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      • Offset dates
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  • Analytics
    • Take a tour of Analytics
    • Work with the grid
    • View a summary of the data
    • Customize your view (Analytics)
      • Change the mode
        • Period mode
        • Period Variance mode
        • Period Stream mode
        • Moving mode
        • Stream mode
        • Total mode
        • Transaction mode
        • Matrix mode
        • Matrix Variance mode
        • Matrix Share mode
        • Variance mode
        • Search mode
        • Market mode
        • Custom mode
      • Change the properties (Analytics)
      • Change the measures (Analytics)
      • Change the stream
      • Use the activity filter
      • Change the data format
      • Change the period (Analytics)
    • Drill down into your data (view transactions)
    • Filter data (use dimensions)
    • Select data (Analytics)
    • Focus on data (Analytics)
    • Copy or export data
    • Search for data
      • Perform a basic search
      • Perform an advanced search
      • Search for similar or comparative data (right-click filter)
    • Add levels to the grid (grid nesting)
    • Compare data with Matrix mode
    • Get more options for viewing data
    • Visualize your data in a chart
      • Bar and Column charts
      • Combo chart
      • Pareto chart
      • Waterfall chart
      • Line chart
      • Area and % Area charts
      • Pie and Donut charts
      • Bubble chart
      • Radar chart
      • Gauge chart
      • Bullet chart
      • Summary and Ring Summary charts
      • Map charts
      • Configure the chart options
      • Select and focus on a chart segment
      • Export a chart as an image
      • Use the chart legend
    • Save favorites and add to dashboards (Analytics)
    • Reset data
    • Phocas AI
  • Flex Modes
    • Switch modes
    • Change the period (Flex Modes)
    • Filter data (Flex Modes)
    • Apply conditional formatting
    • Create a nested view
    • Manage columns (Flex Modes)
    • Save and share a favorite (Flex Modes)
    • View your data in a chart (Flex Modes)
  • Financial Statements
    • Take a tour of Financial Statements
    • Overview of access to financial statements
    • Customize your view (Financial Statements)
      • Change the properties (Financial Statements)
      • Change the measures (Financial Statements)
      • Change the period (Financial Statements)
      • Change the streams and scenarios
        • Change the budget data
      • Change the columns
      • Change the style
      • Change the rows (activity filter)
    • Filter the financial information
    • Select and focus on data (Financial Statements)
    • Copy or export financial information
    • Add a level in a financial statement
    • View financial information in a matrix (change column groups)
    • Add and view comments (Financial Statements)
    • View transactions (Financial Statements)
    • View financial information in a chart
      • Create a Pie and Donut chart (Financial Statements)
      • Create a Value card
      • Export a financial chart widget as an image
    • Save and share favorites (Financial Statements)
    • Add financial analysis to a dashboard
    • Manage financial statements
      • Overview of financial statements and dimensions
      • Create a financial statement
      • Delete a financial statement
      • Customize a financial statement
        • Rename a financial statement
        • Reorder a financial statement
        • Customize account groups
        • Customize calculations
          • Functions for Profit & Loss calculations
          • Formulas for financial ratios
        • Customize headings and spacers
        • Set the revenue row in a Profit & Loss statement
        • Customize columns
        • Customize a Cash Flow statement
          • Common account mapping for Cash Flow statements
        • Rebuild the database
      • Set the financial year end date
      • Map the Retained Earnings account(s)
      • Restrict access to accounts
      • Manage streams and scenarios
        • Manage budget streams (Financial Statements)
      • Create a budget (Financial Statements)
      • Use statistical streams
      • Use multiple currencies
      • Manage dimension groups
      • Map categories from your Chart of Accounts
  • Budgets & Forecasts
    • Overview of key terms and concepts
      • Budgets versus forecasts
      • Users and data access
      • Relationship with the Financial Statements module
      • 3-statement budgeting
      • Filtering methods
      • Demand planning
      • Loan repayments
    • Take a tour of Budgets & Forecasts
      • Explore the budget workbook
      • Explore the forecast workbook
      • Explore the Balance Sheet and Cash Flow budgets and forecasts
    • Customize your view (Budgets & Forecasts)
      • Filter a worksheet (search for items)
      • Group period columns
      • Use layouts
    • Use session filters
    • Edit values in a worksheet
      • Open workbook notes
      • Use keyboard shortcuts
      • Copy and paste values
      • Use comparison rows
      • Use sum and working lines
      • Use formulas
      • Spread totals
      • Revert to the baseline values
      • Edit the Balance Sheet budget
      • View and use headcount data
    • Refresh a workbook
    • Use workflows
      • Contribute to the workflow
      • View the workflow history
      • View workflow comments
    • View budget information in a chart
    • Open baseline, comparative, or opening balance data
    • Review the budget or forecast
      • Add and view cell comments
      • View and restore the cell history
      • View the audit log
      • Compare actuals, budgets and forecasts
    • Export a workbook or worksheet tab
    • Manage budgets and forecasts
      • Create a budget workbook
        • Best practices for efficient budgeting
        • Filtered budget or forecast
        • Budget by region and branch
        • Multi-currency budget
        • Unclassified data
        • Period types in budgets
        • Additional measures for driver-based budgeting
      • Create a forecast workbook
      • Clone a workbook
      • Import a budget or forecast
      • Edit the workbook setup
      • Roll a budget forward
      • Add more detail to a budget or forecast
      • Add worksheet tabs (drivers)
        • Balance Sheet and Cash Flow tabs
        • Manual Entry tab
        • Database tab
        • Headcount tab
          • Headcount tab FAQs
        • Reference tab
        • Lookup tab
        • Allocations tab
        • Scratch Pad tab
      • Manage worksheet tabs
      • Add notes to a workbook
      • Customize the format of measures
      • Manage the workflow
      • Manage user access and notifications
      • Publish a budget, forecast or other worksheet tab
      • Fix the baseline in a budget
      • Delete or restore a workbook
      • Delete a stream (Budgets & Forecasts)
  • Rebates
    • Overview of rebates
    • Get started with Rebates
    • Projects
    • Rules
      • Parent-child rebate rules
      • Rebates calculation methods
      • Yearly rebates
      • Quarterly rebates
      • Monthly rebates
      • Whole rule period rebates
      • Retrospective rebates
      • Pro rata rebates
    • Calculations
      • Run a calculation
      • Schedule calculations
      • View calculation results and transactions
      • Post calculation results
    • Seasonal calendars
    • Rebates analysis
    • Rebates near miss analysis
  • CRM
    • Overview of CRM
    • Agenda
    • Contacts
    • Accounts
    • Leads
    • Activities
      • Microsoft 365 Outlook calendar integration
    • Campaigns
    • CRM analysis
    • CRM administration
  • Favorites
    • Save a favorite
    • Manage favorites
    • Set a favorite as your default view
    • Use alerts
  • Dashboards
    • Use dashboards
    • Create a dashboard
    • Set a dashboard as your homepage
    • Manage dashboards
  • Administration
    • Overview of access to data (Administration)
    • Users
      • Add, update or delete a user account
        • User maintenance form
        • User permissions
      • Create a user template
      • Manage a user's database access and restrictions
      • Manage user passwords
      • Monitor user activity
      • Lock user accounts
      • Impersonate a user
    • Profiles
    • Folders (Administration)
    • Favorites (Administration)
    • Dashboards (Administration)
    • Subscriptions (Administration)
    • Periods (Administration)
      • Period types
      • Working days
    • Databases (Administration)
    • Sync Sources
    • Connectors
    • Configuration
      • Set up SSO
      • Set up SSO with Microsoft Entra ID
    • Logs
    • Designer
      • Modify a database
      • Get your data into Phocas
      • Design a database
        • Create a database
        • Add (connect) data to a database
        • Map data to the database
        • Save your database design
      • Design a financial database
      • Build a database
      • View and revert to older design versions
      • Add a budget file to a financial database
      • Add a budget file to a non-financial database (easy budget upload)
    • Sync
      • Automatically join or split items during Sync (split view)
      • Schedule the sync process
      • Migrate Sync
      • Test the sync process
    • Reserved words and characters
    • End of year maintenance tips
  • OTHER INFORMATION
    • File upload
    • Encrypt (share secrets)
    • Glossary
    • Release notes
      • Analytics release notes
      • Flex Modes release notes
      • Financial Statements release notes
      • Budgets and Forecasts release notes
      • Rebates release notes
      • Administration release notes
    • System requirements
    • Technical limitations
    • Security information
    • Scheduled upgrade and maintenance periods
    • More help and support
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  • Default period
  • Defined period
  • User-defined period
  • Custom period
  • Period types

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  1. Getting started

Periods

Learn about periods, a core concept in Phocas.

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Last updated 3 months ago

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All the data you see in the Phocas grids is tied to a period. Therefore, to become a confident Phocas user, you must understand how periods work. For example, before you start analyzing data you should stop and ask yourself, ‘What data range am I looking at?’

In Phocas, periods are time and date ranges (typically months or years) for the data that is displayed. Often, a period consists of two date ranges: a Current period and a comparative Previous period. You can see the Current and Previous columns in Analytics > Period mode, and in Financial Statements, in all statements except for the Trial Balance.

In Analytics and Financial Statements, when you open a database, you use the Period menu to view the data in the grid over different timeframes. For example, you might want to view data for the rolling 12 months, then change the period to view data for the year to date. In the Period menu, a default period is applied and several defined periods are available for you to select. If the date range you want is not featured in any of those defined periods, and you have the required user permissions, you can either apply a custom period or add your own user-defined period.

In Budgets & Forecasts, the budget period is based on one of the period types that have been enabled for the underlying database.

Default period

The default period is the timeframe you see first when you open a database; it is automatically selected for you in the Period menu. This period is initially set by your administrator (when they give you access to the database) but you can change it.

Defined period

A defined period is a period that is set for the database by your administrator. You see a list of defined periods when you open the Period menu in a database. You can switch between these periods to quickly change your view of the data. Defined periods are usually dynamic, meaning they adjust according to today's date.

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User-defined period

Additional user permissions required to add user-defined periods: Apply Custom Period and Save User Defined Period

A user-defined period is a period that is set by you. You add this period to the list of defined periods, so it is available for you (only) to select the next time you open the database. In the Period menu, user-defined periods sit below the defined periods (administrator-set) and a line separates the two categories.

You might want to add a user-defined period if there is a specific date range you frequently want to apply to your analysis but it is not included in the existing defined periods. User-defined periods can have fixed or dynamic dates, depending on the options you select when you add them.

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Custom period

Additional user permission required to apply a custom period: Apply Custom Period

A custom period is a temporary date range that you apply to your current analysis; it is not added to the list of defined periods.

You might want to apply a custom period to view data for a one-off timeframe, such as the duration of a sales promotion. Custom periods can consist of a range of months, sections of months, one month at a time, and so on, depending on what period types are available in the database.

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Period types

Period types apply mainly to administrators. They define the core increments of time, forming the basis of defined periods. The default period types are Year, Month and Day. Other period types, known as custom period types, might also be available for a database. Examples of custom period types include Quarters and Weeks.

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Databases (Administration >

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Custom period dates are fixed, for example, January 2022, as opposed to last month, which dynamically updates as you move into a new month. However, in the Financial Statements module, you can use the option when applying a custom period to set a date (or date range) based on today's date, so that the data updates.

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See these pages: and

Change the default period for a database
Change the default period for a database
Change the period (Analytics)
Change the period (Financial Statements)
Select and change periods
Create your own defined period (dynamic month)
Create your own defined period (days)
offset
Create your own defined period (dynamic month)
Create your own defined period (days)
View financial statements by period
Periods (Administration)
Period types
Change the period (Analytics)
Change the period (Financial Statements)
Change the period (Analytics)
Change the period (Financial Statements)
Set defined periods for a database
Add your own defined period
Apply a custom period
Add a user-defined period
Apply a custom period