Task 📒

The Task module is central to Jamku, serving as the core component for managing client work. A Task represents a specific Project, Engagement, or Job for a client. Examples include:

• IT Return filing for 2025 of Mr. A
• GSTR-3B for October 2025 of ABC Ltd.
• PAN Card application of Mr. Y

In certain situations, based on office requirements, a single job may be divided into multiple Tasks for improved tracking. For instance, if accounting for a client is performed year-round, it can be segmented into:

• 4 Tasks, one for each quarter
• 12 Tasks, one for each month This splitting is purely based on tracking needs. This splitting will determine the periodicity of the compliance.

All the "things" you do for the client should be created as Task. The task may or may not be billable. This ensures there is no revenue leakage.

Task are of 2 Types.

1. Regular - Linked to a service
   • Recurring
   • Non Recurring
2. One time task - Not linked to any service

❓ 👉 View all Questions related to Task

• Fields in Task
• Task lifecycle
• Create Task
• View Task
• Create Tasks in Bulk
• Delete Task
• Task Notes
• FAQ

Fields in Task

Each Task stores the following information:

Note: * - Mandatory field

• *Task No 10 Automatically Generated
• *Task Name 50 Picked from Service Master or User entered Can be edited by Admin
• *Client No 10 Link to Client Master
• Task Name 2 100 Additional Information about Task
• Task Status 1 G (Going), S (Stuck), C (Completed), I (Ignore)
• Priority Number 1 (Highest) to 5 (Lowest)
• Stuck Reason 200 Reason for Task being stuck
• Service ID Number Link to Service Master (NULL for one time task)
• Compliance ID Number Link to compliance Master
• Periodicity 1 M (Monthly), Q (Quarterly), H (Half-Yearly), Y (Yearly)
• Period 3 Jan,Feb,...,Dec, Q1, Q2, Q3, Q4, H1, H2, 1
• Year 4 Compliance Year (In case of recurring task) OR Firm's Financial Year (In case of Non recurring task)
• *Creation Date Date Date of Task creation
• Target Date Date Planned completion date
• *Due Date Date Deadline for Task completion
• Completion Date Date Actual completion date
• Verification Status Yes/No Indicates if Task is verified
• Verified By User Team Member who verified the Task
• Verification Note 100 Note added by user who verified the task at the time of verification
• Client Visibility Yes/No Determines if Task is visible to the client
• Creation Method 1 S(single),B(Bulk),I(Import),A(API)
• pcenter 20 Associated profit center
• ccenter 20 Associated cost center
• category 20 Task category
• ct DateTime Record Creation Time
• mt DateTime Record Last Modification Time
• cby User Record created by
• mby User Record last modified by

Billing Fields in Task

• Estimated Hours Number Budgeted hours for Task completion
• Estimated Amount Number Can be used for many application in tracking task efficiency
• Billing Private Note 200 Visible to users with Money:Yes permission, Editable by users with Billing:Yes permission
• Billing Public Note 200 Visible to all users, Editable by users with Billing:Yes permission
• Billing Status Yes/No/Partly Track billing status of task
• Billing Date Date Date of last Billing
• mt DateTime Record Last Modification Timestamp
• mby User User who last modified the record

Note

1. Number in (eg. 1) indicates number of characters.
2. * Before the filed name indicates it's a mandatory field.
3. Task Name will be service name if the task is Regular (aka Linked to a service).
   If task is One Off (aka Not linked to service), then user can manually specify the Task Name.
4. If Task is Recurring in nature, Compliance ID, Periodicity, Period, Year are mandatory.
5. To store additional custom information about task check out Task Custom Fields Guide.
6. To add custom task status check out Label Guide
7. To add custom note to the task check out Task Notes
8. To track progress of task check out Todo Guide and Stages Guide
9. To create subtask under a task (only recommended in case of larger client engagement) check out [Sub Task Guide]

Task lifecycle

Tasks in Jamku follow two main lifecycles:
A. Task Status- This tracks progress of the task from start to finish

B. Task Billing- This tracks the financial status of the task

Task Status Lifecycle

1. Task Creation & Assignment- The task is created and assigned to a team member.
2. Progress Tracking – Work begins. If any delay occurs (e.g., waiting for client input), the task can be marked as "Stuck."
3. Task completion- The work is completed and the task is marked accordingly.
4. Task verification- The completed task is reviewed and verified for quality and correctness (if applicable).

Task Billing

1. Unbilled- The task is created but yet to be billed.
2. Billed / Partly billed
3. Receipt (When money is received from client)

Create Task

To create a Task, you must first create a Client. Only users with the TaskCreate:Yes permission are allowed to create Tasks.

View Task

Click on Task Name or Number from anywhere in the Jamku and you will be taken to Task View. Mostly, you will be using Task List to search for a Task and then open (aka View) Task.

Create Tasks in Bulk

Tasks can be created in bulk using "Compliance Dashboard > Non Comp View".

1. Go to Compliance Dashboard, by default it opens in Comp View.
   Click on the View Selector (indicated by an arrow) to switch to Non Comp View.

   

   The grey chips against the sevrice names show the count of clients for whom Task is not yet created.

2. Click on any of the chip
   This will take us to the client list.
   In this example, we have clicked on 4 in June 2020 for GSTR 3B

   In the client list, it will automatically filter the 4 clients.
   Click on Select All (Denoted by Arrow 1)
   Click on Create task (Denoted by Arrow 2)

   

3. On the task creation dialogue, most of the details will already be filled up.
   As you can see, the task name is already filled.
   Simply click Continue. You can optionally enter Task Name 2.

   

4. Enter due date for the tasks & click Continue.
   Periodicity, Period, Year all already filled up. Optionally enter Target Date

   

5. Finally click on Start Task. This will create task for all the selected clients.

   

6. Once the tasks are created, you will be taken Bulk Tracking Page.
   Here, we can check if all the tasks were created successfully. If there is an error, the error message is displayed in Message column

   

Delete Task

Users having permission Delete : Yes can delete tasks.

Important:* A task cannot be deleted if any of the following records are associated with it*

Task cannot be deleted if there exists any of the below records

1. Work Done
2. Shortcut
3. Uploaded File
4. Completed To-Do
5. Sub Task

Ensure these records are cleared (if appropriate) before attempting to delete a task.

Task Notes

There are 2 types of task notes

1. System Generated- Automatically created by the system when key fields are updated.
2. User Manual entry- Notes manually added by users to record additional information or context.

System-generated notes are created when any of the following fields are changed:

1. Task Status
2. Due Date
3. Target Date
4. Profit Centre
5. Verification Status
6. Team member assigned to Task
7. Team member unassigned from Task

These notes help maintain a clear audit trail of changes made to the task over time.

FAQ

1. ❓ How to create recurring tasks?
2. ❓ When to create the recurring tasks?
3. ❓ View list of unbillable or billable Tasks