Lock, pay and unlock a week

Every week on the tip sheet has a status. It's on the button at the top right of the sheet, and you change it from there.

Status	What it means	How it looks
In progress	Tips and shifts are still coming in, and the figures can change. You can correct the sheet.	A blue status button
Locked	The figures are fixed. This is what staff get paid.	A grey status button and grey headings, a padlock beside the dates, and This week is locked, so its figures are fixed.
Paid	Locked, and the money has gone out.	A green status button and green headings, and a green tick beside the dates

Select the status button to see the week's next step, under This week at the top of its menu. Each status offers only what can come next.

A locked week offers Mark as Paid or Unlock. An option you can't choose is greyed out: your role doesn't include it.

Before you lock

Locking fixes what everyone is paid. Run through this first.

1. Tip Collection is complete: cash entered, and no tips waiting to be placed in a service. See Tip Collection.
2. Nobody is missing. There's no yellow banner saying someone worked this week but isn't active, or you've dealt with everyone on it.
3. Import timesheets, right before you lock, to catch any last-minute shift changes. See Import timesheets before you lock.
4. No unapproved timesheets you meant to pay.
5. No day shows $0.00 in the Tips summary when tips were collected that day.
6. At a dependent venue, every frontline venue it takes from is already locked.

Lock the week

1. Choose the status button, then Lock.

   

2. Tip Sheet asks first, in a box headed Lock this week. Choose Lock.

   

3. If anything looks wrong, Tip Sheet warns you before it locks:

   • There are some unapproved timesheets. Do you wish to proceed?
   • N people worked this week but aren't active, so they earn nothing once it's locked. To include them, approve them in Staff Management first. It lists who.

   Cancel takes you back to fix it, and nothing is locked. Lock anyway locks the week as it is.

The status changes to Locked, the headings turn grey, and a line above the sheet says This week is locked, so its figures are fixed. There's no other message.

Tip Sheet won't lock the week if:

• some card tips haven't been placed in a service. Place them in Tip Collection first;
• it's still recalculating. Wait a moment and try again;
• it's a dependent venue and one of its frontline venues isn't locked yet.

Pay and mark as paid

Once the week is locked, pay it: by bank file, through your timesheet system, or in a pay run. See Pay tips out.

When the money has gone, choose the status button, then Mark as Paid. Tip Sheet asks first: choose Mark as Paid again. The bank file and Tanda or Humanforce boxes can also mark the week paid for you, with a tick box.

Marking a week paid doesn't send any money. It's your record that the money has gone. Mark it paid only once it has.

Marked it paid by mistake? Choose the status button, then Revert to Locked, and Revert to Locked again in the box that opens.

Unlock a week

If a locked week needs changing, choose the status button, then Unlock. If it's Paid, choose Revert to Locked first: a paid week has no Unlock.

Tip Sheet asks first, in a box headed Unlock this week. Read it, then choose Unlock, or Cancel to leave the week locked.

Unlocking changes what people were told

The week goes back to In progress, and Tip Sheet recalculates it. If shifts, tips, service times or departments changed since you locked it, the amounts can change.

• Payout emails already sent stop working. Staff who open the link are told their summary no longer exists. Send the emails again after you lock.
• Tips pushed to Tanda or Humanforce are taken back out of those timesheets. This can't be undone. Push them again after you lock.

If you need a record of the locked figures, download them before you unlock: Download Tips Summary or Download Tips Detailed, in the status button's menu.

Tip Sheet won't unlock the week if:

• it's Paid. Choose Revert to Locked first;
• it's in a pay run. Whoever manages pay runs has to remove it first;
• it's a frontline venue, and a dependent venue that takes from it has locked the same week. Unlock the dependent venue first;
• a department used that week has since been deleted.

Frontline and dependent venues lock in order

A dependent venue's share comes from its frontline venues, so the frontline venues go first.

Doing	Order
Locking	Frontline venues first, then the dependent venue.
Unlocking	The dependent venue first, then the frontline venue.

Who can do what

To	Permission
Lock	Can lock tip period
Unlock	Can unlock tip period
Mark as Paid	Can mark tip period as Paid
Revert to Locked	Can mark tip period as Unpaid

See What each permission controls.