Customise activity codes

Settings - Practice Management

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.

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, tea breaks)
  • Paid Non Billable - time spent away from work (e.g. annual leave, 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 Efficiency reports to calculate the efficiency rating correctly. 

Your activity codes can also be numeric.

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

Billable ADM General administration
AUD Auditing, checking & reviewing
COD Coding of bank statements
COM Company administration
COR Correspondence and general communications
MET Meetings
PRE Preparation of accounts, including file import, journal adjustments and fixed assets
QUR Resolving queries
RES Researching
TAX Tax administration
TEL Telephone call
TRA Client related travel
Non Billable BUS Business development, including marketing, newsletters, prospective client meetings, website updates and networking meetings
DBT Debt Collection
EDU Education and Seminars
HRE Human Resources or employment
TEM Team meetings and functions
Paid Non Billable LAN Annual leave
LOT Other leave
LSI Sick leave
LST Statutory holidays

To access the activity codes clickClick Settings > Practice Management > Activity Codes.

ClosedAdd 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. On the Activity Codes page, click Add Activity Code.
  2. Type a code.
  3. Type a description for the code.
  4. Type 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 charge out rate does not apply, this will result in 0 WIP being added to a job.
  5. Select a Code Type.
  6. Use EITHER 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 code.
ClosedEdit an activity code
  1. On the Activity Codes page, click the row of the code you want to edit.
  2. Make the required changes.
  3. Click Save.
ClosedDelete an activity code

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

On the Activity Codes page, click the Delete button  for the code you want to delete.

ClosedDeactivate 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. On the Activity Codes page, select the activity code(s) you want to deactivate using the check boxes.
  2. Click Deactivate.
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