Tasks & Their Costs window

You can record costs for tasks associated with any Object, Photo/Audio-Visual, Person, Site, or Activity record in the Tasks & Their Costs window.

How this window works

Any number of costs may be associated with a single task. For example, the task Photograph object may have the following cost types:

  • Equipment

  • Transport

  • Contractor

You can record monetary or time costs and both the budgeted amount or actual amount can be noted. The system will calculate the difference between the budgeted and actual amounts.

Create a task

Tasks record actions that need to be done for records in Vernon CMS, or general collection based actions.

Some tasks have standard costs and/or notes associated with them, for example photography may involve the same process for each object, with a consistent charge for the materials and time involved. The task of photography may also be assigned to the same person each time.

  1. Open either the Diary window or the Tasks and Their Costs window for the file.

  2. Click into the Task field and click Go To on the toolbar.

  3. In the Name field, enter a name for the task.

  4. Optional: In the Assigned To field, enter the name of the person who this task should be assigned to by default.

  5. Optional: In the Standard Cost table, you can set default values for Cost Type, Actual Amount, Budget Amount, Actual Hours, Budget Hours, or Notes.

  6. Click Save.

Every time the Task is specified for a record in the Object file or Activity file, the system will automatically enter the defaults entered in the Task record. These can be overwritten when the Task is selected.

Create a cost type

  1. Open either the Diary window or the Tasks and Their Costs window for the file.

  2. Click into the Cost Type field and click Go To on the toolbar.

  3. In the Name field, enter a name.

  4. Click Save.

Add tasks to a record

  1. Go to the relevant Tasks & Their Costs window and open the record you want to assign the task(s) for.

  2. In the Tasks field, enter the name of the task, or click Options to select the task.

  3. In the table below, enter any costs associated with the task.

  4. Click Save.