Change the period (in a financial statement)

Periods are time and date ranges (often months and years) for the information that displays in the statements grid. Typically, the Current and Previous period columns display side by side in the statement grid. 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.

There are three types of periods:

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

1. Click the Period menu and select Custom.

2. 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.

3. 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.

4. 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.

5. 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.

6. Click Apply. The statement grid updates automatically.

Example use cases

• To conduct a calendar year Profit and Loss analysis for the last 12 months:
  In the Custom Period window, 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].

• To compare financial statements for multiple calendar years:
  In the Custom Period window, select Year from the top menu (rather than months or any other pre-set period length) and select the total current period range. Then click Columns and select the Periods > All checkbox to display all years in the grid. If you want comparatives, select the Budgets and Prior Period checkboxes.

  

• See the Change the current and budget dataset page for more examples of when you might want to apply a custom period.

Add a user defined period

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. Set up the period as required (see Apply a custom period above for details, as the settings are similar).

4. Click Save & Apply.

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.