Period Configuration

Budget periods define the time cycles during which budget amounts are allocated. Proper period configuration ensures budgets align with your company's financial calendar.

Period Settings Overview

Choosing a Period Type

Monthly

Budget resets every month.

Best for:

• Frequent travelers needing regular limits
• Companies wanting tight spending control
• Cash flow-sensitive organizations
• New budget programs (easier to adjust monthly)

Quarterly

Budget resets every 3 months.

Best for:

• Seasonal travel patterns
• Quarterly business cycles
• Project-based teams
• Balance of control and flexibility

Yearly

Budget resets once per year.

Best for:

• Senior executives
• Infrequent travelers
• Trust-based organizations
• Simplified administration

Configuring Start Day

The Period Start Day determines which day of the month periods begin and end:

Day 1 (Calendar Month)

Most common configuration:

January period:   Jan 1 → Jan 31
February period:  Feb 1 → Feb 28/29
March period:     Mar 1 → Mar 31

Use when:

• Simplest to understand
• Aligns with calendar months
• Standard financial reporting

Mid-Month Start (e.g., Day 15)

Periods span across calendar months:

Period 1: Jan 15 → Feb 14
Period 2: Feb 15 → Mar 14
Period 3: Mar 15 → Apr 14

Use when:

• Payroll cycles start mid-month
• Fiscal periods don't align with calendar
• Specific business process requirements

Day Selection Guidelines

Configuring Start Month

For Quarterly and Yearly budgets, you also specify the start month:

Calendar Year (January)

Periods align with the calendar year:

Quarterly (Jan start):

• Q1: January - March
• Q2: April - June
• Q3: July - September
• Q4: October - December

Yearly (Jan start):

• Period: January 1 - December 31

Fiscal Year (Common: April)

Periods align with fiscal year:

Quarterly (Apr start):

• Q1: April - June
• Q2: July - September
• Q3: October - December
• Q4: January - March

Yearly (Apr start):

• Period: April 1 - March 31

Other Start Months

Any month can be the start:

Period Date Calculation

The system calculates period dates automatically:

For the first period:

• Uses your configured start day and month
• If the calculated date is in the future, it goes back one cycle

For subsequent periods:

• Start date is the day after the previous period ended
• End date is calculated by adding the period duration (1, 3, or 12 months) then subtracting one day

Example: Monthly Budget Created on Jan 15

Configuration: Monthly, Start Day = 1

Result:

• First period: Jan 1 → Jan 31 (current month)
• Second period: Feb 1 → Feb 28

The system recognizes you're in January and creates the January period, not February.

Example: Quarterly Budget Created on May 20

Configuration: Quarterly, Start Month = January, Start Day = 1

Result:

• First period: Apr 1 → Jun 30 (Q2, current quarter)
• Second period: Jul 1 → Sep 30

The system places you in the current quarter (Q2) even though it's already underway.

Period Transitions

Automatic Transitions

A daily background job handles period transitions:

1. Identifies expired periods: Where endDate < today and status = ACTIVE
2. Closes old period: Sets status to CLOSED
3. Calculates rollover: Based on rollover policy
4. Creates new period: With rollover applied

Transition Timing

Viewing Period History

To see a budget's period history:

1. Navigate to Budgets → select a budget
2. View the Periods section or tab

Changing Period Settings

What You Can Change

What Happens When You Change

Before change: Monthly, Day 1

• Period 1: Jan 1 - Jan 31
• Period 2: Feb 1 - Feb 28

Change to: Quarterly, Day 1, January

After change:

• Period 3 (next): Apr 1 - Jun 30 (next quarter boundary)

The system finds the next appropriate boundary for the new period type.

Period Gaps

In rare cases, period settings changes can create gaps:

Scenario:

• Current period ends Mar 31
• Change start day from 1 to 15

Potential gap: Apr 1 - Apr 14 (no period)

System behavior: The next period starts immediately after the current period ends (Apr 1), regardless of the start day setting. Future periods will then use the new start day.

Common Period Configurations

Standard Calendar Month

Periods: Jan 1-31, Feb 1-28, Mar 1-31, etc.

Fiscal Quarter (Apr Start)

Periods: Apr 1 - Jun 30, Jul 1 - Sep 30, Oct 1 - Dec 31, Jan 1 - Mar 31

Payroll-Aligned Monthly

Periods: Jan 15 - Feb 14, Feb 15 - Mar 14, etc.

Calendar Year

Period: Jan 1 - Dec 31

Best Practices

Align with Financial Calendar

Match budget periods to your company's financial reporting:

• If finance reports monthly, use monthly budgets
• If quarterly reviews, use quarterly budgets
• Match fiscal year start month

Start Simple

Begin with calendar-aligned periods (Day 1, January start):

• Easier for users to understand
• Simpler reconciliation
• Can adjust later if needed

Consider User Patterns

Think about how users travel:

• Frequent travelers → Monthly gives regular feedback
• Occasional travelers → Quarterly or yearly for flexibility
• Project-based → Align with project timelines

Document Your Choices

Record why you chose specific period settings:

Marketing Team Budget
- Period: Quarterly (aligns with campaign cycles)
- Start: January 1 (calendar quarters)
- Rationale: Marketing plans in quarters, not months

Related Topics

• Creating Budgets - Full budget creation guide
• Rollover Settings - What happens at period end
• Budget Periods Concept - How periods work