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Tasks
are the basis for estimating, scheduling, job
costing, billing, and job profitability reports
Since they serve so many functions,
they’re very important. Your tasks are completely
customizable. The tasks you add to your Task Table
reflect the diversity of the work you do. That’s
why no two companies have the same tasks. Tasks
are flexible. Every job has at least one task,
but may have dozens.
The task table is a central warehouse for every task you’ve ever
used, or will use. The task table itself may contain hundreds of tasks.
Each task has standard details, or defaults, that are copied to your
jobs. This information, including sales tax settings, markups, and billing
rates, automate much of your job tracking. You can add new tasks, make
changes, or delete tasks anytime, for any reason.
A task is identified with a 4-letter code. The task code can contain
any combination of letters or numbers (or both). Every task has a name
that appears on estimates, invoices, and reports. Clients always see
the name, not the code. Task codes are customizable.
To see the Task Table
1 Choose Setup > Task Table.
At first the Task Table
only shows active tasks. Since tasks can’t be deleted
if they exist on old jobs, you’ll eventually
have a lot of obsolete tasks on the Task Table.
These outdated tasks can be made “inactive” to
keep them off the Lookup
List and the task
list. This helps prevents old tasks from being
inadvertently used on new jobs. To see both active
and inactive tasks, click the Show/Hide button.
 Several
tasks can be made inactive (or vice versa) by selecting them
with your mouse, then clicking the button.
To add a new task to the Task Table
1 Click the add
Task button, or choose Edit > Add New Task.
2 Enter the new task’s details, then click Save.
Once a new task is saved, it appears in the Task Table for others to
see and use immediately.
To edit a task on the Task Table
1 Choose Setup > Task table, then click on a task
to select it.
2 Click the edit
Task button, or double-click on a task in the
Task Table.
3 Make any changes to the task, then click Save.
Changing a task here doesn’t affect existing job tasks -- unless
the “update existing tasks” option is checked. This option
finds this task on all of your existing jobs, then changes the job tasks
one-by-one. Don’t select this option unless you want task information
on old jobs changed.
| cGL
vs dGL The debit and credit accounts
on your job tasks automate the financial
accounting for job costs and client billing.
These default accounts are copied from
the Task Table when a new task is added
to a job ticket. They are then copied to
A/P and A/R invoices whenever you type
in a job task then press Tab. They prevent
data-entry errors that can make your financials
less accurate, since cGLs (i.e., credit
G/L accounts) and dGLs (i.e., debit G/L
accounts) are set by default. They ensure
that the same G/L accounts will be updated
whenever a certain job task is used for
costing or billing. (Plus, it's simpler
for users since they don't have to decide
which debit or credit G/L account to use
for job costing and billing). The job task's
cGL is copied to client invoices, and is
an income G/L account. The job task's dGL
is copied to vendor invoices and job cost
checks, and represents a cost G/L account. |
To delete a task from the Task Table
A task can be deleted from the Task Table as long as it isn’t used
on any job.
1 Click on a task to select it.
2 Click the delete
Task button, or choose Edit > Delete.
To print a task list
1 Click the print button,
or choose File > Print Tasks.
Tasks will be arranged by group, then sorted alphabetically by task code.
A
task list can also be printed from the task table lookup
list. To print a task list from the Lookup List window, click
the Print button. Tasks will be sorted in the same order
as the Lookup List window (which you can change by clicking
on the window’s column headings before printing), but
without groups.
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