Activities are cost types that are assigned to employees, and used to create price lists (rate cards). These activities are activities can be set up as time based items or third party purchases and can be set by company.
Once part of a price list, activities can be added as line items in price quotes, POs and invoices to calculate amounts.
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Which company this applies to (if you have multiple)
The activity phase - a way to group a series of activities together
Where does this activity need to be available - time entries, personal expenses, vendor costs, account invoicing?
What The unique ID number for the activity needs assigned to it (look through the current list to see where it fits best)
The name of your activity so that it’s obvious to users
Is the activity billable?
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ADDING THE NEW ACTIVITY
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Settings > Activities > Global Activity Settings
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To add a new activity
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This adds the activity globally but it won’t become active in any companies until you move to the next step
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to WorkBook go to:
The settings module > price lists & activities sub menu > activities > global activity settings tab
Click the create a new activity button
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Complete the details in the pop-up box
Activity number (unique ID for this activity)
Activity name
Activity phase - these will have already been set in the system
If you need to add a new activity phase, this can be done in the activity phase settings tab.
Tick the grey billable box if this item needs to be used for charging clients (or intercompany debtors)
Click ok
If you need to add a new activity phase, this can be done in the Activity phase settings tabThis adds the activity globally but, it won’t be active in any companies until you move to the next step.
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GLOBAL ACTIVITY SETTINGS
You now Once you have created the activity, you then need to select what is allowed for this activity:
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activity.
Staying in the global activity settings tab > scroll to right to review the column headers and the corresponding check boxes
Check the boxes as applicable
COLUMN NAME | DESCRIPTION |
Allow Time Entry | Employees will be able to select timesheet against this as an activity in their timesheet |
Allow on Vendor Cost | When entering a adding a purchase to a price quote, or creating a PO or creditor invoice, this activity can be selected in the activity |
Allow personal expense | Employees can claim expenses on against this job/ activity (also Also used for credit card imports . |
Allow material entry | When entering price quote/invoice lines If you use materials in your organization, this activity can be selected as a material entry |
Allow mileage entry | If you use mileage claims in your organization, this activity can be selected as a mileage entry |
Time entry is billable | Time entered on this activity is allocated to your linked GL account |
Allow for account invoicing | When creating an invoice this activity will be included |
Travel time | This should only be selected if it’s specifically for travel |
Tick the boxes as applicable.
In the bottom half of the screen you also Once you have selected how each activity can be used e.g. time , purchase etc., you then need to select the company/s that this activity applies to.
Some companies might need to use the activity but, have different requirements
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In the bottom half of the screen, go to the company activity settings tab
Select the company line
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> and check the active box
Make your selections as above by checking the appropriate check boxes
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COMPANY ACTIVITY SETTINGS
For each company that has the activity set, you’ll need to select the company
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from the drop down menu
Then go to the
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company activity settings tab
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In this tab there are additional settings (to the right) where you can default the account that this activity hits when an invoice is posted
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.
FIELD COLUMN NAME |
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Cost price |
Purchase GST |
GST code |
Revenue account |
Expenses, non billable jobs |
Expenses, billable jobs |
Goods or services |
WIP purchases sales account |
WIP purchases cost account |
Kat Grinter I’d add in an image here to show where to add the accounts.
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