ACC: How to Get the Fiscal Year/Month of a Particular Date (132101)

SUMMARY

This article shows you how to get the fiscal year or fiscal month of a particular date by using an expression or a user-defined function.

This article assumes that you are familiar with Visual Basic for Applications and with creating Microsoft Access applications using the programming tools provided with Microsoft Access. For more information about Visual Basic for Applications, please refer to your version of the "Building Applications with Microsoft Access" manual.

NOTE: Visual Basic for Applications is called Access Basic in Microsoft Access versions 1.x and 2.0. For more information about Access Basic, please refer to the "Introduction to Programming" manual in Microsoft Access version 1.x or the "Building Applications" manual in Microsoft Access version 2.0.

MORE INFORMATION

Using an Expression to Get the Fiscal Year or Fiscal Month

To get the fiscal year or fiscal month of a particular date by using an expression, follow these steps:

Open the sample database Northwind.mdb (or NWIND.MDB in version 2.0 or earlier).

Create the following new query based on the Orders table.

NOTE: In the sample expressions below, an underscore (_) at the end of a line is used as a line-continuation character. Remove the underscore from the end of the line when re-creating these sample expressions.

          Query: GetFiscalDates
      -------------------------------------------------------------------
      Field: OrderDate
         Table: Orders
         Criteria: Like "*/*/94"
      Field: FYear: Year([OrderDate])-IIf([OrderDate]< _
               DateSerial(Year([OrderDate]),6,16),1,0)
      Field: FMonth: (Month([OrderDate])+IIf(Day([OrderDate])<16,6,7)-1) _
                     Mod 12+1

NOTE: In Microsoft Access 1.x and 2.0, there is a space in the Order Date field name.

Run the query, and then scroll through the query datasheet. Note that the fiscal year and fiscal month appear for each record in the Orders table.

NOTE: You can use the FYear and FMonth expressions in your database by modifying the Date field, the day and the month, to the appropriate values for your fiscal year. For example, if the fiscal year begins on 9/15 of the current calendar year, you can modify the previous expressions as follows:

   Field: FYear: Year([FieldName])-IIf([FieldName]< _
            DateSerial(Year([FieldName]),9,15),1,0)
   Field: FMonth: (Month([FieldName])+IIf(Day([FieldName])<15,9,10)-1) _
            Mod 12+1

If the fiscal year begins on 9/15 of the previous calendar year, you can modify the FYear expression as follows:

   Field: FYear: Year([FieldName])-IIf([FieldName]< _
            DateSerial(Year([FieldName]),9,15),1,0)+1

Using Sample Functions to Get the Fiscal Year or Fiscal Month

To get the fiscal year or fiscal month of a particular date by using sample functions, follow these steps:

Create a module and type the following lines in the Declarations section:

      Option Explicit
      Const FMonthStart = 6   ' Numeric value representing the first month
                              ' of the fiscal year.
      Const FDayStart = 16    ' Numeric value representing the first day of
                              ' the fiscal year.
      Const FYearOffset = -1  ' 0 means the fiscal year starts in the
                              ' current calendar year.
                              ' -1 means the fiscal year starts in the
                              ' previous calendar year.

Type the following two procedures:

Function GetFiscalYear (ByVal x As Variant)
         If x < DateSerial(Year(x), FMonthStart, FDayStart) Then
            GetFiscalYear = Year(x) - FYearOffset - 1
         Else
            GetFiscalYear = Year(x) - FYearOffset
         End If
      End Function

      Function GetFiscalMonth (ByVal x As Variant)
         Dim m
         m = Month(x) - FMonthStart + 1
         If Day(x) < FDayStart Then m = m - 1
         If m < 1 Then m = m + 12
         GetFiscalMonth = m
      End Function

To test these functions, type each of the following lines in the Debug window (or Immediate window in versions 1.x and 2.0), and then press ENTER after each one:
? GetFiscalYear (#7/1/95#) Note that this line returns the year 1996. ? GetFiscalMonth (#8/1/95#)
Note that this line returns the number 2. The 2 represents the second month in the fiscal year.