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.

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

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. See Business Central Integration for setup instructions.

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 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.

Each Business Central company is imported to Calxa as a separate Organisation. Organisation Groups and Business Unit Trees can be configured in Calxa to represent the company structure.

Calxa will import and sync the Posting accounts from your Business Central Chart of Accounts. Account Trees can be configured in Calxa to represent the Heading, Begin-Total and End-Total mapping and additional reporting formats as required.

Calxa references each Posting 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.

Calxa supports the import of Tax Codes from Business Central to assist with forecasting GST/VAT liabilities. The combination of "VAT Business Posting Group" & "VAT Product Posting Group" as defined in the "VAT Posting Setup" are imported as the Tax Codes with associated Tax Rates. These rates are used to forecast GST/VAT on forecasted values.

Business Units are the different ways you can segment and analyse your data in Calxa. When connecting to Business Central, Calxa will automatically import the Global Dimension 1 and Global Dimension 2 values defined in your General Ledger Setup. These two dimensions are enabled by default after the initial import.

Calxa also supports all additional Business Central Dimensions. If you require more than the two dimensions, you can enable these extra dimensions from the Business Unit Configuration. Once enabled, their values will be available throughout Calxa for reporting, budgeting, and analysis.

Calxa references each Business Central Dimension 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.

Calxa is a monthly reporting and budgeting tool and therefore requires monthly accounting periods in Business Central. Other accounting periods variations such as 13x4 week and 4-4-5 calendars are not currently supported.

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

After the initial import a background job then builds the transaction detail for the current and previous financial years. You can extend this by adjusting Sync Settings to store additional historical years of transaction detail.

Once the historical transaction detail is complete, the daily syncing processing simply requests transactions that have been modified since the previous sync.

If you select Monthly Actuals in Sync Settings, Calxa will sync summary balances only and will not store transaction details. This simplified mode limits reporting, budgeting, and analysis to Global Dimension 1 and Global Dimension 2.

Aged Receivable and Aged Payable reports are not currently supported for Business Central integrations. We plan to expand Business Central functionality in future updates, and this page will be updated when aging becomes available.

Budgets can be added against all Business Units Categories, however Calxa does not sync these from Business Central. See Import Budgets for details on importing your Business Central budgets from a spreadsheet.