Activities are a very simple code list used for further segmentation of your company. By creating activities and assigning them to documents, you can work with outputs divided by activity. These can include any analytical or accounting outputs, or even fully custom user queries.
This code list is primarily useful for non-profit and contributory organizations.
By default, no activities are created in ABRA Flexi. This means that the field is not mandatory and its use is not required.
Where to create an activity?
You can find Activities among the code lists in company settings or by using the search. When you open the Activities agenda, a new company will display the following view.
As mentioned in the introduction, no activities are created by default. Using the New button in the top-left corner of the application, you can easily create a new activity and fill in the required details.
If you cannot see a certain field in the form (for example, the address field is hidden by default), you can easily display it using form field settings.
The key fields to consider are:
Name (the name of the activity; required field)
Code (unique identifier of the activity; required field)
Note and description (optional supplementary text fields)
Validity (if the activity is only valid within certain date ranges, this can be configured here — the principles are described in our guide)
Once the activity is configured as needed, you can proceed to use it.
How to use an activity?
Activities are used by filling them in on any document or other code list. This can include orders, invoices, or warehouse documents, as well as warehouses or business partners. Do you need a specific activity to be pre-filled for certain documents? You can achieve this using a document type.
Using an activity at the code list level
The key — and likely the only practical — use of an activity is filling it in on individual documents. This is because doing so enables you to subsequently generate accounting outputs focused on these activities.
Documents are closely related to their template, known as a document type. An activity can be pre-set within the document type, and by selecting that document type on a specific document, the activity will be automatically carried over.
Using an activity at the document level
The key use, however, is defining an activity on a specific document. An activity can be defined on any document, but it makes the most sense to fill it in on accounting documents — invoices/receivables/payables, cash/bank, warehouse documents, and internal documents. Accounting outputs primarily work with activities, and you can select the desired activity directly in the output wizard. The result will be an output filtered to that specific activity only.
We will demonstrate this using an issued invoice, where we fill in the activity. It can also be filled in at the line-item level — each line item can belong to a different activity. If you fill it in the document header, the line items will inherit it by default.
In any accounting output, you can then specify which activity the output should be generated for. Outputs draw their values from the individual document line items.
In connection with activities, you can also create custom reporting using so-called user queries. If you are interested in creating a custom report, please do not hesitate to contact us.