Custom Fiscal Calendar

Custom Fiscal Year*

*available upon consultation with CSM / AE

If the organization's fiscal year is not based on either the Gregorian, 4-5-4 or 4-4-5 calendars, custom calendar dates can be defined for fiscal years, provided it divides each fiscal year into 4 quarters of 3 fiscal months each.

To configure a custom fiscal year based calendar:

1. As a System administrator, navigate to Settings > Global Settings.

2. In the Organizational Settings section, find the Calendar setting and click Edit
3. In the Calendar window, click Calendar settings.
   
   
4. In the Calendar settings window, enter a name for the fiscal year.
5. Select the Fiscal Year checkbox and then select the Custom option from the drop-down list.
6. Template - Click the Custom Calendar Dates Template.xlsx to download a template.                                                                                                   Populate the Excel template with the relevant fiscal year structure and dates. The instructions on the available template options and how to use the respective template are embedded within the document.                                                                             
   • The template provides a defined table structure that must be used for file upload
   • The required Excel format requires a minimum entry of one complete fiscal year, represented by 12 fiscal months (3 fiscal months per each of the 4 fiscal quarters).
   • The template and file upload allows the definition of 2 years in the past + current year + 10 years in the future
   • The template offers 2 options:
     • Template Option 1 - where fiscal months have a fix duration of either 4 or 5 weeks
     • Template Option 2 - where start & end dates of each fiscal month are manually set 
7. File Upload & Validation - Once the Custom Calendar Date file is ready, click the Upload button next to Load File.  
   1. select the file from PC, click Open
   2. the name of the upload file will be displayed in the Load File box (this will disable the File Upload Button, the Fiscal Year checkbox & associated drop-down, the Save and Cancel buttons - to prevent the disruption of the initiated upload & validation process)
   3. a notification will be displayed to indicate that the uploaded file is being validated for correct file format, structure and content - click OK
   4. once the validation process is complete, the validation check results will be displayed in a pop-up notification:
      • if the validation check did not pass - user is notified and applicable errors will be listed for correction, click OK. (The Load File box will be cleared, Fiscal Year checkbox & associated drop-down will become available again.)
      • if the validation did pass - user is notified of the successful validation, click OK. (The Load File box displays the name of the upload file + hyperlink for download. The Load File box will be available again for a new upload (if required), Fiscal Year checkbox & associated drop-down will become available again.)
      • Validation checks are the following 

        Validation Check	Error Type	Pass Criteria	Fail Message
        1.Ensure file is in Excel format	Format	File is of type XLS, XLSX, CSV	Only XLS, XLSX and CSV files can be uploaded
        2.Validate headers in Row 10, Columns A-G	File Structure	1st Worksheet has the headers in Row 10, Columns A-E: A10 - Fiscal Year B10 - Fiscal Quarter C10 - Fiscal Month D10 - Start Date E10 - End Date	Display those that are applicable: File Structure - The Custom Calendar table headers must be in Row 10, Columns A-E File Structure - The Custom Calendar table headers must be in the following order: Fiscal Year > Fiscal Quarter > Fiscal Month > Start Date > End Date  File Structure - Custom Calendar table columns are missing: ….. File Structure - Custom Calendar table contains unrecognized columns: …
        3.Validate row range (min. 12 rows, max.156 rows, divisible by 12)	File Structure	each row represents a fiscal month min. 12 rows to load 1 year (leading to Row 22) total row count is divisible by 12	Display those that are applicable: File Structure - The Custom Calendar table values must start in Row 11, Columns A-E File Structure - The Custom Calendar table must have a minimum of 12 rows, representing a full fiscal year.
        4.Validate Fiscal Year	File Content	Type = numeric Format = yyyy Start Value : between current calendar year - 2 (min.) and current calendar year +1 (max.) Rule: 12 rows with same year number	Display those that are applicable: Fiscal Years need to be numeric Fiscal Years need to be presented in 4 digits Your Fiscal Year can start earliest in current calendar year - 2 or latest in current calendar year + 1 Each Fiscal Year has to be repeated 12 times in a row
        5.Validate Fiscal Quarter	File Content	Type = numeric Format = # Valid Values: 1 or 2 or 3 or 4 Rule: First 3 rows = 1, followed by 3x 2, followed by 3x 3, followed by 3x 4	Display those that are applicable: Fiscal Quarter needs to be numeric Fiscal Quarter can only be presented in 1 digit Your Fiscal Quarter can only hold values 1-4 Your Fiscal Quarter has to start with value 1, repeated 3 times and continued with 3x value 2, 3x value 3 and 3x value 4 to complete a year cycle. This sequence must be repeated for each additional Fiscal Year.
        6.Validate Fiscal Month	File Content	Type = numeric Format = # Valid Values: 1 - 12 Rule: 1st row = 1, followed by 2… up to 12	Display those that are applicable: Fiscal Month needs to be numeric Fiscal Month can only be presented in 1 or 2 digits Your Fiscal Month can only hold values between 1-12 Your Fiscal Month has to start with value 1, followed by subsequent values 2-12 to complete a full year cycle. This sequence has to be repeated for each additional Fiscal Year.
        7.Validate Start Date	File Content	Type = date Format = dd-MMM-yy Valid Values = Start date can be between 2nd Jan (min.) AND last day of current calendar year (max.) Rule = no overlapping dates in rows allowed	Display those that are applicable: Start Date needs to present a date Start Date needs to be presented in format: dd-MMM-yy Your Fiscal Month Start Date has to be between the 2nd of January two years prior to and the last day of the current calendar year Your Fiscal Month Start Date must be the end End Date of the previous row + 1 day
        8.Validate End Date	File Content	Type = date Format = dd-MMM-yy Valid Values = End date >Start date	Display those that are applicable: End Date needs to present a date End Date needs to be presented in format: dd-MMM-yy Your Fiscal Month End Date has to be later than Fiscal Month Start Date
        9.Validate Days	File Content	Type = numeric Format = ## Valid Values = between 2 and 35	Display those that are applicable: Days need to be numeric Days need to be presented in 2 digits Days need to be between 2 and 35

8. Migration - A pop-up message will appear to indicate that the migration process can begin, click Yes.
   1. A pop-up message notifies that the migration process has started, click OK. (The upload button, the Fiscal Year checkbox & associated drop-down will be disabled to prevent the selection of a different calendar type or the upload of another custom calendar dates file during the migration process.)
   2. Once the migration process is complete, the migration results will be displayed in a pop-up notification and sent to the Administrators via Email
      • if the migration process failed - user is notified that the migration process could not be completed and instructed to open a support ticket, click OK.
      • if the migration process was successful - user is notified of the successful completion of the migration, click OK. (The Migrated File box displays the migrated file name + hyperlink for download. The File Upload Button will become inactive for 24 hours to prevent a new file upload, validation and migration process during this time.)

To change the existing custom fiscal calendar dates, please observe the following:

• A new custom fiscal calendar date file can be uploaded 24 hours after the successful migration of the previous file
• Change the name of the new upload file (we recommend adding version numbering or dates) to differentiate the new file from the previously loaded & migrated file
• Make sure that:
  •   Start Date of the first fiscal year (new file) = Start Date of the same fiscal year OR End Date of the previous fiscal period +1 day (existing file)
  •   End Date of the last fiscal year (new file) = End Date of the same fiscal year OR Start Date of next fiscal period - 1 day (existing file)  

To add more periods to the existing custom fiscal calendar dates, please observe the following:

• A new custom fiscal calendar date file can be uploaded 24 hours after the successful migration of the previous file
• Change the name of the new upload file (we recommend adding version numbering or dates) to differentiate the new file from the previously loaded & migrated file
• Make sure that:
  • If the new file continues the date sequence from the existing file:   Start Date of the first fiscal year (new file) = End Date of the last fiscal year + 1 day (existing file)  
  • If the new file precedes the date sequence from the existing file:    End Date of the last fiscal year (new file) = Start Date of the next fiscal period -1 day (existing file)  

Note: To avoid confusion, Gregorian calendar month labels do not appear in the various views for non-standard fiscal calendars (such as custom).