Activity Slips Overview
Activity slips are the principal records of the Time Billing Command Center. Activity slips provide a record of the activities your company has performed for your customers. Activity slips are used in the preparation of time billing invoices. Information from your activity slips also is the basis of many time billing reports.
Step 1: Enter cards and an activity
Step 2: Enter the units worked
Step 3: Enter a job and notes (optional)
Step 4: Enter adjustments and billing information (optional)
Step 5: Add the activity slip to your records
Activity slips provide a record of the activities your company has performed for your customers. When you’ve performed an activity, you can bill your customer for your time using time billing invoices; you’ll use activity slip records to prepare the line items on those invoices. The information on activity slips is used on many time billing reports. Activity slips also are useful for tracking your employees’ time. You should create an activity slip every time your company performs an activity.
There are two views for activity slips. In the Single Slip Entry view, you can record the most detail possible. If you record many activity slips and want to record several at once, or if you require a little less detail on your activity slips, you can use the Multiple Slip Entry view. See Creating multiple activity slips for more information.
When you create an activity slip, you can enter two cards. The first card is for the employee or vendor who actually performed the activity for your company. The other card is the customer for whom your company performed the activity. If you’re creating an activity slip for a chargeable activity, you must enter both cards.
The Rate field appears when you enter a chargeable activity. A rate should appear in the field automatically. The rate is what you charge your customers for one hour or billing unit of the activity.
You can set up separate billing rates for activities, for employees and vendors and for customers. You can indicate which rate you want to use for an activity in the Activity Information window.
Click below for the step-by-step procedure:
The units you enter on an activity slip are the hours or billing units you spent performing the activity. When you enter a chargeable activity on an activity slip, the unit of measurement you entered for the activity appears next to the Rate field.
If you want to record the units but bill your customers for a different number of units, you can make adjustments before you bill your customers using other fields in the Enter Activity Slips window.
If you’re creating an activity slip for an hourly activity and you can leave the Enter Activity Slips window open while you perform the activity, you can clock your elapsed time using the timer in the Enter Activity Slips window. Using your elapsed time, MYOB AccountEdge can calculate units and enter them automatically on the activity slip. See To enter units using the timer for information about using the timer.
If your company tracks billable time in special units of 1 minute, 6, 10, 12, 15 or 30 minutes, you can enter your time in those units in the Enter Activity Slips window. For example, if you track your billable time in 6-minute units, to create an activity slip for an hour of your time you’d enter 10 in the Units field. You can set up your units for hourly activities using the Preferences window.
Click below for the step-by-step procedure:
If you’re creating an activity slip for a chargeable activity, you can allocate the activity slip to a job. You can also enter notes for the activity slip. If you create time billing invoices using the Prepare Time Billing Invoice window, you can print activity slip notes on invoices.
Click below for the step-by-step procedure:
Enter a job and notes (optional)
You can enter adjustment and billing information for an activity slip in the fields on the right side of the Enter Activity Slips window (Single Slip Entry view). The Adjustment fields are useful if you want to bill your customer for a different number of hours or units than the number you entered in the Units field. If you’ve already billed the customer on an invoice, even partially, you can enter the amount in the Already Billed fields.
Both columns in the Adjustments fields show the same information, but in different terms. Entries in the left column are in hours or billing units. Entries in the right column, which appear only for chargeable activities, appear as currency amounts.
You can enter adjustment units or amounts as negative numbers if you want to indicate fewer hours or a lesser amount. On activity slips for non-chargeable activities, you can enter adjustment units only. However, adjustments you enter on activity slips for non-chargeable activities are for your information only, since non-chargeable activities can’t be included on time billing invoices.
You can change the billable units and amount for the activity slip by entering adjustment units or an adjustment amount in the Adjustment fields.
You’ll rarely have to enter an amount you’ve already billed when you’re creating a new activity slip, but you can enter units or an amount for which you’ve already billed the customer in the Already Billed fields. Your entry will be subtracted from the Billable units and amount. The total units and amount that haven’t been billed yet appear in the Left To Bill fields.
If you’re viewing an activity slip you’ve previously created in the Enter Activity Slips window and you’ve created a time billing invoice for the activity slip, the amount you entered on the invoice will appear in the Already Billed fields.
Click below for the step-by-step procedure:
Enter adjustments and billing information (optional)
When you’ve entered all the information on an activity slip, you’re ready to add it to your AccountEdge records. When you record an activity slip, it will appear on reports. If you entered a chargeable activity on the activity slip, it will be available for billing using Prepare Time Billing Invoice window.
Click below for the step-by-step procedure:
Add the activity slip to your records
If you want to enter many activity slips at the same time or if you require a little less detail in your activity slip records, you can enter activity slips in the Multiple Slip Entry view of the Enter Activity Slips window. In the Multiple Slip Entry view, one line in the list represents one activity slip. Though this view allows you to enter a little less detail on the activity slip, you can still view any activity slip in Single Slip Entry view and enter more detail at a later time.
Click below for the step-by-step procedure:
To create multiple activity slips
If you record many activity slips, it’s likely that you’ll want to review your activity slip information at some point. The View Activity Log window allows you to locate and review information about the activity slips you’ve recorded. You can view activity slips recorded within a specific date range for the employee or vendor you select.
Click below for the step-by-step procedure:
To review summary activity slip information
Occasionally, you may find it necessary to change an activity slip. If you enter activity slips in the Multiple Slip Entry view of the Enter Activity Slips window, you may want to go back and enter more detail for an activity slip at a later time, as well.
When you’re making changes to activity slips you’ve previously recorded, be mindful of the effects of changes to activity slips on other areas of your record keeping. If you change an activity slip after you’ve billed for it using a time billing invoice, your changes won’t be reflected in the Sales Journal.
Click below for the step-by-step procedure:
To change a single activity slip
To change multiple activity slips or add detail to an activity slip
AccountEdge allows you to remove an activity slip from your records. However, if you’ve already billed for an activity slip, partially or in full, you can’t delete it. You won’t be able to remove the activity slip until you’ve purged the time billing invoice on which it was billed.
Click below for the step-by-step procedure:
Work you’ve done for your clients that you haven’t billed yet is called “work in progress.” In AccountEdge, work in progress is represented by activity slips for chargeable activities you haven’t yet included on time billing invoices. Any activity slip that doesn’t have $0.00 or 0 units left to bill is considered work in progress. When you bill your clients on time billing invoices, your accounting records will reflect the sales transactions for the activities you’ve performed. However from an accounting perspective, even if you haven’t billed your clients yet, once activity slips are recorded, your clients owe you money.
Activity slips are AccountEdge’s records of work in progress, but they don’t reflect the value of your work in progress automatically. Accounting entries are assigned to your linked accounts automatically when activity slips are billed on a time billing invoice. If your work in progress routinely represents a significant amount of money, you should consider adjusting your accounting records to reflect it.
Click below for the step-by-step procedure:
To adjust your books to reflect work in progress
Activity Slips Overview