This request comes from an accounting perspective. Many financially minded users do not want any changes made to time sheets or time entries after:
- A specific date OR
- After downloading the time sheets to accounting solution (such as using the Project Insight for QuickBooks integration)
Lock Down by Time Period
System Administrators can change the Administration > Time, Expense & Invoice > Time Sheet Settings to reflect their Lock Down Period and Lock Down Grace Period.
Lock Down Period
Should Project Insight lock the ability to add or change time entries by daily, weekly, semi-monthly, monthly, quarterly or yearly time period?
For example, a weekly lock down period will lock down all time entries at the end of each Saturday. It will add any days following Saturday from the "Lock Down Grace Period" before it locks down the time entries through Saturday.
This option is set to "None" by default. Project Insight does not set a lock down period unless your team wants to limit editing Time Sheets.
Lock Down Grace Period
The grace period, in calendar days, in which editing can still take place.
For example, a weekly lock down period with a lock down grace period of 4 days will allow new time entry and editing for last week through Wednesday of that week.
We recommend using a Grace Period because it is rare that team members will not need any changes to their time sheets in the first four days after submitting their time sheets.
If using this method, there will come a time when you want to override the Lock Down and make a change. In this case you will use the:
Time Sheet Unlock
If a user is both a System Administrator and an Invoice Manager, they may unlock a time sheet
This is intended to temporarily unlock a time sheet in the event that corrections need to be made after locking a time sheet.
This is very specific to time sheet locking and does NOT override the time entry locking. Time entries locked based on the lock down period cannot be unlocked regardless of the lock status of the time sheet within which the entries reside.
Lock Down by Event
This can only been undone by removing the time entries from an invoice.
If using an accounting integration, you may need to use the Time Sheet Reset Download checkbox: