FAQ: Why can’t I close this project?

There are circumstances under which it’s not possible to close a project. This topic describes many of these situations and their resolutions so that you can close the project.

Ask the employee to submit the listed time entries, or, if you have the Support Staff role, you can go to the employee's time entry and submit it for them.

To submit an employee's timesheet, do the following:

  1. Go to the People view and location the employee's card.

  2. Click the timer outline button.

  3. Find the timesheet with the unsubmitted time and click SUBMIT WEEK.

The project manager should check their Actions view to see if there are any timesheet notifications.

Approved time entries must be invoiced before you can close a project.

To create an invoice, do the following:

  1. Find the project and click its dots vertical icon.

  2. Select Create draft invocie from the pop-up menu.

The invoice will be added to your Google Drive folder.

A purchase invoice is booked as costs on a project. The listed project manager(s) should check their Actions view for purchase invoice notifications that need approval.

A purchase invoice is booked on a listed deliverable, and it (the purchase invoice) needs to be invoiced to the customer.

To create an invoice, do the following:

  1. Find the project and click its dots vertical icon.

  2. Select Create draft invocie from the pop-up menu.

The invoice will be added to your Google Drive folder.

The listed expenses should be approved (or rejected) by the project manager. Requests for approval are listed on the project manager's Actions view.

Approved expenses are booked on this project and are staged for invoicing. All approved expenses that should be invoiced to the customer should be processed in the invoice of the project.

To create an invoice, do the following:

  1. Find the project and click its dots vertical icon.

  2. Select Create draft invocie from the pop-up menu.

The invoice will be added to your Google Drive folder. Make sure the it is approved, and all project-related expenses are invoiced.

Each deliverable that has a fixed price amount should have a billing period.

To add a billing period, do the following:

  1. Locate the deliverable and click its dots vertical icon.

  2. Select Invoicing schedule. The Invoicing schedule window opens.

  3. Click ADD BILLING PERIOD. The Invoicing schedule form opens.

  4. Fill out the form and click SAVE.

A project cannot be closed if the billing period for a fixed price deliverable has not arrived yet. The project must remain open until the billing period passes and the deliverable has been invoiced.

Projects cannot be closed if there are draft invoices waiting for approval.

When you start using VOGSY, for each deliverable that you migrate from an external system, you can assign the costs and revenues that were recorded in that system. Use the Project opening balance back office module to assign the revenue and costs for a deliverable.

When you have finished adding all of the opening balances for the deliverables on your migrated projects, go to the Companies/Departments back office module and click the Opening balances for projects are done checkbox on the appropriate card so that VOGSY will no longer ask you to specify the costs and revenue for future deliverables on projects.

When you add the opening balance for a deliverable that you are migrating to VOGSY, you can also indicate whether an invoice should be generated.

When a project is closed, bookings are made and financial transactions are created. To do this, a journal for closing projects is needed.

You must have the Support Staff role to access the VOGSY back office app.

To create the journal, do the following:

  1. Open the Journals back office module.

  2. Click the plus thick icon.

  3. Type Opening balance projects into the Name field and select Opening balance ledger from the Type drop-down list.

  4. Click SAVE.