An activity is defined as the type of work that can be done or the role that can do it.
Example: a Project Manager is doing Project Management. An activity in WorkBook either be added as Project Manager or Project Management.
Activities are used here:
Time sheet: when hours are entered on the time sheet, the hour entered has an activity relation (the activity type suggested can be set on each employee).
Price quotes: when you create a price quote for a customer, you will use the activity list to calculate the price quote amount.
Invoices: when you create an invoice, you will use the activity list to calculate the invoice amount.
Supplier invoices & Purchase orders: when you send out a purchase order, you set the type of activity on the purchase order (like Print). When the invoice is received from the vendor, the same activity is used in order for you to see the purchase order amount in relation to the actual vendor invoice.
Basically 9/10 customers will run in an Activity based setup. This means that the sales price on Price, Invoice or time entry will be determined by the activity type chosen and the price list that the job is related to.
On each activity you are typically able to apply an hourly rate. For instance, a Project Manager hour is sold for 100 at one customer and 80 on another customer. Also, at one customer you can charge 15% mock-up on purchases and on another customer you are only allowed to charge 10%.
This is why you are able to create and assign different price lists to different customers.
Create a new activity
New activities are added through here. apply a number not already in use and fill in a name.
The activity translation tab is only used in the case you are sending out price quotes/invoices to customers in another language. In that case you can translate each activity here.
The activity phases are used only to group the activities into logical groupings such as Hours, Materials and Purchases (as seen in the example above).
Cost price: the cost price entered here is only used to calculate a preliminary contribution margin when doing price quotes.
Example: sales price = 100, cost price = 25, contribution margin = 75.
Display in “Activity lines”:
System variable 919 has been added, which allows the users to define what should be shown in the “Activity lines” column on price quotes.
This new actvivity setting Time entry is billable have been implemented in version 8.3.6 of WorkBook.
It is added as a column in Settings -> Price lists & activities -> Activities.
This is used to define whether or not the activity is billable.
When you register time on a task WorkBook will see whether the task is billable or not.
If you however do not register time on a task WorkBook will look at the activity to see if it is billable or not. This can now be defined.
Delete an activity
To delete an activity you you use this icon.
This will open a menu where you need to chose a replacement activity
After you have done this you need to go through your price list. This is because once you have replaced an activity you under “Activity” then in the price list the old activity will be replaced by the new activity. You will have a line where the new activity is but with the old activities prices on.