Setting up activities

Entering information on the Main tab

Go to the Main tab and enter a unique alphanumeric ID in the
ID
field (required). The ID will be saved in upper case letters regardless of how it is entered.
Enter a brief description (up to 30 characters) in the
Description
field. This information appears in the Description column of the Activity list.
You can optionally enter a more complete description in the
Invoice description
field.
Select the button if you want to insert a variable date into the
Invoice description
field.
In the
Type
field, select either
Expense
or
Time
from the drop-down list. The default for new activities is
Time
.
note
This is a required field.
If you select Time for the activity type, you must then specify a rate for the activity: No activity rate, a Staff rate, or a Fixed rate.
If you select No activity rate, there will be no default rate for the activity, and you must enter the rate manually during time & expense entry.
If you select Expense for the activity type, you can then specify a Unit Price and Unit Cost for the activity. The activity will be available on the Expense tab of the Time & Expense Entry screen.
In the
Class
field, select Administrative, Billable, or Nonbillable from the drop-down list.
note
Once you have entered data using an activity, you cannot change its class; this field becomes disabled for activities that are in use.
Administrative activities can only be used with clients who are designated as Administrative clients on the Main tab of the Clients setup screen.
If you selected Administrative as the activity class, the
Administrative type
field becomes active. Choose a type from the drop-down list. The choices are General, Accruable Benefit, or CPE.
note
If your firm is licensed for the Staff Management module, administrative activities that are designated as accruable benefits can be administered using that module. For example, DT Practice can track the accrual and use of vacation time based on settings you establish for that benefit.
In the
Status
field, select Active or Inactive. If you select Inactive, the activity is not available for use in time entry.
In the Surcharge calculation section, you can select a method for assessing a surcharge on the activity.
If you selected Time in the
Type
field, the options available are No surcharge, Hourly, or Percentage.
If you select Expense in the
Type
field, the options available are No surcharge, Per unit, or Percentage.
After you select a method, enter or select the amount of the surcharge (either percent or currency) from the drop-down calculator.
Select a grouping for the activity from the
Category
drop-down list.
If you have selected Time in the
Type
field, the available options will be for rates. Choose one of the following:
No activity rate:
If you select this option, there will be no default rate entered during time entry. You will need to manually enter a rate in order to save the transaction.
Staff rate:
If you select this option, select a staff rate from the drop-down list. The rate descriptions in the list are set up in the
Staff Rate Descriptions
screen and are matched up with individual staff rates in the Rates tab of the
Staff
setup screen.
Fixed rate:
If you select this option, enter a fixed rate, or enter it using the drop-down calculator.
note
If you want to set up a standard nonchargeable time with a zero extended WIP amount, select
Non-billable
in the
Class
field, select the
Fixed rate
option, and enter
$0.00
for the fixed rate amount.
If you have selected Expense in the
Type
field, the available options will be for amount calculations.
Unit price:
Select a unit price from the drop-down calculator. The default price is $0.00.
Unit cost:
Select a unit cost from the drop-down list. The default cost is $0.00.
note
The unit cost must be less than or equal to the unit price.
You can optionally mark the
Round amount
checkbox for Rates to round the amount calculated in time and expense entry.
Mark the
Charge Service Tax
checkbox if your firm charges service tax for this activity.
Mark the
Charge Sales Tax
checkbox if your firm charges Sales Tax for this activity.

Custom fields