Common tasks (PM208030)

This topic gives you information about the elements that you find in this window in Visma Net, such as fields, field values, buttons, and check boxes.

You use this window to view and edit all the settings of a common task, as well as to add or delete a common task.
While a common task is similar to a template task, a common task can be added to any new or existing project, rather than just any project associated with one project template.

If you are in the list window, the first line in the table is a search line. Each column has a search field which you can click to search for or filter on specific values and narrow down the displayed table rows. You can search and filter in as many columns as you need to, to only display the results you want to view.

There are two types of search fields:

  • White: here you can type a specific search term to display results in this column containing this exact value. If you search on several (partial) words, you can separate them by a space or % and get different results:

    • space: the result contains the words in any order,

    • %: the result contains the words in the specific order, and the % functions as a wildcard as well.

  • Grey: you can click this to open the column filter pop-up window where you can filter the results for this column.

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 in the Segment keys (CS202000) window.
Description The description of the common task.

This tab includes general information about the common task.

Element Description
Completion method The method of calculating the percentage of completion for the common task when it is added to a project. The following options are available:
  • Manual:
    Users manually specify the task completion percentage for each task in the Completed (%) field.
  • 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 window.
    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 or 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 window.
    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:About the calculation of task completion percentage
Approver The default approver to be assigned to the common task to approve time activities.
Element Description
Invoice separately A check box that (if selected) indicates that this common task should be invoiced by a separate invoice.
Allocation rule The rule that Visma Net uses to run allocation for this common task.
Invoicing rule The rule that Visma Net uses to run invoicing for this common task.
Branch The branch of your company with which this common task is associated.
Rate table The rate table to be used for the tasks created based on this common task.
Invoicing option The way the common task becomes eligible for invoicing. You can select one of the following options:
  • By invoicing period:
    The task is available for invoicing on demand for the projects with the On demand invoicing period and is available for invoicing at the end of the invoicing period specified for the projects with another invoicing period.
  • On task completion:
    You can invoice the task only when it has been completed.
  • On project completion:
    The task is available for invoicing on project completion.
WIP account group The work-in-progress account group associated with this common task.
Element Description
Default account The account to be used as one of the sources of possible accounts for the invoices and transactions that are generated for the common task.
Default subaccount The subaccount to be used as one of the sources of possible segment values for subaccounts to be used in the invoices and transactions that are generated for the common task.
Accrual account The account to be used as an expense accrual account in the transactions that are generated for the common task.
Accrual subaccount The subaccount to be used as an expense accrual subaccount in the transactions that are generated for the common task
VAT category The VAT category (if applicable) to be used as the default VAT category for the common task.
Element Description
General ledger

A check box that indicates whether transactions in the General ledger workspace can be associated with tasks created by using this common task.

With this check box selected, users can select the task in general ledger documents, and the release of such documents automatically updates the project data.
Supplier ledger

A check box that indicates whether transactions in the Supplier ledger workspace can be associated with tasks created by using this common task.

With this check box selected, users can select the task in supplier ledger documents, and the release of such documents automatically updates the project data.
Customer ledger

A check box that indicates whether transactions in the Customer ledger workspace can be associated with tasks created by using this common task.

With this check box selected, users can select the task in customer ledger documents, and the release of such documents automatically updates the project data.
Sales

A check box that indicates whether transactions in the Sales workspace can be associated with tasks created by using this common task.

With this check box selected, users can select the task in sales documents, and the release of such documents automatically updates the project data.
Purchases

A check box that indicates whether transactions in the Purchases workspace can be associated with tasks created by using this common task.

With this check box selected, users can select the task in purchase documents, and the release of such documents automatically updates the project data.
Inventory

A check box that indicates whether transactions in the Inventory workspace can be associated with tasks created by using this common task.

With this check box selected, users can select the task in inventory documents, and the release of such documents automatically updates the project data.
Cash management

A check box that indicates whether transactions in the Cash management workspace can be associated with tasks created by using this common task.

With this check box selected, users can select the task in cash management documents, and the release of such documents automatically updates the project data.
Time entries

A check box that indicates whether the transactions of the Employee time card (EP305000) and Employee time activities (EP307000) windows (in the Time and expenses workspace) can be associated with the tasks 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 of the Equipment time card (EP308000) window (in the Time and expenses workspace) can be associated with the tasks created based on this common task.

If you select this check box, users can select the task in documents in the window, and the release of these documents automatically updates the task data.

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

Column Description
Type A read-only field 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.
Item 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 field with the empty item code (N/A), which is defined in the Empty item code field in the Project accounting preferences (PM101000) window.
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 stock 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. Visma Net 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.

By using the Recurring invoicing tab, you can implement a regular flat-rate invoicing model for the common task, for example, to provide a certain number of hours of service to a customer for a flat monthly rate.

Column Description
Non-stock item The non-stock item that designates the service or labour associated with the common task.
Description The description of the service or labour associated with the common task.
Item fee The flat price for the service or labour.
Account source The source of the account for the invoicing transactions, which can be one of the following:
  • Recurring item: The sales account associated with the non-stock item specified for the row
  • Project: The sales account associated with the project
  • Task: The sales account specified for the row in the Account column
  • Customer: The sales account associated with the customer
Subaccount mask

The rule for selecting segment values for the subaccount to be used for recurring invoicing transactions.

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 associated with the non-stock item specified for the row
  • P: The subaccount associated with the project
  • T: The subaccount specified for the row in the Subaccount column
Account The account to be used in the invoicing transaction if the account source is set to Task.
Subaccount The subaccount to be used in the invoicing transaction if the subaccount mask uses T.
Reset usage The setting that indicates whether the system resets the quantity of the service or labour, which is specified as the Included value, when invoicing is performed. You can select one of the following options:
  • Never:
    Visma Net carries over any used amount to the next period.
  • On invoicing:
    The system resets the quantity of the service or labour when invoicing is performed. Any unused hours of service in the current period are not carried over to the next period.
Included The quantity of the service or labour that is included in the invoicing period.
If the quantity of service or labour provided to the customer exceeds this value for the current invoicing period, the entire extra quantity is charged at the regular rate.
UoM The unit of measure used for the service or labour.

On the Attributes tab, you can specify attributes for this common task.
The attributes on this tab are those with the Task type in the Project attributes (PM202000) window.

Element Description
Attribute The attribute name.
Required A check box that indicates (if selected) that this is a mandatory attribute.
Value The value of the attribute for this common task.

Related tasks

Create a common task