Administrators with the 'period types' profile option ticked can add other period types such as quarters or weeks. If you have this permission you can set a new period type by manually entering date ranges or importing a file containing the start and end dates for each period. You can also add a period type based on synced data.
| Table of Contents | ||
|---|---|---|
|
To view, add and edit period types select Administration > Period types.
Manually add date ranges
Step 1. Choose New, name the new period type (in this example 'Quarter') and Save.
This new period type will appear in the list of period types.
Step 2. 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 for each of our 4 quarters, as shown below.
Note that you can not
Month and Day and you cannot edit or delete these. You can, however, edit and delete other period types, known as custom period types, such as Quarters or Weeks. You can also add more custom period types as required. This difference in period types is explained in the following image:
On the left, you can see the Periods Types administration page with the list of the custom period types you can manage. You can add more period types to this list.
On the right, you can see the corresponding list of period types in the database setup (Date section in Designer), along with the three default period types (in the green box). It is here in the database setup that you determine the period types that are available in the database.
After you select the period type(s) for a database, you can use them as a foundation for defined periods in that database. These are the periods that display in the Period menu in the Analytics and Financial Statements modules.
In the Budgets & Forecasts module, the selected period types for a database become available for selection in the setup of budgets and forecasts.
To manage the period types for your Phocas site, you need the following Administration permissions: Period Types, Databases and Sync.
Add a period type
The process of adding a new period type has two key steps. First, you add the period type, then you define each moment in that period, in other words, add the collection of date ranges that make up the period. You can define the moments in three ways; (A) manually enter the moments, (B) import a file containing the moments or (C) base the period type on synced data.
Click Administration >Period types.
On the Period Types page, click New.
In the Period Types window, enter a name for the new period type, for example, Quarter.
If you want to base the moments on synced data, select the Is Sync Period Type checkbox. Additional options display. Skip to the expandable section (C) below.
Click Save. The new period type displays in the list on the Period Types screen.
Define each moment in the period type using one of the methods outlined below (expand the applicable section).
| Expand | ||
|---|---|---|
| ||
|
|
Import a file containing dates for new period type
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.
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.
Important note about file format Although 'll etc If to choose
|
Once you have created a new period type, it becomes available for selection in Designer.
|
| Expand | ||
|---|---|---|
|
Choose New and tick 'Is Sync Period Type'.
Select a Sync Source from the dropdown list. Once you select a source, a list of Sync Item becomes available.
Note that the Sync item must have Name, Start, End, Year. column must be an integer.
Select from the list and Save. Once you save, the moments are populated.
Notes
- The moments within a Period Type linked to a Sync Item can only be altered by re-syncing the Sync Item.
- Administrators with permission can import moments from such a Sync Item against any Period Type that's not linked to a Sync Item. The import overwrites any existing moments against the Period Type.
- When the Sync Source is updated, the period type is also updated. The moments are purged and then the sync rows are loaded.
Continuing from step 3 above, wherein the Period Types window you select the Is Sync Period checkbox and additional options display:
|
Add a period type to a database
After you add a period type using the steps above, you need to add that period type to the applicable database(s) in Designer, then save and rebuild the database.
Edit or delete the moments in a period type
On the Period Types page, click the period type to open its Moments screen.
Take the applicable action:
Edit the moment details: Click the moment (blue link), make your changes, and click Save.
Delete a moment: Select the moment row and click Delete > Yes.
Click Close.
Delete a period type or moment
On the Period Types page:
To delete a period type, select the period type row and click Delete > Yes.
To delete a moment, click the period type to open its Moments screen, then select the moment row and click Delete > Yes.
On this page
| Table of Contents | ||||||||||
|---|---|---|---|---|---|---|---|---|---|---|
|