Activities are cost types that are assigned to employees, and used to create price lists (rate cards). These 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.
Activities are created and managed in the settings module and are usually managed by designated role(s) or person(s) within each agency.
Please reach out to your WorkBook system administrator or your Consultant if you cannot access the module.
ON THIS PAGE YOU WILL FIND: |
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BEFORE ADDING A NEW ACTIVITY
Consider:
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, invoicing?
The unique ID number for the activity (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?
ADDING THE NEW ACTIVITY
To add a new activity to WorkBook go to:
The settings module > price lists & activities sub menu > activities > global activity settings tab
Click the create a new activity button
Complete the details in the pop-up box
Activity number (unique ID for this activity)
Activity name
Activity phase
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
This adds the activity globally but, it won’t be active in any companies until you move to the next step.
GLOBAL ACTIVITY SETTINGS
Once you have created the activity, you then need to select what is allowed for this 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 timesheet against this activity |
Allow on Vendor Cost | When adding a purchase to a price quote, or creating a PO or creditor invoice, this activity can be selected |
Allow personal expense | Employees can claim expenses on against this activity Also used for credit card imports. |
Allow material entry | 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 |
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.
In the bottom half of the screen, go to the company activity settings tab
Select the company line > and check the active box
Make your selections as above by checking the appropriate check boxes
COMPANY ACTIVITY SETTINGS
For each company that has the activity set, you’ll need to select the company from the drop down menu
Then go to the company activity settings tab
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.
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.