Creating or Editing a Task Code

The Task Code Setup window is used to create new task codes or to edit existing task codes. This window can also be used to change task code information and add subtasks or task materials. You can also inactivate a task code from this window.  The Task Code setup window can be accessed by zooming on a task code from other windows.

• When task codes are created, the new tasks appear throughout the system, regardless of how the window was opened.
• Modifications made to the task code from the setup menu will change the entire template, and the changes made to that task code will appear wherever it is used starting from the time it is modified.

To create or edit a task code:

1. Go to Microsoft Dynamics GP > Tools > Setup > Service Management > Lookup Setup > Tasks > Task Codes.
   You can also open Task Code Setup for an existing record from the following windows. If you've accessed the Task Code Setup window from another window, you will need to select Clear before you can create a new task code.
2. On the Task Code Setup window, complete the following fields, as necessary.
   • Task Code
     Enter a new task code. We recommend that you create a convention for naming your task codes. For example, if you plan to organize task lists by equipment type, you may name your task codes in a way that represents the equipment type, model, and task.

   • Inactive
     Mark to inactivate the task code. 

     

     IMPORTANT

     Task codes and task lists can be inactivated on their respective setup windows. Proceed with caution when you mark a task code or task list inactive. Inactivating a task code will inactivate it throughout Service Management as well as Equipment Management. History will not be affected, nor will existing contracts, quotes, service calls, and or scheduled maintenance (Equipment Management).

     When you inactive a task code, the following is true:

     • Inactive task codes and task lists are filtered out from displaying in any lookup and cannot be added to contracts, quotes, and/or service calls.
     • When a task code is marked inactive and already exists in a task list, the inactive task code is indicated with a red indicator.
     • When using hierarchy task lists, if a  parent task is inactive,  child tasks of that parent task are also inactive on the task list only. (Hierarchy child tasks are not automatically inactivated at the setup level.)
     • Existing contracts, quotes, and calls, that have task codes or task lists will not be affected by a task code or task list being marked inactive.
     • When renewing a contract (single, master, or mass), you can print a new Inactive Task or Task List report before renewing. If the contract has tasks that include inactive tasks and/or task lists, this report is automatically generated as well so that users can fix the data (reactivate the task code/task list or remove the inactive task codes or lists from the contract).
     • When creating a new contract using equipment at the location, if the equipment type has a task list associated and you choose to automatically add task codes based on equipment type, only the active task codes will be added to the contract. 
     • In Equipment Management:
       • Existing scheduled maintenance that has task codes or task lists will not be affected by a task code or task list being marked inactive.
       • When creating a service call from the On Rental Entry and/or the Rental Agreement Line Entry windows, only active task codes in the Equipment Model task list are added to the service call. (This task list is assigned to the equipment model in the Equipment Model Maintenance window.)
       • When processing scheduled maintenance to create a service call, only active task codes assigned in the Scheduled Maintenance Type Setup window are added to the service call.

   • Task Description
     The Task Description describes the task and will appear on the printed task list for the technician. If you are using the tasking response module, you may want to enter the task description in the form of a question to elicit the correct response from the technician. For instance, instead of "Check Brakes," you might enter "Do brakes need repair or replacement?"If you are using the Yes/No response type for a task, note that the "Yes" response will be selected by default until the technician or other user changes it to "No."
   • Skill Level
     Tasks with a required skill level default to the technician assigned to that skill level at the location. See Creating location records.
   • Material Kit/Item and Tool Kit Required
     If applicable, select the material kit/item and/or tool kit required to complete the task.
   • Frequency
     You must use the lookup to select an existing frequency for the task. The Standard Frequency list is built and maintained by WennSoft and cannot be edited.
   • Suggested Schedule
     Use the lookup button to select a schedule for the task. You can limit the schedules that appear in the lookup by specifying the task's frequency from the drop-down menu in the lookup window.
   • Estimated Costs, Estimated Billable
     Enter estimated costs and estimated billable amounts for each category. These are the expected costs and revenue per visit for performing the task.
   • Hours
     Enter the estimated hours per visit for each labor category. These estimates are used with the Maintenance Contract Quote module and the Service Call Quote module.
   • System, Major, Sub 1 - Sub 4
     In each field, select the value that best describes this task code. This information is for reference and sorting. See Setting up System, Major, Sub 1-4.
   • Optional
     Mark this checkbox if the task is optional. This is for informational purposes only.
   • Responses
     Select this button to open the Task Responses Setup window. See Assigning Responses and Response Types to a Task for detailed information on setting up responses.
3. Select Save. Your new task code appears in the list on the window you are working from, as well as all task code lists throughout the system.

Buttons on This Window

• Save
  Saves the task code.
• Clear
  Clears the window.
• Delete
  Deletes the task code.
• Subtasks
  You can use subtasks to further define the steps of completing a task. See Adding Subtasks to a Task Code.
• Responses
  A response is selected by a technician after the service call to indicate the progress of a task or a dispatcher or another user may enter this information after the appointment based on the technician's notes for each task. See Assigning Responses and Response Types to a Task.
  
• Task Material
  Indicates any materials required when performing the task. See Assigning Materials to a Task.
  
• Print
  You can print either report:
  • Task Code List
    Prints the Maintenance Task Codes report that includes the task code, skill level, material kit/item, tool kit required, inactive, frequency, suggested schedule, and descriptive text. To see an example of this report, see Maintenance Task Codes Report.
  • Task Code Task Lists
    Prints the Task Code Task Lists report that includes the task code and the task lists that the task code is associated with. See Task Code Task Lists Report.