Question

How do I unlock a Timesheet that has been approved?

Forum|Forum|5 years ago
June 2, 2021
8 replies
0 views

We added some codes that are not in our accounting system so we need to unapprove and unlock our current payroll in order to remove the coded days for several employees. How do we unapprove and unlock an approved payroll with errors?

QuickBooks Time

Tori B

Hey there, @casscam.

Thanks for reaching out to the Community for support. I'm happy to lend a hand with unlocking your timesheets.

QuickBooks Time places this lock on timesheets when they are exported to QuickBooks to tell the system not to export them again. It's important to know that the time can only be unlocked up to 90 days in the past. I've included some steps to walk you through the process below.

In QuickBooks Time, go to the QuickBooks dropdown and select Unlock Exported Time.
Choose a Start Date and an End Date.
Click on All employees and choose individuals, groups of employees, or all employees to unlock time for.
The timesheets that will be unlocked are displayed for reference. Hit Unlock Timesheets.
In the notice that displays, select Confirm unlock.
Go to Approvals and choose the same date range and employees you chose to unlock.
Click on Unapprove for each employee.
In the Approvals Report, Time Entries > Timesheets, or anywhere you can edit time, make your desired changes.
Go to Approvals and re-approve the timesheets.

That's all there is to it. You can see Unlock QuickBooks Time timesheets exported to QuickBooks for additional details about this process.

Let me know if you have further questions or concerns. I'll be here every step of the way. Take care and have a great evening!

K

Kimberly3465

Where is the dropdown?

Candice C

Good afternoon, @Kimberly3465.

I appreciate you reaching back out and asking where the drop-down is located.

Here's a visual:

This feature is still in Beta testing at this time. However, I went ahead and requested it to be added to your account. You should be able to see the option in your QuickBooks by the end of the day tomorrow. If for some reason you don't see this feature by the end of the day tomorrow, just feel free to let us know.

In the meantime, you can check out this guide for more details about unlocking QuickBooks Time timesheets exported to QuickBooks.

This should help explain why you don't see the drop-down at this time. Please inform me if you have any other questions. Have a good day!

H

Heather-RCA

I also need this option added to my dropdown. What information do you need from me?

Thank you so much!

Heather Bursch

MorganB

Hi there, Heather-RCA.

Thanks for joining the conversation. I'd be glad to provide some info about the "Unlock Exported Time" feature.

The unlock option is a feature that's specific to accounts integrated with QuickBooks. On our side it looks like you have your Time account connected to Gusto. Is that correct?

Let me know and I'll keep an eye out for your reply.

M

mgilkessmith

Good morning,

I would also like access to this feature to unlock exported time.

Thank you,

Melissa Gilkes-Smith

G

GP Reeves

Can I please get access to this too?

R

rvrfrf

Hi there, GP Reeves. Thanks for reaching out to the Community.

I've went ahead and submitted a request to have the Unlock Exported Time feature added to your account. It can take up to 24 hours before it appears.

I've also included a detailed resource about unlocking exported time which may come in handy moving forward: Unlock timesheets exported to QuickBooks

Please feel welcome to send a reply if there's any additional questions. Have a lovely day!

B

BentonACT

I would like to enter this Beta feature as well. We are currently having an issue with some unbilled payroll entries with $0 values that were exported into QBO. We want to delete them but need to unlock them first.

Thanks!

Candice C

Good afternoon, @BentonACT.

It's great to see you joining in on this thread. I hope you're having a great day so far.

I'll send you a private message within the Community to get some more information from you so I can put in your request for this Beta feature.

I look forward to chatting with you soon!

L

LGSLLC

I, too, need assistance in unlocking my timesheets to edit the last two days of entries.

I do not have that Quickbooks drop-down menu.

-LGS

K

Kurt_M

Thanks for reaching out here in the Community, @davidhgonzalezl. Let me help you with unlocking your timesheets.

QuickBooks Time places this lock on timesheets when they're exported to QuickBooks Online to tell the system not to export them again. It's vital to note that you can only unlock the time up to 90 days ago.

To begin with, these are the steps:

1.   In QuickBooks Time, go to the QuickBooks dropdown and then select Unlock Exported Time. Next is choose a Start Date and an End Date.
2.   Click on All employees and choose individuals, groups of employees, or all employees to unlock time for.
3.   The timesheets that will be unlocked are displayed for reference. Hit Unlock Timesheets.
4.   In the notice that displays, select Confirm unlock.
5.   Go to Approvals and choose the same date range and employees you chose to unlock.
6.   Click on Unapprove for each employee.
7.   In the Approvals Report, Time Entries > Timesheets, or anywhere you can edit time, make your desired changes. Once done, go to Approvals and re-approve the timesheets.

A reminder, this feature is still in Beta and is not yet available in all accounts. If you do not see this option. Please reach out to the QuickBooks Time Support to help you unlock time.

In case you want to know more about the process, you can refer to this article.

Let me know how it goes by leaving a comment down below. I'll be here every step of the way. Keep safe!

D

dataking

Hi Kyle,

I need access to this feature as well. I don't seem to have the option to unlock past timesheets from the Quickbooks menu even though I have administrative privileges so I assume some action is necessary on your side.

Thank you!

Jessica_young

Hello again, @dataking.

Because this feature is in Beta testing, it's not yet available within all accounts. I've added you to the Beta testing and you should see this available within your account in 1-2 days. Check out this article for more information: Unlock exported time.

(Note: our links in the Community are currently experiencing issues, but they should have these linked articles back up and running soon.)

Also, I noticed you have QuickBooks Desktop so you'll need to delete timesheets in the Weekly Timesheet if you re-export time that has already been sent over, or else it will duplicate.

Let me know what else I can help you with on this, I'll be around!

I need this as well

I am new to this , I just got this software this week. I approved our time sheets for the pay period , but it want let us clock in or out now, can someone help me please.

Rubielyn_J

Welcome to the Community, @Tanning2023.

I'm sad to hear that you're experiencing some difficulties with clocking in and out after approving the time sheets for the pay period. Don't worry, I'm here to assist you and get things back on track.

Once the entries are approved, they are automatically locked, which is likely why you're unable to locate the clock in or out feature. What we can do now is to unapprove it back.

Here's how:

Proceed to Approvals.
Choose the report dates, team members, and click Run Report.
To unapprove and unlock the team member's timesheet, select Unapprove.
Enter the reason and click Send.

Moving forward, let's ensure to approve the entries after the end of a shift or the end of a pay period.

Lastly, if you'd like to expand your knowledge on managing time entries, I encourage you to peruse the following articles for reference:

Should you encounter any further challenges while attempting to clock in and out in QuickBooks, please don't hesitate to come back. I'm ready to offer my assistance. Stay safe!

T

Thomas56

I've unlocked the time however the approval has not changed. How do you update the approval?

K

Kurt_M

Hello there, @Thomas56.

Since you've already unlocked the timesheet, know that you'll want to go to the Time Entries tab and then the Manual Entries section to input the details from the unlocked timesheet. After saving the entries, you'll want to go to the Approvals tab on the left navigational bar to start approving changes. We'll gladly write down the steps to get you going:

Access your QuickBooks Time company.
On the left navigational bar, go to the Time Entries.
Manually add the time needed for each employee.
Click Save.
Go to the Approvals tab, then locate the manual time entries, and then click Approve.

For visual reference, see the screenshot attached.

Furthermore, here's an article in case you want to import time into your QB Time: Export or import time data in QuickBooks Time.

@Thomas56, it's been a pleasure to have you here today. Feel free to visit the Community space if you have any additional QuickBooks-related queries. We've got you covered. Stay safe, and have a great day!

Sign up

Login with SSO

Login to the community

Login with SSO

Scanning file for viruses.

This file cannot be downloaded