How to Create a Work Code

A work code in OfficeTools WorkSpace is a unit of time tracking a staff member can use to record the differences in the type of job they are doing. Work Codes are required to track time in OfficeTools, there is no way to do so without one. A work code is used for identifying the billable rate(s) associated with a specific type or types of work performed. Work codes are designed to allow ease of identifying the purpose of a time card and/or invoice as it pertains to the billable amount as well as the invoice description.

• Go to Setup> Billing> Work Codes

This will open the Work Code list that will display all currently existing codes. You can add, edit or delete codes from this screen as well.

• Click Add and choose your settings.

The Add Work Code window that comes up will allow you to create your code and populate all related details. First off, the new work code will need a Summary Description which will effectively be its name. Secondly, work codes have three different configurations; billable, non-billable, and paid time off (PTO) which are designated using the Billable and PTO boxes, or leaving them blank. Only one selection should be made, so they should not be marked as both Billable and PTO.

Please note: If you are a sole-proprietor than you can fill in your hourly billable rate for this code in the Billable Rate field. If you are not a sole-proprietor than you WILL NOT fill in the Billable Rate field. Leave it as "0.00"

You can also populate a Work Code Number for sorting and ease of keying it in on a timesheet. If you have “Accounting” services as code 100, it will probably sit towards the top of the list and when you want to track time to it, you can type “100” to pull that code up.

Lastly, there are three checkboxes on the right, Pay Subcontractor, Single Unit Only, and Taxable. These boxes are very rarely used if ever. Pay Subcontractor will come into play if you have employees that are subcontracted and use OfficeTools WorkSpace. This will allow their rate to be populated for their payment. Single Unit Only should be completely disregarded as it is being removed. Taxable allows you to set this type of work to have sales tax charged against it. If this is applicable to you, you will also need to set up your sales tax regions.

The Long Description/Invoice Description field is where you can populate a longer, more detailed description of this service that will show on the invoice is a work code style invoice is selected. You can use merge fields from the Insert Date Calculations into the Long Description field, which will allow you to plug in date sensitive calculations into the description so that you will not have to key them in or change them every time you create an invoice.

• Click OK to add the code.

This Work Code can now be used to track time. A billing rate must be associated with the Work Code for staff members in order for the code to show as billable.