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Checked against the product · 2026-10-05

Period Locks and Maintenance Tools — Admin Guide

Two Admin tabs actually change things rather than report them: Year Rollover, which controls which fiscal months can still be written to, and Setup & Repair, which holds the operator tools that act directly on your live tenant database.

Everything else under Admin configures or displays. These two are the pages where a click has consequences, which is why both are built to slow you down — and why this is the guide to read before you use either.

For: administrators · Time: ~12 minutes · You'll need: for Year Rollover, access on the Admin Console row Year Rollover of your company's permission matrix (Admin → Permissions) — read-write to lock or unlock; for Setup & Repair, the admin or CEO role (Integrity Check also opens to the COO and operations lead), with Manual Sync needing read-write on the Data Sync row; and for the maintenance tools, a reason you can state out loud.

How to access​

Admin → Year Rollover and Admin → Setup & Repair.

Part 1 — Year Rollover: which months can still be written to​

Admin → Year Rollover

Despite the name, this is not a wizard you run once a year. It is a live grid of your fiscal months, and it controls which of them accept writes. Pick a year and you get all twelve months, each in one of three states.

StateLock shownWhat it meansCan you change it here?
ERP ClosedBlueThe month is at or before your books' close dateNo
LockedAmberYou locked it in ArcvueYes — Unlock
OpenOpen padlockAccepting writesYes — Lock

Three figures summarize the year: how many months are ERP Closed, how many are User Locked, and the Fiscal Year you are looking at.

The one thing to understand before you go looking for a bug​

An ERP-closed month has no button at all. Not a grayed-out button — no button. This page will not offer you a way to reopen a period your books have closed, because that close is authoritative and Year Rollover does not overrule it. The close date comes from your accounting system's close, or from a close finalized in Arcvue.

This reads as a missing control rather than a deliberate one, and it is the most common false alarm on this page. If you genuinely need that month open, it is reopened where it was closed, not here.

A role with read-only access on the Year Rollover row sees the same grid with no Lock or Unlock buttons on any month.

Your lock is a second layer, not the same lock​

ERP Closed and Locked are independent. The ERP close is the accounting close; your lock is an additional guard you apply and remove at will — useful when a month is technically still open in the ERP but you do not want anyone touching it while you finish a review.

So the useful habit: lock a month the moment you have finished with it, rather than waiting for the ERP close to do it for you.

On a new tenant​

The page reads "No fiscal periods" and tells you periods are created during sync or year-end rollover. That is expected before your first sync — there is nothing to configure here to make them appear.

Part 2 — Setup & Repair: the tools that touch the live database​

Admin → Setup & Repair

Operator tools for diagnostics, schema repair and manual sync. The page describes itself accurately, and the design is worth understanding because it tells you which tools are safe.

The maintenance wall​

The tools split into two classes, and the page enforces the split.

Always available — read-only, run these freely:

  • Database statistics — Database Size in MB, and your Largest Table with its row count.
  • Integrity Check — reports "Database integrity OK" or lists the issues found.

Locked until you explicitly enable maintenance mode:

  • Re-seed Defaults
  • Repair Schema
  • Manual Sync

Those three run directly against the live tenant database, so they sit behind Enable maintenance. The banner turns amber while maintenance is on, and it tells you to lock maintenance when you are done — do that. An unlocked maintenance mode is a loaded page left open in a browser tab.

And the second guard is the one that matters: even with maintenance enabled, every mutating tool still asks for confirmation before it runs. Enabling maintenance does not arm anything — it makes the buttons clickable. Nothing on this page can fire from a single stray click.

Manual Sync appears only for a role with read-write access on the Data Sync row of the permission matrix; without it the card is not shown at all.

One more card sits on the page outside the wall: Re-run Questionnaire. Open Questionnaire takes you back through the business configuration questionnaire, and finishing it updates your settings from your answers — so it is a configuration change, not a diagnostic, even though maintenance mode does not lock it.

The four tools, and when each is the right answer​

Integrity Check — always your first move. It changes nothing and it tells you whether the database itself is sound. Run it before any of the other three; if integrity is bad, a repair or a re-seed is not the conversation.

Repair Schema — brings the database structure up to current. If there is nothing to do it says "Schema already current", which is a perfectly good result. It can also finish with warnings — read them; a completed-with-warnings repair is not the same as a clean one.

Re-seed Defaults — restores default configuration rows, such as the email layout. Existing data is preserved — this is the tool's explicit contract, and it is why re-seeding is a reasonable thing to try when a configuration page looks empty or broken. It refills defaults; it does not reset your tenant.

Manual Sync — triggers a real, immediate sync and reports the process ID it started along with the tenant it ran for.

It starts the same run as Data Sync → Trigger Sync. The two buttons call one sync; this one simply sits behind maintenance mode. Both are refused while a budget year is locked, because a sync would overwrite the frozen budget — the message names the locked year and who locked it. See Monitoring, Sync and Audit for the Data Sync side.

Every run is recorded on the page​

Each tool writes its outcome into a results list — what ran, what it returned, and whether it succeeded. Read the result rather than the toast. A toast is a notification; the results list is what you can still see in five minutes when you are working out what you already tried.

The two panels that report rather than act are Largest Tables — the ten tables holding the most rows, which is where you look before wondering what is consuming the database — and Recent Actions, the run log this section promises. Each entry carries its time, a green or red dot, and the action, so a tool that failed says so on the page rather than only in a toast you have already dismissed. Cancel backs out of a confirmation without running anything.

Part 3 — When something looks wrong​

"A month has no Lock or Unlock button." If it reads ERP Closed, that is the close date at work; reopen it where it was closed if you truly need it. If no month has a button, your role has read-only access on the Year Rollover row.

"I unlocked a month and it still refuses writes." Check whether it is ERP Closed as well as user-locked — those are two independent locks and both have to allow the write.

"Year Rollover is empty." No fiscal periods exist yet. They arrive with your first sync.

"Re-seed Defaults sounds dangerous." It restores default configuration rows and preserves your existing data. It is the mildest of the three locked tools.

"Repair Schema said 'already current'." Nothing needed doing. That is a pass.

"Repair Schema completed with warnings." Read them before moving on — the repair ran, but not cleanly.

"I want to force a sync right now." Data Sync → Trigger Sync, or Setup & Repair → Manual Sync with maintenance mode enabled — they start the same run. Either needs read-write on the Data Sync row, and both refuse while a budget year is locked.

"The maintenance buttons are grayed out." Maintenance mode is locked. Enable it, and remember to lock it again afterwards.

One-line summary​

Year Rollover is a live grid of which fiscal months accept writes, with three independent states — and an ERP-closed month shows no button at all, because Arcvue does not overrule your ERP's close. Setup & Repair splits its tools deliberately: Database statistics and Integrity Check are read-only and always available, while Re-seed Defaults, Repair Schema and Manual Sync act on the live database and stay locked behind maintenance mode, each still confirming before it runs. Run Integrity Check first, treat "Schema already current" as a pass, and remember that Manual Sync starts the same run as Data Sync's Trigger Sync.