Lock completed and canceled projects

Overview

If you don't want projects to be edited after they close, you can lock them. You can lock completed projects, canceled projects, or both, using two independent settings. This prevents employees from adding or updating jobs, estimates, invoices, purchase orders, requisitions, returns, bills, and timesheets on a locked project. It also ensures a project can't be marked as Completed or Canceled until all of its transactions are closed or removed. Locking projects helps you ensure financial accuracy and clean project closeouts.

Who uses this feature

Administrators, accountants, estimators, project managers, and operations managers
Applies to all business types
Applies to all trades

Feature configuration

Coming ST-81:
This feature is available to any account using Project Tracking. Account configuration is required to use Project Tracking. Contact your success or implementation manager to enable it.

Things to know

Coming ST-81:
There are two settings, and each one is global. Lock Transactions of Completed Projects affects every project in Completed status, and Lock Transactions of Canceled Projects affects every project in Canceled status. You can turn on either setting on its own, or both.
Note: If you already use this feature, nothing changes for you. ServiceTitan converts your existing setting automatically: if the previous combined setting was on, both new settings are on; if it was off, both are off. You don't need to do anything, and you can change either setting afterward.
This feature is retroactive. When you turn on a setting, projects already in that status are locked, including projects created before you turned it on.
Coming ST-81:
This feature includes three Job Booking & Dispatching permissions:
- Set project to locked status: Allows the employee move a project into a status that is locked. The Edit project status permission must be enabled first before you can adjust this permission.
- Set project from locked status to another: Allows the employee reopen a locked project by choosing a different status. The Edit project status permission must be enabled first before you can adjust this permission.
- Edit non financials when project is complete/canceled: Allows the employee to edit the following fields when a project is in Complete or Canceled status and Lock transactions on completed or canceled project toggle(s) are on:
  - Project Manager
  - Start Date
  - Target Completion
  - Actual Completion
  - Contract For
  - Contract Date
  - Project Description
If an employee tries to edit or remove transactions on a completed or canceled project, an error pop-up explains the project is locked.
If an employee tries to complete a project with open transactions, an error pop-up with links to the open items appears.
If an employee tries to cancel a project that still has open transactions, an error pop-up explains which transactions must be closed first: Project cannot be canceled because the following transactions are still open.
Coming ST-81:
The pop-up names each open transaction, so you can go straight to the items that are blocking the change.

Project locking

To start using this feature, enable it under project settings and set employee permissions accordingly.

Step 1: Turn on the project locking settings

Go to the top toolbar and click Settings .
In the side panel, go to Operations > Project Settings.
Click the Project Setup tab.
Scroll to the Lock Closed Projects section and turn on the settings you want:
Coming ST-81:
- Lock Transactions of Completed Projects
- Lock Transactions of Canceled Projects
  Note: These two settings work independently. If your office treats Canceled as a working status rather than a final one—for example, you keep reworking a canceled estimate on the original project—turn on Lock Transactions of Completed Projects and leave Lock Transactions of Canceled Projects off.
When finished, click Save.

Step 2: Set employee permissions

Under employee permissions, go to the Job Booking & Dispatching > Projects section.
Coming ST-81:
- To allow an employee to move a project into a locked status, select Set project to locked status.
- To allow an employee to move a project out of a locked status, select Set project from locked status to another. This is the only way to make a locked project editable again.
  Note: The Edit project status permission must be enabled first before you can adjust these permissions.
- To allow an employee to edit non-financial fields when a project is in Complete or Canceled status and Lock transactions on completed or canceled project toggle(s) are on, select Edit non financials when project is complete/canceled.
When finished, click Save.

Project completion or cancellation requirements

Coming ST-81:
When Lock Transactions of Completed Projects is on, a project's status can only be changed to Completed after all of the following conditions are met. When Lock Transactions of Canceled Projects is on, the same conditions apply before a project's status can be changed to Canceled.

Transaction Type	Completion Requirement
Jobs	All jobs must be complete or canceled.
Purchase Orders	All purchase orders must be received or canceled. This includes job POs where the job is part of a completed project.
Applications for Payment	All applications for payments must be closed, meaning the balance and retainage is at zero.
Invoices	All invoices must be exported or attached to a canceled job. This includes job invoices that are part of a completed project.
Project Requisitions	All project requisitions must be completed or canceled. This includes requisitions where the job is part of a completed project.
Returns	All returns must be canceled or exported. This includes a job's return where the job is part of a completed project.
Bills	All bills must be exported. This includes bills for POs on a job that is part of a completed project. Note: Bills don't need to be exported if Payables is enabled in your account.