Calxa can be used with a number of different accounting packages and integrates with these packages in different ways. Aside from your initial company setup and subsequent syncs, Calxa behaves in much the same way regardless of the chosen accounting package. There are, however, some important differences to be aware of.

This help note will outline the things you should know about using Calxa with Microsoft Dynamics 365 Business Central and discuss best practices for a smooth integration.

Calxa connects to Business Central using Service-to-Service (S2S) Authentication. This involves registering an application in your Microsoft Entra tenant and granting access for that application in Business Central. A custom API extension is also imported to your Business Central environment to expand on the standard API endpoints and support the syncing of data to Calxa.

Once configured this integration does not require any user interaction for Calxa to sync data from Business Central. The secrets used as part of the authentication flow have a configurable expiry date and therefore, periodic renewal is required based on the expiry date chosen. The connection may also be revoked at any time from within your Microsoft Entra tenant.

A Calxa Enterprise subscription is required to connect to Business Central. See Calxa Pricing for more details.

A user with at least the Cloud Application Administrator role is required to register the application in your Microsoft Entra tenant.

A user with the EXTEN. MGT. - ADMIN permission set is required to configure the integration in your Business Central account.

The Calxa connection will require access to the following Objects:

Each Business Central company is imported to Calxa as a separate Organisation. One or more Organisation Groups can be configured in Calxa to represent the company structure.

Calxa will import and sync the full Chart of Accounts structure including parent child relationships as seen in the Chart of Accounts menu in Business Central.

Calxa references each account on an internal key rather than the 'No.' or 'Name' field. This means you can safely renumber or rename accounts in Business Central and Calxa will still recognise it as the same account.

If you mark accounts as Blocked in Business Central, then Calxa will mark these accounts as inactive. Inactive accounts are filterable from many views in Calxa, however all actual data is still imported and synced against inactive accounts and thus will be included in reports when data is present.

Business units is the generic term in Calxa representing the different ways you can segment data. Calxa configures 2 business unit categories as per the Dimensions configuration in the Business Central General Ledger Setup. From this setup the following 2 dimensions will be imported.

Business unit names are configurable via the Business Unit Configuration menu.

Calxa references each Business Unit on a key rather than the number or name. This means you can safely renumber or rename these in Business Central and Calxa will recognise them as the same item.

General Ledger Entries are summarised and stored in Calxa as monthly amounts on each Organisation and Business Unit Category.

Transaction detail is not saved to Calxa and therefore some transaction-based reports such as the Account Transaction and Aged Receivables/Payables reports are not supported for Business Central organisations at this stage.

You can select a single budget to be synced from Business Central to Calxa at both the Organisation and Business Unit level. This will create a Read Only budget in Calxa. See Use your Accounting system Budget in Calxa for more details.