Setting up activities

Learning Resource: Security and Setup Functional Guide

Note: To record nonbillable labor and expenses to a project, set up a phase with a Nonbillable or Marketing billing type.

To set up activities

  1. From the > Setup menu, click General > Activities.
  2. Place the cursor one row above where you want the new activity.
  3. Click the New button.
  1. On the General tab, enter the following information:
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Description

Type the name of the activity.

Activity type

Select the category for the activity: Labor, Expense, or Consultant.

Note: After you use an activity, you can no longer change the activity type.

Non-billable utilization type

Available only for labor activity types.

This field contains the utilization typeClosed Defines employee time as direct or indirect, such as direct, sick, vacation, or marketing..

When an employee enters time for a labor activity to a billable project or phase, Ajera reports it as Billable on the Employee Utilization report.

When an employee enters time for a labor activity to a nonbillable project or phase, use this field to select the way you want to report that time on the Employee Utilization report. If you do not make a selection, hours entered to nonbillable phases for this activity do not appear in the utilization columns on the Employee Utilization report but are reflected in the report totals.

Apply sales tax

Applicable only for labor and expense activities.

Select if you want to apply sales tax to the billing amounts for the activity.

Note:

Verify that you selected the Apply sales tax check box ( > Setup > Company > Preferences > Billing tab) and set up the sales tax for the project or phase associated with the activity.

Allow entry on expense reports

If the activity type is Expense, select this check box to enable employees to enter expenses for this activity on expense reports.
Allow entry on purchase orders

Not available in ajeraCore or ajeraCore + add-ons

When the activity type is Expense or Consultant, select this check box if you want employees to be able to enter purchase orders for this activity.

ICR Expense

Select this option to enable ICR expenses in Mobile Expense for this activity.

When selected, ICR will match the description of the activity with expense type descriptions available in Veryfi, the partner used for ICR. When a match is found on a receipt, the expense item will prefill on the expense line associated with that receipt.

Note:

This option is only available for 50 activities and if:

  • The Use ICR for Mobile option is selected in Company > Preferences.
  • The activity is an expense type and has the Allow entry on expense reports entry selected.
  1. To base the cost or billing of this activity on a unit rate, select the Unit based check box and complete the following fields. Otherwise, proceed to the next step of these instructions.
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Unit description

Type a description for the units. The description appears on reports and invoices.

Enter the unit description in singular form (for example, mile or copy). On reports and invoices, Ajera automatically capitalizes the first letter of the first word and makes the last word plural. It does not change the case elsewhere. For example, if you enter ongoing CAD service, it appears as Ongoing CAD services.

Unit cost rate

Type a unit cost rate for this activity.

Unit billing rate

Type a unit billing rate for this activity. To later change this rate for a project, enter a different billing rate on the rate table or on the client invoice.
  1. Click the Cost/Expense Accounts tab, and enter the following information.
Note: The fields on the Cost/Expense Accounts tab are available only for expense and consultant activities. (Labor costs are distributed to your expense accounts based on your company preferences as defined during your initial setup of Ajera.)
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Billable

Select the account to use when entering this activity to a billable project or phase.

Nonbillable

Select the account to use when entering this activity to a project or phase with a billing type of Nonbillable.

Marketing

Select the account to use when entering this activity to a project or phase with a billing type of Marketing.

Overhead expense

Select the account to use when entering this activity to a project or phase with a billing type of Overhead.

In-house credit: account

When you enter in-house expenses to move cost from general expenses to direct cost, specify the general account to credit.

Select the expense account to use for the credit entry when the amount associated with this activity is moved from an overhead expense to a project cost.

Note: If you do not want Ajera to create financial accounting entries for in-house expenses, leave this field blank. For example, you want to enter some expenses to bill a client but do not want to redistribute cost for financial reporting.

In-house credit: department

unavailable in ajeraCore unless you have the Departments add-on

Applicable only if you use departments.

Select the department to use for the credit entry when the amount associated with this activity is moved from an overhead expense to a project cost.

Note: Ajera automatically enters the first department listed on the Department List window ( > Setup > Company >Financials > Departments). Change it, as needed.
  1. Click the Attachments tab and add attachments, by linking to related files. A linked file must be in a shared location for other people to open it (for example, on a shared network or a website).
  2. Click the Notes tab, and type any notes about the activity.
  3. Click Save. The activity appears in a row below the cursor. To move it, click the row and click or .