendor employee ID that is linked to the vendor specified on the work assignment. The vendor employee must be active and approved to be eligible for selection.
Vendor Employee Name	This field displays the vendor employee name.
Resource Description	Enter a description for this vendor employee. This defaults from the PO line resource, if it exists, but can be edited. This is a user-defined description of the resource.
Manager	Enter, or click to select, the name of the vendor employee's manager.
Vendor Employee Status	This field displays the vendor employee status (Active or Inactive).
Approval Status	This field defaults to Pending if approvals are required as set on the Configure Subcontractor Management Settings screen, or to Approved and disabled if approvals are not required. You can edit this field if you are eligible to approve charge lines or work assignments. The other approval statuses are Inactive, Rejected, and Removed from workforce. If the work assignment status is changed to Approved, the vendor employee approval status is changed to Approved and can be edited. Costpoint implements this logic if the charge line approval status is changed to the following status: Approved: The vendor employee approval status is changed to Approved and can be edited. Hold: The vendor employee approval status is changed to Pending and cannot be edited. Closed: The vendor employee approval status is changed to Inactive and cannot be edited. Rejected: The vendor employee approval status is changed to Rejected and cannot be edited. If a vendor employee is removed from the project vendor employee workforce, the user will receive a warning message that the project/vendor employee is linked to a work assignment. If the user deletes the record, the approval status on the work assignment for that vendor employee will be changed to Removed from workforce. This approval status cannot be assigned to a vendor employee within the work assignment screen. If the charge line approval status is Pending or Approved, the vendor employee approval status will default to Pending or Approved, respectively, but can be changed at the vendor employee level.
Inactive Date	This field displays the vendor employee line inactive date and is populated by Costpoint when the approval status for the work assignment vendor employee line is set to Closed.
Approver	This field displays the name of the employee approving the vendor employee.
GLC	Enter, or click to select, a valid general labor category (GLC) for this vendor employee. This field defaults from the PO line resource, if it exists, but can be edited. When you click the Auto Load Workforce button and the GLC is linked to the project labor category (PLC), that GLC is inserted. If no GLC is specified on the work assignment charge line or in this field, the default GLC from the vendor employee is inserted. If there is more than one record on the Vendor Employee Labor Information and History, Costpoint gets the GLC where the work assignment vendor employees start and end dates are within the Vendor Employee Labor Information and History effective start and end dates.
GLC Description	This field displays the GLC description.
PLC	Enter, or click to select, a valid PLC for this vendor employee. This defaults from the PO line resource, if it exists, but can be edited. When you click the Auto Load Workforce button, this field may be populated. If no PLC exists, the PLC defaults from the work assignment charge line if a resource ID exists; otherwise, the default PLC from the Vendor Employee record is used. If there is more than one record in Vendor Employee Labor Information and History, Costpoint gets the PLC where the work assignment vendor employees start and end dates are within the Vendor Employee Labor Information and History effective start and end dates.
PLC Description	This field displays the PLC description.
Hours	Enter the number of hours to be charged. This defaults from the PO line resource, if it exists, but can be edited.
Rate (Trans, Func)	Enter the rate to be charged. By default, this field displays the Rate value on the Charges subtask, if specified, or the Hourly Rate value on the Resources subtask of Manage Purchase Orders, if it exists. Otherwise, Costpoint uses the PO Line Unit Cost if one exists or the default rate from the Vendor Employee record. If there is more than one record in Vendor Employee Labor Information and History, Costpoint uses the rate where the work assignment vendor employee start and end dates are within the Labor Information and History effective start and end dates. Otherwise, this field displays no default. For a two-way match, if you enter a rate that is different from the rate on the charge line, the rate on the charge line will be deleted. For a three-way match, the rate is required on the charge line and will default on all lines on this subtask and cannot be changed. For all match types, the rate is required at the time the vendor employee is approved if Charge Type on the charge line is Labor or Expense. Also note the following guidelines on editing this field: Three- or two-way match items should allow individual vendor employee rates to be changed if the specific vendor employee has not been included in an invoice (either posted or unposted). Three- or two-way match items should not allow vendor employee rates to be changed if the vendor employee has been included in an invoice for that line item (either posted or unposted). All new vendor employees added to a PO line item should allow rate changes, as they have not yet been included in an invoice (either posted or unposted). If a vendor employee was included in an invoice but the invoice was deleted, and that was the only invoice the vendor employee was included, the rate can still be modified.
Amount (Trans, Func)	Enter the amount to be charged. If you do not enter an amount, Costpoint calculates this as Hours multiplied by Rate.
City	Enter the city for this vendor employee. By default, this field displays the City on the Resources subtask of Manage Purchase Orders but can be edited.
State	Enter, or click to select, the state. By default, this field displays the State/Province on the Resources subtask of Manage Purchase Orders but can be edited.
Postal Code	Enter, or click to select, the postal code. By default, this field displays the Postal Code on the Resources subtask of Manage Purchase Orders but can be edited.
Country	Enter, or click to select, the country. By default, this field displays the Country on the Resources subtask of Manage Purchase Orders but can be edited.
Rejection Reason	Enter a reason for rejecting the vendor employee line.

Subtasks

Subtask	Description
Skills	Click this link to open the Skills subtask to view details on the vendor employee's skills.
Trainings	Click this link to open the Trainings subtask to view the vendor employee's training information.
Security	Click this link to open the Security subtask to view security requirements and security clearance information for the vendor employee.
Properties	Click this link to open the Properties subtask to view information on the properties being issued to the vendor employee.
Vendor Employee Error/Warning Messages	Click this link to open the Vendor Employee Error/Warning Messages subtask to view the list of error and/or warning messages associated with the vendor employee line upon approval.

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