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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
1. View the amount of current time Ledger Periods
A Time Period with a status of current or in reconciliation is an open period, as postings can be made into these periods. It is recommended that 3 periods are kept open at anyone time. If however, there are more than 3 open periods it is recommended that these periods are closed so that only 3 periods are left open.
To view the amount of open periods:
Enter the Time Ledger.
Click Periods.
Click Current Periods.
A list of all time ledger periods will be displayed. If there are more than three open periods available we recommend that these periods are closed so that only 3 periods are left open. Click here to close your time ledger periods.
2. You need to have the appropriate staff permissions in Time and Fees to close period
To close a Time Periods it is necessary to have the correct staff member permissions set up.
To set the staff permissions:
Log into the Time Ledger as MASTER.
From the menu select File.
From the sub-menu click Staff.
Highlight your staff id and click View.
Select the Allowed tab.
Ensure that there is a green tick next to the 'Open/ Close/ reconcile time periods'. If there is currently a red cross, click on the red cross to change it to a green tick.
Click Save.
For the help topic for setting staff permissions click here.
3. Put current Time Period into reconciliation
To close a time ledger period it is necessary to put the period into reconciliation first. For more information on Time Period Status click here.
To put a current period into reconciliation:
1. Enter the time ledger;
2. Click Periods.
3. Click Close period.
Note: This works on an earliest first basis
If a message appears it is because to close a period the following conditions must be met:
For staff members to set to part time or regular time. There must be timesheets covering all days in the period. For the help topic to change a staff member to casual.
All the timesheets in the period must be fully applied to the time ledger. For the help topic for updating the ledger click here.
All postings to the period must be updated to the time ledger, including postings arising from the Fees Ledger. For the help topic for updating the time ledger click here.
4. Ensure that the start dates are correct
A start date can be entered onto the staff file to indicate the first day that a timesheet is expected. If the start date is different to the staff members first period then you will need to change the start date.
To change the start date:
Enter the time ledger.
Click on File.
Click on Staff
Select a staff member, then click on view.
Click on the rates tab.
Within the rates tab displayed is a start date. The start date needs to correspond to the date of the first day of the timesheet for each individual staff member. (Take care if the staff member starts in the middle of the week).
5. All timesheets for the period need to be complete
To close a period all timesheets need to be completed. To see whether you have any incomplete timesheets, view the missing timesheets report:
Enter the Time Ledger
Click on Reports, staff reports, then missing timesheets.
Any timesheets that are not complete will be marked as either current , or current and partially applied to the ledger.
To change a timesheet from incomplete to complete:
Enter the Time Ledger.
Click on Post WIP, then Timesheets.
Type in the staff member, or select using the magnifying glass.
Click on the timesheet marked as current, then Re-open to display the incomplete timesheet.
The timesheet has a status of current because the posted time is less than the expected time for the timesheet. Either enter additional postings so that the timesheet is complete, or select the Totals button so that the expected total is the same as the posted total.
6. All completed timesheets for the period need to be updated to the Time Ledger.
Completed timesheets must be updated to the time ledger before a period can be closed. To ensure that a timesheet has been updated to the ledger:
Enter the time ledger.
Click on Post WIP, then Timesheets.
Type in the staff member, or select using the magnifying glass.
Any timesheets that have not been updated to the ledger will be marked as either "current" or "current and partially applied to the ledger."
7. All staff time needs to be accounted for
When closing a time period a message will appear about days not being accounted for If there is a staff member who has timesheets for a month, but is missing a week or a day.
To amend this:
Enter the Time Ledger.
Click on File, and then staff.
Type in a staff member, or select by clicking on the magnifying glass;
Click on View;
Click on the Rates Tab;
Change the type of staff from either regular or part-time to CASUAL;
Click on Save.
Note: Once you have closed the period ensure that the change the staff back to their original type (regular or part-time)
8. All other non timesheet time ledger postings need to be updated to the Time Ledger.
To close a time period all postings entered into that period must be updated. In addition to timesheets WIP write off, Opening Balances, WIP write outs and corrections must be updated
To check for pending postings:
Enter the Time Ledger
Go to Pending Queue.
Click on Browse Queue.
Select the Other Items Button.
Select each of the posting types; Write Out, Write Off Opening Balances and Corrections.
To update any pending postings:
Click on Pending Queue;
Click on Update Ledger;
Select the Posting Type to update.
Click here for further information on updating the time ledger
9. All postings arising from fees ledger need to be updated to the Time Ledger
To close a time ledger period all items posted into that period, (from either time or fees ledger) will need to be updated. Fees Ledger items include Invoices and credit notes where adjust T/L WIP was ticked.
To ensure that there are not any fees ledger documents in the pending queue:
Enter the time ledger;
Click on Pending Queue;
Click on Browse Queue;
Check whether any invoices or credit notes present.
To update pending fees documents in the time Ledger:
Go to Pending Queue
Click on Update Ledger.
Select the time period.
Place a tick in the Fees Documents box.
Enter the date for the items that you wish to update.
Note: If there is a warning about postings being in an open batch see next check
If the Fees items were posted into an open batch then the batch must be closed before these items can be updated.
To see if a batch is open
Enter the Fees Ledger.
Go to postings and then Batches.
Highlight the batch, select reopen and then end batch.
For the help topic for closing a Time Ledger Period click here