Timesheets Charge Lookup

To filter the Charge Lookup results, select the field by which you wish to filter in this drop-down box, or use the default value. If you initiated the charge lookup in the UDT01 field, the available options will be "UDT01" and "Description" with "UDT01" displaying as the default.

If you initiated the charge lookup in the UDT02 field, the available options will be "UDT02" and "Description" with the "UDT02" displaying as the default.

The charges will be filtered by UDT ID if your system is not configured to use abbreviations. The charges will be filtered by UDT abbreviation if you are configured to use abbreviations based on the checkboxes in the Entry By Abbreviation group box in the UDT Options tab of the General Configuration screen.

To further filter the Charge Lookup results, enter the filtering text in this editable field.

You can enter part of the text for the charge for which you are looking. If you enter part of the text, the filter function will attempt to find all charges that begin with the entered value. Please note the field is optional. If you enter no value, the field will not be involved in the filter criteria.

Note: You can also enter a "%" at the beginning of the filter text. In this case, the filter function will attempt to find all charges that contain the entered value.

Select the Execute pushbutton to display your filtered charges list.

Note: You do not have to select the Execute pushbutton in order to drill down and select charges.

The default value for sorting is "Description." If you wish to sort the charges in code order, select "Code" from the drop-down box. The system will remember the last sort order you used when doing a Lookup.

Note: For easy access, the Favorites row will always be the first row displayed.

Once you have selected the charge that you want on your timesheet, select the Add to Timesheet pushbutton. The Charge Lookup dialog will close and the charge information will be added to the timesheet.

Note: The Add to Timesheet pushbutton will be disabled until you have selected a charge.

If you decide not to add a charge to your timesheet, select the Close pushbutton to close the Charge Lookup dialog.

If you wish to add a charge that was previously saved to your favorites list from a timesheet line, select the button to the left of the Favorites row from the Charge Lookup dialog where the "+" is displayed.

If the timesheet had line comments when it was saved to your favorites, an icon will appear for the line in the first column. (Line Comments cannot be disabled in the Time Configurations screen.) If you select the Line Comment icon, a dialog will display in which you can change the comment before loading the charge to your timesheet.

Select this checkbox for each row that you want to be automatically loaded on a new timesheet and select the Update pushbutton. If you no longer want a charge to appear automatically, uncheck this checkbox and select the Update pushbutton to update the system.

When the Generate Exception-Based Timesheet feature is available in a later release, the system will use the work percentage to determine the generated charges. In the current version, when Generate Exception-Based Timesheets is selected in the Timesheet Classes screen, you must supply the Work % here, and it must total 100%. Enter the percentages as whole numbers, 0 to 100.

If do not have at least one Holiday and Vacation checkbox selected in this dialog and the Work % does not equal 100%, the system will display the following warning: "If you plan to have the system generate exception-based timesheets for you, you will need to distribute 100% of your work percentage and indicate your vacation and holiday charges in this dialog."

Note: This column will display if your timesheet class is configured to generate timesheets (the Generate Exception-Based Timesheets checkbox is selected in the Timesheet Classes screen).

Select this checkbox if the charge is a holiday type.

Note: You must have at least one Holiday checkbox selected in this dialog. If you do not, the system will display the following warning: "To ensure that holidays and vacations are properly edited and defaulted, please indicate which charge is your holiday charge and which is you vacation charge."

Select this checkbox if the charge is a vacation type.

Note: You must have at least one Vacation checkbox selected in this dialog. If you do not, the system will display the following warning: "To ensure that holidays and vacations are properly edited and defaulted, please indicate which charge is your holiday charge and which is you vacation charge."

This column will display the Charge Descriptions. Either the UDT01 name or UDT02 name will display, depending on the primary charge.

The user-defined table fields set up in the UDT Options tab of the General Configuration screen by the System Administrator will display next. The order of display for the user-defined table fields is determined by the System Administrator in the Order field of the UDT Options tab of the General Configuration screen.

If your system is configured for Costpoint multicompanies and you are using UDT06s and UDT07s, additional columns will display their respective Costpoint Company information.

Note: If your system is configured to use abbreviations, they will appear instead of the IDs in the appropriate columns. See the Entry By Abbreviation group box in the UDT Options tab of the General Configuration screen to see the abbreviations being used.

Select the row or rows that you wish to either delete or add to your timesheet, and then select the Delete from Favorites or Add to Timesheet pushbutton.

Select the Update pushbutton to update the system with changes made to the Line Comment, Load, Work %, Holiday, or Vacation checkboxes.

If you have selected the Generate Exception-Based Timesheets checkbox in the Timesheet Classes screen for the employee's timesheet class and you do not have the Work % columns equaling 100% or have not selected a holiday and vacation charge (or have selected more than one holiday and/or vacation charge), the system will display the following warning: "If you plan to have the system generate exception-based timesheets for you, you will need to distribute 100% of your work percentage and indicate your vacation and holiday charges in this dialog."

If the Generate Exception-Based Timesheets checkbox is not selected, you still need to specify your vacation and holiday charges. If you do not, or specify more than one, the system will display the following warning: "To ensure that holidays and vacations are properly edited and defaulted, please indicate which charge is your holiday charge and which is your vacation charge."

Note: This pushbutton will remain disabled until you have made a change.

Select the Delete from Favorites pushbutton to delete selected row(s) from the favorites table. Select the row(s) by selecting the button to the left of the row.

Note: The Delete from Favorites pushbutton will be disabled until you have selected at least one row.

Select the Add to Timesheet pushbutton to add the selected row(s) to your timesheet. The Charge Lookup dialog will close.

If you select a charge that is no longer authorized for the timesheet, the system will display the following warning message: "Warning, you are unauthorized for one or more charges selected."

Note: The Add to Timesheet pushbutton will be disabled until you have selected at least one row.

Select the Close pushbutton to close the Charge Lookup dialog.

Charge Lookup

Use the Lookup icon in the primary charge field to look up primary charges. The primary charge can be either UDT01 or UDT02, as determined by your configuration settings.

If you are not linking UDT02 and UDT01, UDT01 will be the primary charge field. In this case, selecting Lookup while in the UDT01 field will display the Charge Lookup dialog. If you select Lookup while in the UDT02 field after selecting a valid UDT01, the Simple Lookup dialog will display.

If you are linking UDT02 and UDT01, you can access the Charge Lookup from both fields until you select a charge in one of the fields. For example, if you select a charge in the UDT01 field, when you select Lookup in the UDT02 field, the Simple Lookup dialog will display. Conversely, if you select a charge in the UDT02 field, when you select Lookup in the UDT01 field, the Simple Lookup dialog will display.

Filter

Table Window

When the Charge Lookup dialog first displays, it will list all charge trees that are set up in the system, in accordance with employee group restrictions. The first row will always be the Favorites line. Please review the "Charge Trees" section of the Getting Started guide for more information on charge trees and how you can use them.

Use the Filter fields and Execute pushbutton discussed earlier if you want to filter the Charge Lookup entries.

The number of charges that can display is the number entered by the System Administrator in the Max Lookup Rows in the General Options tab of the General Configuration screen. If there are more charges to be displayed, the More pushbutton will appear on the bottom of the screen.

A graphical charge tree representation will display at the top of the screen as you drill down into a tree and its branches. Each level above the current level will display as a hyperlink. Select any of these links to display the information at that level.

Select the pushbutton to the left of the row where the "+" is displayed to drill down further into a tree to locate your charge. For more information about the Favorites row, review the information in the "Favorites" section.

At the tree level, the drill-down table will display the Charge Tree Description and Charge Tree Code; the table will be sorted by either column depending on your selection in the Sort By drop-down box.

At the branch level, the drill-down table will display the Charge/Branch Description, the Charge Branch Code, and the user-defined table fields set up by the System Administrator in the UDT Options tab of the General Configuration screen. The order of display for the user-defined table fields is also determined by the System Administrator in the Order field of the UDT Options tab of the General Configuration screen. If your system is configured for Costpoint multicompanies, depending on the Costpoint Multicompany checkbox in the Miscellaneous tab of the General Configuration screen, the table may also include UDT06 Company and UDT07 Company fields.

At the charge level, the drill-down table will display either the UDT01 name or UDT02 name as the Charge/Branch Description, depending on the primary charge. The Charge Branch Code column will display. The user-defined table fields set up in the UDT Options tab of the General Configuration screen by the System Administrator will also display. The order of display for the user-defined table fields is determined by the System Administrator in the Order field of the UDT Options tab of the General Configuration screen. If your system is configured for Costpoint multicompanies, depending on the Costpoint Multicompany checkbox in the Miscellaneous tab of the General Configuration screen, the table may also include UDT06 Company and UDT07 Company fields.

An additional Abbreviation column will display before the user-defined columns if the Display Abbreviation in Charge Lookup checkbox is selected in the UDT Options tab of the General Configuration screen. This column will display the abbreviation value for the primary charge.

To locate a charge, keep selecting the button to the left of the row where the "+" is displayed until you have drilled down through the branch levels to the charge level. At the charge level (there will not be a "+" on the button), select the button to the left of the row, then select the Add to Timesheet pushbutton to add the selected row to your timesheet.

Drill-Down Table

A graphical charge tree representation will display at the top of the screen with a hyperlink that will return you to the Charge Lookup dialog displaying all charge trees. Select this hyperlink if you wish to return to the charge tree dialog.