Implementation > Import Activities & Price Lists

When first setting up your WorkBook system, you will be asked to create a list of activities that relate to the items that you sell to clients and usually appear on your rate cards (price lists).

An activity in WorkBook is a role, cost type, or the type of work you are charging clients for, i.e. Designer, Account Manager, Developer, Printing, Travel, etc. Activities are used in time entry or cost entry to indicate the type of work performed (each employee has a single default activity) AND for creating price quotes and invoices (every line item on a price list, price quote and invoice must be linked to an activity).

Activities are global and must be aligned across all companies. Internal cost rates are global and sit against each activity. External sales rates or mark-ups are created via price lists, you can create multiple price lists and assign as required to different clients or jobs.

Time based activities have an internal hourly cost and an external hourly sales rate assigned to it which in turn informs the net margin.
Purchase or third party activities are used on supplier invoices and purchase orders, a mark-up can be added by default to individual activities on price lists or manually when included on a job.

Note, that activities and price lists are not imported, your consultant will create these in your system according to the information provided in the spreadsheet below.

ACTIVITIES & PRICE LISTS

Download the activities & price list file here. Please delete the example rows highlighted in yellow.

COLUMN HEADER	FIELD DESCRIPTION	FORMAT	REQUIRED

COLUMN HEADER	FIELD DESCRIPTION	FORMAT	REQUIRED
Activity Type	There are three types of activities: Time: Employees are assigned a single default activity for time entry, i.e. Designer	Text Time	Yes
	Purchases: Products or services that you purchase and on-sell to the client, i.e. printing	Text Purchases	Yes
	Materials: Products or services that you have purchased up-front and want to on-sell a portion of the total cost to the client, i.e. stock images Chat to your consultant if thinking about using materials as you will need a process to manage them.	Text Materials	If relevant
Activity Name	Give each activity a name that is meaningful in your business. Users will select activities and add to price quotes, invoices and purchase orders. Streamline activities where possible, for example Creative Services Manager and Creative Services Lead is the same role, price per client and person, this should be one activity.	Text E.g. Account Executive	Yes
Activity Phase	Used to group activities together for reporting. For example, activities Account Executive, Account Manager, Senior Account Manager and Group Account Director could all be grouped into activity phase ‘Client Services’.	Text E.g. Creative, Finance, Client Services, Development etc	Yes
Cost	Time: Average cost per hour to the agency, usually a blended rate.	Number	Yes
	Purchases: Leave blank	Number	No
	Materials: Leave blank	Number	No
Default Rate Card	Row 1: This is your default rate card, give it a name that users will easily recognise when selecting (this is how it will appear throughout the system).	Text E.g. Default Rate Card	Yes
	Row 2: Confirm the currency of the rate card.	Text E.g. AUD, USD, NZD, EUR, GBP etc	Yes
	Rows 3+: The sales rate you are charging the client for each activity on your default rate card. This is the hourly sales rate for time based activities. Note, this field is locked and uneditable on price quotes and will appear as per the selected rate card value. For purchases this field is optional, you can leave it blank, add a sales rate if you have one, or include a mark-up %, i.e. 10%. This field is not locked and can be edited on individual price quotes as required.	Number E.g. 250.00	Yes
Additional Rate Cards	Row 1: Give each additional price list/rate card a unique name that users will easily recognise when selecting (this is how it will appear throughout the system). You can have as many price lists as required. Please add as many columns as needed.	Text E.g. Coca Cola Rate Card; Discounted Rate Card; USD Rate Card etc	No
	Row 2: Confirm the currency of the rate card.	Text E.g. AUD, USD, NZD, EUR, GBP etc	No
	Rows 3+: The sales rate you are charging the client for each activity on the rate card. This is the hourly sales rate for time based activities. Note, this field is locked and uneditable on price quotes and will appear as per the selected rate card value. For purchases this field is optional, you can leave it blank, add a sales rate if you have one, or include a mark-up %, i.e. 10%. This field is not locked and can be edited on individual price quotes as required.	Number E.g. 220.00	No

Deltek WorkBook

Implementation > Import Activities & Price Lists

ACTIVITIES & PRICE LISTS

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