This Web Chat recording presents the process for setting up a Manual Organisation and will be useful for reference purposes when going through the process.
TIP 💡There are a number of Accounting Software that Calxa integrates with directly. Direct integration provides the best experience where it is available.
Manual organisations allow for the inclusion in Calxa of an organisation that does not currently have a direct integration, or for the ability to add consolidation entries to an organisation group. Manual Organisations can be added to any Calxa Subscription.
Add an Organisation to the Subscription
Add a Manual Organisation to your Subscription, this gives you the container for your data to be managed in.
NOTE 💬 To fast track your set up in Calxa:
For multiple Manual Organisations, set up one first and then copy, before adding Budgets or Actuals
Import data using an Excel spreadsheet
Settings > Organisation Sync > Import Data > Type of Import data
From this screen you can choose to Export existing data as a template to assist with preparing your files for Import
Numbers for Accounts and Business Units will be matched, allowing for other columns to be updated including Name / Type / Tax Code
Work through the set up of your Manual Organisation in the following order:
Tax Codes
Add your list of Tax Codes into Calxa first, then when you import your Chart of Accounts with the applicable Tax Codes these will be set up. This is important for Cashflow reporting.
Chart of Accounts
When a Manual organisation is created in Calxa, a basic Chart of Accounts is automatically created, which includes specific system accounts. Importing a Chart of Accounts will add new accounts to the existing list, it will only update Accounts that use the same number as an existing account.
In the Chart of Accounts list you will see that some Accounts are nominated:
This means that they are linked accounts in the Cashflow Settings, please note that some settings do require an account to be nominated, for example, Accounts Receivable, Accounts Payable and a Bank account.
It is recommended that you review the Cashflow Settings promptly and update to point to the correct Accounts for your organisation. Once these settings have been updated, you can return to the Chart of Accounts Screen and remove the automatically created accounts from the list. Manage Chart of Accounts
Business Unit Lists
Import your Business Unit List by adding a Category name, for example Projects / Departments / Regions / Jobs, when prompted on the Import Screen.
Importing Data will match to existing Business Units by Number, and update Names or add new Business Units to the Category selected.
WARNING ⚠️ Take care when importing different Categories of Business Units as Calxa will match by number and update Names, it is recommended that all individual Business Units have unique numbers across the whole organisation.
Budget Data
If you have existing Budget Data, you can import that to Calxa on either an Organisation basis or by Business Unit.
NOTE 💬For reporting, you can consolidate the sum of your Business Unit Budgets to your Organisation as whole.
Actuals Data
To bring in Actuals Data, you need to decide on a starting point for your Calxa file, as you may not need to bring in data that goes back for a large number of years. A good starting point is to have the prior full financial year of Actuals so that reports can be run to compare with the prior year if required.
If you prefer, or only have a small amount of Data, you can enter actuals directly into the screen in Calxa.
Import Opening Balances
If you run on a July - June Financial Year, and the current year is 2025-26
Run a Trial Balance from your accounting file as at June 2024 and import that into Calxa as an Opening Balance
Import the prior year data
Run a report from your accounting file for the 12 months
Imports can be based on Monthly Movements in the accounts or Closing Balances, however the whole import MUST be on the same basis
It is recommended that imports include the full Chart of Accounts with nil values/balances as applicable
In the Budgets & Actuals Screen, display Actuals from June 2024 - June 2025 and check that the Organisation Discrepancy value is nil (0) in each period to confirm the import is in balance.
Review and check data imported using Reports
Create a blank Bundle and add the reports to it progressively, so you can run each time data is added to ensure everything is correct:
Run a Trial Balance at the Organisation level to check that the data is correct
Run a Balance Sheet to check the Organisation is in Balance
Importing Actuals after initial set up
Once the initial set up has been completed, you can then import your Actuals on a monthly basis into Calxa.
Use a YTD Trial Balance to import closing balances each month
Use the full chart of Accounts, including nil values each time
Run your report Bundle created during set up to check the data
Consolidated Groups
Add your manual organisation to an existing group of companies
Create a Consolidated Group for reporting across a number of organisations, reporting in a different currency or reporting for a different year end.
Next Steps
Now your new organisation is set up, and you have data, you are ready to go. You may like to review the following Getting Started Steps: