Task Table FAQs

Applies to: [x] C&P Classic [x] C&P Pro [x] Job Tracker [x] C&P SQL [x] My C&P! See also:

Summary: Answers to frequently-asked questions about 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. This FAQ answers commonly-asked questions about tasks and the Task Table. For a general explanation of the Task Table, please see the C&P user guide. How does the Task Table work? Does each task on a job ticket need to be part of the Task Table? Does every field on the task need to be used? Do I have to add tasks to the job tickets one by one? What are a task's cGL and dGL fields? Can I track two different sales tax rates for the same task? I don't want some tasks to be billed. How do I keep them off invoices? Can I set up the Task Table so tasks appear in the same order on both estimates and invoices? Will a task's special markup in the Task Table override the vendor's markup? How can I change the details on all existing job tasks after editing a task in the Task Table? Can I remove old tasks that we are no longer using? Can users be limited to using only a specific set of tasks for a job? Q. How does the Task Table work? The Task Table is the central warehouse for all tasks. Standard details about each task, called defaults, 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 or expense account is debited on vendor invoices, etc. When a task is added to a job, the defaults are copied from the Task Table. When a task is added to an invoice, its billings details are copied from the task on the job ticket. 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 are copied to job tickets. Job tasks can be added from the Lookup List while you are working or directly to the job ticket. Regardless of where you add tasks, the details are copied from the 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 be used? No. The task code, which uniquely identifies the task everywhere in Clients & Profits, is the only required field. The task name would probably never be blank, since it describes the task on windows and reports. But the other fields are optional. Many of the task's details are copied automatically from the Task Table to new jobs, saving time and making estimates and invoices more consistent. These are good reasons to make tasks are complete as practical. 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 task 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 lead time (which is used on job schedules). Q. What are a task's cGL and dGL fields? The cGL is the default credit General Ledger number. Enter the income account that is credited for that task on A/R invoices. The dGL is the default debit General Ledger number. A cost account is usually entered, but it can also be an expense account. This account number is used on A/P invoices and direct disbursement checks. NEVER use the accounts payable or receivable control accounts for a task's cGL or dGL! Doing this results in out of balance situations. 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 completely non-taxable, completely taxable, or partially taxable using one of the sales tax settings. The actual sales tax rates are based on the clients, however; 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, cost reports, and in production. If only the estimating box is checked, 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 and from showing as Unbilled on the job ticket and reports. 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.) 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 not already there, then click Save. Also, click on the Specs icon. Here is the billing rate default setting is for the entire job ticket. This setting is copied to each task as it is added to this job ticket, but tasks can be edited after saving. (So it is possible for a job ticket's setting to be task billing rate; but for certain tasks to different if edited individually.) The billing rate default is not set up on the Task Table. The Task Table only contains the task billing rate amount. Q. Is there a system-wide default setting for billing rate? Yes. Choose Setup > Preferences. Select the Preference menu, and choose Accounting. There are three defaults: client, task, or staff. Whatever is chosen here is the main default for your database. 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, at the job type/spec sheet , job ticket , or even job task level. Q. Will a task's special markup in the Task Table override the vendor's markup? Yes, when a vendor invoice, PO, or check is entered, markup is copied from the job task, replacing the vendor's standard markup. (The job task gets its markup from the Task Table, 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.) 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. IMPORTANT NOTE: If you choose to update existing job tasks, all of a task's details on a job ticket will be replaced by the details for the task on the Task Table. Q. Can I remove old tasks that we are no longer using? The tasks can't be deleted if they have activity, but tasks can be marked as inactive which keeps them off of lookup lists and prevents them from being added to jobs. 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 create profit centers, choose Setup > Chart of Accounts. Click on the Profit Center icon. To assign a profit center to a job, find the job ticket, and click on the Specs icon. 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.)  Search the Daily Q&A database