Just like elsewhere in Phocas, you can change the date range (period), e.g., switching from the current financial year to YTD, rolling 12 months, quarters and so on. You can also compare to previous periods, add custom date ranges and set a default period for the financial database, so it presents the same date range each time you open it to view your statements.
Change periods
The quickest way to change the dates in the grid is to choose from a list of already defined periods. Defined periods contain a current period and previous period and are usually dynamic, meaning they adjust accordingSelect Period > and then choose from the dropdown.
Add a custom period
If the dates you want aren't listed in the period dropdown, you temporary to your own dropdown This period will then be available for you to select from your list for other analysis.See more about custom periods in Phocas.
Set a default period for your finance database
Include periods in your P&L view
When viewing a P&L the Columns menu contains a separate option to Include Periods. This displays a 'period mode'-style view of the selected financial statement, and the other options in the menu become unavailable.
Select Columns > Include Periods.
Analyze results outside the financial year
This example shows how to conduct a calendar year P&L analysis for the 'last 12 months'. This technique could be used to select any 12-month date range.
Select Period > Custom
Set the current period to start at Jan 2019 and end at Dec 2019. The previous will automatically set to Jan and Dec 2018. Save.
The P&L statement now displays the change between calendar years 2019 and 2018.
Compare future budgets with actuals
If you have a forward year’s budget prepared you may want to see it alongside actuals in your P&L. You can achieve this by adding an additional variance stream period as part of a custom period.
Select Period > Custom, as shown below.
In the custom period window:
Select from year, month etc
Select a start and end date, e.g., if you’re using ‘month’ and the current period is Dec 2019 to Nov 2020 the variance stream period would be Dec 2020 to Nov 2021.
Apply.
Make sure you have ‘Stream’ ticked under Columns.
The grid will update accordingly. In the image below, the user hasn't yet created next year’s budget so the new column shows zeros. If you save the results as a favorite, the custom period will be included.
Compare P&L for multiple calendar years
Select Period > Custom
Choose 'Year' (In this example, the user sets the current period to start at 2017 and end at 2019). Apply.
Then choose 'period' from the columns button. You'll get something like this:
Information for administrators
Article: Set a new period type
Video:
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If you save your view as a favorite, your defined or custom period will be included. You can set a default period so that a certain date range is applied each time you view a statement. |
Apply a defined period
Click the Period menu and select the period you want to apply. The statement grid updates automatically.
Compare the examples in the images below; in the first example, the financial year to date (FYTD) period is applied and in the second, the financial quarter period is applied.
Change the columns to complement the period
When you change the period, it is likely you will also want to add or remove columns, to enhance your view of the financial statement.
Continuing with the example in the second image above, click the Columns menu, then clear the Budgets checkbox and select the All checkbox in the Periods section. The statement grid updates to give you a quarter-on-quarter view of performance.
Check what dates are in a period
To check what dates a particular defined period refers to, apply the period, then when the statement grid updates, click the Period menu and select Custom. The Custom Period window displays the dates for that period.
Apply a custom period
Click the Period menu and select Custom.
In the Custom Period window, select the period type, such as year, month or day. The period types that are available depend on what was set up by your administrator when the database was created.
Clear or select the Reversed checkbox, as required. Time units (months, days, weeks, years) display in the grid in chronological order from left to right. To avoid having to scroll across to the most recent time unit, you can reverse the display order. Some defined periods may already be set as reversed.
Select a start and end date for your current period. The previous and budget periods automatically update to these dates but you can change those dates too, if required.
Select the Offset checkbox(es) if you want to define a date range based on today's date, so that the data continues to update dynamically.
Click Apply. The statement grid updates automatically.
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To conduct a calendar year Profit and Loss analysis for the last 12 months, set the current period to start at Jan [this year] and end at Dec [this year]. The previous will automatically set to Jan and Dec [previous year]. |
Add a user defined period
If you have permission, you can add a period to the defined list of periods. This period will then be available for you to select the next time you view a financial statement.
Click the Period menu and select Add at the bottom of the list.
In the User Defined Period window, enter a name for the period.
Set up the period as required (see Apply a custom period above for details, as the settings are similar).
Click Save & Apply.
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If you think a defined period would be useful to other users, ask your administrator to set a new period type in the database, so all users (provided they have permission) can see it in the Period list. |
Edit or delete a user defined period
You can change the setup of a defined period you add or delete it, if you no longer need it.
Click the Period menu and locate the period in the list, then either:
Click the Edit button next to the period name, make your changes and click Save & Apply.
Click the Delete button next to the period name and click Yes to confirm.
On this page
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Related pages
For administrators:
Add a defined period to the Periods menu (video, duration