Costpoint Online Help

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Activities Subtask

Use this subtask to enter, manage, and track activities related to the vendor.

You can use this subtask to schedule and manage milestones, meetings/touchpoints, phone calls, and other activities related to the vendor. You can also add tasks and resources that are connected to or are involved with the activity. Contacts that you can associate with the activity include employees, customers (both regular and prospective), other vendors (both regular and prospective), leads, and other resources.

You can do a query to see if you are an activity owner or a resource of any records, or if there are pending tasks assigned to you. You can track records based on start and end date/time, completed date, and other options available on this subtask. You can also add the activity or task to your Outlook calendar.

This subtask is also available as a standalone screen, Manage Activities. Activity records added on this subtask are available in Manage Activities. Similarly, activities associated with vendor records through the Resources subtask of Manage Activities (or the Resources subtask of the Activities subtask in Manage Opportunities, Manage Contracts, Manage Subcontracts, Manage Leads and Contacts, and Manage Contract Management Customer Info) will display on the Activities subtask of Manage Contract Management Vendor Info.

Note: Before you can use the Activities subtask in Manage Contract Management Vendor Info, at least one contact must exist for the prospective or regular vendor record. If there is no contact linked to the vendor record and you click the Activities subtask, Costpoint displays an informational message and you will not be able to enter a record.

To enable the Activities subtask, you must create a record on the Address/Contact Info subtask as well as on the Contacts subtask.

In addition, a record must exist on the Resources subtask of the Activities subtask before you can save an activity record. Costpoint automatically populates that subtask with the prospective or regular vendor ID specified on the header screen, and you must enter a Resource ID and Seq No before saving the record in Resources. If you want to link another vendor record to the activity, add a new record on the Resources subtask and specify another vendor ID. Costpoint then links the activity to both the vendor from the header screen and the new vendor you specified.

Click New to add an activity.

Contents

Field Description
Activity ID Enter a unique ID to identify the activity, or leave this field blank to have Costpoint automatically assign an ID if the Auto-Assign Activity IDs check box is selected on the Configure Contract Management Settings screen.
Description Enter a description for the activity.
Priority

Select the priority of the activity. Valid options are:

  • None
  • Low
  • Medium
  • High
Completed

Select this check box if the activity has been completed. Once you selected this check box, the Completed Date field becomes populated, and all the fields on this subtask as well as on the Resources subtask become disabled. You will not be able to delete, make additions to, or modify the activity or the resource. The Tasks subtask, however, will remain editable.

You can clear this check box at any time to allow additional changes to the activity. Clearing this box also clears the Completed Date field.

Completed Date This field automatically populates with the date the Completed check box is selected.
Subject Enter, or click to select, an activity subject (for example, client visit, initial meeting, or post award debriefing). Valid values are only those that exist on the Manage Activity Subject screen. Codes that display in the lookup have the Show in Lookup check box selected in Manage Activity Subject. Only codes that are available in the lookup can be used for new records in Manage Contract Management Vendor Info.
Location Enter the location for the activity.
Start Time

Enter, or click to select, the start date for the activity. For new activity records, this field defaults to the system date, but you can edit it.

In the unlabeled field to the right, enter the start time for the activity. For new activity records, this field defaults to the system time, but you can edit it. When you modify this time, Costpoint automatically adds 30 minutes to the end time, but the end time will still be editable.

If the All Day Event check box is selected, only the start date can be edited. The start time is disabled and defaults to 12:00 AM.

End Time

Enter, or click to select, the end date for the activity. For new activity records, this field defaults to the system date, but you can edit it.

In the unlabeled field to the right, enter the end time for the activity. For new activity records, this field defaults to the system time, but you can edit it.

If the All Day Event check box is selected, both the end date and end time are disabled. The end date defaults to the start date, and the end time defaults to 12:00 AM.

Ensure that the end date and end time are not earlier than the start date and start time. Otherwise, Costpoint throws an error message.

All Day Event Select this check box to mark the activity as an all-day event. Selecting this check box disables the start time as well as the end date and end time.
Activity Owner Enter, or click to select, the employee who is the owner of this activity. The unlabeled field to the right displays the employee name.
Method Enter, or click to select, an activity method (for example, email, meeting, phone call, or task). Valid values are only those that exist on the Manage Activity Methods screen. Codes that display in the lookup have the Show in Lookup check box selected in Manage Activity Methods. Only codes that are available in the lookup can be used for new records in Manage Contract Management Vendor Info.
Opportunity ID

Enter, or click to select, the opportunity ID that should be associated with this activity. The unlabeled field to the right displays the opportunity name.

Contract ID

Enter, or click to select, the contract ID that should be associated with this activity. The unlabeled field to the right displays the contract name.

Subcontract ID

Enter, or click to select, the subcontract ID that should be associated with this activity. The unlabeled field to the right displays the subcontract name.

Notes Enter additional notes or comments about the activity.
Download Outlook (.ics)
Note: This button is available only in Form view and displays once you have saved the record.

You can use this button to add the activity to your Outlook calendar. Click this button to download an .ics file containing information about the activity. And then, click the downloaded file on the browser window, or open it from your local Downloads folder. You can save the file as is or make modifications before adding the activity to your Outlook schedule.

The .ics file automatically sets the appointment as Busy. The other values get copied from the screen and include the following:

Screen Field .ics File
Activity Owner Organizer name
(None) If the activity owner has a corresponding email address stored in the system, that email address displays on the .ics file's Organizer email. Organizer email
Description Subject
Location Location
Start Time Start time
End Time End time
All Day Event All day event
Notes Details/Body

Subtasks

Subtask Description
Resources Use this subtask to enter, edit, or view resources associated with the activity.
Tasks Use this subtask to enter, edit, or view tasks related to the activity.