Customize activity codes

Video: Set up 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 nonchargeable 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
1099 Preparation of 1099 and 1096
8879 E-file Authorization of a tax return - Form 8879
ASSET Maintenance of asset depreciation files
BANKREC Bank reconciliation
COMP Compilation of Financial Statements
CORR Correspondence
CSLT Consulting
DATA Data entry
EXT Preparation of extension of time to file tax return
MEET Meeting with client
OTHACC Other accounting services
PHONE Phone conference with client
PRPREP Payroll processing
PRTAX Payroll tax filings
QB Assistance with QuickBooks
REC Data/Record Collection
RESEARCH Research
SETUP New client setup
TXPLAN Tax planning
W2 Preparation of W-2 or W-3

 

Non Billable
BILL Client billing
CPE Continued Professional Education

 

Paid Non Billable
HOL Holiday
OT Overtime
PT Personal time
SICK Sick time
VAC Vacation time

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 > Practice Management.
  2. Click Activity Codes.
  3. Click Add Activity Code.
  4. Type a code.
  5. Select a Code Type.
  6. Type a description for the code.
  7. Type a default chargeout rate for the code in the field provided, if required.
  8. You can leave this field blank if you want to apply the user's default chargeout rate. 
  9. Do not enter 0 if a charge out rate does not apply, this will result in 0 WIP being added to a job. 
  10. Use EITHER of these options to save your changes:
  11. Click Save to save and close the screen. 
  12. Click the arrow on the Save button, then select Save & add another to save your changes and add another code. 
  1. Click Settings > Practice Management.
  2. Click Activity Codes.
  3. Click the row of the code you want to edit.
  4. Make the required changes.
  5. Click Save.

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.

  1. Click Settings > Practice Management.
  2. Click Activity Codes.
  3. Click the Delete button  for the job type you want to delete.

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 > Practice Management.
  2. Click Activity Codes.
  3. Select the activity code(s) you want to deactivate using the check boxes.
  4. Click Deactivate.
See Also:

Import activity codes