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How does Lock Timesheets work?
Why would I want to lock a timesheet?
Locking a timesheet prevents a Time User from making changes to their time records. This is important when you are using the time records for billing purposes, for labor distribution, and for payroll. A change to a time record may require an adjustment to a customer invoice, the labor costs associated with a project, or the amount of wages due to an employee or contractor. To prevent a Time User from changing the time record after you have used the time data, you can lock a timesheet. If a change is necessary, you will be able to unlock the timesheet for the Time User to make the change, and then make any necessary adjustments to invoices, project costs or payroll.
How do I select a timesheet to lock?
Timesheets are locked by Time User and a date range. In the Lock Timesheet screen, you are able to filter by Time Users and Charge Codes and multi-select from the drop down list. You can also check the boxes on the left margin.
How do I set a date range to lock?
After selecting the appropriate Time Users, click on the "Lock Start Date" field and select either "Earliest Date" or "Select Date" option. "Earliest Date" will set the start date to the earliest date of time recorded for the Time User. "Select Date" allows you to select any date. Next, click on the "Lock End Date" field and then click on "Select Date". When you have selected the desired date range, click on the "Lock Selected" button.
How do I unlock a timesheet?
After selecting the appropriate Time Users, click on the "Unlock Selected" button and the "Lock Start Date" and "Lock End Date" will be reset to "None".
How does a Time User know if their timesheet is locked?
The Time User will see a light-purple shading of the dates which are locked on their timesheet. If the Time User attempts to enter time for a locked date, an Alert message will appear that says "This date is locked. Please contact your supervisor to have the date unlocked."
What should a Time User do if their timesheet is locked and they need to adjust a time record?
The Time User should contact their supervisor and request that the timesheet be unlocked so that they can adjust their timesheet. This may also require that the timesheet is Unapproved.
Who can lock and unlock a timesheet?
A Timesheet Approver can lock and unlock a timesheet of another Time User if the permission is granted on the Time Users screen and is available only for those Time Users who are in the Timesheet Approver's approval Team. A Time User with a Timesheet Only role cannot lock or unlock a timesheet. An Administrator can lock and unlock a timesheet of any Time User. Any GovBooks User who has been granted permission to lock timesheets can lock and unlock a timesheet of any Time User.
How can a Timesheet Approver be set up to lock and unlock a timesheet?
A Timesheet Approver can lock and unlock a timesheet of another Time User if the permission is granted on the Timesheet Approver's Time Users screen and is available only for those Time Users who are in the Timesheet Approver's approval Team.
Can a Timesheet Approver lock and unlock their own Timesheet?
Yes, a Timesheet Approver can lock or unlock their own timesheet if they also have the permission to approve their own timesheets in their Time Users screen and if they are a member of a Team in which they are also an approver of their own team.
Can a GovBooks Administrator lock and unlock a timesheet?
Yes, a GovBooks Administrator will be able to see and manage the locking of timesheets for all Time Users regardless of whether they are themselves a Timesheet Approver or a Time User.
Can a GovBooks User who is not an Administrator lock and unlock a timesheet?
Yes, a GovBooks User who is not an Administrator can lock and unlock timesheets for all Time Users regardless of whether they are themselves a Timesheet Approver or Time User if the permission has been assigned to their GovBooks Role.
