Common Tasks

Form ID: (PM208030)

You use this form to view and edit all the settings of a common task, as well as to add or delete a common task. A common task is a separate type of template task that can be added to multiple projects. When you add a common task to a project, the system creates a new project task in the project and copies the settings of the common task to this project task.

Form Toolbar

The form toolbar includes only standard buttons. For the list of standard buttons, see Form Toolbar and More Menu.

Task Summary Area

By using this area, you can add a new common task or view the details of an existing one.


Element	Description
Task ID	The unique identifier of the common task. The structure of this identifier is defined by the PROTASK segmented key, which was configured on the Segmented Keys (CS202000) form. The project task that is created based on this common task will have the same identifier.
Description	The description of the common task.

Summary Tab

This tab includes general information about the common task.

Table 1. Task Properties Section
Element	Description
Type	The type of the project task that is created based on this common task. The type can be one of the following: Cost Task: Tasks of this type are visible on the Cost Budget tab of the Projects (PM301000) form only. Revenue Task: Tasks of this type are visible on the Revenue Budget tab of the Projects form only. Cost and Revenue Task (default): Tasks of this type are visible on both the Cost Budget tab and the Revenue Budget tab of the Projects form. This box appears on the form only if the Construction feature is enabled on the Enable/Disable Features (CS100000) form.
Completion Method	The method of calculating the percentage of completion for the project task that is created based on this common task. The following options are available: Manual: The task completion percentage is specified manually for each task in the Completed (%) box. Budgeted Quantity: The system automatically calculates the task completion percentage based on the total actual and budgeted quantities of the budget lines for which the Completed (%) column is selected on the Budget tab of this form. We recommend that you select the check box in the Completed (%) column for only one expense budget line of the task if you use this method of calculation—that is, you need to select the most important cost for evaluating the task completion percentage. Budgeted Amount: The system automatically calculates the task completion percentage based on the total actual and budgeted amounts of the budget lines for which the Completed (%) column is selected on the Budget tab of this form. If the original budgets were revised at some point in the task progress for any of the budget lines, the completion percentage is calculated with respect to the revised budget amounts. For more information, see Project Tasks: Tracking the Task Completion.
Approver	The default approver for time activities that will be assigned to the project task that is created based on the common task.

Table 2. Billing and Allocation Settings Section
Element	Description
Bill Separately	A check box that indicates (if selected) that the project task that is created based on this common task should be billed by a separate invoice.
Allocation Rule	The rule that MYOB Advanced uses to run allocation for the project task created based on this common task. If this box is empty, in the project task, the system will specify the default value from the project, which is specified in the Allocation Rule box on the Summary tab of the Projects form.
Billing Rule	The rule that MYOB Advanced uses to run billing for the project task that is created based on this common task. If this box is empty, in the project task, the system will specify the default value from the project, which is specified in the Billing Rule box on the Summary tab of the Projects form.
Branch	The branch of your company with which the project task that is created based on this common task is associated. If this box is empty, in the project task, the system will specify the default value from the project, which is specified in the Branch box on the Summary tab of the Projects form.
Rate Table	The rate table to be used for the project task that is created based on this common task. If this box is empty, in the project task, the system will specify the default value from the project, which is specified in the Rate Table box on the Summary tab of the Projects form.
Billing Option	The way the project task that is created based on this common task becomes eligible for billing. You can select one of the following options: By Billing Period: The task is available for billing on demand for the projects with the On Demand billing period and is available for billing at the end of the billing period specified for the projects with another billing period. On Task Completion: You can bill the task only when it has been completed. On Project Completion: The task is available for billing on project completion.
Non-Billable WIP Account Group	The work-in-progress account group associated with the project task that is created based on this common task. In this box, you select the account group that the system uses to temporarily allocate WIP costs of the project by creating allocation transactions using the allocation rule specified for the task. When you bill the project using the progress billing rule specified for the task—that is, not using the allocation transactions—and the system creates an accounts receivable document, the allocation transactions posted to this account group are reversed. For details, see WIP Costs in Fixed-Price Projects: General Information.
Progress Billing Base	The value that the system will use as the basis for progress billing of the revenue budget lines with the project task that is created based on this common task. You can select one of the following options: Amount: The system will bill the revenue budget lines based on the amount in these lines. Quantity: The system will bill the revenue budget lines based on the quantity in these lines.
Tax Category	The tax category (if applicable) to be used as the default tax category for the project task that is created based on this common task.

Table 3. GL Accounts Section
Element	Description
Default Sales Account	The account to be used as the sales account in the process of billing the project task that is created based on this common task. If this box is empty, in the project task, the system will specify the default value from the project, which is specified in the Default Sales Account box on the Defaults tab of the Projects form.
Default Sales Subaccount	The subaccount to be used as the source of possible segment values in the processes of billing, creating allocation transactions, and creating expense claims for the project task that is created based on this common task. If this box is empty, in the project task, the system will specify the default value from the project, which is specified in the Default Sales Subaccount box on the Defaults tab of the Projects form. This box appears on the tab only if the Subaccounts feature is enabled on the Enable/Disable Features (CS100000) form.
Default Cost Account	The account to be used as the expense account in project transactions created on the release of time activities and time cards for the project task that is created based on this common task. If this box is empty, in the project task, the system will specify the default value from the project, which is specified in the Default Cost Account box on the Defaults tab of the Projects form.
Default Cost Subaccount	The subaccount to be used as the source of possible segment values in the processes of creating allocation transactions, creating project transactions on the release of time activities and time cards, creating accounts payable documents, and creating expense claims for the project task that is created based on this common task. If this box is empty, in the project task, the system will specify the default value from the project, which is specified in the Default Cost Subaccount box on the Defaults tab of the Projects form. This box appears on the tab only if the Subaccounts feature is enabled on the Enable/Disable Features form.
Accrual Account	The account to be used as an expense accrual account in the transactions that are generated for the project task that is created based on this common task. If this box is empty, in the project task, the system will specify the default value from the project, which is specified in the Accrual Account box on the Defaults tab of the Projects form.
Accrual Subaccount	The subaccount to be used as an expense accrual subaccount in the transactions that are generated for the project task that is created based on this common task. If this box is empty, in the project task, the system will specify the default value from the project, which is specified in the Accrual Subaccount box on the Defaults tab of the Projects form. This box appears on the tab only if the Subaccounts feature is enabled on the Enable/Disable Features form.

Table 4. Visibility Settings Section
Element	Description
GL	A check box that indicates whether general ledger transactions can be associated with a project task that is created based on this common task. With this check box selected, users can select the task in GL documents, and the release of these documents automatically updates the project data.
AP	A check box that indicates whether accounts payable transactions can be associated with a project task that is created based on this common task. With this check box selected, users can select the task in AP documents, and the release of these documents automatically updates the project data.
AR	A check box that indicates whether accounts receivable transactions can be associated with a project task that is created based on this common task. With this check box selected, users can select the task in AR documents, and the release of these documents automatically updates the project data.
SO	A check box that indicates whether transactions generated during the processing of sales orders can be associated with a project task that is created based on this common task. With this check box selected, users can select the task in sales-related documents, and the release of these documents automatically updates the project data.
PO	A check box that indicates whether transactions generated during the processing of purchase orders can be associated with a project task that is created based on this common task. If you select this check box, users can select the task in purchasing documents, and the release of these documents automatically updates the project data.
IN	A check box that indicates whether inventory transactions can be associated with a project task that is created based on this common task. If you select this check box, users can select the task in inventory documents, and the release of these documents automatically updates the project data.
CA	A check box that indicates whether cash management transactions can be associated with a project task that is created based on this common task. If you select this check box, users can select the task in cash management documents, and the release of these documents automatically updates the project data.
CRM	A check box that indicates whether customer management transactions can be associated with a project task that is created based on this common task. If you select this check box, users can select the task in customer management documents, and the release of these documents automatically updates the project data.
PROD	A check box that indicates whether transactions generated during the processing of production orders can be associated with a project task that is created based on this common task. If you select this check box, users can specify the associated task when they create a production order. This check box is displayed only if the Manufacturing feature is enabled on the Enable/Disable Features form.
Time Entries	A check box that indicates whether transactions entered on the Employee Time Card (EP305000) and Employee Time Activities (EP307000) forms can be associated with a project task that is created based on this common task. If you select this check box, users can select the task in documents, and the release of these documents automatically updates the task data.
Expenses	A check box that indicates whether transactions entered on the Equipment Time Card (EP308000) form can be associated with a project task that is created based on this common task. If you select this check box, users can select the task in documents, and the release of these documents automatically updates the task data.

Budget Tab

On the Budget tab of the form, you can specify budgeted amounts for account groups.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.


Column	Description
Type	A read-only box that displays the type of the selected account group: Asset, Liability, Income, or Expense.
Account Group	The group of accounts for which the budgeted amount are specified.
Inventory ID	The stock or non-stock item. You can select an item from the list of items associated with accounts of the specified account group and specify the budget for this item. By default, the system populates this box with the empty item code (N/A), which is defined in the Empty Item Code box on the Projects Preferences (PM101000) form. For the empty item code, you can specify the budget for all transactions associated with this account group that are not linked to any particular inventory item.
Description	The description of the budget line.
Budgeted Quantity	The quantity of the item or service planned for the common task.
UOM	The unit of measure for the budget line, such as HOUR or BOX.
Unit Rate	The price of the item or the rate of the service.
Budgeted Amount	The total budgeted amount for the budget line. MYOB Advanced automatically calculates the value as the product of the values in the Budget Qty. and Rate columns, but you can override the value in this column by specifying the amount manually as long as the task has the In Planning status.
Auto Completed (%)	A check box that you select to make the system automatically calculate the percentage of task completion for a project based on the selected Completion Method. You can select this check box for any number of lines of the Expense type.

Recurring Billing Tab

By using the Recurring Billing tab, you can implement a regular flat-rate billing model for a project task that is created based on this common task—for example, to provide a particular number of hours of service to a customer for a flat monthly rate. Each recurring billing line defines the rules the system uses to create the corresponding invoice line during the project billing. For more information, see Project Billing: Recurring Billing.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.


Column	Description
Inventory ID	The non-stock item that designates the service or labor associated with the recurring billing.
Description	The description of the service or labor associated with the recurring billing.
Amount	The flat price for the service or labor.
Account Source	The source of the account for the recurring billing, which can be one of the following: AR Default: To use the sales account that the system inserts as the default in a line of an accounts receivable invoice Recurring Item: The account specified for the row in the Account column Project: The sales account associated with the project Task: The default sales account specified for the task in the GL Accounts section on the Summary tab of this form Inventory Item: The sales account associated with the non-stock item specified for the row Customer (default): The sales account associated with the customer
Subaccount Mask	The rule for selecting segment values for the subaccount to be used for the recurring billing. To set up the rule for selecting segment values, select a segment, press F3, and select a source of the segment value, which is one of the following options: B: The subaccount specified for the row in the Subaccount column J: The subaccount associated with the project T: The subaccount associated with the common task
Branch	The branch to be used in the recurring billing. By default, the branch is empty.
Account	The account to be used in the recurring billing if Recurring Item is selected as the Account Source for the row.
Subaccount	The subaccount to be used in the recurring billing if the Subaccount Mask specified for the row uses B.
Reset Usage	The setting that defines the frequency of recurring billing usage. You can select one of the following options: Never: The recurring billing is performed only once during the project lifecycle for the next project billing. On Billing: The recurring billing is used each time the project billing is performed.
Included	The quantity of the service or labor that you plan to provide when executing this recurring item.
UOM	The unit of measure used for the service or labor.

Attributes Tab

On the Attributes tab, you can specify attributes for project tasks that are created based on this common task. The attributes on this tab are those with the Task type on the Project Attributes (PM202000) form.

The table toolbar includes only standard buttons. For the list of standard buttons, see Table Toolbar.


Column	Description
Attribute	The attribute name.
Required	A check box that you select to indicate that this is a mandatory attribute for the project tasks that are created based on this common task.
Value	The value of the attribute for this common task. This value will be used as the default value of the attribute of the project tasks that are created based on this common task, but it can be overridden. You can leave the value blank even if the Required check box is selected for the attribute.