Activity Tracker Maintenance Form

In this article we look at how to create a new activity and the various sections of the form.

The Activity Maintenance form is broken up into the following key sections which we will look at in more detail in this article.

  • Header section,
  • Main tab,
  • Children tab,
  • Transactions tab,
  • Notes tab, and
  • To-Do tab

 

Header Section

To create a new Activity from the menu ribbon select New.

Enter your activity name in the Activity Name field and a description of the activity in the Description field.

Set your activity Start and end Dates.

Save your changes.

 

 

Field
Description
Activity Code

This is a system generated code.
Activity code numbers are manged in System Numbers.
Activity Name Field to enter a brief activity description.
Description Additional description field to add a more detailed description of the activity.
Status

Active – activity is active and can be used. This is the default status when a new activity is created.

Inactive – Activity has been closed and new transactions cannot be assigned to the activity.  All fields are disabled except for the status field.  Users can change the status back to Active if required.
Start Date

Activity start date.

This is a reference field only.
End Date

Activity end date.

This is a reference field only.
Disallow Transactions

This flag controls if the parent activity can have transactions assigned to it.

When ticked transactions cannot be assigned to this activity.

When unticked transactions can be assigned to this activity.

 

Main Tab

The Main tab allows you to link a Debtor record to the activity if required.

In this example our activity is related to tracking the sales and expenses for a specific salesperson, in this case the customer field is not populated as the activity is not customer specific.

If your activity is related to a specific job or project then you can link the activity to the required Debtor account, select the contact and applicable address.

 

 

Field
Description
Customer

This is a lookup field to Search Debtors.

  • This is not a mandatory field.
    When a customer is not selected the field displays No Customer Selected.
  • This field is editable whilst the activity has a status of Active.
    When the activity is made Inactive the field becomes read only.
Contact

This is a lookup field to Search Debtor Contacts.

  • This is not a mandatory field.
  • When a new activity is created this field will be blank.  Users can either manually enter a contact name or use the lookup to use an existing Debtor contact.
  • This field is editable whilst the activity has a status of Active.
    When the activity is made Inactive the field becomes read only.

Address 1
Address 2
Suburb
State
Postcode

A lookup field to Search Debtor Delivery Addresses.

  • These are not mandatory fields.
  • When a new activity is created these fields will be blank.
  • If the Customer field is populated the address fields will be populated with the Debtors default delivery address.
  • Users can manually enter or override the address details if required.
  • This field is editable whilst the activity has a status of Active.
    When the activity is made Inactive the field becomes read only.
Include Children in Summary

This flag is only active if the activity has child activities.

  • When Ticked the financial summary includes the child activities.
  • When Unticked the financial summary only displays the financial summary for the parent activity.
Financial Summary To Date

This grid provides a P&L overview of the transactions that are displayed on the Transactions tab.

  • To Date – Sum of all transactions.
  • Last Year – Sum of all transactions based on the General Ledger Last Year. 
  • Current Year – Sum of all transactions based on the General Ledger Current Year.
  • Next Year – Sum of all transactions based on the General Ledger Next Year.

 

Children Tab

The Children tab allows you to link activities together in a parent / child relationship for reporting purposes, similar to the way in which Branch Debtors works in Jiwa.

  • A parent activity is deemed a parent when a child activity is added to the Children tab.
  • A parent activity cannot become a child of another activity.
  • A child activity can only belong to 1 parent activity, it cannot be added to another parent.
  • A child activity cannot become a parent activity.

To add an activity to a parent simply click on the lookup button next to the activity name to bring up the Activity Search form.

 

 

 

Transaction Tab

The Transaction tab displays all transactions that have been linked to the Activity.

The grid display has the standard Jiwa grid functions which include transaction drill down, filtering and sorting.

This grid only displays transactions that have been activated or processed.

 

Field
Description
Starting Transaction Date

Date picker allowing users to filter transactions displayed on the grid.

Default date is set to the activities start date.
Ending Transaction Date

Date picker allowing users to filter transactions displayed on the grid.

Default date is set to the activities end date.

Transaction Type

Drop down list of transaction types to filter grid on.

Default is set to -Select-

 

Notes Tab

The Notes tab works in the same way as all other Notes in Jiwa.

Activity Note Types are maintained in the Activity Note Maintenance form which is available from the Activity Tracker menu.

 

To-Do Tab

The To-Do tab works in the same way as all other To-Do’s in Jiwa.