Task in ERPNext
In project management, a Task is an actionable unit or activity that needs to be completed as part of a larger Project. Tasks break down a project into smaller, manageable steps, enabling structured execution and better tracking of progress.
Each task represents a specific piece of work that can be assigned, scheduled, tracked, and evaluated independently within ERPNext while still remaining linked to its parent project.
Tasks act as the execution layer of a project, where actual work happens. They connect planning (Project) with execution (Timesheets, Costs, and Billing).
Accessing Tasks
To access the Task module in ERPNext, navigate using the following path:
Home > Projects > Task
How to Create a Task
Tasks can be created either independently or directly from a Project. Both methods ensure proper tracking and linkage within ERPNext.
Method 1: Creating a Task from Task List
- Go to the Task List and click on New.
- Enter the Subject of the task.
- Save the record.
Method 2: Creating a Task from a Project
- Open the relevant Project.
- Navigate to the Task section under the Project dashboard.
- Click the + icon to create a new task.
- Enter the task subject and save.
When a task is created from a project, it is automatically linked, ensuring proper tracking of progress, cost, and timeline within the same workflow.
Additional Task Options
While creating or editing a task, several additional fields help define its structure, priority, and behavior within a project:
- Status
Defines the current state of the task such as Open, Working, Overdue, Pending Review, Completed, or Cancelled. - Project
Links the task to a specific project. If created from a project, this field is auto-filled. - Priority
Sets urgency levels such as Low, Medium, High, or Urgent. - Issue
Links the task to a related issue if it originates from a support or operational problem. - Weight
Assigns importance to a task, which is used in weighted project completion calculations. - Type
Categorizes tasks into types such as training, development, or demo activities for filtering and reporting. - Color
Assigns a color code for visual identification in charts and Gantt views. - Is Group
Indicates that the task is a parent task that can contain sub-tasks. - Is Template
Marks the task as reusable within Project Templates. - Parent Task
Links the task to a higher-level task if it is part of a task hierarchy.
Task Configuration
Timeline and Planning Details
- Expected Start Date – Planned start date of the task.
- Expected End Date – Planned completion date.
- Expected Time – Estimated hours required to complete the task.
- Progress – Percentage of completion of the task.
- Begin – Used in templates to define when the task should start after project initiation.
- Duration – Number of days allocated for task completion in templates.
- Is Milestone – Marks the task as a significant project milestone.
- Description – Detailed explanation of the task.
For template-based tasks, ERPNext automatically calculates expected start and end dates using Begin and Duration fields while considering company holiday calendars.
Dependencies and Time Tracking
- Dependent Tasks
Defines task relationships where one task must be completed before another can begin. These dependencies are visualized in Gantt charts. - Actual Start Date
Automatically recorded when work begins through timesheet entries. - Actual End Date
Automatically updated when task completion is recorded via timesheets.
Task Costing and Billing
- Total Costing Amount – Total cost based on employee timesheet entries.
- Total Billing Amount – Amount to be billed to the customer based on task work.
- Total Expense Claim – Expenses submitted for completing the task.
More Information
- Department
Assigns the task to a specific department, which may differ from the project’s owning department. - Company
Defines the company executing the task, useful in multi-entity organizations.
Tasks provide granular control over project execution by connecting operational work with time tracking, costing, and billing within ERPNext.
