Question:
What happens to my timesheet when month end falls in the middle of a week?
Answer:
When the end of a financial month lands mid-week, a single timesheet week can span two months. Fluid handles this automatically: it splits the timesheet entries so that hours are allocated to the correct month. This ensures the hours and the financial actuals are posted accurately to each month, even when a week crosses a month boundary.
Financial Administrators should be aware that if the Financial Month is locked before the timesheets for the week have been submitted and approved, the actuals will be posted to the next open month, even where the timesheet days fell into the previous month that is now locked.
What do I need to do as a timesheet submitter?
Submit your timesheet for the full week as normal; Fluid takes care of the split behind the scenes.
Where a week runs into a new month, submit the timesheet only after all hours for the week have been entered, so that both the current month's and the new month's hours are captured before submission and approval.
Why does submission and approval timing matter?
Although Fluid can split timesheet hours across months, if the timesheet is not submitted and approved before the month is closed, the actuals will be posted to the next open month instead.
Example: A week runs from late June into early July. If June is closed (Financial Lock applied) before the timesheet is submitted and approved, all of that week's actuals, including the June portion, will be posted to July.
The correct sequence is:
All hours for the week are entered (including any that fall into the new month).
The timesheet is submitted.
The timesheet is approved.
Only then should the Financial Month Lock be applied to close the month.
Before Locking the Financial Month Period
Before applying the Financial Month Lock, Financial Admins should be aware of the following:
If the month is usually closed after month end
Timesheets that span the boundary must still be fully completed (all days), submitted and approved before the lock, or the actuals will post to the next open month.
If the month is usually closed before month end
Users must complete the full timesheet up to month end in advance, before the lock is applied or the Financial Month Lock should be delayed until all timesheets for that timesheet week have been submitted so that the actuals are captured in the months that the hours apply to.
💡 Tip: You can check for unsubmitted timesheets before locking and send bulk reminders from the Timesheet Administration page if needed.