Discover DataClosing, our Period Closing App: lock your timesheets, expense reports, invoices, and services by period to secure your production/billing data and avoid any unexpected financial impact on your projects & reporting.
Summary
Install an app
If you have any doubts about installing new Apps, don't hesitate to check the tutorial: How to install and configure an App
Once installed, allow your managers to access it by going to your interface:
Administration> Apps/Marketplace > DataClosing
Click the access configuration button and specify who will have access to the App.
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By choosing "Accessible by all managers": all your collaborators with a Manager account can use the App.
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By choosing "Accessible only to authorized managers": you need to activate the App for selected managers directly in the Managers/Roles module > Manager or Role record > Apps tab Apps, then check the corresponding line.
The DataClosing App is also subject to advanced access rights settings. It may therefore be useful and necessary to configure access rights to this app for all users who will need to use it.
From Administration > Managers / Roles > open the relevant role > Apps tab > DataClosing (gear icon). You can configure search rights (filter on legal agencies), record rights (read/write access to their own records, all records, those of their agencies, or a list of agencies).
Recommendations
Since this is an app with many system implications, we recommend granting access with moderation.
DataClosing allows you to close periods by agency and type of closable item.
The app supports the following items:
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Timesheets: you can no longer create timesheets for the defined period, nor modify/delete existing ones.
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Expense reports: you can no longer create expense reports for the defined period, nor modify existing ones.
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Invoices: you can no longer create invoices for the defined period, nor modify/delete financial data (add lines, modify amounts, etc.) of existing invoices. The payment status & date remain the only modifiable fields.
- Project/Service: you can no longer modify/delete financial data for services and projects related to the closing date (additional revenue and investment based on their impact dates, TJM & CJM for services fully or partially covered by a closing...). You will also no longer be able to delete them.
To close a period, go to the DataClosing tab in the Period section.
- Filter the scope and items you want to close: one or more agencies, one or more items (timesheets, expense reports, invoices, project/service).
- Select the line(s) to close.
- Enter the date up to which data should be closed and confirm to save.
Authorized managers can access the application to view the list of closed documents (depending on their rights).
You can easily check timesheets, expense reports, and invoices impacted by the closing by navigating through the tabs.
I have closed until February 2025, can I still create services for this month?
The closure is effective until the last day of the selected month, inclusive (in this case, February 28th inclusive).
Therefore, for a project closed until February, your new service must start no earlier than March 1st.
My service is partially covered by the closure, can I modify it?
A service partially covered by a closure can no longer have financial data affecting production and billing modified (such as daily rate, monthly rate, revenue, and additional investments for the closed period...).
If these data do not change, you can absolutely extend the service, for example, since you still have control over its end date.
If you need to modify any of the financial elements to extend your service, we recommend setting a new end date for the original service and renewing it to modify the new service.
I am in Post-Production and want to create an invoice for a closed period because I just received the last missing elements. Is it possible?
You will see your invoices to issue in the Post-Production view, and you will also have the ability to generate proforma invoices. However, since the period is closed, the invoice date will be moved to the nearest non-closed date (the end of next month, or the last invoice date according to your settings).
Want to participate in our roadmap?
We provide a portal where you will find the evolutions officially included in our roadmap. Feel free to vote for them to help us prioritize them (by describing their criticality and how they would help you). Also, don’t hesitate to submit other ideas by clicking on the "Submit an idea" button at the top right.
Our product team relies 100% on customer feedback to ensure that our teams work exclusively on evolutions that help you in your daily life.
We hope this article was helpful and we strongly encourage you to let us know by voting just below.
If you still have unanswered questions, please do not hesitate to contact our Support service who is always ready to listen:
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