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How to Set Up Tasks in Sage Timeslips

Sage Timeslips tasks represent work that a timekeeper performs. You can set up lots of tasks or only a few, but you need at least one task in your database. Some companies want to be able to view reports that show time spent performing a particular task, regardless of the person who performed the work or the client for whom it was performed.

Other companies want to sort bills based on tasks performed. These companies might create several tasks. Still other companies don’t care about tracking such information; if your company falls into this group, make sure you set up at least one task and don’t worry about setting up any others.

Don’t get carried away creating tasks. Having too many tasks can slow data entry as your employees search for the correct task to assign. Furthermore, if your employees have trouble deciding between tasks, they might choose the wrong one, which will skew your reports and not produce good data — and defeat the purpose of setting up many tasks.

At some places in the Sage Timeslips program, you’ll find mentions of activity, the term that was originally used in Timeslips for tasks. When you see activity, think task.

As you create tasks, remember that Nickname 1 is required and the rest of the information is optional but can help you speed up data entry. To create a task, follow these steps:

  1. Choose Names→Task Info.

    The Task List window appears.

  2. Click the New (plus sign) button on the toolbar at the top of the window.

    The Task Information window appears, looking just like the Timekeeper Information window.

  3. Type characters that represent the task for nickname 1 in the 1 box, and if appropriate, type nickname 2 in the 2 box.

    Each nickname must be unique. Nickname 1 can be up to 30 characters, and nickname 2, up to 15 characters.

    The first nickname must be unique and cannot be assigned to any other task. The second nickname is optional.

  4. In the Set Up This Record to Match Fields From list, click Default to select the Timeslips default template. Then click the Apply Defaults button.

    The detailed version of the Task Information window appears, displaying the nicknames you supplied as well as a classification of Open. The rest of the information you supply in this window is optional.

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  5. (Optional) In the Name box, type a full name for the task.

  6. (Optional) In the Category drop-down list, select a category if you use this feature.

  7. (Optional) In the Rate Table section, establish up to 20 billing rates for the task.

    If you opt to create slips using each task’s rates, the first rate you fill in is the default rate Timeslips suggests as you store slips.

    When you set up your clients in Timeslips, you establish rules that describe how to assign rates to slips using a timekeeper rate, a client rate, or a task rate.

  8. (Optional) In the Rate Type list, specify whether the task should be calculated at an hourly rate or a flat rate.

  9. (Optional) In the Slip-Making Defaults section, establish default information that will appear on each slip when you select this task:

    • Time Spent and Time Estimated: Establish a default amount of time estimated and time spent.

    • Bill Status: Establish a default billing status for the task; in most cases, you should set the Bill Status drop-down list to Billable

    • Hold: Establish a default Hold status for the slip. Typically, you'll want slips you create available for billing (and not on hold), so the default Hold status should be Off.

    • Description: Establish part or all of the description you want to appear on slips using this task. Providing some or all of a description can save time when creating slips.

  10. On the vertical toolbar, click the Save (disc) button.

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