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Working with AR Tasks
Tasks are tools you use in e-automate to collect information about actions you have taken or plan to take with customers. Tasks are classified using Task types which are created and managed by your system administrator. You can use tasks to plan future activities and record past activities. When creating tasks, they are required to have a task type but can also link to a customer, a customer contact, and an employee in your database. You can schedule tasks to occur on a specific day, record when a task was completed as well as set a follow-up task for the future. When e-automate creates a follow-up task, it creates a duplicate task for the future. You can write a detailed description of the task. When creating tasks on the Account Summary tab in the Accounts Receivable console, you can even connect a task to a specific invoice. This allows other employees to see tasks that are connected to invoices when using the Accounts Receivable console as the collection tool.
To access
the New Task Detail window, do ONE of the following:
To access
from the Accounts Receivable Console do the following:
Click [Receivables]
on the e-automate toolbar to open the Accounts Receivable Console
window.
Note:
You can also access the Accounts Receivable Console by clicking the
Accounting menu and selecting Accounts receivable >
Account receivable console.
On the Accounts
Receivable window toolbar, click [Tasks].
Click [New]
to open the New Task Detail window.
To access
the Accounts Receivable Console and associate the task with an invoice,
do the following:
Click [Receivables]
on the e-automate toolbar to open the Accounts Receivable Console
window.
Note: You can
also access the Accounts Receivable Console by clicking the Accounting
menu and selecting Accounts receivable > Account receivable
console.
Verify you
are on the Account Summary for – Customer tab, if not
click it to bring it forward.
Select an
invoice to which you want to associate the task.
Click [New
task] to open the New Task Detail window.
Note: If you
do not see the New task button, you will need to show invoices
tasks. On the Accounts Receivable Console toolbar, click the drop-down
arrow on the Options button and select Show invoice tasks.
To access
from the Customer tasks tab in the Accounts Receivable Console, do
the following:
Click [Receivables]
on the e-automate toolbar to open the Accounts Receivable Console
window.
Note: You can
also access the Accounts Receivable Console by clicking the Accounting
menu and selecting Accounts receivable > Account receivable
console.
Click the
Customer tasks tab to bring it forward.
Click [New]
to open the New Task Detail window.
To access
from the Customer record, do the following:
On the e-automate
toolbar, click [Customers] to open the Customers list window.
Select the
customer for which you want to create a task.
Click [Edit]
to open the Edit Customer window.
Click the
Tasks tab to bring it forward.
Click [New]
to open the New Task Detail window.
Complete the
following fields as appropriate:
Customer:
Customer associated with the task, if applicable.
Note: Depending
on how you accessed the New Task Detail window, the customer may already
be present.
Contact:
Name of the person with whom you had contact, if any.
Note: This Lookup
displays only those contacts associated with the identified customer.
Task type:
Type of task.
Assigned
to: Employee in your company responsible for the task.
Description:
Description of the task.
Note: Additional
customer aging information is displayed in the window to support collection
efforts.
Scheduled
for: Date the task begins.
Completed
on: Date the task is completed. Tasks can be marked complete later.
Follow
up date: Date you want to follow up on this task.
Note: When checked,
e-automate creates a duplicate task for the date identified in this
field.
Click [OK]
to save the task.
Access the
task using one of the above methods identified in the section, Getting
to the Transaction.
Select the
task.
Click [Edit]
to open the Edit Task Detail window.
Note: To edit
a task associated with an invoice, select the task, use the drop-down
menu to select Edit. You can also double-click on a task to
edit.
Access the
task using one of the above methods identified in the section, Getting
to the Transaction.
Select the
task.
Click [Delete]
to remove the task from the database.
Note: To edit
a task associated with an invoice, select the task and use the drop-down
menu to select Delete.