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Time Periods are closed to prevent further postings to be entered into the period. This helps with reconciliation and it can improve performance This process will not remove or delete data but it prevents any further changes being made into the period.
It is recommended that up to three periods are kept open and that all other periods are closed. To view how many periods are open click here.
To close a Time Ledger period specific criteria must be met. Click here to view the criteria. Once a time period has been closed it cannot be reverted to its previous status.
To close a Time Ledger Period:
Enter the Time Ledger.
Click Periods.
Click Close Period.
Note: To close a time Ledger Period ensure that the staff permission open/close/reconcile time ledger periods is selected. Click here to go through how to make these adjust these options.
The Close Time Ledger Period is displayed. Please confirm that you wish to change the period status as per detailed displayed below.
Period
The period displayed the period to be put into reconciliation or closed. For example 2002/07.
This period is selected as it is the earliest open period on the Time Ledger. The earliest open period must be closed first as the bought forward and carry forward figures affect the bought forwards and carry forward figures of the periods that will follow.
Note: Closing a period changes its status. Once a period changes status it cannot be reversed. Ensure that this is the required period to be closed.
To and From
Displayed are the start and end dates of the period that will be closed. For example, 1/08/2002 to 31/08/2002.
Status
When a period is closed the status of the period will change. For further information on time period status click here.
Click OK to close the period, or Cancel to exit.
Note: Closing Time Ledger Periods does not remove or delete data, it prevents any further changes being made into the period.
Closing Time Ledger Period Checklist
To close a Time Ledger Period the following 9 criteria must be met:
View the amount of current time Ledger Periods.
Select the appropriate staff permissions in the Time & Fees Ledger.
Put the current time ledger period into reconciliation
Ensure that the start dates are correct
All timesheets for the selected periods are marked as complete.
All timesheets for the period need to be updated to the Time Ledger.
All staff time needs to be accounted for.
All other non timesheet time ledger postings need to be updated to the Time Ledger.
All postings arising from fees ledger need to be updated to the Time Ledger