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Access Fiscal Year Seminar

Learn how to perform fiscal year calculations in Access
 
 

This seminar will teach you how to perform Fiscal Year (also called budget year or financial year) calculations in Microsoft Access.

1. Learn how to calculate a simple fiscal year
2. Create sales totals with an aggregate query or report grouping
3. Calculate fiscal year not based on the 1st of a month
4. Determine fiscal year for multiple companies in the same database

Watch this video to learn more about this seminar:

 

 
Access Fiscal Year Seminar
Description: Learn how to perform Fiscal Year calculations in Access
Versions: I will use Access 2010, however the lessons are valid for all versions of Access back to 2000 with some minor cosmetic differences.
Pre-Requisites: This course stands alone, however you would benefit greatly from having first taken my Access Beginner and Expert lessons.
Running Time: 40 minutes
Cost: $29 - Order multiple courses to receive a discount up to 50% off

 


What's Covered

We're going to start out by learning how to calculate a simple fiscal year. We'll look at a company with a FY starting June 1st. You'll learn about the MONTH, YEAR, and IIF functions.

 

Next, we'll learn how to calculate totals by fiscal year using both an aggregate query and a report sorting & grouping level.

 

What happens if the company's fiscal year doesn't start on the 1st of a month? We'll learn how to write our own custom VBA (Visual Basic for Applications) function to calculate fiscal year data based on any start date. You'll learn about functions, parameters, return values, nested if/then statements, and more.

 

Finally, we'll learn how to manage a database that has to be able to calculate totals for multiple companies with different fiscal year start and end dates at the same time. This is great for accountants, attorneys, consultants, and large financial departments.

 

This is the perfect seminar for anyone who needs to learn how to perform calculations and generate reports based on fiscal years in their access databases. Of course, if you have any questions about whether or not this seminar is for you, please feel free to  contact me. I'd be happy to answer any questions you might have.
 

 

Access Fiscal Year Seminar Outline

00. Intro (1:59)

01. Simple Fiscal Year Query (9:17)
Create Order Table
Simple Fiscal Year starting 6/1
YEAR function
MONTH function
IIF function

02. Sales Totals by Fiscal Year (5:47)
Aggregate Query
SUM of Sales by Fiscal Year
Order Totals
Order Report
Group and Sort
Group, Sort, and Total

03. Fiscal Not 1st of Month (10:19)
Create your own Function
Public Function MyFiscalYear
Function Parameters
Function Return Value
IF THEN statement
DAY function
Nested IF statements

04. Multiple Companies (9:50)
Variable Fiscal Start Month Day
Additional VBA Parameters
Tables Joined in Query
Orders By Company By Fiscal Year

05. Review (2:17)

 


 

 
 

Student Interaction: Access Fiscal Year Seminar

Richard on 2/22/2013:  Well, I wasn't planning on making this a seminar, but at least three different customers asked me about this over the past two weeks, and one of them really needed to learn how to do it, and he submitted it as a PAID TechHelp question. So... I decided to turn it into a short seminar. This Fiscal Year Seminar will teach you how to perform calculations in your Access databases based on a company's fiscal year. You will... 1. Learn how to calculate a simple fiscal year (starting 6/1, for example) 2. Create sales totals with an aggregate query or report grouping 3. Calculate fiscal year not based on the 1st of a month 4. Determine fiscal year for multiple companies in the same database You can watch the free introductory and review lessons, and learn more about this seminar here: Microsoft Access Fiscal Year Seminar
Jerry Parkinson on 2/26/2013: Access Fiscal Year:
Why does this not calculate fiscal periods first and then calculate other fiscal data from that?


Reply from Richard Rost:

I don't understand the question. Can you elaborate?

Jerry on 2/26/2013: Perhaps you know it as 4-4-5_Calendar?
See the following reference:
http://en.wikipedia.org/wiki/4-4-5_Calendar


Reply from Richard Rost:

Ah, yes. This is another perfectly valid method of calculating a fiscal year. It's not as commonly used as a simple fiscal year, but if enough people are interested in seeing this method, I can certainly put something together as an addendum to the seminar. It's a lot more difficult to calculate, but it's certainly doable.

soorajsen foolell on 3/3/2013: Better way to design table is with the use of query , it gives you more power and control over your table.

Reply from Richard Rost:

I don't understand what you mean. How do you design a table with the use of a query? Can you please explain in more detail?

soorajsen foolell on 3/4/2013: Each company name should be unique for each fiscal year.
Soorajsen Foolell on 3/4/2013: CREATE TABLE Order

(OrderId AUTOINCREMENT (1,1) PRIMARY KEY ,
OrderDate DateTime NOT NULL,
,
Amount CURRENCY
)
Here i have created an order table with query and tested with access 2010 , it works!

Reply from Richard Rost:

Oh, sure. This is definitely possible. In fact, I cover this in part 3 of my SQL SEMINAR. However, I wouldn't say it's a "better" way to create a table. It's a good option if you need to create temporary tables, or want to allow the user to add a table on the fly without having to know anything about Access design. However, for the average Access user I would still recommend sticking with the good-old table designer.

soorajsen foolell on 3/4/2013: Fiscal year should have begin with opening day and closing day .
Like #1/1/2012# (opening day) and #31/12/12# ( closing day) also.

How would you navigate the opening and closing day with Date Time Picker.

Reply from Richard Rost:

Well, you wouldn't need to specify the closing day. You can infer it as one day less than the start of the next fiscal year. No need to store both values.

soorajsen foolell on 3/4/2013: what would happen if an accountant has only 2 clients but with different fiscal years and he has to search a company by name in a list box.

Reply from Richard Rost:

Searching for a client using a COMBO box is a whole different tutorial. I cover that in my Access Beginner 8 class. If you want even MORE options for searching, take a look at my SEARCH SEMINAR.

Bruce Reynolds on 3/21/2013: This VBA function works EXACTLY the same way in Excel. I got two for the price of one!!!

Reply from Richard Rost:

You mean the PMT function? Yeah, it's the same function. Excel does have some additional financial functions that Access doesn't have (for the real financial nerds) but the important ones are included in Access.

Oops... ignore my last comment. I've been working on another seminar dealing with loan amortizations and I was thinking that you were talking about the PMT function... not this FY function we created in class... and YES, it works in Excel too. :)

Bruce Reynolds on 3/21/2013: The VBA function as defined in 06:26 of this video may not be taking the valid approach. I think the function should be redefined as follows:

Public Function MyFiscalYear(DateIn As Date) As Integer

MyFiscalYear = Year(DateIn)

If Month(DateIn) > 5 Then
MyFiscalYear = MyFiscalYear + 1
End If

End Function

This way, if the fiscal year BEGINS on June 1st, 2012, then you are STARTING fiscal year 2013.

Reply from Richard Rost:

Bruce, that is a perfectly valid argument. It all depends on your needs and when your fiscal year starts. I've had clients who had their fiscal year 2012 run from 6/1/11 to 5/31/12, and I've had others that defined FY 2012 as 6/1/12 to 5/31/13. It's all up to you and how you want to define it for your business.

The Federal Government, for example uses a FY that ENDS in the current year, so FY 2013 is from October 1 2012 through September 30 2013. It runs from October 1 of the PRIOR year through Sept 30 of the current year.

 

You may want to read these articles from the 599CD News:

 

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