How to Unlock a Timesheet

Timesheets are locked when hours are invoiced and/or approved, or when items are archived. Learn more about the different ways to unlock a timesheet.

Locked Time and Expense Messages

Time or expenses are locked if they are gray and a lock icon is at the left of the entry. For administrators, these are the messages you might see as to why your time or expenses are locked:

• Item Invoiced and Approved – For time or expenses that have been both invoiced and approved.
• Item Invoiced – For time or expenses that are invoiced only.
• Item Approved – For time or expenses that are approved but NOT invoiced.
• Item Archived – For time or expenses that are locked because the project, task, or person is archived. These hours or expenses are not invoiced or approved.

For project managers and regular users, you will see a message that says Only an administrator can unlock this entry no matter why the time or expense is locked. If you need to make changes to locked time or expenses, ask an administrator to unlock these entries.

Unlocking a Timesheet

Administrators can edit or delete a locked time or expense entry. However, since the fields you can edit are limited, you may still need to unlock a timesheet to make changes.

• Only administrators can unlock invoiced or approved hours. They can also reactivate anything that has been archived.

• Project managers can reactivate an archived project that they’ve managed, or reactivate a task or person on a project the manage. They can not mark hours as uninvoiced or unlock approved hours.

Invoiced Hours

If hours have been invoiced, you need to mark those hours as uninvoiced to unlock the timesheet. This does not make any changes to your invoices, but allows you to modify those hours on your timesheet. To mark hours as uninvoiced:

1. Go to Reports > Detailed Time.
2. Create a report for the hours that you want to unlock and click Run Report.
3. Click the Mark Hours as menu, and select Uninvoiced.

To mark those hours as invoiced again, run the same report, but this time, choose Invoiced from the Mark Hours as menu. This will lock your hours.

Approved Time

From Timesheets > Time, Timesheets > Expenses, or Timesheets > Archive, select the timesheet you want to unlock and click Withdraw Approval.

Archived Project

If a timesheet is locked because a project has been archived, you need to reactivate the project to unlock the timesheet. To reactivate a project:

1. Go to Manage > Projects.
2. Click Manage Archived Projects.
3. Click the refresh arrow next to the project you want to reactivate.

Archived Task

If a task has been archived on a project or in Harvest, you need to reactivate the task to unlock the timesheet. To reactivate a task in Harvest:

1. Go to Manage > Tasks.
2. Click Manage Archived Tasks.
3. Click the refresh arrow next to the task you want to reactivate.

Then, reactivate the task on the project to which it’s assigned. To reactivate a task on a project:

1. Go to Manage > Projects.
2. Select the project you need.
3. Click the refresh arrow next to the task you want to reactivate.

Archived Person

If a person has been archived on a project or in Harvest, you need to reactivate the person in Harvest or on that project in order to unlock the timesheet. To reactivate a person in Harvest:

1. Go to Manage > People.
2. Click Manage Archived People.
3. Click the refresh arrow next to the person you want to reactivate.

Then, reactivate the person on the project to which they are assigned. To reactivate a person on a project:

1. Go to Manage > Projects.
2. Click into the project you need.
3. Click the refresh arrow next to the person you want to reactivate.