Complete the month-end closing
Complete the month-end closing in QUANTICAL.ERP as an employee - download, upload, AI-check and confirm the timesheet per project.
To complete the month-end closing, click Month-end closing under Actions in the left sidebar. From the configured reminder day on, a number next to the menu item shows how many timesheets are still open.
The overview
The page shows one month. The arrows at the top right move to the previous or the next month. At the start of a month the page still opens the previous month; from the configured day on it opens the current one.
The two tiles Pending and Done count the timesheets. Below them, one card appears for every client project you booked hours on in that month, with hours and person-days. The colour bar on the left shows the state: orange is open, green is done, grey means the project does not require a timesheet.
Submitting a timesheet
Download the timesheet
Download for signing creates the PDF from your bookings of the month. Have it signed by the client. How to design the document beforehand is covered in Create a timesheet.
Upload the timesheet
Drag the signed PDF into the field Drop PDF here or click to upload. PDF files up to 5 MB are allowed. After the upload the AI check starts: it compares hours, period, consultant, client and signature of the document with the booked data. Every field gets a green check mark or a red warning icon.
If the client requires the upload in their own portal, the card shows the button Uploaded to third-party system instead.
Confirm
Click Confirm. The button stays locked until the AI check has finished. A dialog points out that the entry is locked after confirmation and can no longer be changed or deleted. If the check found a deviation, the dialog shows it as a table with the columns In document and Expected, and the button reads Confirm anyway.
After confirmation the card shows a green lock with Confirmed. The file name stays clickable; upload and removal are locked.
Confirmation locks the timesheet, not your time entries. When entries are locked is set by your administrator, see Configure the month-end closing.
Special cases
Timesheet by the project lead: For projects where the project lead submits the timesheet for all members, only the lead uploads one file and confirms in the dialog that it contains all employees of the month. Everyone else sees a note on the card that no upload is needed here.
Deleted by the administrator: If administration deletes an uploaded timesheet in invoice preparation, the card shows the note Timesheet was deleted by the administrator - please upload again with the reason as a comment. Upload the corrected file and confirm again.
Month-end closing
Upload and confirm timesheets per project - the month-end closing in QUANTICAL.ERP as the basis for invoicing.
Configure the month-end closing
As an administrator in QUANTICAL.ERP, set the cut-off day and reminder of the month-end closing, the automatic locking of time entries and the timesheet requirement per project.