Tasks Sub-Tab
This section includes the fields and descriptions for the Tasks sub-tab.
| Field | Description |
|---|---|
| Task | In connection with the creation of a task list, you can enter the name of the current task into this field. Maconomy checks that the specified task already exists on the current task list. It is allowed to specify tasks which are assigned to other task lists. |
| Description | In this field, you can enter a short description of the task. |
| 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 revoke any approval of the task. |
| Derived Act. No. | In this field, you can enter an activity number for the current task. If you enter a number, it will be applied in connection with a job to which the current task list is assigned, 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 this window, if any, will be used.
Note that to enter, change or delete 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. |
| Activity Name | This field shows the activity text entered for the activity in the window Activities. |
| Activity Type | This field shows the activity type of the activity as specified in the window Activities. |
| Job Price Group No. | In this field you enter the number of a job price group. The current task 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 tasks 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 | This field and the job parameter Fixed Price Inclusion Setup determines whether registrations on a certain task are included in the fixed price.
When a task is created, the value of this field will be set from the default value coming from the derived activity, or if the task does not derive an activity, it will be set to true. Modification of this field can only be done if no jobs are using the task list. |
| Allow Time Registration | Select this field to make the activity available for time registration in windows such as Time Sheets and SpeedSheet.
This field is the default value for the corresponding field on tasks if you created a task with the Overwrite Activity field selected. 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 activity available for the registration of expenses.
This field is the default value for the corresponding field on tasks if you created a task with the Overwrite Activity field selected. You cannot allow expense registration for Time activities. |
| Allow Mileage Registration | Select this field to make the activity available for mileage registration.
This field is the default value for the corresponding field on tasks if you created a task with the Overwrite Activity field selected. You cannot allow mileage registration for Time activities. |
| Allow Purchasing | Select this field to make the activity available in purchasing-related windows.
This field is the default value for the corresponding field on tasks if you created a task with the Overwrite Activity field selected. You cannot allow purchasing for Time activities. |
| Allow Invoicing on Account | Select this field to make the activity available in invoicing on account-related windows.
This field is the default value for the corresponding field on tasks if you created a task with the Overwrite Activity field selected. |
| Allow Invoicing Plan | Select this field to make the activity available in job invoicing plans.
This field is the default value for the corresponding field on tasks if you created a task with the Overwrite Activity field selected. |
| Requisition Type | Select the type of requisition: Values may be added in Requisition Types such as Taxi, Car, or Courier. |
| Access Level | In this field, you can enter an access level on the task in question. A user only has access to the current task if he has been assigned to this level or a level above this in the window User Access Levels. This access control ensures that when working with for instance a job entry, you can only enter a task to which you have access, and in this window you can only see and edit the tasks to which you have access. |
| Budget Update Access Level | In this field, you can enter an access level on the task in question to restrict its use in the window Job Budgets. A user only has access to the current task if he has been assigned to this level or a level above this in the window User Access Levels. 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, then 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 mark this field, making registrations on the current task in the window Time Sheets will require that you complete the “Daily Description” field also. Marking or unmarking this field overrules the setting of the corresponding field in the card part. For more information about daily descriptions, see the description of the island Daily Descriptions in the card part of this window. |
| Approved | If you mark this field, the current task is approved. If you remove the mark, the approval is revoked. Only users who have been allowed to approve tasks in the window Actions in the Set-Up module can add or remove the mark in this field.
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. Users cannot make registrations on tasks that are not approved. |
| 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. |
| Statistics 1-4 | In these fields, you can enter an optional code for the task. The statistics codes can be selected or deselected in the selection criteria for various printouts of which tasks are a part. |
| 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 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 this window, 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.” above, 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:
See the section on dimension derivation in the chapter “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 | The functionality of this field is similar to that of the field “Overwrite Activity” above. |
| Derived Entity | The functionality of this field is similar to that of the field “Derived Act. No.” above. |
| Overwrite Entity | The functionality of this field is similar to that of the field “Overwrite Activity” above. |
| Derived Project | The functionality of this field is similar to that of the field “Derived Act. No.” above. |
| Overwrite Project | The functionality of this field is similar to that of the field “Overwrite Activity” above. |
| Derived Purpose | The functionality of this field is similar to that of the field “Derived Act. No.” above. |
| Overwrite Purpose | The functionality of this field is similar to that of the field “Overwrite Activity” above. |
| Derived Spec. 1-3 | The functionality of these fields is similar to that of the field “Derived Act. No.” above. |
| Overwrite Spec. 1-3 | The functionality of these fields is similar to that of the field “Overwrite Activity” above. |
| Derived Local Spec. 1-3 | The functionality of these fields is similar to that of the field “Derived Activity No.” above. |
| Overwrite Local Spec. 1-3 | The functionality of these fields is similar to that of the field “Overwrite Activity” above. |