Calendar Maintenance

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Use this form to set up and maintain system calendars for these modules:

• General Ledger
• Accounts Payable
• Accounts Receivable
• Inventory
• Job Cost
• Fixed Assets
• Taxation

You can use calendars to define periods that reflect the nature of your business. All transactions are posted within a period, based on how the calendar is set up for each module, and the period end date associated with the transaction.

You can filter the output of the reports based on a calendar and period — for example, when:

• Performing month-end reconciliations.
• Analysing customer and supplier aged balances (for example, current, overdue 1, overdue 2).
• Preparing periodic regulatory tax returns.
• Reviewing sales figures and trends by period.

Greentree calculates customer and supplier aged balances based on the calendar assigned to the customer or supplier masterfile. Outstanding values for the current period, overdue 1 period, overdue 2 period, overdue 3 period and overdue 4 period are determined using the periods defined for the calendar.

Calendar periods can be days, weeks, or months. You must specify a start date for the calendar. When you add calendar years, Greentree Desktop can determine the date for the first period in the calendar.

You cannot delete a calendar if it is applied to masterfiles against which transactions have occurred.

Calendar Form

Name

Enter a name, up to 30 alphanumeric characters for the calendar.

Period Type

Specify the type of period to use in this calendar. This can be a day, week, or month.

Period Frequency

Specify the frequency of the period end dates. This uses the period type. For example, a frequency of 4 and a period type of week creates a new period beginning every four weeks.

Start Date

Enter the start date for your calendar. This is the start date of the first period in the calendar.

Add Calendar Years

Click this button to add a new calendar year if you are setting up a calendar for the first time. This opens the Calendar Years form.

This button also reads Edit Calendar Year if an existing calendar is selected. In this case, you can add a calendar year on the Calendar Years form.

You can add a year before the first year specified for the calendar by selecting Add before first year. If you select this option, all options are read-only and you can only specify a Number of years to make.

Year start date

This field displays the year start date in read-only format. It defaults to the date following the end date of the previous year, or to the calendar start date if no years have been set up for the calendar.

Type of year

Select the type of calendar you are adding. A Standard Year indicates that you are adding a standard year using the defined period type and frequency. The Year end date is calculated automatically. You can't edit it.

Select Other if you must set up a year that has a different end date to the current or future year. For example, your business is changing from an APR - MAR year to a JAN - DEC year, in which case you can select Other and enter a year end date of 31/12/XX.

Use the First period description to select the description for the new first period in these situations, and Greentree Desktop rearranges the period descriptions. In this example, the First period description would be set to January, instead of April.

Number of years to make

The default value is 1 but you can enter as many years as to create for the calendar.

Year end date

This field calculates using the start date and the period type and frequency of the calendar if a Standard year type is being added. If an Other year type is added, you can specify the year end date.

First period description

This field defaults to the first period description from the Period Descriptions form. If the year you are adding to follow the current or future year has a new start date, you can select a new first period description.

Calendar Years Form

This form displays years that have been added to the calendar. Start and end dates display in read-only format using the date format on your workstation. You can change the default Description for the year.

The In Use option displays as true if transactions exist for the period in the year. Years can only be deleted if all In Use indicators are set to false for the year.

Double click the year within a table to create, view, or edit period descriptions for the year. This opens the Maintain Descriptions form. Period descriptions are set up in the Period Descriptions form within Calendar Maintenance, and default in read-only format to this form.

If the period is In Use, you cannot edit the period end date. You can specify a period end date that is different from the one Greentree Desktop calculates using the period type and frequency. For example, if you are using a four-week calendar, make on period five weeks instead of four weeks.

Right click in the table to access these additional options:

Merge period with next

You can merge one period with the period below (based on if you are in the table). The merged period has the same start date as the start date for the selected period, and the same end date as the end date of the next period.

Merge period with previous

You can merge one period with the period prior (based on if you are in the table). The merged period has the same start date as the start date for the previous period, and the same end date as the end date of the selected period.

Split periods

You can split one period into two periods. Greentree Desktop creates a period, and divide the time equally between the selected period and the new period. You can edit the end date for either period.

These options are only available if the period is not In Use.

Period Descriptions Form

You can edit calendar period descriptions on this form. Greentree Desktop creates generic descriptions for new periods.

To edit the period description, click in the Period Name column, and enter a new description.

• Maintaining Posting Periods

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