EEE Financial Calendar
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Retail Calendar
It is important that Retail calendars are set up without overlapping (i.e. the same date should not be part of more than 1 Retail week, month or year, and without gaps (i.e. no date should be missing from the Retail calendar). This is to avoid problems and inconsistencies with Summary Data (for reporting), and Budgets (for Central purchase Orders).
When adding a new Financial Year, the Start Date will default to 1 day later than the end date of the latest existing Financial Year (or blank if no Financial Years exist yet). This can be over-typed if necessary. The specified Start Date must not fall within any existing Financial Year, otherwise an error message: The specified Start Date falls within an existing Retail Year is displayed.
A Financial Year cannot be deleted or edited if:
- It contains Central Purchase Orders (if Central Purchase Orders are configured to use Financial (Retail) Years)
- It contains Budgets (if Central Purchase Orders are configured to use Financial (Retail) Years)
- It has been used with Summary Data
The only exception is that the Season for Financial Months within Financial Years meeting one of these 3 criteria may still be changed. Clicking the Edit or Delete button in the Retail Year Maintenance screen produces a warning message, e.g.
After clicking on OK, the following message is displayed.
When you select “Retail Calendar” from the Calendar menu, the screen below is displayed if there are already existing retail calendars.
- View (Alt-V) – Views the highlighted calendar.
- Add (Alt-A) – Adds a new calendar as shown here.
- Edit (Alt-E) – Edits an existing calendar. Where a calendar has summary data linked to it or purchasing budgets or purchase orders (if configured to use financial years), the only field that can be edited is the Season.
- Delete (Alt-T) – Deletes the highlighted calendar. Calendars can only be deleted if there is no summary data linked to the calendar, budgets or purchase orders (if configured to use financial years).
- Cancel (Alt-C) – Cancels this screen and returns to the Calendar menu.
Adding a Calendar
When you select ADD to create a new calendar, the screen below is shown.
- Year – This field defines the unique code for the calendar.
- Start Date – This date will default to the day after the end date of the previous calendar. It is imperative that this date is correct and is immediately after the last day of the previous calendar so there are no gaps in the summary data created based on the calendar.
- Week Pattern – Select from a list of defined week patterns. This determines how many weeks will be in each month. The options are:-
- 4,4,5
- 4,5,4
- 5,4,4
- 4,4,4
- Use Custom pattern for whole year – If this option is ticked then the screen changes to the retail Calendar with custom weeks screen. You can then specify the number of weeks to appear in each month as a comma delimited list. If the specified list doesn’t contain 12 values separated by commas, you will receive this message: Custom pattern MUST be for 12 months
- Preview – Displays the calendar on screen with a month and week breakdown. You are then able to edit, save or cancel the creation of the calendar.
- Cancel (Alt-C) – Cancels this screen and returns to the Retail Year Maintenance screen.
After completing the fields in the above screen(s) and clicking on the Preview button, you will see a preview of the months and weeks in the calendar. An example of this screen is shown below.
To make changes to the calendar above, use the EDIT buttons to edit individual months/weeks. See the screen below for an example of the options available after using the Edit button.
- Save – Saves the calendar as displayed on the screen.
- Cancel (Alt-C) – Cancels this screen and returns to the Retail Year Maintenance screen.
When you edit a month or week in the retail calendar preview screen, you can alter the start and end dates and also add a Season Code. See Retail Season for more information on Seasons. When you alter the start and end dates, the dates for the other months/weeks are automatically adjusted when required. In the above example, if the end date for January was changed to 26/01/2012, the start date for February would automatically become 27/01/2012. This ensures there is no overlap in the calendar.
When linking a season to a month (they cannot be linked to weeks), you have the option of typing in the retail season code, or pressing F4 to search through retail seasons.
Retail Season
Retail Seasons can be linked to Months in a Retail Calendar.
- Add (Alt A) – Adds a new Retail Season using the screen shown below.
- Delete (Alt T) – Deletes a highlighted Retail Season.
- Cancel (Alt-C) – Cancels this screen and returns to the Calendar menu.
Adding a Retail Season
- Season – The code/description for the season being added.
- Save – Saves the Retail Season.
- Cancel (Alt-C) – Cancels this screen and returns to the Retail Season Maintenance screen.
