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Calxa provides powerful and flexible reporting features such as Report Bundles that allow you to configure complete management reporting packages that you can reuse this month, next month, the month after and even next year. 


Each of the reports within a reporting package may have very different date requirements, and therefore date selection in Calxa requires more than a simple date picker. There are multiple date selection options designed to meet all your report requirements in a way that makes them reusable. This help note is a guide to using these different options.  


This help article should be used in conjunction with the Set Report Criteria help article. 


Report Month

This is the primary date selection, and whether you are running a bundle or an individual report, set this first. Later when you set the report criteria the dates will be relative to this Report Month selection. In most cases, this will be the last full calendar month. 


For example, if you're doing monthly reports you'll generally report last month's results. Your reports may include a single month, quarterly, YTD or other ranges but you'll consider the report month to be the last month of these results. Also, if you set up automated reporting with workflows Calxa assumes the report month is the previous calendar month at the time the workflow runs. 


Report Month in Report Builder



Date Selection Options Explained

Calxa provides four different methods for setting a date. Using different combinations of these will allow you to configure reports that reliably deliver single month, year to date, quarterly, calendar year, financial year, multi-year, forecast or any other date ranges you may require. Once you've set up your report date selection you'll simply select the Report Month at top right to run your report or bundle - this will drive the report criteria accordingly giving you the correct months each time.  


The date selections in individual reports will then be relative to the Report Month. This way when you reuse the report criteria next month the dates move relative to your Report Month. 


When selecting a date in a report, first choose the appropriate method. The first part of the date selection control contains a drop-down selection. The four available methods are:

  • Relative to Report Month (Relative)
  • Months from Financial Year Start (FY Start)
  • Months from Calendar Year Start  (Calendar Start)
  • Fixed Date (Fixed Date)

    Date Selection Method


Relative to Report Month

This option is used to set a date that moves with the Report Month. Most commonly you will use this to set a date that equals the Report Month, however you can choose a relative period plus or minus. When you change the Report Month this date will move with it but remains the same number of months from it. 


When this option is selected it is denoted as Relative.


Months from Financial Year Start

This option is used to specify a particular period in a financial year. The month will remain constant but the year will move with the Report Month. Most commonly you will use this to set reports that start at the beginning of the financial year, however you can choose a relative period plus or minus. Setting 1 equals the first period in the financial year, setting 7 equals the 7th period in the financial year, but setting minus 12 equals the beginning of the previous financial year. 


When this option is selected it is denoted as FY Start.


Months from Calendar Year Start

Similarly to the FY Start,  this option is used to specify a specific period in a calendar year. The month will remain constant but the year will move with the Report Month. Most commonly you will use this to set reports that start at the beginning of the calendar year, however you can choose a relative period plus or minus. Setting 1 equals January, setting 7 equals July but setting minus 12 equals January in the previous year. 


When this option is selected it is denoted as Calendar Start.

  

Fixed Date

As the name suggests this option sets a date that does NOT move with the Report Month. Most commonly you will use this for one off reporting that you do not intend to save as a favourite or bundle item, however there are some cases where reusable reports require dates that don't change. For example, if you're running a life of project report and this project runs more than a year then you would use this option to set the start period of the date range. A fixed date selection is a simple month and year picker.


When this option is selected it is denoted as Fixed Date.


Examples

Some Calxa reports require a date range, while others include only a start period and sometimes an option to include actuals up to a given period. These examples are broken up into these different date selection controls you'll find in Calxa reports. 


All examples shown below assume: Report Month = April 2018.


Period Range

The period range control contains a From and a To period and lets you report across any date range. Below are some common examples for this type of control.


Example 1 - Financial Year to Date

To always report on the YTD range you need the From period to remain constant at the beginning of the financial year and the To period to move with the Report Month. The date range control defaults to this configuration and it is set up as follows:


From: FY Start = 1

To: Relative = 0

 Period Range



Example 2 - Single Month

If you only want the single month date range then you will change the From period so it also moves relative to the Report Month. You will configure as follows. 


From: Relative = 0

To: Relative = 0


Single Month



Example 3 - Calendar Year to Date

This example is theoretically very similar to the Financial Year to Date example, except we need the From period to remain constant at the beginning of the calendar year. For a calendar year to date range configure the criteria as follows: 


From: Calendar Start = 1

To: Relative = 0


Calednar YTD



Example 4 - Rolling Prior 12 Month Range

In some cases you may want to compare actual vs budget for a rolling date range. In this example we'll get the previous 12 months, but you can use the same logic to get the prior quarter or 6 month range. For a rolling 12 month date range configure the criteria as follows:


From: Relative = -11

To: Relative = 0


Rolling 12 Months



Start Period with 'Using actuals up to' option

This control is primarily used on multi-period reports where you set a start period and then optionally choose to include actuals up to a given period. The remaining periods will be populated by your Budget.


Example 1 - Financial Year with actuals

In this example the start period must remain constant at the beginning of the financial year and the using actuals up to period must move relative to the Report Month. This is the default configuration for this type of date control and is configured as follows:


Start: FY Start = 1

Using actuals up to: Relative = 0


Fin Year Using Actuals



Example 2 - Next Financial Year without actuals

In this example, the start period must remain constant at the beginning of next financial year and the using actuals up to option will be turned off. Configure this type of report as follows:


Start: FY Start = 13

Using actuals up to: Unchecked




Example 3 - Calendar Year with actuals

In this example, the start period must remain constant at the beginning of the calendar year and the using actuals up to period must move relative to the Report Month. Configure this type of report as follows:


Start: Calendar Start = 1

Using actuals up to: Relative = 0


Calendar with actuals



Single Period

Some reports require only a single period selection. In some cases, this is the start of a date range as determined by the report template. In cases where the template relates to a financial year it will be the end period. 


Example 1 - Forecast Report Start

Some forecast reports such as the Cashflow Forecast can only be run in forecast periods, meaning months that don't yet have complete actuals. With the Report Month most commonly set to the last completed month, the start period should be the current month. It should move relative to the Report Month so it is always in front of the Report Month. Configure this type of report as follows:


Start: Relative = 1


Forecast Start



Example 2 - Summary Period in Financial Year Report

Some reports such as many of the Actual vs Budget variations are based on a financial year. By choosing a single period the template may include single month, quarterly or year to date ranges where the selected period is the end period. Most commonly this will be set to move relative to the Report Month as follows:


Summary Period: Relative = 0


Summary Period