Activities are cost types that are assigned to employees, and used to create price lists (rate cards). These activities are 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
Where does this activity need to be available - time entries, personal expenses, account invoicing?
What number the activity needs assigned to it (look through the current list to see where it fits)
The name of your activity so that it’s obvious to users
Is the activity billable?
ADDING THE NEW ACTIVITY
Settings > Activities > Global Activity Settings
Create a new activity:
This adds the activity globally but it won’t become active in any companies until you move to the next step
Fill in the details on the pop-up box
Activity number
Activity name
Activity phase - these will have already been set in the system.
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 tab.
GLOBAL ACTIVITY SETTINGS
You now need to select what is allowed for this activity:
FIELD NAME | DESCRIPTION |
Allow Time Entry | Employees will be able to select this as an activity in their timesheet |
Allow on Vendor Cost | When entering a creditor invoice, this activity can be selected in the activity |
Allow personal expense | Employees can claim expenses on this job/activity (also used for credit card imports) |
Allow material entry | When entering price quote/invoice lines this activity can be selected |
Allow mileage entry | If you use mileage claims in your organization, this activity can be selected |
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 be selected if it’s specifically for travel |
Tick the boxes as applicable.
In the bottom half of the screen you also need to select the company that this activity applies to. Some companies might need to use the activity but have different requirements:
Select the active on the company line and make your selections.
COMPANY ACTIVITY SETTINGS
For each company that has the activity set, you’ll need to select the company you’re working on and 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:
FIELD 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 |