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Periods are time and date ranges for the data that displays in the grid. They are often set to months or years.

In Phocas, a 'period' is often actually two date ranges: a current period and a comparative previous period and you can see columns for these periods in Period mode. You can change the period that applies to these columns, to view the information over different timeframes. For example, you might want to view numbers for the rolling 12 months, then change the period to view the numbers for the year to date.

When you first open a database, the default period is selected and applied for you. You can use the Period menu to change the period that applies to the grid. The Period menu contains a list of defined periods you can select from, along with the option to add a custom period or user defined period. The table below differentiates the three options. Click the links for more detailed information.

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Defined

• A list of defined (preset) periods that you can select from, including current period and previous period.

• Usually has dynamic dates, which means they adjust according to today's date.

Custom

• A temporary date range that you apply to your current analysis; it is not added to the list of defined periods.

• A useful way of seeing data for a one-off timeframe, such as the duration of a sales promotion. For example, a range of months, sections of months, one month at a time, and so on, depending on what period types are available in the database.

• Has fixed dates, such as, ‘January 2023' as opposed to dynamic, such as 'last month'. They update when you move into the next period, such as a 'February 2003’. 

User defined

• A period that you add to the list of defined periods, so it will then be available for you to select the next time you view data in the grid. User defined periods sit below the defined periods (administrator-set) and a line separates the two categories.

• Suitable if there is a period you frequently want to apply to your analysis but none of the defined periods include the specific dates you want.

• Can have fixed or dynamic dates, depending on the options you select.

Apply a defined period

In the Summary view or when you have selected a dimension (as applicable), click the Period menu to view the list of defined periods, then select the one you want to apply. The grid updates automatically.

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Check what dates are used in a defined period

There are two ways you can find out the date range for a particular defined period.

• In Analytics, apply the period then click the Information button. Click Close to return to your analysis.

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• In either Analytics or Financial Statements, apply the period, then when the grid updates, click the Period menu and select Custom. The Custom Period window displays the dates for that period. Click Close to return to your analysis.

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Apply a custom period

1. Click the Period menu and select Custom.

2. In the Custom Period window, select the period type (time unit), 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.

3. (Optional) Select the Reversed checkbox. By default, time units (years, months, weeks or days) 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.

4. Select a start and end date for your current period. The previous period automatically updates accordingly (one year earlier) but you can change those dates too, if required.

5. Click Apply. The Custom option displays in the Period menu and the grid updates to display the data for that period. The period range you set displays in the status bar above the grid. 

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6. (Optional) Save the results as a favorite to include the custom period.

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title Example 3 - View one month at a time
To view a single month, the start and end need to be the same, as illustrated in the image below.  Image Added

Add a user-defined period

You can add your own defined period from scratch or tweak an existing defined period, then add it as a new defined period. Either way, as it is your defined period, you can edit or delete it as required.

Add a user-defined period from scratch

1. Click the Period menu and select Add at the bottom of the list.

2. In the User Defined Period window, enter a name for the period.

3. Select the period type (time unit), 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. You will typically see year, month and day but week and quarter are also common.

4. (Optional) Select the Reversed checkbox. By default, time units (years, months, weeks or days) 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.

5. Select the start and end dates for your Current and Previous periods.

   • When you set up the Current period date range, the Previous period automatically updates accordingly (one year earlier) but you can change that too, if required.

   • When defining a date range based on months, you can select either a fixed month or one of two dynamic options: Most recent (the past 12 months) or Second most recent (the 12 months prior to that). The use of a dynamic option is a simple way to get a date range that updates each year and it saves you having to update dates each new calendar or financial year. 

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   • If you want to define a date range based on today's date, so that the data continues to update dynamically, you can set an offset date.

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6. Click Save & Apply. The new period displays in the Period list and the grid updates to display the data for that period.

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Add a user-defined period based on an existing period

You can use a period you have already created as the basis for another period. This is useful if you want to make a small change, as it saves you time.

1. Click the Period menu and select the defined period from the list. 

2. When the grid updates with the new defined period, click Period > Add.

3. In the User Defined Period window, enter a name for the period.

4. Adjust the dates as required.

5. Click Save & Apply. The new period displays in the Period list and the grid updates to display the data for that period.

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. Any existing favorites or widgets will update to reflect the changes.

• Click the Delete button next to the period name and click Yes to confirm. The period disappears from the Period list.