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Creating and maintaining period-date table

Introduction

The period-date table is a table that displays all the periods set for a particular financial year of your business. It is possible to create and maintain the period-date table at System/General/Settings/General settings by clicking the Edit icon at the Period-date calendar under the Period and year control section. Alternatively, click the Settings icon on the toolbar and then click General settings.

Description

After clicking the Edit icon at the Period-date calendar under the Period and year control section, click New to create a new period-date table or click Open to open a selected period-date table to maintain it.

Financial year

This displays the financial year of the selected period-date table.

Period

This column lists all the period numbers.

Start date

This column lists the start date of each period.

End date

This column lists the end date of each period.

Note: You can change the start and end dates for each period but you have to ensure that the end date of a period and the start date of the following period does not overlap and they must be consecutive.

Closed

This column shows the number of journals that are closed for the period.

Open

This column shows the number of journals that are opened for the period.

Button

Log

Click this to view the log file for the financial period. Changes made to the financial periods will be logged and the log file is available per period per journal.

Save

Click this to save the newly created or generated period-date table. You will see the following options:

Generate - Select this check box if you want to generate the period-date tables for financial years before and/or after the financial year which you are creating. By doing this, you do not have to manually generate the period-date table for every financial year.
Years(Before) - Type the number of preceding years from the financial year you are creating now to generate the period-date tables for the specified number of years.
Years(After) - Type the number of subsequent years after the financial year you are creating now to generate the period-date tables for the specified number of years. Note that Years(Before) and Years(After) will be disabled if you do not select the Generate check box.
Close periods - Select this check box to close all the journals in all the periods of the financial year. This also applies to all the journals in all the other financial years if you select to generate the period-date tables for the preceding and/or following years.
OK - Click this to generate the period-date table(s).

New

Click this to create a new period-date table.

Generate

Click this to generate a new period-date table. This button will be disabled if you open an existing period-date table.

Print

Click this to generate the print preview of the period-date calendar. At the preview screen, click Print to print the period-date calendar.

Close

Click this to exit.

Steps to open or close journals in a period-date table

1. When you open an existing period-date table, you will see the number of closed journals for a particular period under the Closed column and the number of open journals for a particular period under the Open column. Click at any of these numbers and you will see the following options:

All - Select this if you want to view both the closed and open journals for the period.
Closed periods - Select this if you want to view only the closed journals for the period.
Open - Select this if you want to view only the open journals for the period.
Journal type - Select the journal type which you want to view. Select All to view all the journal types, Sales to view the journals under the sales journal type, Purchase to view the journals under the purchase journal type, Giro to view the journals under the Giro journal type, Bank to view the journals under the bank journal type, Cash to view the journals under the cash journal type, and General journal to view the journals under the general journal type.

2. Click on the required journal which you want to close or open. You can select more than one journal at a time by holding the CTRL key and clicking the journals. In addition, you can drag from the first journal to the last journal if you want to select all the journals. A green check mark indicates an open journal while a red cross indicates a closed journal.

3. Click Close periods to close the selected open journal(s) or click Reopen to reopen the selected closed journal(s).

The following are the available buttons:

Back - Click this to return to the previous screen.
Reopen - Click this to reopen the selected closed journal(s).
Close periods - Click this to close the selected open journal(s).

Creating a new period-date table

At System/General/Settings/General settings under the Period and year control section, click the Edit icon at the Period-date calendar. Next, click New to create a new period-date table for a financial year. Alternatively, you can also click New while viewing an existing period-date table to create a new period-date table. The following options are available:

Financial year - Type the financial year which you want to create a period-date table.
Start date - Type the start date for each period. By default, the start date for the first period of a financial year is 1 January.
End date - Type the end date for each period. The end date and the start date of the following period must not overlap and the dates must be consecutive. A faster way to create a new period date table is by clicking Generate after you have typed the financial year. This way, you do not need to fill in the Start date and the End date columns. See the section below on how to generate a new period-date table.

Generating a new period-date table

Defining financial periods as months

Select this if you want the periods to be based on the number of months in the financial year. The calendar year is displayed at Calendar year and the first month of the year is displayed at From month. You can define the number of months for the particular financial year at Number of months. By default, the number of months will be based on the Maximum entry period you define at System/General/Settings/General settings and click the Edit icon at the Period-date calendar under the Period and year control section and then click Settings.

Divide periods in date range

Select this if you want to divide the periods within a date range in the financial year. If this is selected, you can type or select the Start date and the End date to define the date range.

Copy

Select this to copy the periods of a previous financial year. If this is selected, you can type or select Source financial year from which the periods will be copied.