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In Phocas, Period Types define the core increments of time that allow users to analyse their data.  It is fundamental to the use of the software, and it forms the basis of Defined Periods.   Only administrators with the 'period types' profile option ticked can set Period types.

There are three default period types:

• Months
• Days
• Years

Phocas gives users the ability to add other period types that are significant to their own businesses, such as Quarters or Weeks.  This can be done in two ways:

1. Direct entry into Phocas
2.  Upload Import a file that contains the start and end dates for each period

Example 1:  Direct entry

Only administrators with the 'period types' profile option ticked can set Period types.

 

Step 1:  Select Administration > Period types.

The Period types screen

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Set period type

Step 2:  Choose New, name the new period type (in this example Quarter) and Save. 

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Add moment (date range)

This new period type will appear in the list. 

Step 3:    Now you'll need to define each moment of your new period type.  To do this, select the period type you just created and choose Add.

  In the dialog that opens, enter a name, and the required date range and Save.

In this example, we've repeated this step 4 times for each of our 4 quarters, as shown below.

Quarter 1	Quarter 2	Quarter 3	Quarter 4
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Step 4:  Once complete, you can review all your moments in a list, as shown.

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Note that you can not enter dates that overlap with an existing period type. If you try to do this, you will see a warning, allowing you to adjust your dates. 
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Import moments

To import a period type from a text file select Import rather than Add.

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Example 2:  Import

Step 1:  Select Administration > Period types.

Step 2:  Choose New, name the new period type (in this example, Weeks) and Save.  This new period type will appear in the list.

Step 3:  Upload the file that contains details of your new period type.  To do this, select the period type you just created and then choose Import.  You can download the file used in this example here; it is similar to the screen shot below.  

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Step 4:  Set the date format to match that of the imported file (for the screen shot above we'll need to choose dd/mm/yyyy) and Upload.

NOTE!

• The file must be a .txt file with the columns Name, Start Date, End Date and Year in that order with no headings, as per the image below. 
• The Name must be unique.  Although in reality there might be a Q1 every year, you'll need to name your moments individually.   For example, Q1-2016, Q1-2017, etc.
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Step 5:  This period type will now be available in the date dropdown Image Added when designing / editing databases in the Designer tool.  (Helen Gosper insert link here??)  

You'll need to tick it and rebuild the database for the new period type to be available in Phocas.   

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Using period types in Designer 

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 When creating a database, select the period types to appear in that database (standard period types and any you have created will be in the list).

To create a new period in Designer, choose New and select a period type from the drop down. Populate as required and save.