Contents of the Configure Subcontractor Management Settings Screen

Work Assignment (WA) Options

Use this group box to set up options applicable to work assignments.

Auto Assign Work ID

Field	Description
Enable Auto-Assign	Select this checkbox to allow Costpoint to automatically assign work assignment IDs when you leave the Work Assignment ID field blank on the Manage Work Assignments screen.
Last Work ID	This field displays the last system-generated work assignment ID. If you selected the Enable Auto-Assign checkbox, you must enter the last work assignment ID in this field.

Work Assignment Approvals

Field	Description
Require Work Assignment Approval	Select this checkbox to require approval of work assignments.

Validation of Vendor Employee Security Status Against Work Assignment

Use this group box to select whether or not validation should be applied on vendor employee security status against the work assignment. Options are:

None: Select this option if you do not want Costpoint to validate the vendor employee security status against the work assignment. This option is selected by default.
Warning: Select this option if you want Costpoint to validate the vendor employee security status against the work assignment, and give a warning message indicating a failed validation.
Error: Select this option if you want Costpoint to validate the vendor employee security status against the work assignment, and give an error message indicating a failed validation.

Allow Charge Line to Exceed PO Line Value

Use this group box to select whether or not you want to validate the charge line quantity/amount against the purchase order (PO) line quantity/amount. Options are:

None: Select this option if you do not want to validate the charge line quantity/amount against the PO line quantity/amount.
Warning: Select this option if you want Costpoint to display a warning message when the quantity/amount on all charge lines exceeds the PO line quantity/amount. Selecting this option allows you to save records with charge line values exceeding PO line values.
Error: Select this option if you want Costpoint to display an error message when the quantity/amount on all charge lines exceeds the PO line quantity/amount. If you select this option, you will not be able to save a record with charge line values exceeding PO line values until you adjust the charge line quantity/amount.

The option you select in this group box defaults to the Allow Charge line to exceed PO Line value group box on the Business Rules tab of the Manage Work Assignments screen.

Field	Description
Allow Edit	Select this checkbox to allow modification of the default option selected in the Allow Charge line to exceed PO Line value group box on the Manage Work Assignments screen.

Charging Validation Rules in T&E

Use this group box to set up validation rules for work assignments in Deltek Time & Expense.

The options have the Allow Edit checkboxes next to them. These checkboxes control the ability to change the selection of certain key information about work assignments. If you select the Allow Edit checkbox for a given field or option, you can modify the default information on the Manage Work Assignments screen. The Allow Edit checkboxes are cleared by default.

Field	Description
Allow Overtime	Leave this checkbox selected to allow overtime charges in Time & Expense.
Allow Unauthorized Charges	Leave this checkbox selected to allow unauthorized vendor employees (subcontractor resources) not linked to the work assignment to charge in Time & Expense.
Require Charge Comments	Leave this checkbox selected to require charge comments in Time & Expense.
Require Subcontractor Approval On Charges	Leave this checkbox selected to require the role resource to approve work assignment charge lines on the Approve Timesheet Charges and Manage/Approve Expense Reports screens in Time & Expense. Note: The role must be assigned a functional role Type of Charge or Employee and Charge and the General Rights must be set to Approve Charges on the Manage Functional Roles screen in Time & Expense.
Allow Charges Outside Work Assignment Period of Performance	Clear this checkbox to validate that the charges entered by vendor employees (subcontractor resources) in Time & Expense are within the start and end dates within the work assignment. When the subcontractor invoice is created and you did not select this checkbox, any charges outside the work assignment period of performance (POP) will be reclassified to an unallowable account, specified on the work assignment charge line, only if you selected the Over to Unallow checkbox. If you did not select Over to Unallow, the charges outside the work assignment POP will not be pulled into the invoice and will be included in the Exclusion Report indicating the reason for exclusion. If you select the Allow Charges Outside Work Assignment Period of Performance checkbox, no validation will take place and all values outside the work assignment POP will be included in the regular charge accounts.

Subcontractor Detail

Field	Description
Allow User to Edit Subcontractor Detail Rows	Select this checkbox to edit specific subcontractor detail rows on the Manage Subcontractor Detail screen.

Note: For Costpoint Cloud, you can choose to opt in to this feature for the Costpoint 2025.2 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.

Subcontractor Invoice

Options

Field	Description
Allow Edit of Invoice Rate	Select this checkbox to allow changes to the invoice rate on the subcontractor invoice.
Require Subcontractor Approval	Select this checkbox to require vendor approval of the subcontractor invoice before the subcontractor invoice becomes a PO voucher.

If no WA rate exists for 3-way match, first use

Use this group box to determine the option that will be used in getting the rate for the vendor employee if the vendor employee is not linked to a work assignment charge line on the Manage Work Assignments screen and no rate exists on the charge line or on the Vendor Employees subtask of the Charges subtask. Valid options are:

PO Line (Net Unit Cost)
Vendor Employee Rate

Create Subcontractor Invoices

Validation Rules

Use this group box to set up rules that the Create Subcontractor Invoices process will use for validation.

The options have the Over to Unallow checkboxes next to them. These checkboxes are enabled only if their corresponding option is cleared. Select these checkboxes to allow Costpoint to post to unallowable accounts the hours/amounts that exceed charge line/vendor employee hours/amount or charges outside the work assignment period of performance.

The options and the Over to Unallow checkboxes have the Allow Edit checkboxes next to them. These checkboxes control the ability to change the selection of certain key information about work assignments. If you select the Allow Edit checkbox for a given field or option, you can modify the default information on the Manage Work Assignments screen.

Field	Description
Allow Hours Over Charge Line/Vendor Employee Hours	Clear this checkbox to validate the hours entered by vendor employees (subcontractor resources) against the work assignment. When the subcontractor invoice is created and you did not select this checkbox, any excess hours will be reclassified to the unallowable labor account specified on the work assignment charge line only if you selected the Over to Unallow checkbox. If you did not select Over to Unallow, no excess hours will be pulled into the invoice. If you select the Allow Hours Over Charge Line/Vendor Employee Hours checkbox, no validation will take place and excess hours will be accepted into the regular charge accounts.
Allow Charges Over Charge Line/Vendor Employee Amount	Clear this checkbox to validate the amount entered by vendor employees (subcontractor resources) against the work assignment. When the subcontractor invoice is created and you did not select this checkbox, any excess amount will be reclassified to the unallowable labor or expense account specified on the work assignment charge line only if you selected the Over to Unallow checkbox. If you did not select Over to Unallow, no excess amount will be pulled into the invoice. If you select the Allow Charges Over Charge Line/Vendor Employee Amount checkbox, no validation will take place and the excess amount will be accepted into the regular charge accounts.
Allow Charges Outside Work Assignment Period of Performance	Clear this checkbox to validate that the charges entered by vendor employees (subcontractor resources) are within the start and end dates within the work assignment. When the subcontractor invoice is created and you did not select this checkbox, any charges outside the work assignment POP will be reclassified to an unallowable account, specified on the work assignment charge line, only if you selected the Over to Unallow checkbox. If you did not select Over to Unallow, the charges outside the work assignment POP will not be pulled into the invoice and will be included in the Exclusion Report indicating the reason for exclusion. If you select the Allow Charges Outside Work Assignment Period of Performance checkbox, no validation will take place and all values outside the work assignment POP will be included in the regular charge accounts.

Field

Description

Allow Hours Over Charge Line/Vendor Employee Hours

Clear this checkbox to validate the hours entered by vendor employees (subcontractor resources) against the work assignment. When the subcontractor invoice is created and you did not select this checkbox, any excess hours will be reclassified to the unallowable labor account specified on the work assignment charge line only if you selected the Over to Unallow checkbox. If you did not select Over to Unallow, no excess hours will be pulled into the invoice.

If you select the Allow Hours Over Charge Line/Vendor Employee Hours checkbox, no validation will take place and excess hours will be accepted into the regular charge accounts.

Allow Charges Over Charge Line/Vendor Employee Amount

Clear this checkbox to validate the amount entered by vendor employees (subcontractor resources) against the work assignment. When the subcontractor invoice is created and you did not select this checkbox, any excess amount will be reclassified to the unallowable labor or expense account specified on the work assignment charge line only if you selected the Over to Unallow checkbox. If you did not select Over to Unallow, no excess amount will be pulled into the invoice.

If you select the Allow Charges Over Charge Line/Vendor Employee Amount checkbox, no validation will take place and the excess amount will be accepted into the regular charge accounts.

Allow Charges Outside Work Assignment Period of Performance

Clear this checkbox to validate that the charges entered by vendor employees (subcontractor resources) are within the start and end dates within the work assignment. When the subcontractor invoice is created and you did not select this checkbox, any charges outside the work assignment POP will be reclassified to an unallowable account, specified on the work assignment charge line, only if you selected the Over to Unallow checkbox. If you did not select Over to Unallow, the charges outside the work assignment POP will not be pulled into the invoice and will be included in the Exclusion Report indicating the reason for exclusion.

If you select the Allow Charges Outside Work Assignment Period of Performance checkbox, no validation will take place and all values outside the work assignment POP will be included in the regular charge accounts.

Attention: For more information on the selections of the overage flags and their effects on subcontractor invoices, see Subcontractor Management Overage Flags.

Default Accounts

Both fields in this group box are required if you selected all the Over to Unallow checkboxes in Validation Rules.

Field	Description
Unallowable Labor Account	Enter, or click to select, an unallowable labor account. This account will default into the Unallowable Labor Account field on the Business Rules tab of Manage Work Assignments and into the charge lines, and will be used to hold the amount in excess or outside the period of performance. If the subcontractor vendor employee charges labor in excess or outside the period of performance, the amount in excess will be reclassified to the unallowable labor account specified on the charge line. This field is required if any of the options in Validations Rules is not selected and the option's corresponding Over to Unallow checkbox is selected.
Unallowable Expense Account	Enter, or click to select, an allowable expense account. This account will default into the Unallowable Expense Account field on the Business Rules tab of Manage Work Assignments and into the charge lines, and will be used to hold the expense amount in excess or outside the period of performance. If the subcontractor vendor employee charges expenses in excess or outside the period of performance, the amount in excess will be reclassified to the unallowable expense account specified on the charge line. This field is required if either the Allow Charges Over Charge Line/Vendor Employee Amount or Allow Charges Outside Work Assignment Period of Performance is not selected and the option's corresponding Over to Unallow checkbox is selected.

Field

Description

Unallowable Labor Account

Enter, or click to select, an unallowable labor account. This account will default into the Unallowable Labor Account field on the Business Rules tab of Manage Work Assignments and into the charge lines, and will be used to hold the amount in excess or outside the period of performance. If the subcontractor vendor employee charges labor in excess or outside the period of performance, the amount in excess will be reclassified to the unallowable labor account specified on the charge line.

This field is required if any of the options in Validations Rules is not selected and the option's corresponding Over to Unallow checkbox is selected.

Unallowable Expense Account

Enter, or click to select, an allowable expense account. This account will default into the Unallowable Expense Account field on the Business Rules tab of Manage Work Assignments and into the charge lines, and will be used to hold the expense amount in excess or outside the period of performance. If the subcontractor vendor employee charges expenses in excess or outside the period of performance, the amount in excess will be reclassified to the unallowable expense account specified on the charge line.

This field is required if either the Allow Charges Over Charge Line/Vendor Employee Amount or Allow Charges Outside Work Assignment Period of Performance is not selected and the option's corresponding Over to Unallow checkbox is selected.

The following tables summarize the selections in Validation Rules and the effect of these selections to the unallowable account fields.

Allow Hours Over Charge Line/Vendor Employee Hours	Over to Unallow	Unallowable Labor Account	Unallowable Expense Account
Selected	Disabled	Not required	Not required
Cleared	Cleared	Not required	Not required
Cleared	Selected	Required	Not required

Allow Charges Over Charge Line/Vendor Employee Amount	Over to Unallow	Unallowable Labor Account	Unallowable Expense Account
Selected	Disabled	Not required	Not required
Cleared	Cleared	Not required	Not required
Cleared	Selected	Required	Required

Allow Charges Outside Work Assignment Period of Performance	Over to Unallow	Unallowable Labor Account	Unallowable Expense Account
Selected	Disabled	Not required	Not required
Cleared	Cleared	Not required	Not required
Cleared	Selected	Required	Required

Costpoint Online Help