Sales Calendar Guide

Created by Migration Bot, Modified on Fri, 23 Oct at 2:29 PM by Migration Bot

Originally written by John Hardwick, last updated Oct 24, 2023, on the Swan Retail knowledge base (FRS).

Based on SwanFRS Version 1202

Overview

The document shows how to set up and used the calendar within SwanFRS.

SwanFRS uses a sales calendar to group transactions into timeslots. This is primarily a reporting feature however if neglected can result in reports ceasing to work.

It is recommended that the sales calendar be updated annually.

Configuration

SwanFRS will operate with or without a sales calendar, however without the sales calendar many periodic reports will not operate.

Sales Calendar Creation

Menu Location: System Admin > Accounts > Set Up Sales Calendar

See Set Up Sales Calendar

The sales calendar is used to group sales into seasons, weeks, and periods, primarily for reporting purposes.

It is recommended that you build the financial year first, then build your sales periods, weeks and finally seasons, although it is possible to create these in any order.

The set-up options are shown below.

Field	Comments
Start Date	Specify the first date for the build process.
End Date	Specify the last date for the build process.
Season	Specify the season description.
Week Number	Specify the week number for this range.
Accounting Period	Specify the accounting period for this date range.
Financial Year	Specify the financial year.
Financial Year Description	Specify the description given to this financial year.
Create Type	Click the type of data being processed

When specifying an accounting period, financial year or season, the start date and end date should span the entire range for the specified group. For example, specifying a start date of 1/1/2015 to 3/3/2015 would set all dates within the range to the specified season, year, or period.

The exception to this is the Week – if you specify a start date of 1/1/2015 and an end date of 3/3/15 and set the week number to 1, the system will set the first 7 days in the range to week # 1, then the next 7 days to week # 2, and so on until it reaches the end date. This means it is possible to set week numbers for the whole year in one pass

If you find you wish to make a change to saved data, simply re-run the setup process as it overwrites existing data

E.g. (Setting dates for seasons, financial years and week numbers……

Run for 1/1/00 to 3/31/00 (US Dates) – Specify Season as Winter and click the Season Radio Button.

Run for 4/1/00 to 6/30/00 (US Dates) – season of Spring – click Season Radio

Repeat for remaining seasons in the year.

Run for 1/1/00 to 12/31/00 – Financial year = 2000 and F2000 in description – Financial Year radio button.

Run for 1/1/00 to 12/31/00 – week = 1, Week Number Radio – to create all 52 weeks in the year.

Operation

Sales Calendar Review

Menu Location: System Admin > Accounts > Sales Calendar Search

To review / amend existing calendars, use the Sales Calendar Search option.

To view data, specify the start and end and click the SEARCH button.

The resulting table will show all the dates within the specified range, showing the groupings set against each date.

To amend / change use the pencil icon, clicking opens the following fields for amendment.

Field	Comments
Date	Specify the date.
Week Number	Specify the week number
Accounting Period	Specify the accounting period.
Season	Specify the season description.
Financial Year	Specify the financial year description.
Financial Year Description	Specify the financial year.
Active	Click the type of data being processed

To make a change to one or more of the fields for a specific date use the pencil icon.

If you wish to make changes to a range of dates, it is easier to use the set-up sales calendar routine.

Changing the week number, financial year or season for a specific date does not impact on data held within the database. Data is linked to a physical date; this date is then linked to the sales calendar, therefore changing a week number or season simply moves the associated transactions to the new group automatically.

If the sales calendar is built after trading has occurred, any transactions linked to the calendar date will automatically be grouped to the specified grouping.

Reporting

Having built the sales calendar, reports offering week numbers and periods will become operational. These reports offer a week number, financial year or season to the operator to choose from.

Examples of reports using week numbers are –