How To Use The “Cost Activity” Function For Accounts

In the top of the left-hand side of the account view (above the [Add account groups/tree structure]
buttons you should see two tabs, one named “Account group” the current one and the other named
“Cost Activity”. Clicking this tab will display a second structure view.
The idea behind this structure is to make the job choosing the correct account when placing orders. The
users creating orders are most likely not accountants and when presented with the long list of accounts
may have problems choosing the correct one for the order they are about to create. By using the
account activity function, you can group accounts based on the activity they are meant for. I.E. Creating
an activity group called “Docking” where only accounts to be used during a docking is listed etc.
When selecting an account for an order without the “cost activity function turned on, the account picker
will look like illustrated below to the left and with “Cost Activity” to the right:

Regular account picker compared to “Cost activity” account picker
Selecting an activity will limit the account list to accounts that is part of that activity group.
When selecting an account, for and order, using the “Cost Activity” picker the selected activity is also
displayed on the order form.

Excerpt of the order head form, displaying the “Cost activity” field.

How to activate the “Cost Activity” function?
To use the cost activity function, you will need to activate it this is done in the following manner.
1. Click [System] → [Settings] → “Order settings” tab → “General” sub tab → “Global PO Settings”
Here you will find a drop-down setting called “Account Selection Dialog”. This setting will alter
the “account picker” dialog
2. Two of the options in the list relates to “Cost activities”. Select either:
a. Cost activity (Optional)
This will include the “All items” group in the cost activity structure, allowing users to
select it and avoid first selecting an “cost activity”
b. Cost activity (Mandatory)
This will remove the “All items” group in the cost activity structure, forcing users to
select a cost activity, before selecting an account.
This setting is a “Global Settings”/” Fleet settings”, which means once activated at the office, the setting
is replicated to all units and will apply to all units/vessels. The setting cannot be turned off for individual
units.

How to add a cost activity?
1. Click [Purchasing] → [Accounts] → “Cost Activity” tab.
2. Click the [Add root node to tree]
3. Enter a name for the cost activity.

How to add an account to a cost activity?
1. Click on the default folder “All items” to get a complete list of accounts displayed in the grid on
the right-hand side
2. Select one or more account (Press the CTRL key or SHIFT key to select more than one account)
3. Drag and drop the account to the desired “Cost activity” folder/group.
Tip: An account can be added to more than one cost activity folder/group, and thus be available for
selection for several activities.

How to remove an account from a cost activity?
1. Select the “cost activity” group/folder containing the account or accounts you want to remove
from the activity.
2. Right click the account or accounts and select “Remove from cost activity”.
(To remove the account or accounts from all activities use the “Remove from all cost activities”
option found in the right click menu)

How to remove a cost activity?
1. Select the cost activity folder/group you want to remove.
2. Click the [Delete Node] button.
Note! You will only be able to delete “Cost activities” that do not contain any accounts. You will need
to remove any accounts from the group first, as described above. Once the cost activity group/folder
is empty, you may remove it