Activity Code Maintenance

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Activity codes identify the general ledger account that job transactions should be posted to. Every job transaction has an activity code associated with it for this purpose.

Activity codes are for all inputs to a job, such as time, inventory issues, purchases, plant (assets), and the like. If applicable, activity codes can also be used to specify the cost or selling price of an item (default only).

You must specify debit and credit general ledger accounts for an activity code. You can also use wildcards. Greentree Desktop constructs the general ledger account using input from other areas.

You can also use activity codes to filter output information to the Job Cost Management reports, so you can report on specific activity codes or a range of activity codes within work centres and/or jobs.

Disbursements/Purchases/Stock/Plant Activity Types

You can define these activity types:

Disbursements

You can select disbursement activity codes on the Disbursement Entry, Timesheet Entry, and Adjustments Entry forms. They represent general costs of the job, such as phone calls, power, photocopying, and the like.

Plant

You can select plant activity codes on the Plant Charges Entry form. They represent costs relating to using a plant item (for example, a truck or welder), for which the associated cost can be applied to one or more (destination) job(s).

Purchases

You can select purchase activity codes on the Purchase Order Entry, AP Invoice Entry, and Adjustments Entry forms. They represent any purchase (cost) that is attributed to the job — for example, the purchase of assets or equipment required as input to the job.

Stock

You can select stock activity codes on the Inventory Transaction Entry and Adjustments Entry forms. They represent the transfer of internal inventory items to a job, so that the cost of the item is attributed to the job, and the inventory balance of the item is reduced by the quantity transferred.

Note: You can transfer inventory items to jobs at either their cost price, or their selling price. This is determined when you transfer the items, depending on the inventory transaction type that is applied to the transaction.

Time

You can select time activity codes on the Timesheet Entry and Adjustments Entry forms. They represent time that is spent on the job, such as employee hours, consultancy, and the like.

Code

Enter or select a code to represent the activity code, up to six characters.

Description

Enter a description to identify the code, up to 30 characters.

Type

Select one of the pre-defined activity code types. The available types and their applications are outlined above.

Cost rate

Enter the default standard cost rate of the code. The default value is cost lines when a disbursement, plant, or purchase activity code is selected. You can change this rate when you enter a transaction.

Note: When a stock activity code is selected on the Transaction Entry form, the cost of the item is taken from the item cost.

Sell rate

Enter the default standard sell rate of the code. This is referenced in the search hierarchy used by Greentree Desktop when a selling price is being determined for a cost line.

Mark up

This calculates using the cost and sell rates entered. If a sell rate is not entered, you can enter a mark up percentage here which applies when Greentree Desktop determines the sell rate for disbursement and purchase activity code sales lines.

For example, to always add 10% to the cost of a disbursement for invoicing the job customer, enter 10% here. The search hierarchy that Greentree Desktop uses when determining a selling price for a cost line references the markup percentage.

Tax Code

Select a tax code to default to transaction lines when you select this activity code.

Default work centre

Select a work centre to default to transaction lines when you select this activity code. This is the work centre in which the activity normally occurs. You can change it when you enter a transaction.

Use activity codes to represent cost buckets within work centres, so that you can analyse job costs by activities within work centre if this is applicable.

Plant sales code

This field is enabled if the activity code Type is Plant. Enter a sales code in this field. You can only select sales codes set up as type Plant. When you enter a transaction on the Plant Charges Entry form, this sales code creates the sales line (at cost rate) for the plant job.

GL Accounts

Specify (or wildcard) the general ledger accounts that Greentree Desktop uses to post debit and credit values for transactions using this activity code.

WIP (Work in Progress)

This is the account that the transaction value debits. If wildcards are used, the profit centre of the transaction are referenced to determine the debit general ledger account.

Credit (Cost Recovery)

This is the account that are credited by the transaction value for disbursement type activity codes. If wildcards are used, the profit centre of the transaction is referenced to determine the debit general ledger account. For purchase and time type activity codes, this account is also used in the JC GL Adjustment process.

COS (Cost of Sales)

This is the account that the cost of sale of the transaction is posted to. It is enabled if the JC Module Control option Use COS Journals is selected for the invoice types.

Sales Code

Select the sales code of the activity code. The description and general ledger account assigned to the selected code default to the Account and Description fields. The sales code categorises the sale for this activity, and determines the general ledger account that are credited with the sale value when the cost line is invoiced.

Edit

Click this button to open the Sales Code Maintenance form to edit a sales code or to create a one.

Time Activity Types

Select type Time if you are creating an activity code that represents time spent on a job.

You can select from one of several user-defined Sub Types to indicate whether the time activity code represents chargeable or non-chargeable time, however this is for reference only and has no functional interface with data entry forms.

Base Cost - Rate 1 to Rate 6

These fields interface with the JC Employee Type Maintenance form and the Timesheet Entry form. When you enter timesheets, Greentree Desktop determines the employee type using the timesheet employee. This is used with the activity code entered into the transaction line to determine the cost rate for the line.

For example, if you select the activity code has Base Cost and Rate 1, the timesheet cost is the sum of the Base Cost value and the Rate 1 value of the employee type specified on the JC Employee Type Maintenance form.

Note: You can group activity codes using the JC Activity Code Group Maintenance form. You can group codes together for assigning the group to a job, so that transaction entry for that job is controlled by which activity codes can be used.

• JC Activity Code Maintenance (IEC)
• Job Cost Management
• JC Selling Price Hierarchies
• Disbursement Entry
• Timesheet Entry
• Adjustments Entry
• Plant Charges Entry
• Purchase Order Entry
• AP Invoice Entry
• Inventory Transaction Entry
• Inventory Transaction Type Maintenance
• JC Employee Type Maintenance
• JC Sales Code Maintenance
• Job Cost GL Posting Hierarchies

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