The Activities section allows you to enter and maintain activities you perform on a daily basis. This includes time billing.
Note: The activities section is only available for Professional users.
Working within the Activities List:
Totals: The totals box not only gives you a quick view of how many open activities you have but allows you to quickly filter for the type you want to view.
Clicking the word that represents the type of activity you want to see will automatically filter for that type.
See the example below:
As with the other screens in Studio Designer, you can use filters to narrow the results shown to fit your needs. In addition to the labeled filters, we also have a filter with multiple options.
All: View all records that fit within the labeled filters
Complete: View all records that have a completed date that also fit within the labeled filters.
Not Complete: View all records that do not have a completed date that also fit within the labeled filters.
Invoiced: View all records that have an invoice # assigned to them that also fit within the labeled filters.
Additionally, for more filter options you can click the three dots icon as shown below circled in red.
Each view shows the same activity records but displays different details.
Time Sheet View
This is a great way to quickly see time entered for the day.
If you enter all of your time into Studio Designer, it functions well as a timesheet.
Here below you will find an example of an Activity detail. Each activity has the following main sections:
- Time Tracker
The activity field defines what activity is being performed.
Type, billing code, sales code, and description default from the activity defined here.
Example: Meeting, Phone Message, Drafting
The employee assigned to perform this activity.
The group this activity is associated with.
The group can default from the group the employee is assigned to.
Reports can be sorted and totaled by the group.
You can customize employee groups to fit your needs.
Client / Project
The client or project this activity is associated with.
The client or project is required if the activity is billable, non-billable or reimbursable.
The vendor this activity is associated with.
An optional address record this activity is associated with.
The invoice number assigned to this activity.
The type defaults from the activity.
The type must be one of five predefined activity types.
Every activity must be associated with a type.
- Calendar – for activities like meetings that are scheduled on a calendar. (Billable)
Reminder – for activities like reminders to follow up on orders. (Not Billable)
Phone (Not Billable)
- SP Message – generated from Studio Projects (Not Billable)
- Reimbursable – for expenses to include on-time billing invoices. (Billable)
The billing code defaults from the activity
There are 4 valid billing codes
Billable – this activity is billable and will print on-time billing invoices.
Non-Billable – this activity is non-billable and will print on-time billing invoices with 0 amount.
Reimbursable – this activity is billable and will print as reimbursable on-time billing invoices.
Office – this activity is non-billable and will not print on-time billing invoices.
The sales code defaults from the activity.
The sales code identifies a category to associate this activity with.
This can be used to group activities together on reports.
It also defines the general ledger sales account to use when the activity is invoiced.
To create new sales codes, go to Settings | Sales Codes.
The number of days this action generally takes to complete.
If this is a task that takes 30 days to complete you may want to set it to 30.
The end date will be changed to 30 days from the start date.
Start Date Time
The date and time the activity is scheduled to start.
End Date Time
The date and time the activity is scheduled to be completed.
The date the activity was completed.
Use tracker determines if the time tracker total hours should be used for the quantity.
If the user tracker is checked, the time tracker total hours will fill in the quantity.
Tracker details do not show up on the invoice. Only the Description and Message will show up on the invoice to the client. You can print a separate report to show details for time tracker entries from the reports menu.
The total time accumulated through the Time Tracker tab.
The estimated amount of this activity will cost the client.
The quantity of time spent on this activity.
The quantity is calculated as the start time - the end time.|
The hourly billing rate the client will be charged for this activity.
This can also be a total amount for a reimbursable expense.
The client rate can automatically fill in if the time billing rate is defined in the company file.
Quantity x Client Rate
The tax location where this client or project is located.
The tax location is used to calculate the sales tax for this activity.
Taxable defines if this activity should have sales tax calculated.
The tax rule associated with this tax location to calculate the sales tax.
The tax rule is defined in the tax location file for this tax location.
The tax rule may not be changed here
The time billing tax percent used to calculate sales tax.
The tax percent is defined in the tax location file for this tax location.
The tax percent may not be changed here.If your Activities, Sales Codes, and Tax Locations are set up correctly, you should never need to change any tax-related option on this screen. Good setup creates consistency and consistency means less human error. If you need help with this, Studio Support has accountants available that can help you.
The hourly rate the employee is paid.
The employee rate defaults from the employee file.
Employees can view this field if the employee's cost permission in the employee file is checked.
The quantity * the employee rate.
The amount if this is a reimbursable expense.
Reimbursable Cost is transferred from reimbursable expenses posted from Money Out. This reflects the amount YOU paid, not the amount you will bill your client. The amount you will bill your client will always go into the Client Rate area.
The quantity of time budgeted for this activity.
Total amounts budgeted for this activity.Although budgets can be entered for each activity, they are normally entered as lump sums either by project, phase or room.
A short description of the activity.
This description prints on-time billing invoices to the client.
The message is the long description of this activity.
The message will print on the time billing invoice to the client.
Notes are where you enter additional information about this activity.
The notes will not print on the time billing invoice. It is for internal use only.
If this activity is associated with an item, the Client-Room-Item-Component and summary description will be visible.
Note: Activities that are associated with specific items should be created using the Activities tab within the item screen. The most common use for this would be a reminder to follow up on a specific item.
The time tracker allows you to enter a group of dates with time spent.
The total of all time spent can automatically fill in the quantity for this activity.It's meant to be used on a small scale to track time when you have to start and stop multiple times (within the same day) while completing a specific task.
For example, you work 1 hour a day drafting a floor plan for 10 days.
Start Date Time
The time this work session started.
End Date Time
The time this work session ended.
The quantity of time spent on this work session.
The quantity is calculated as the start time - the end time.
The description for this work session.Note: Tracker details do not show up on the invoice. Only the Description and Message will show up on the invoice to the client. You can print a separate report to show details for time tracker entries from the reports menu. Activities can be viewed in a calendar format by selecting Calendar from the Projects tab.