Discover DataClosing, our period closing App: lock your timesheets, expense reports, invoices, and deliveries by period to secure your production/billing data and avoid any unexpected financial impact on your projects & reporting.
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Configure your app
Install an app
If you have any doubts about installing new Apps, feel free to check out the tutorial : How to install and configure an App
Once installed, allow your Managers to log in by going to your interface:
Administration> Apps/Marketplace > DataClosing
Click on the access configuration button
and specify who will have access to the App.
By choosing "Accessible by all Managers": all your collaborators with a Manager account can use the App.
By choosing "Accessible only by authorized Managers": you must activate the App for the Managers of your choice directly in the Managers/Roles > Manager card or Role > Apps tab, then check at the end of the relevant line.
The DataClosing App also features advanced rights settings. It may therefore be useful and necessary to configure access rights to this app for all people who will use it.
From Administration > Managers / Roles > open the relevant role > Apps tab > DataClosing (cogwheel). Here you can configure search rights (filter on legal agencies), card rights (read/write access to their own cards, all cards, those of their agencies or a list of agencies).
Recommendations
As this app has many implications in the system, we recommend granting access with moderation.
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Close your periods
DataClosing enables the closing of periods by agency and type of closable item.
The app supports the following items:
Timesheets: you can no longer create timesheets for the defined period, nor edit/delete existing ones.
Expense reports: you can no longer create expense reports for the defined period, nor edit existing ones.
Invoices: you can no longer create invoices for the defined period, nor edit/delete financial data (add lines, modify amounts, etc.) of existing invoices. The state & payment date received remain the only editable fields.
Project/Delivery: you can no longer edit/delete financial data of deliveries and projects related to the closing date (additional turnover and investment according to their impact dates, Daily Rate & ADC of deliveries 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 app on the Period tab.
Filter on the perimeter and items you want to close: one or several agencies, one or several items (timesheets, expense reports, invoices, project/delivery).
Then select the line(s) to close.
Enter the date up to which the data should be closed and validate to save.
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Consult closed cards
Authorized Managers can log in to the application to access the list of closed documents (according to their rights).
You can easily check the timesheets, expense reports, and invoices impacted by the closing by navigating through the tabs.
You will also quickly have information on each closed item at various places in your interface.
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FAQ
I closed up to February 2025, can I still create deliveries for this month?
The closing is effective until the last day of the chosen month included (in this case, February 28 included).
Therefore, for a project closed up to February, your new delivery must start at least on March 1st.
My delivery is partially covered by the closing, can I edit it?
A delivery partially covered by a closing can no longer have financial data impacting production and billing modified (namely Daily Rate, ADC, turnover and additional investment for the closed period...).
If these data do not change, you can absolutely extend the delivery for example, as you still have control over its end date.
If you need to modify one of the financial elements to extend your delivery, we invite you to set a new end date for the original delivery and perform a renewal to be able to modify the new delivery.
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 be issued in the Post-Production view and you will also be able to generate proforma invoices. However, since the period is closed, the invoice date will be set to the nearest non-closed date (end of next month, or last invoice date depending on your settings).
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