Knowledge Base > User Guides > Time & Billing > Getting Started > Basic Setup > Time > How to Create a Work Code

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OVERVIEW

A work code is a time tracking mechanism. That means in order to track time in OfficeTools WorkSpace, you will need to use a work code. Although WorkSpace comes with a default list of work codes that a lot of accounting firms adhere to, it is encouraged that you tailor your work code list to your firm’s specific needs.

USER GUIDE

To add a work code navigate to the Setup menu located at the top of the screen, click on Billing, and then Work Codes. This will open the Work Codes list that will have all currently existing codes. You can edit or delete codes from this screen as well, but to add a new code click Add.

Work Codes Path

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 needs 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. 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, then 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 in 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. Please see appropriate guide.

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 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.

Once all pertinent information has been filled in, click OK and the new work code has been created.

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