Customize activity codes

Settings - Jobs & Billing

Activity codes represent the specific work components that make up a timesheet entry. You would select these activity codes to specify how much time you have spent on a job and what work you did for it.

Learn about the types of activity codes

Activity codes can be classified as:

• Billable - time spent on work that should be charged to the client.
• Non Billable - activities you cannot bill clients for (e.g. staff meetings, training, coffee breaks).
• Paid Non Billable - time spent away from work (e.g. annual holidays, sick leave). These codes enable you to specify the non-chargeable time that should be excluded from non billable hours when calculating employee efficiency. Paid non billable time is used in the Employee Reports to calculate the efficiency rating correctly.

The tables below provide examples of Billable, Non Billable, and Paid Non Billable activity codes.

Billable
ADM	General administration	PAA	Partner approval
AUD	Auditing/reviewing	PHT	Photocopying
BKK	Bookkeeping	PRE	Preliminary Work
BLC	Billing & Collection	PLA	Planning & Budgeting
COM	Company administration	PRO	Proposals
CON	Consulting	QUR	Resolving queries
COR	Correspondence and general communications	RES	Researching
EFE	EFILE	STA	Statement & Letters
FIL	Filing	SUP	Supervision & Scheduling
FRE	File Review	TEL	Telephone call
INT	Interim	TPR	Tax preparation
LOG	Vehicle log book	TRV	Client-related travel
MET	Meetings	TRE	Tax Review & Supervision
MPA	Misc Payroll	TXA	Tax administration
NOT	Preparing file notes	YEA	Year end
NRS	Non-recurring set up time

Non-Billable
BUS	Business development	PRD	Professional development
COI	Community Involvement	REC	Reception
ITC	Information technology	MKT	Marketing
TEM	Team meetings and functions	OFF	Office
TME	Timesheets

Paid Non-Billable
CES	Continuous education - structured	NEW	Newsletters
CEU	Continuous education - unstructured	PDA	Personal Days
HRE	Human Resources	SAB	Sabbatical leave
IPD	Internal practice development	SEM	Seminars
LIE	Time in lieu	SIL	Sick leave
LOT	Other Time Off	VAC	Vacation
LST	Statutory holidays

Back to top

Add an activity code

You can import your activity codes. You can also add a new activity code later and edit, delete or deactivate it as required.

1. Click Settings > Jobs & Billing.
2. Click Activity Codes.
3. Click Add Activity Code.
4. Type a code (text or numeric).
5. Select the code type.
6. Type a description for the code.
7. In the Chargeout Rate field, enter a default chargeout rate for the code in the field provided, if required.
   • You can leave this field blank if you want to apply the user's default chargeout rate.
   • Do not enter 0 if a chargeout rate does not apply as this will result in 0 WIP being added to a job.
8. Use either one of these options to save your changes:
   • Click Save to save and close the screen.
   • Click the arrow on the Save button, then select Save & add another to save your changes and add another activity code.

Back to top

Edit an activity code

1. Click Settings > Jobs & Billing.

2. Click Activity Codes.
3. On the Activity Codes page, click the row of the code you want to edit.
4. Make the required changes.
5. Click Save.

Back to top

Delete an activity code

If the activity code has not been used in the system, you can delete it. If it has been used, you will see an error message if you try to delete it. In this case, you should deactivate (archive) the activity code instead.

1. Click Settings > Jobs & Billing.

2. Click Activity Codes.
3. On the Activity Codes page, click the delete icon for the activity code you want to delete.

Back to top

Deactivate an activity code

If there are default activity codes that you will not be using, you can deactivate them. When you deactivate an activity code it is moved to the Inactive tab, where it can be reactivated later.

1. Click Settings > Jobs & Billing.

2. Click Activity Codes.
3. Select the activity code(s) you want to deactivate using the check boxes.
4. Click Deactivate.

Back to top