An activity lets you track transactions that occur in General Ledger or in any of the Caselle subsystems. For example, a  town has an annual St. Patrick's Day parade in March. To track expenses associated with the parade, the town sets up an activity to start tracking on the first day of March and stop tracking when the month ends. During the month, clerks can enter transactions for payables and receivables and tie the transactions to the St. Patrick's Day activity. When the activity ends, the town uses activity reporting to review the costs and  expenses for the parade so they can plan accordingly for the following year. 

Using an activity lets you enter transactions in different Connect applications and tag them with the activity number. The activity number allows you to use reporting features in Connect to see all of the transactions that have been created for the activity. 

Preparation

• Turn on activity reporting. See the help topic titled How do I turn on activity reporting?

Webinar: Activity codes

In this webinar, learn: 

• What is an activity code and why they are useful (for example, for tracking grants)

• How to set up a new activity

• How to troubleshoot an activity that isn't showing transactions for a journal

• How to make changes to an existing activity

• How to use Activity Inquiry to view transactions linked to an activity

• How to look up activity in different Connect applications. 

• How to set up a payment category for an activity in Cash Receipting

Adding a new activity

1. Open Connect General Ledger > Activities > Setup New Activities.

2. Click to select the field titled Title, and then enter the activity name.

This can be any word or phrase that will help you identify the activity. For example, the activity number is 1 and the activity title is St. Patrick's Day Parade. 

Setup New Activity, Title

3. Use the Beginning Period menu to select the first period the activity is active.

You can determine the active period for an activity. During the active period, users can assign the activity to transactions. In this example, the city wants the activity to record period 03/YYYY, which starts 3/1/YYYY.

4. Use the Ending Period menu to select the last period the activity is active.

When the active period is over, users will not be able to select the activity when they enter a transaction. In this example, the last day of the activity is 03/31/YYYY. On 04/01/YYYY, the activity status changes to inactive and you won't be able to assign the activity to a transaction. 

5. To set up an activity that repeats annually, click to select the Auto-increment Dates checkbox.

For activities that repeat every year, you can set up the activity settings to create a repeating event. when the activity date range expires, Connect will move the date range forward one year. That way, you won't need to create the activity each year. 

Setup New Activities, Auto-increment dates

6. Click Save (CTRL+S).

The activity is saved.

Looking up activity information

Use Activity Inquiry to look up an activity and see the transactions that have been created for the activity. If a transaction is missing, make sure the transactions have been updated from the subsystem to Connect General Ledger. More

Reporting by activity

These reports will show transactions that have been flagged with an activity number. More

Activity Account Summary

Activity Budget by Levels Report

Activity Budget Journals

Activity Budget Review Report

Activity Budget Worksheet

Activity Detail Ledger

Activity Journals

Activity List

Activity Summary

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