How do I set up activities?
Setup → Activities holds everything activities need. It shows when Activities is on, for people who manage activities.
The tabs are Types, Budgets, Cost items, Venues, Approvals and Rules.
Types
| Column | What it means |
|---|---|
| Type | The name |
| Has a talk | |
| Pays an honorarium | A speaker can be paid |
| Grant | Money to an institution |
| Needs a speaker | |
| Min doctors | |
| Documents | Which of Invite, Attendance sheet, Photos, Receipts, Grant letter and Agenda it needs |
| Advance | Money can be paid before |
| In use |
Open a type for more: Max cost per head, Needs a product, Honorarium approval (each honorarium goes through its own approval, and the approver can change the amount), Settle within (days).
Budgets
Pick last month, this month or next month. Each budget head shows Used against its Budget; type the amount and press Save. Add budget heads in the small list beside it.
"Over the monthly budget" decides what happens when an activity goes over: OFF, WARN (to start with) or BLOCK.
Cost items
Item, Type, Cost and In use: the lines an activity's cost is built from.
Venues
Where activities are held. Institutes are venues on their own. Add venue: Name, Type, Address, City, Latitude, Longitude, Active. Find on Google, when the company has it, fills the name, address and map point from a place name.
Approvals
The approval routes for Activity, Grant, Settlement and Honorarium. They work as on Approval rules.
Rules
| Rule | To start with |
|---|---|
| Days ahead an unplanned activity is asked for | 3 |
| Most unplanned activities a month | 2 |
| Days to report an activity | 5 |
| Highest honorarium | 100,000 |
| Receipt needed above | 0 |
| Most activities a doctor attends a year | No limit |
| Most honoraria to one doctor a year | No limit |
| CNIC needed for an honorarium | Off |
| Finance approves settlement | Off |
Running an activity is on Activities.