Establish the Task Order (TASKORD)

The Task Order (TASKORD) element available with the Cost Accounting structures can be used to capture cost information from external systems (for example, work order, materials, equipment) facilitating the reporting on “job” related activities.  The Task Order may also be used to track services or tasks performed as part of both grant and project expenditure/revenue events.  In turn, the task order is an internal code sites may use for activity based costing, budgeting, and/or reporting purposes. The Task Order element may have a one-to-one or many-to-many relationship with the other Cost Accounting structural elements.  A Task Order is defined by a specific department (for example, decentralized unit) and is an optional field within an accounting transaction.

There is however, an inference table that will infer two Cost Accounting Elements – Program and Phase – from a Task Order, called the Task Order Inferences (TOINF) table.  

The Debt ID field in the Reimbursement Seller Line tab should be populated when you need to have the split routine use the Debt ID for the provider of goods and services.  Two of the most common uses are loan or bond proceeds used to fund a Task Order.  The Debt ID field on the Task Order Buyer Line should be populated when you need to have the split routine use the Debt ID for the internal consumer of those goods or services.  Two of the most common uses are loan or bond proceeds used to reimburse a Task Order.  

Care should be taken when setting up a reimbursable Task Order with either a Fund or Sub Fund code where the code is established on the FUND or SFUND page with a different defaulting Debt ID than the one being entered in the Task Order setup.  In this case the Debt ID from FUND or SFUND will override the one from the Task Order setup.

A Debt ID for a Lease really has no applicability to an Internal Task Order.  There are also some system limitations on the Debt ID field:

• An Authorization Debt ID is not allowed.

• A Loan Application Debt ID is not allowed.

• The Debt Instrument Status should not be one that is closed or completed.

The Task Order element is also used when integrating CGI Advantage Financial with Maximo.  Maximo provides a Work Order tracking module that when implemented will integrate Maximo Work Orders over to Advantage as Task Orders. The Source System field indicates whether the Task Order originated in Advantage or Maximo. This field is automatically populated by Advantage. If Advantage is selected, then updates can be made through this table in Advantage.  If Maximo is selected, then updates must be made in Maximo. The External Site ID field cannot be populated if the Source System is Advantage. The External Site ID identifies the site associated with the external application being integrated with Advantage.

Note: The Task Order element is one that could also be used to simply record data similar to Cost Accounting elements, but without all the structure built into those elements for specific functionality. The element could be utilized for other purposes as well, since there are no baseline special abilities for the Task Order element other than those common to all chart of account tables.

Click the Attachments link to manage attachments related to the selected Task Order. The Attachments link transitions you to the Reference Table Attachments page, which allows you to upload (create a new attachment), download, and delete external files as attachments.

To establish the Task Order (TASKORD) table, perform these steps:

1. Access the TASKORD table from the Page Search.

2. Complete the TASKORD table information.

   Complete the following required fields: Department Task Order Name Short Name

3. Optionally complete the information used for Streamlined Task Order Billing.

   These fields are used to define reimbursement funding structures when expenses are eligible for reimbursement and the major program uses Streamlined Task Order Billing. Billable – Selecting this field indicates that this Task Order is intended to be billable for reimbursement.  This field can be selected only when the Major Program (associated with the Program described next) has Streamlined Task Order Billing selected. Program – This field is used to set up a TOINF record to enable the system to infer the Program when the Task Order is entered.  It is a required field when Billable is selected. Phase – This field is used to update the TOINF record and is an optional field. Reimb Status – This field determines whether a Billable Task Order is Allowed or Suspended for Reimbursement.  It is a required field when Billable is selected. Reimb Output Type – This field determines the reimbursement output type.  It is a required field when Billable is selected. Reimbursement Seller Line COAs – These fields define the seller COAs used to generate output reimbursement documents.  The Revenue code is required for Internal Sale and the Object code is required for Internal Reimbursement.  All other COAs are optional.

4. Select the Save link.  If errors, correct the errors and repeat this step.

5. Optionally set up associated Task Order Buyer Line records by accessing the Task Order Buyer Line (TOBL) table, if Task Order is Billable and Reimb Output Type is Internal Sale or Internal Reimbursement.

   The TOBL table is used to establish Buyer Line COAs used to generate output reimbursement documents. The required fields are: Department Task Order Buyer % Fund Object Unit Buyer Department