Summary: Answers to frequently-asked
questions about tasks and the Task Table. Tasks are the foundation
of job tracking, estimating, scheduling, costing, and billing.
Jobs are built from the tasks, which are standardized in
the Task Table.
Q. How does the Task Table work?
The Task Table is the central warehouse for all tasks. Standard details
about each task are set up here to automate job tracking,
estimating, costing, and billing. The Task Table holds information like
how a task is categorized and arranged on invoices and estimates, which
income account is credited on billings, which cost account
is debited on vendor invoices, if sales tax should be calculated on this task, etc. When a task is added to a job, the
defaults are copied from the Task Table to the task on the job ticket. When a task is added to an invoice,
its billings details are copied from the task on the job ticket (not from the task table).
Q. Does each task on a job ticket need to
be part of the Task Table?
Yes. The Task Table stores details about each task that is copied to a job ticket. Job tasks can be added from the task table lookup list or from Setup > Task Table. Once a task is added to a job ticket, its details can be edited, if needed. (Double-click on a task in the job ticket window, edit any of the task's details, then click Save.)
Q. Does every field on the task need to
No. The task code, which uniquely identifies the task everywhere in Clients & Profits,
is the only required field. However, the task name should never be blank,
since it describes the task on windows and reports. But the other fields
are optional, but many should be filled out per the needs of your agency or shop.
Q. Do I have to add tasks to the job tickets
one by one?
Job templates, which contain a preset collection of tasks, can be created
in advance as part of job types/spec sheets. The job template is automatically
copied to jobs added with that job type. Each task assigned to a job
type can be given a default description, estimate amount, and scheduling lead time.
Q. What are a task's cGL and dGL fields?
The cGL is the default credit general ledger number used on job billings that include this task.
Enter the revenue account that is credited for that task on
A/R invoices. The dGL is the default debit general ledger
number used on job cost A/P invoices that include this task. Enter the job cost account that is debited for that task on A/P invoices. It's also used on job cost checks. NEVER
the accounts payable or receivable control accounts for a
task's cGL or dGL which will cause accounting problems, like the aging not agreeing to the control accounts.
Q. Can I track two different sales tax rates
for the same task?
Yes. Each task has two different sales tax settings. A task can be taxable or non-taxable. The actual sales tax rates are based on the clients. The task only tells the estimate or invoice that it is taxable.
Q. I don't want some tasks to be billed. How
do I keep them off invoices?
The kind setting lets you limit how, and if, tasks are
used on estimates, invoices, and in production.
If you only check the estimating box, a task appears on
estimates and client billings, but not on schedules. If only
the scheduling box is checked, a task appears on schedules,
but not on estimates or A/R invoices. Most tasks are both
kinds. The Always Unbillable check box is selected when costs
on a task will never be billed. This prevents costs from
calculating a marked up amount (gross cost) and thus from showing Unbilled amounts on the job ticket and job reports. Only net costs (cost to the agency) will be recorded against such tasks.
Q. Can I set up the Task Table so tasks appear
in the same order on both estimates and invoices?
Yes. Estimates and invoices both arrange tasks by group and sort. Tasks
are sub-totaled by group, then arranged in sort number. To set up groups,
choose Setup > Groups. To assign a group and sort number to tasks,
double-click on the desired task on the Task Table. (To assign or edit
the group and sort on one job ticket, find the job and double-click on
each task). There is a separate field for the sort on schedules, but this is often adjusted on the schedule itself.
Q. I entered the correct billing rate on
the Task Table. Why isn't that rate appearing on time sheets?
The job task for which you've entered time is not set to default to the task billing rate. You can edit the billing rate default on that job task. Find the job ticket, then double-click on that job task. Edit the Always use billing rate from option to "Task" and enter the task billing rate amount, if it's not already there, then click Save. Also, in the Job Ticket window, click the Edit toolbar button. Here is where the billing rate default setting for the entire job ticket is located. This setting is copied to each task as it is added to this job ticket, but tasks can be edited after adding them to a job. The billing rate default is not set up on the Task Table. The Task Table only contains the task billing rate amount. For more information, see the Accounting Preferences
online user guide or the Time FAQ's
regarding the different time bill rate calculation methods.
Q. Is there a system-wide default setting
for billing rate?
Yes. Open Preferences and choose Accounting. There are three defaults: client,
task, or staff. Whatever is chosen here is the main default for your
database. See the Accounting Preferences
user guide page for a description of each method that can be used to calculate the bill rate on time entries. When you choose to add a new job ticket, this is the main default
that is copied to each new job ticket. However, it can be edited to default
differently, if necessary, on the job type/spec sheet (which will override the preference setting), job ticket (as discussed in the question above),
or even on an individual task by double clicking on it then editing this setting. In the end, the setting on the task on the job ticket determines which method is used when time is added against this task.
Q. Will a task's markup in the Task
Table override the vendor's markup?
Yes, when a vendor invoice, PO, or job cost check is entered, markup is copied
from the job task, replacing the vendor's standard markup. Vendor markups are optional, so don't enter one if you'll be using the markup from the task table.
The markup rate on the job task
comes from the Task Table when the task is added to the job, unless there's a markup in the Client
file. The Client mark up always overrides the Task Table markup when
a task is added to a job ticket. Client markups are optional, so if you want to ensure the task table markup percentage copies to the task on the job ticket, don't enter any client markups.
Q. How can I change the details on all
existing job tasks after editing a task in the Task Table?
Choose the option to update existing job tasks, then click Save. Saving
will take longer because this task is being updated on every job ticket
of which it's a part.
But, be carefu
l, all the settings in the task table are updated for this task on every job of which it's a part, not just those field(s) you edited. This will override any custom changes to this task on job tickets.
Q. Can I remove old tasks that we are no
The tasks can't be deleted if they have activity (added to a closed job, invoice, etc.), but tasks can be
marked as inactive which keeps them off of lookup lists and prevents
them from being added to jobs. Tasks can also be renumbered
to change their task code.
Q. Can users be limited to using only a
specific set of tasks for a job?
If a job is assigned a profit center, only tasks within that profit
center can be added to that job. To assign a profit center
to a job, find the job ticket, and click Edit. To assign
a profit center to a task, choose Setup > Task Table. Double-click
on the task you wish to edit. (This feature is not available in Clients & Profits
Classic.) For more information on profit centers, see the FAQs
on this topic.
Or, if you just want to default a certain task for a user when they enter time, this can be set in each staff's record under Setup > Staff.