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Closing a Time Period: Timesheet not yet fully applied

Article ID
ias-6323
Article Name
Closing a Time Period: Timesheet not yet fully applied
Created Date
22nd May 2008
Product
IRIS Time and Fees
Problem
Message: "There is at least one Timesheet not yet fully applied to the Time Ledger. Please bring the Time Ledger up to date before closing the Period." Click the OK button to display: "Time ledger end of Period - Timesheet Complete" "Staff Member RP, From 01/04/08, To 07/04/08" When closing a Time Period, you may get the above messages displayed on your screen when a timesheet is still the pending queue. The message would also give you details of the Staff member and the From and To date of the Time sheet. To reproduce: 1. Log into IRIS Time from IRIS Main Menu. 2. Click on Periods | Close Periods. 3. The 'Time Ledger Close Periods' screen will be displayed. Check the Period Number and Date details are correct. 4. Click on the Yes button 5. The message above may be displayed.
Resolution
To close a Time Period, all timesheets must be completed and updated to the Time Ledger for that Period. If they are not then you will receive the message displayed above. There are a number of options:
  • Complete Timesheet for the staff member and Update to Time Ledger
  • View outstanding Timesheets in pending queue and Update to Time Ledger Completing timesheet for staff member It may be that the staff has not completed their Timesheet which may be why the period can not be closed. For example, a Time Period starts on 1st January and finishes the 31st January. Staff member RP has Timesheets covering all days from 1st January to 31st January, but Timesheet from 1st January to 7th has only got 26 hours accounted for and the normal standard hours are 37.5. Staff member RP has to complete the Timesheet to apply to Ledger, this can be done by either changing the expected Staff hours to the posted amount (26) for the week, or entering the remaining time (11.5 hours) on the Timesheet Change the Expected total Timesheet hours to equal the amount posted
  • Log into IRIS Time from IRIS Main Menu
  • Click on Post WIP, and select Timesheet from the drop down menu.
  • Enter the Staff Identifier or Select the Staff member from the spy glass and click on Select
  • Re-open the Timesheet that needs to be updated.
  • Click on the Totals and enter the amount that has been posted (in this case 26) in the Expected total Time field.
  • Click on Update and close out of the Timesheet, this would then be displayed as complete.
  • Repeat the above steps for other Staff members
  • Update Time Ledger
  • You should be able to Close the Time Period now. Add more hours to existing Time sheet
  • Log into IRIS Time from IRIS Main Menu
  • Enter the Staff Identifier or Select the Staff member from the spy glass and click on Select
  • Re-open the Timesheet that needs to be Updated
  • Enter Time (11.5hrs) on the Timesheet to make the amount posted equal to the expected amount.
  • Close out of Timesheet and Update Time Ledger
  • You should be able to Close the Time Period now View Outstanding Timesheets in pending queue and update to time ledger When a Timesheet is complete, it must be updated to Time Ledger, Otherwise it will display the above message. In order to do this, you need to ensure that all timesheets for that period are complete, and updated to Time Ledger.
  • From Time Ledger click on Pending Queue | Browse Queue
  • Locate the Timesheets for the period that you would like to close, and should have (Complete) against them. If it is not marked as complete please follow the above (1. Completing Timesheet for staff members).
  • Click on Update to T/L.
  • On the Update Time Ledger WIP Screen tick on Timesheets| Completed button| Enter Staff members details
  • Click on OK to Run the Update After the update you can try to Close the Period again. Tip: On the Closing Time Period Screen, you can click on messages and Print the Output to view the Staff members for which a Timesheet is still outstanding.

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