You can add and remove periods from a client's statement. You can select and view a maximum of six periods. The periods you deselect are no longer displayed on the spreadsheet, but you can always make them reappear by means of the Select Historical Periods dialog box. You can also copy and paste one period's data into another period and combine periods.

Note: Adding, modifying, or deleting periods requires that you have the client's historical statement page open in edit mode. See the historical statement page help topic for more information about edit versus view mode.

Note: The periods displayed on the historical statement page might not comprise all the periods available in the client's record. Use the Select Historical Periods dialog box to control which periods are displayed (see the Modifying and Deleting Statements help topic for more information).

Steps: Add Period

When you create a statement for a client, you define the settings for the first period in the statement. After the statement has been created, you can add new periods of any type, duration, and date by following these steps:

1. Open the Add Historical Period dialog box, which you can access in a number of ways:

   • From the historical statement page, right-click any period's header cell and choose Add New Period from the menu that appears.

   • From the historical statement page, open the Select Historical Periods dialog box (either click and choose Periods > Select Periods, or click the Select Periods link at the top of the spreadsheet) and click the Add button. The new period appears in the Periods box. Each time you click Add, a new period is created, based on the current selections. Or you may right-click any period’s header cell and choose Add New Period on the historical statement.

2. Complete the Add Period dialog box.

3. Click OK.

   If you accessed Add Historical Period through the Select Historical Periods dialog box, click OK in Select Historical Periods to close it.

   Your new period is added to the statement, ready for data to be entered into it. See the Entering Account Data and Detail Lines help topic.

   After you have set up all the necessary periods, you can define which periods will be visible and used for reports. Check the period in the Periods Available and then click the right arrow to send it over to the Periods Selected column.  Vice versa to send the period back under Periods Available. If the statement is set up so that the periods are in ascending order, the new period appears in its proper place chronologically. If that option is not selected, the period is appended to the end of the spreadsheet, regardless of chronology. (You can adjust this setting by means of the Edit Statement Information dialog box; see the Modifying and Deleting Statements help topic.)

Steps: Edit Period Information or Status

You can modify the settings defined for a period and the period status by following these steps from the historical statement page:

1. Right-click the header cell for the period that you want to edit.

2. Choose the Edit Period Information option.

   If you simply want to view the period information and not edit it, choose View Period Information instead.

3. Modify the fields in the Edit Period Information dialog box that appears. To edit the period's status information, click the Period Status button. For details on the fields in this dialog box, click here.

   Note: If you want to change the currency selected for the period and data has already been entered under the original currency, you will need to convert the statement to the newly selected currency; refer to the currency conversion instructions. If the wrong currency was selected when the statement was created and data has been entered for the intended currency (the currency that you’re selecting now) rather than the currency originally selected, all you need to do is change the currency value here.

4. Click OK when done.

Your changes will take effect immediately.

Steps: Copy and Paste Period

You can copy one period's data into another period so that you don't have to enter all the data into a period from scratch.

Note: Copying and pasting one period's data into another period does not affect the destination period's setup (period type, length, and so on). The options defined for the destination period will be retained and will not be changed to match the settings defined for the period you copied.

On the historical statement page, follow these steps to copy one period's data and paste it into another period:

1. Right-click the header cell for the period containing the data you want to copy, and choose the Copy Period option.

2. If the second period (the period into which you want to paste the data) does not yet exist, add it.

3. Right-click the header cell for the period into which you want to paste the data, and choose the Paste Period option.

   If this period contained any data, that data is completely replaced by the data copied from the other period.

4. Double-check the settings for the period into which you pasted data to make sure that they are appropriate to the new data. To do so, right-click the period's header cell and choose View Period Information.

You can also copy (extend) a single account's value from one period across the spreadsheet into that account for all the other periods. See the Entering Account Data and Detail Lines help topic for more information.

Steps: Combine Periods

The Combine Period feature allows you to consolidate the data from several periods into one period that spans the time frame of all the combined periods (income statement accounts are added together, and the balance sheet account is copied from the most recent period in the combined group). For example, if you combine four 3-month periods, you end up with a 12-month period (in addition to the four 3-month periods, which are retained). Combining is especially useful when you have several noncumulative interim periods and want to create a single annual period.

Note: The total number of months for the combined period may not exceed 12. You cannot, for example, combine two annual periods (which would result in a 24-month combined period).

On the historical statement page, follow these steps to combine periods:

1. Set up the new period that will contain the combined data.

   Or you can combine the data into an existing period, which will overwrite that period's existing data.

   Note: The destination period (the period that will contain the combined data) cannot be one of the periods that you want to combine. For example, if you have two periods containing data that you want to combine, you must create a third period to hold the combined data; you cannot select one of the two periods with the data to combine as your destination period.

2. Click in the upper-right corner of the spreadsheet and choose Periods > Combine Periods.

   The Combine Historical Periods dialog box appears, showing all of this statement's periods in two list boxes. Use this dialog box as described in the Combine Historical Periods Dialog Box help topic.

3. Click the Combine button.

   The destination period now contains the combined data (with income statement accounts added together and the balance sheet account copied from the most recent period).

4. Double-check the settings for the period into which you pasted data to make sure that they are appropriate to the new data. To do so, right-click the period's header cell and choose View Period Information.

The source periods (the periods that you combined) still exist in the statement. You can now delete them if desired. Or you can retain them for historical purposes but deselect them so that they do not appear in the statement.

Steps: Delete Period

To remove a period completely from the statement, perform one of the following steps (both actions have the same result) from the historical statement page:

• Right-click the header cell for the period that you want to delete, and choose Remove Period.

• In the Select Historical Periods dialog box (to reach this dialog box, either click and choose Periods > Select Periods, or click the Select Periods link at the top of the spreadsheet), right-click the period that you want to delete, and choose Delete Period.

The period is deleted from the statement, and all data that may have been entered into it is lost.

Note: If your deleted period is being used by another period as a prior, the deleted period can no longer be used as a prior. Statement Analyzer displays an error message and assigns a system-designated prior.

If the statement consists of only one period, you cannot remove the period. You can either delete the entire statement or add more periods and then delete the desired period. (A statement must always contain at least one period.)

Note: Instead of deleting a period, you can simply remove it from view so that it is not displayed in the spreadsheet. To remove a period from view, deselect it using the Select Historical Periods dialog box.