Close Period - Gatekeeper user guide

Introduction

Close Period is when the outlet has finished entering all their data, for the week and want to lock it down so no alterations can be made.

Head office can also authorise the close period before it is locked down. 

Assumptions

The gatekeeper has ensured that all users understand what they need to do before close period and close period questions have been entered if necessary.

The head office user has the close period override permission ticked (point 3 below only)

Where to find this

1. Close Period Report
   Head Office>Company > Reports>Close Period Report
   
   
2. Approving a closed week
   Log into an Outlet>Company>Close Period
   
   
3. Re-opening a closed week
   Log into an Outlet>Company>Close Period
   
   
4. Setting close period questions
   Head Office>Outlets>Set Up>Manage Questions
   
   
5. Viewing who closed the week and when
   Log into an Outlet>Company>Close Period

Step-by-Step guide

Close Period Report

1. The Close Period Report tells head office users which outlets have closed their week. The user selects the week they want to run the report for and can see which outlets are closed and which are open.  Read means an outlet is open, green means it has been closed and blue means it has been approved by a head office user. 
   
   

Approving a closed week

1. Head office users can approve a closed week if desired. This is not a necessity and does not affect the data but gives a visual indication that the close week has been approved
2. Log into the outlet and in Company, click on Close Period
3. Click on a green dot 
4. The user will be given the option to make notes and will need to select Approve Week
5. The dot will have changed to blue

Re-opening a closed week

1. Log into the outlet and in Company, click on Close Period
2. Click on a green dot 
3. The user will see the option to click on Unlock week
4. This enables the user to unlock a closed week as long as the data hasn't been exported

5. If the data has been exported, the user will see the below message:

   Unlock Week:

   This week cannot be unlocked for this area as transactions have already been exported.

Setting Close Period Question

1. Once in Manage Questions, click Add
2. In the first drop down box, selct which Area you would like to set the questions for
3. Enter a question number and then in Question, add the question. This is free text but the questions need to be yes/no questions
4. You can add as many questions as neccessary for each area
5. When closing the week for that area, the user will need to answer the questions

Viewing who closed the week and when

1. Log into the outlet and in Company, click on Close Period
2. Next to a green dot, you will see a red exclamation mark
3. Hover over the exclamation mark and at the bottom of your web browser page you will see the name, date and time of the user who closed the week