Price Lists & Activities > Activities Setup

Owned by Kat Grinter, created
Last updated: Dec 17, 2023
4 min read

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:

ON THIS PAGE YOU WILL FIND:

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

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.

  • 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 prices, set the GST and default the accounts that this activity hits when an invoice is posted.

COLUMN NAME

COLUMN NAME

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

 

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