Status Flags - Project Time (incl. Approving and Invoicing Project Time Records)

1. Usage

2. Change status

2.1. Change status of a single entry
2.2. Change status of multiple entries - Bulk Operations

3. Approve Project Time Records

4. Lock Tasks

5. Invoicing Project Time Records

1. Usage

1.1. Changeable

The initial status setting is "Changeable" and is indicated by an open lock symbol. Changeable means that you can still change an entry.  

1.2. Locked 

If the employee or the administrator sets an entry to "Locked", this entry can no longer be changed. With this status the employee can symbolise that the entry is ready for further processing (billing, invoicing the customer, etc.).
Entries which are locked are marked with a lock symbol.

1.3. Approved

This status is reserved for admins, project managers or team leaders only. This makes it possible to approve specific time entries. It is advisable to use this status to mark those entries that have been checked and are ready for further processing (billing, invoicing for the customer, etc.).

Tip: For a better overview, you can filter the entries that have not yet been approved. This filter displays changeable and blocked entries.

1.4. Cleared

If the status of an entry is set to "Cleared", this means that an invoice has been created for the entry and sent to the customer. For your company, this marker shows that the order has already been billed, but the amount has not yet been received, for example.
If an entry has been set to "Cleared", an icon with a dollar sign in a letter is shown.

1.5. Closed

If an entry is finished and there are no more further steps to make, you can set the entry to "Closed". The status is indicated by a closed box symbol. 

1.6. Archived

Once the customer has paid for the expense and the service has been completed, you can set the status to "Archived".

This status is displayed with the archive symbol.

2. Change status

2.1 Change status of a single entry

You can change the status of each single entry. In order to do this, go to the edit symbol next to the entry concerned. There you can change the status according to your needs.

If a period has been balanced, the entries are locked. Instructions on how to undo the balance in order to be able to edit the status of entries again can be found in the article "Balancing a period and Creating Time Sheets" under point 4. "Revert balancing".

2.2. Change status of multiple entries - Bulk operations

As a further possibility to edit the recording status, there are the bulk operations. To do this, click in the box above all entries to select all displayed entries or check the boxes next to the desired entries. Then click on “Selected records” and select the desired option. You also have the option to delete selected entries.

3. Approving Project Time Records

The “Approved” status can only be set by project managers, team leaders or admins. This makes it possible to have the entries checked by different instances.
Once you have checked the records of a project, you can set the status of the entries to “Approved” to signal that they are now ready for further processing or billing. You can change the status of the entries collectively as explained under 2.2.

4. Lock Tasks

Admins and project leaders have the possibility to lock tasks, projects and customers for further time tracking and editing. You define a point in time before which existing entries can no longer be changed. This way you ensure that

    - existing entries cannot be changed or deleted
    - no entries can be added later

Note: For project leaders this function only is available for projects they are assigned to.  

To lock one or more tasks go to "Reports/Project Time" and click on "Lock Task(s)".

You can now choose which tasks you want to lock and set the date of the lock-up. It's possible to lock only specific tasks or all of them at once. 

The date of the lock-up will be displayed in the task properties (Edit Task) in "Administration/Tasks". 

Here you can also take back the lock-up. For this click on the "X" next to the set date and then go to "Save". 

Example: "Building 1" is an ongoing project with time entries. The time records up to October 31st are to be cleared. Entries may therefore no longer be edited or deleted, nor may any entries be added. By locking the Project with a key date of October 31st, entries in the period up to October 31st cannot be changed.

5. Invoicing Project Time Records

To bill the entries of a current project, proceed as follows:

1. Go to Reports/Project Time and filter the times of the desired project.
2. Click on “Lock task(s)” and enter the date on which you want to bill (see point 4). Now no one can book into the period or change times in this period. You can now check these times and then set the status to “Approved”.
3. Now create a PDF report or Excel export with the times in “Approved” status. This export is the base for invoicing.
4. You can now set the hours to “Cleared” status.
5. As soon as the customer has paid for the service, set the entries to “Closed”. With the “Archived” status, you can map a further step if the closed entries are forwarded to another instance.