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How do I propose and settle an activity?

An activity is an event for doctors: a talk, a round table, a grant to an institution. It is proposed with its budget, approved, held, reported, then settled.

Requests → Activities shows when the Activities module is on.

Propose an activity​

  1. Press Propose an activity.
  2. Pick the Type, give a Title, the Date and Time.
  3. Pick the Institutes, the Venue, the Products and the Doctors invited.
  4. For a talk, name the Speaker and the Topic.
  5. Pick the Budget it is charged to.
  6. Add the estimate lines: each with Quantity, Unit price, Discount and Tax %.
  7. Give the Honorarium and any Advance.
  8. For an activity not in the plan, say Why unplanned.
  9. Press Save draft, or Send for approval.

The activity type decides what is needed: a talk, an honorarium, a speaker, how many doctors, the most cost per head, a product, which documents. See Activity setup.

Statuses​

Draft, In approval, Approved, Returned, Rejected, Held, Not held, Settled, Cancelled.

After approval​

  • After the activity is approved, marketing approves each honorarium and can change the amount. An honorarium moves through Proposed, In approval, Approved or Rejected.
  • Report (on or after the activity's day): say Held or Not held (with Why not), the Outcome, and Who came. Gifts listed in the items are given to each doctor when the activity is reported held.
  • Add expense (Approved or Held) adds what was actually spent.
  • Settle (for people who manage activities, once Held) closes it with the bank reference.

Cancel activity is open to the owner while it is a draft, returned or waiting, or once approved before its day.

The list​

Tiles: Activities, In approval, Approved budget, Report overdue.

Chips: All, In approval, Approved, Returned, Held, Not held, Settled, Unplanned, Report overdue, Settlement overdue.

Columns: Activity (planned or unplanned · type · number of doctors), Field manager, Date, Venue, Honorarium, Total, Advance, Documents, Status, Settle by. Budget by type shows the spend against the budgets.

Documents​

An activity can carry its invite, attendance sheet, photos, receipts, grant letter and agenda. The type says which are needed.