Force Close Projects

Modified on Tue, 3 Jun at 3:06 PM

The Force Close Project tool helps clear old or internal Projects that are stuck open due to incomplete entities like Jobs, Quotes or Billing. Instead of manually closing each item, this tool processes them logically so the Project can be marked as Sent To Accounts. Please Note: This tool should not be used for day-to-day Project closures. It is only for exceptional or clean-up use cases

Use this tool when:

A Project is no longer active and doesn't need further manual input
A Project has open entities that are blocking completion
You want to tidy up old or internal Projects quickly

Before you start:

Only Super Users have access to the Force Close Project tool
The following system setting must be enabled: "project_close_script_enabled": true - Contact CETA if you need this switched on

Steps to force close a Project

Open the Project
Go to Project Menu > Force Close Project
A new browser tab will open showing the Project details and checklist
Review the list of entities that need processing
Start at the top (Quotes) and click the red Process button if available
Wait for the system to complete processing that section
Continue working down the list in order
As each section completes, a green tick will appear
Once all sections are ticked, the Project will update to Sent To Accounts

Process Order:

Entity	Process
Quotes	New or Awaiting Authorisation will be Cancelled
	Authorised quotes will be Confirmed
	Confirmed quotes will be Completed
Purchase Orders	New or Awaiting Authorisation will be Cancelled
Purchase Orders	Authorised or Goods Received will be Completed
Media	Items not attached to a Job will be No Charged
Media	Stock without valid services will be No Charged
Shipping Notes	New or Prepared will be Cancelled
	Despatched will be Completed
	Items not attached to a Job will be No Charged
Misc Costs	New or Flagged will be Cancelled
	Authorised will be Approved
	Items not attached to a Job will be No Charged
Jobs	Jobs with only 2nd Pencil bookings will be Cancelled
	Jobs with no services or bookings will be Cancelled
	Confirmed or Pencilled Jobs will be Completed
	Completed or Hold Cost Jobs will be Costed
Billing	Unallocated billing rows will be reconciled into a single transaction
	Billing rows already allocated will be Reconciled
	Billing approvals with no billing rows will be Cancelled
Final	Project will be marked as Completed
	Balance will be Reconciled
	Project will be set to Sent To Accounts

Please Note:

You must process each section in order using the red 'Process ' buttons
In extreme circumstances processing items can take a long time, and may time out. If this happens you can:
re-open the screen later and continue where you left off.'
If a section crashes or takes a long time to load:
- You can close the tab and reopen it
- You can run Force Close Project again without repeating completed work
Even if the page crashes, the background process may still complete
You can safely retry processing any section without undoing progress