Date Selector and Fiscal Year

Although you can naturally use the mouse to navigate and click to select a date, it's faster when you use the keyboard. Here are some examples of how little you need to enter in the field to achieve the desired date:

• "16" = the 16th of this month, this year
• "1602" = February 16th this year
• "160223" = February 16th, 2023
• "d" = today's date

Set system date

When you log in to Xena, today's date is chosen as the 'system date'. This allows the system to act in accordance with the current date. However, there may be situations where it's useful to set an alternative system date as if it were today's date.

For example, if you need to invoice or post entries for a specific period (e.g., just before year-end or mid-year), you can advantageously set a system date within that period.

The system date can be set at the top of the screen by clicking on the calendar icon next to your fiscal name.

Fiscal Periods

When a new fiscal year is created, a fiscal period is automatically generated with a start date of 01.xx.xx and an end date of 31.xx.xx. Typically, the name of this fiscal period will be the year, e.g., '2023' or '2022-23'.

Fiscal periods can be found either under the menu Setup > Ledger Setup, and select the 'Fiscal Years' tab or via the menu Ledger > Primo postings. To create a new period, simply click the 'Create' button.

Existing periods can be edited by opening the respective fiscal year and clicking the edit icon in the upper right corner. Here, you can change the description and start/end date. In the menu, there is also the option to delete the fiscal year.

Fiscal period not following calendar year

It is possible to create fiscal years that do not follow the calendar year, and it is also possible to create years of varying lengths compared to the standard 12 months. However, this should be done BEFORE posting in the affected periods and BEFORE calculating Primo postings for those periods.

If you want to create a fiscal year that starts EARLIER than the first fiscal year created in Xena, any previously entered Primo postings in the original fiscal year must be deleted. Since this fiscal year is no longer the first, there can be no Primo postings in group Income, on partners (customers/suppliers), or for articles.

Set locked date

You can prevent posting before a specific date by entering that date in the 'Locked Date' field. After performing a VAT return, for example, it may be a good idea to lock the VAT calculation on this date to avoid further VAT registrations in the already settled period.

If you want to lock the entire fiscal year, uncheck the 'Open' field. You can reopen the fiscal year at any time by marking this field again.

Read more about primo postings and fiscal periods in the primo posting and New fiscal year guides.