Tasks Sub-Tab

This section includes the fields and descriptions for the Tasks sub-tab.

Field	Description
Task	Enter the name of a new task in this field. Maconomy checks that the specified task does not already exist for the current job. Specifying tasks from task lists of other jobs is allowed. Once created, you cannot change the name of the task.
Note No.	Enter the template note on each task that requires justification.
Task Description	In this field, you can enter a short description of the task. Depending on the setup of your invoice layouts, this text may appear on invoices.
Blocked	In this field, you can specify if the current task is blocked. If it is blocked, no entries can be registered on the task. Blocking or unblocking a task does not affect the approval status of the task.
Derived Act. No.	In this field, you can enter an activity number for the current task. If you enter the number of an activity, this activity will be selected and applied when using the current task in connection with a registration, provided that no activity number is entered by the user. If no number is entered in this field, the activity number entered in the card part of the window Task Lists for the current task list, if any, will be used. For more information, please see the description of the window Task Lists. If a task is created from the budget line (see the description of the field “Task” in the window Job Budgets), and the system parameter “Mark ‘Overwrite Activity’ On Tasks” is marked, the activity from the job budget line is entered in this field when the task is created, and the field “Overwrite Activity” below is marked. Note that to enter, change or remove an amount or time activity in this field, you need permission in the window Actions in the Set-Up module to change amount or time activities.
Overwrite Activity	In this field, you can specify if the activity shown in the field “Derived Act. No.” should overwrite any manually entered activity. This field will be marked automatically if the current task is created from a job budget, and the system parameter “Mark ‘Overwrite Activity’ On Tasks” is marked.
Activity Name	This field shows the activity text entered for the activity in the window Activities.
Activity Type	This field displays the type of the current activity.
Job Price Group No.	In this field, you enter the number of a job price group. The current activity is assigned to the specified job price group. When a reference is made to a job price group on a line in a job price list, all activities assigned to the job price group in question will determine the price on the current job price list line. For a more detailed description of job price groups, please refer to the description of the window Job Price Groups.
Included in Fixed Price	A check mark in this field indicates that the entry is included in the fixed price of a fixed price job. When you create a new line, Maconomy automatically marks this field, if the current entry is not to be included in the fixed price of the relevant job. The check mark in this field cannot be removed manually.
Allow Time Registration	Select this field to make the task available for time-related windows such as Time Sheets and SpeedSheet. If you created a task with the Overwrite Activity field selected, the Allow Time Registration field is derived from the activity. You cannot allow time registration for Amount activities if the “Disallow reg. on amount act. in time sheets” field is selected in the Systems Parameter window. You cannot allow time registration for Summary activities.
Allow Expense Registration	Select this field to make the task available for the registration of expenses. If you created a task with the Overwrite Activity field selected, the Allow Expense Registration field is derived from the activity. You cannot allow expense registration for Time activities.
Allow Mileage Registration	Select this field to make the task available for mileage registrations. If you created a task with the Overwrite Activity field selected, the Allow Mileage Registration field is derived from the activity. You cannot allow mileage registration for Time activities.
Allow Purchasing	Select this field to make the task available in purchasing-related windows. If you created a task with the Overwrite Activity field selected, the Allow Purchasing field is derived from the activity. You cannot allow purchasing for Time activities.
Allow Invoicing On Account	Select this field to make the task available in invoicing on account-related windows. If you created a task with the Overwrite Activity field selected, the Allow Invoicing on Account field is derived from the activity.
Allow Invoicing Plan	Select this field to make the task available in invoicing plan-related windows. If you created a task with the Overwrite Activity field selected, the Allow Invoicing Plan field is derived from the activity.
Requisition Type	Select the type of requisition: Taxi, Car, or Courier.
Access Level	In this field, you can specify the name of an access level. A user only has access to the current job price group if he or she is granted access to this level or a higher level in the window User Access Levels in the Set-Up module. Only users with access to the current job price group can see and edit the price group in this window. In other windows, for example, the windows Activities and Employees, it is only possible to assign an employee, activity or task to job price groups to which the user has access. In addition, the selection of job price groups in the window Job Price Lists will be limited to the job price groups to which the user has access. Please note that this access control model only applies if the standard access control configuration has not been changed in your Maconomy system. For further information about the standard access control configuration, please see the section “Introduction to the Access Control System” in the Set-Up module. If no access level is specified, all users have access to the current job price group.
Budget Update Access Level	In this field, you can enter an access level on the task in question to restrict its use in the Job Budgets window. A user only has access to the current task in the job budget if he has been assigned to this level or a level above this in the User Access Levels window. This access control ensures that when working on the budget, you can only enter a task to which you have access, and in this window you can only edit the tasks to which you have access. If you do not have the specified access level, you can still see the budget lines with that task, but you will not be able to change (or create) budget lines with the given task.
Use Daily Descriptions	If you select this field, making registrations on the current task in the Time Sheets window will require that you complete the “Daily Description” field also. Selecting or deselecting this field overrules the setting of the corresponding field in the card part. See the related field in the card part of this window for more details.
Approved	If you mark this field, the current task is approved. If you remove the mark, approval of the current task is revoked. Only users who have been allowed to approve tasks in the window Actions in the Set-Up module can mark or unmark this field. If you can approve tasks, this field is automatically marked when you create or change a task. Tasks can be approved in the window Approve Tasks as well. You can define whether tasks need to be approved or not, and whether approval is needed for activities of the type Amount, Time, or both types. This is determined on a system-wide level in the window System Information in the Set-Up module.
Approved by	This field shows the name of the user who last approved the current task. If the task is not approved, the field is blank.
Approval Date	This field shows the date of the latest approval of the current task. If the task is not approved, the field is blank.
Standard Note No.	In this field, you can specify the number of a note created in the window Notes in the Set-Up module. The field is used for adding a number of extra fields in which the user can enter information about the task on purchase lines (lines in the table part of the windows Requisitions, Requests for Quote and Purchase Orders) where the current note is used. This could, for example, be useful if the task information is too generic and therefore does not provide sufficiently specific information. For instance, if the task is for consultancy services, the basic information about the task is static, but each time a consultancy service is ordered, you may wish to also register such information as the type of work in question, the skill level required, and so on. It is therefore useful to add a number of fields so that a user ordering a consultancy service is allowed to enter this information. Once the line has been created and a note has automatically been assigned to it, you can enter the additional information by opening the window Notes in the Set-Up module, selecting the note assigned to the purchase line, and specifying the relevant data in the table part. You may have many types of generic tasks in your system, and most likely they do not all require the same additional information. Therefore Maconomy allows you to extend any task by any number of additional fields. Fields are added assigning the task to a note where the headings in the table part represent the additional fields in which the user should enter specific information about the specific task specified on a given purchase line. Whenever the task is entered on a purchase line, a copy of the note specified on the task is automatically created and assigned to the purchase line in question. However, if the system parameter “Standard note is derived from Activity before Task” is marked, and a standard note has been specified for the activity specified on the purchase line, the note assigned to the purchase line will be a copy of the one specified on the activity in question. In the window Notes, the user can then enter the required information in the table part of the note assigned to the purchase line. The information entered in the note will also appear on external printouts. For a description on how to set up standard notes for activities and tasks, see the description of the system parameter “Standard note is derived from Activity before Task” in the Set-Up module.
Note Description	This field shows a description of the note specified in the field “Standard Note No.” above.
Task Group 1-6	These fields retrieve their values from the budget of the current job, and only if the current task is job-specific. The fields show the text from the “Description” field on the top-level sum line of the group of budget lines in which the current task is selected. If the task is selected in more than one group, this field is blank. The grouping information is taken from the planning budget. If a task is not present in the planning budget, similar information will be taken from the baseline budget. Thus, in case of inconsistency between the baseline budget and the planning budget, the planning budget will override the baseline budget. The information will always be taken from the latest revision of the budget, regardless of whether that revision is approved or not. For further information on work breakdown structure and task groups, see the descriptions under “Job Tasks” and under “Job Budgets.”
Dim. Comb. No.	In this field, you can enter the number of a dimension combination of the type “Dimension Derivation” created in the window Dimension Combinations. If you specify a dimension combination, Maconomy will use the values in this dimension combination when deriving dimensions from the current task. However, any dimension derivation values specified on the current line will be used instead of those specified for the same dimensions in the dimension combination. This means that the dimension combination only applies to the dimensions for which no value has been entered on the line. If Maconomy is deriving dimension values from the task, and a value can be found neither in the dimension combination nor on the line itself, Maconomy will attempt to find a value for the dimension in the card part in the window Task Lists. In the card part, the dimension value can also be specified in a dimension field or through a dimension combination. For a detailed description of the procedure used when Maconomy derives dimension values from tasks, please see the description of the fields “Dim. Comb. No.” and “Location” in the card part of the window Task Lists, and the description of the field “Derived Location” in the table part.
Derived Location	In this field, you can enter the name of a location. This location will be used when deriving dimension values from the current task. Even if you have specified a dimension combination in the field “Dim. Comb. No.,” a value entered in this field will be used rather than the value (if any) found for this dimension in the dimension combination in question. When deriving values from a task as a result of a registration being made, Maconomy uses the following list of priorities to find a dimension value to be derived for the dimension Location: If a location has been specified on the task, this location is used along with the line’s specification of whether to overwrite. If no location had been specified on the task, Maconomy will attempt to find a value for the dimension in the dimension combination specified on the task line (if any). If a dimension combination has been specified on the task, the following list of priorities is used for finding a location in the dimension combination: If a location has been specified on the topmost line comprising the company to which the registration pertains, this location is used along with the line’s specification of whether to overwrite. If no location was found in the table part of the dimension combination, Maconomy uses the location specified in the card part of the dimension combination, along with the card part’s specification of whether to overwrite. If no location could be found in the dimension combination of the task line—or if no dimension combination has been specified on the task line—Maconomy uses the location (if any) specified in the card part of the task list in the window Task Lists, along with the card part’s specification of whether to overwrite. If no location has been specified in the card part of the task list, either, Maconomy will attempt to find a location in the dimension combination specified in the card part of the task list (if any) in the window Task Lists. The method used for finding a location here is similar to the one described in item 2. If no location could be found in the dimension combination in the card part of the task list in the window Task Lists—or if no dimension combination has been specified in the card part of the task list—no location is derived from the task. See the section on dimension derivation in “Introduction to the G/L Module” as well as the description of the windows Dimension Derivation and Dimension Combinations for further information about dimension derivation.
Overwrite Location	In this field, you can specify if the location shown in the field “Derived Location” should overwrite any manually entered location.
Derived Entity	The functionality of this field is similar to that of the field “Derived Location” above.
Overwrite Entity	The functionality of this field is similar to that of the field “Overwrite Location” above.
Derived Project	The functionality of this field is similar to that of the field “Derived Location” above.
Overwrite Project	The functionality of this field is similar to that of the field “Overwrite Location” above.
Derived Purpose	The functionality of this field is similar to that of the field “Derived Location” above.
Overwrite Purpose	The functionality of this field is similar to that of the field “Overwrite Location” above.
Derived Spec. 1-3	The functionality of this field is similar to that of the field “Derived Location” above.
Overwrite Spec. 1–3	The functionality of this field is similar to that of the field “Overwrite Location” above.
Derived Local Spec. 1-3	The functionality of this field is similar to that of the field “Derived Location” above.
Overwrite Local Spec. 1–3	The functionality of this field is similar to that of the field “Overwrite Location” above.