How Do I Create Activity Codes?

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Activity codes are required to record time entries for a project and this information flows to the invoices and reports. You can create and maintain a list of standard activities or tasks on the Activity screen.

 

You can set up your activity code at a basic level with a few mouse-clicks or at an advanced level with all the details. Please read the desired sections.

 

Basic Setup

 

To create activity codes:

 

  1. Open Activity screen from the Lists menu.
  2. On the Activity screen, click New to open the detail view where you can enter information for a new activity code. Web Suite automatically positions the pointer in the Code field.
  3. Type the desired Code (and optionally, a Sub code). The resulting Activity ID must be unique, allowing a maximum of 15 characters each.
  4. Press the Tab key or click to move to the Description field. Enter a descriptive name for the activity (up to 100 characters).
  5. Make sure each billable activity is marked as ‘Billable’. Billable status carries to the time entries.
  6. Enter the default hourly Cost Rate and Bill Rate of the activity item. Web Suite applies these rates to the time entries only when you turn on this option in the Project-Details screen.
  7. Click Save.

 

Advanced Setup

 

To add additional information:

 

  1. In addition to the regular rates, specify the Overtime Bill Rate to charge for overtime hours worked on this activity. If you do not define a rate here, Web Suite uses the default bill rate or special bill rate applicable to the task.
  2. Enter Minimum Hours for an activity. When recording a time entry, the Billing Hours (B-Hours) default to the minimum hours set for the activity here.
  3. Choose a Default Group for the activity. This can be specified in addition to any other group you choose.

    This is useful for reports like Budget Comparison. If there is a budget for an activity, which is a member of both group A and B but its default group is A, then it will be listed against A on the reports.

    4.  

  4. Select the desired Income Account and Expense Account from the list for the activity item. Web Suite displays the accounts only if they are available in the Chart of Accounts screen.
  5. Use the custom fields to record any specific information about the activity (up to 50 characters). You can customize these fields in the Custom Labels screen.

    The Custom Fields 1/2/34/5/6 will pre-fill the time entry custom fields and inherit the same data type.

    6.  

  6. You can set up to three item taxes for the activity—Tax 1/2/3. Web Suite sums the rates (percentages) before applying them to individual activities. Web Suite applies item taxes in addition to any Main Service Tax on invoiced activities.
  7. Enter unlimited text or notes for the activity in the Memo. This becomes the default memo of the time entry created using this activity.
  8. Click Attachments to attach a file or document to the activity record.
  9. When you have finished, click Save and then Return to close the screen.

    Web Suite automatically adds GEN:HOL, GEN:SICK, GEN:VAC and GEN:COMP to the Activity table. You can customize the activity codes for these special items in the Global Settings screen.

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