Timesheets
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      Unlocking timesheets and time entries

      If timesheets or time entries are locked, they are unable to be edited.

      Timesheets and time entries can be locked for editing for a number of reasons:

      1. the timesheet has been submitted or approved (if your company has adopted that process)

      2. the time entry has been marked as reviewed (indicated by a green tick);

      3. the time entry has already been included on an invoice;

      4. the timecode, budget line, or project is no longer active;

      5. the timecode is no longer active for the person;

      6. the month has been locked, meaning no time entries can be added or edited for that month.

      Unlocking timesheets and time entries

      The time entry belongs to a submitted timesheet

       

      If you use Projectworks to enter your own time, and have erroneously submitted your timesheets for approval, you can “Set to Not Submitted“, edit your time entries, and resubmit.

      You can “Set to Not Submitted“ via:

      1. the timesheet; or

      2. the three horizontal dots next to the timesheet.
       
       The time entry belongs to an approved timesheet

      If time entries are incorrect and have been erroneously approved, a timesheet approver will need to “Withdraw” the timesheet for the week via:

      1. the timesheet; or

      2. the three horizontal dots next to the timesheet;

         

      The time entry has been reviewed

       

      1. If one or more time entries have been erroneously reviewed, a timesheet reviewer will need to “Mark as NOT reviewed” before a time entry can be edited. Time entries can be marked as NOT reviewed via:

        1. the bulk action on a time entry list screen;

        2. the three horizontal dots next to a time entry; or

        3. the three horizontal dots next to the timecode in the timesheet.

      The time entry has already been invoiced

       

      Users who have access to edit and create invoices can remove a time entry from an invoice.

      Removing time entries from an approved invoice is not advisable, especially if the invoice has already been dispatched.

      The timecode is inactive

      The timesheet will display the timecode time as inactive if the:

      1. project is archived;

      2. project budget is inactive;

      3. timecode is inactive;

      4. timecode is restricted by date, and the date falls outside of the start and end dates; or

      5. person is no longer assigned to the timecode displayed in the timesheet.

      Archived project

      If the project is archived, and time needs to be retrospectively added to that project, a User who has “Can archive projects” access for that project will need to temporarily unarchive the project, so that time can be added:

      1. go to a project list screen;

      2. select “Show archived projects”; and

      3. click on “Unarchive project” via the three horizontal dots next to the project.

      Inactive budget

      If the budget is no longer active, but time needs to be retrospectively added to a timecode in that budget, a user who has access to “maintain settings” for that project can temporarily re-activate the budget:

      1. go to Project > Settings;

      2. select “Budget”;

      3. select “Show inactive”;

      4. slide toggle to “Active”; and

      5. “Save”.

      Inactive timecode

      If the timecode is no longer active, but time needs to be retrospectively added to the timecode, a user who has access to maintain timecodes for that project can temporarily re-activate the timecode:

      1. go to Project > Timecodes;

      2. select show inactive timecodes;

      3. select timecode;

      4. slide toggle to “Active”; and

      5. select “Save & Close” or “Save”.

       

      Timecode restricted by dates

      If the timecode is restricted by date, but time needs to be entered outside of the start and end dates, a user with access to maintain timecodes for that project can:

      1. remove “Restrict time entries by date”; or

      2. edit the start and/ or end dates of the timecode.

      Go to:

      1. Project > Timecodes;

      2. select timecode; and

      3. select “Save & Close” or “Save”.

       

      Person no longer assigned to timecode

      If timecode access for the project has “Restrict who can use timecodes” selected,

      and a person has been erronously deactivated, they can be reactivated if they need to log time to that timecode by a user with access to maintain timecodes for that project:

      1. go to: Project > Timecodes;

      2. select timecode;

      3. go to "People & Rates" tab;

      4. select “Activate User” via the three horizontal dots next to the project; and

      5. select “Save & Close” or “Save”.

         

         

      The month has been locked


       

      A user who has Finance.Periods.Lock access can temporarily unlock the timesheets for the month for the project’s organisation:

      1. go to: Setting > Month Locking; and

      2. slide Timesheets toggle to unlock for the month and organisation of the project for which you need to log time.