Tracking Expenses Related to Novel Coronavirus (COVID-19)

Tracking Expenses Related to Novel Coronavirus (COVID-19)

Local health departments stand on the front lines of coping with Novel Coronavirus (COVID-19).  As a result, the Federal Government has recommended that local governments track expenses related to the COVID-19 response for possible future reimbursement.  This article will step you through creating a GL Activity to track these expenses.  It will then provide links on how to go about recording transactions (e.g. accounts payable invoices, payroll time) and reporting on this Activity.  

TURNING ACTIVITIES ON 
We need to tell the system that we are in need of utilizing Activities in the various modules.  If you have used Activities in the past, you can skip this section and go on to the next.  
  1. Open General Ledger | Organization | Organization.
  2. On the lower left side of the screen, check the Use activity reporting checkbox.     
  3. Click the Close button.
  4. Open Accounts Payable | Organization | Organization.
  5. Click on the Interfaces tab.
  6. Click on the General Ledger sub-tab.
  7. Check the Allow activity reporting checkbox.
  8. Click the Close button.
  9. Open Payroll | Organization | Organization.
  10. Click on the Interfaces tab.
  11. Click on the General Ledger sub-tab.
  12. Check the Allow activity reporting checkbox.
  13. Click the Close button.
CREATING A GENERAL LEDGER ACTIVITY
Now, we need to create an Activity to track these expenses.  Follow these steps:
  1. Open General Ledger | Activities | Setup New Activities.
  2. Provide an Activity number.  This is the number that will be used whenever we want to code an expense to this Activity.  It does need to be numeric.
  3. Provide a Title.
  4. Change the Beginning period to a period where you will begin to track expenses.  You may want to start this at 01/20.  No expenses prior to this date will be able to be recorded to this Activity.  You do have the ability to change this date at any point.
  5. Change the Ending period to period in the future.  Keep in mind that no expenses after this date will be able to be recorded to this Activity.  You do have the ability to change this date at any point.
  6. Click the Save button on the toolbar.
  7. Click Yes to add the record.


RECORDING AND REPORTING ON A GENERAL LEDGER ACTIVITY
Follow one of the links below to learn more about the recording and reporting of GL Activities.






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