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 according to today's date.
Select Period > and then choose from the dropdown.
Add a custom period
If the dates you want aren't listed in the period dropdown, you can either apply a temporary custom period to your current analysis or, if you have permission, add your own period to the dropdown list. 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: Add a defined period to the Periods menu (duration: 4 min)