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Creating Work Sheet Transactions - from Activities

A Work Sheet Transaction can be created when you mark an Activity Done and save it. For this to happen, the Activity must be assigned an Activity Type that belongs to an Activity Class in which you have selected the Create Work Sheet Transaction option. After you have defined the appropriate Activity Types and Activity Classes, it becomes easy for users to register their own time using the Calendar or Task Manager. You may also find it useful to specify an Item (which must be a Service Item) in each Activity Type and to select the Force Entry of Service Order and Force Entry of Invoice Item options in the Activity Classes. The Item should represent the type of labour. Note however that Activities cannot remove Items from stock and therefore you cannot use them to record the use of spare parts. You must do this using Work Sheets.

Enter the Activity in the usual fashion (e.g. from your Calendar or Task Manager or by opening the Service Order or Work Order in a record window and selecting 'Workflow Activity' from the Create menu (Windows/macOS) or + menu (iOS/Android)).

Specify an appropriate Activity Type (i.e. one that will cause Work Sheet Transactions to be created as mentioned in the first paragraph).

On the 'Time' card, enter the time spent working on the task directly to the Cost (Time) field, or enter Start and End Times to have the Cost (Time) calculated automatically. You can choose any Task Type except Project, but the Calendar Type must be Time.

After you have chosen an Activity Type and entered a Cost (Time), change to the 'Service' card to specify the Service Order, the Item Number and Serial Number of the Item being repaired (in the Item and Serial No. fields respectively) and to enter an Item representing the type of work carried out (in the Invoice Item field). This must be a Service Item, and a default Invoice Item will be brought in if you specified one in the Activity Type. If you selected the Force Entry of Service Order and Force Entry of Invoice Item options in the Activity Class to which the Activity Type belongs, you will not be able to save the Activity if the Service Order and Invoice Item fields are empty.

When you mark the Activity as Done and save it, a Work Sheet Transaction will be created. You can then view the new record in the Work Sheet Transaction register:

The Registered and Invoice Quantities will be taken from the Cost (Time) field of the Activity (converted to decimal figures). The Unit Price according to the valid Price List for the Customer will be used. If the Customer has no Price List specified, or the Item is not on the Price List in question, the Unit Price will be the Base Price from the Item record. The Cost will be taken from the Cost per Hour field on the 'Job Costing' card of the Person record for the Employee. If this is blank, it will be the Cost Price of the Item plus its Extra Cost. A discount percentage will be calculated if you have allocated a Discount Matrix that includes the Item to the Customer.

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The Work Sheet Transaction register in Standard ERP:

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