This process allows administrators to lock down/hide timesheet period so it is inaccessible by users during payroll processing. This process hides a specified timesheet from User’s and/or approver’s view. To lock down/hide a timesheet period:
- From the Admin menu expand Time à Timesheet Period Lock menu tabs
- Click “Add” button
- In the New Timesheet Period Lock window select the parameters:
- Reporting Period: select a specific reporting period type if locking down only timesheets in a specific period type
- Operating Unit: Select a specific region if locking down timesheets for a specific region
- Period Starts: select a period start date of a timesheet period that needs to be locked down
- Period Ends: select a period end date of a timesheet period that needs to be locked down
- Start Date: select a timesheet lock down duration start date and time
- End Date: select a timesheet lock down duration end date and time (the timesheet lock down will be removed after this time)
- Lock Access For: Indicate if the timesheet period needs to be locked down, for Approvers only, Users only or for both.
- Notes: Optional notes can be added
- Click “Save” button to save the changes
Timesheet lock down will end on the date and time specified in the “End Date” field, or can be removed by simply deleting the entry from the Timesheet Period Lock list.
Additional entries can be added to lock down additional periods based on different criteria.
Note: The lock process does not end any active sessions, so if any users are logged into the application and have the timesheet (that is being locked down) “Open” at the time while the lock is running, they will not be kicked out of the system. The following step must be completed for the Open timesheets after the lock down/hide process above is completed.
- From the Admin menu expand the Utilities àTimesheet search tabs
- In the “Advance Search” menu on the right of the screen select Start and End dates of the period(s) locked.
- In the “Status” field select “Open”
- Click “Apply” button on the bottom of the screen to retrieve timesheets in the “Open” status
5. Select all timesheets retrieved through this search
6. Click “Change Status” button on top of the screen and select “Un-Open Opened Timesheet” from the drop down list of options
7. When prompted provide a “Note” to explain why the timesheet status is being changed and click on “Apply
8. Wait until the “Action Result” confirmation that the process was successfully completed for all of the selected timesheets.
This process will end the active timesheet session and will revert the selected timesheets to the previous status. Users will not be able to re-access the timesheet until administrators unlock the period.