Set Report Criteria

Filter your report to get the information you want

Mick Devine avatar
Written by Mick Devine
Updated over a week ago

The report criteria section allows you to set filters to suit your organisation's reporting requirements. Details on the specific types of report criteria are discussed below.

Please refer to Select a Report Template and Preview a Report for further details about the Builder.

After you select your report template you will see the report criteria used to display the report on the left of your screen and a preview of your report on the right. The report month selector is at the top right. The image below highlights each area. Click to enlarge.

Report Builder

Each element of the Report Criteria will be discussed below.



The organisation drop-down lists all the active organisations available in the current workspace. Select the organisation you want to display a report on. Calxa Premier users will also have the option to create and select organisation groups.

You will set up an organisation group to allow you to consolidate multiple organisations to display their combined Profit and Loss, Balance Sheet and Cashflow Forecast reports. An organisation group can also be used for a Single Organisation to keep consistency of Budget Version and Account Tree. Please refer to the Consolidate Multiple Organisations help note for instructions.

Business Units

Calxa allows you to report on one or more business units such as jobs, tracking categories or cost centres. You have the option to display a detailed business unit view, a consolidated view or both, depending on what level of reporting you want.

The Business Units option allows you to create and save as many business unit selections as you like, eliminating the need to manually select business units every time you run a report.

  1. To choose a saved business unit selection click on the cog to the right of the organisation drop-down.

  2. Select the desired saved business unit selection from the Business Units drop-down.

    Note: When you budget at the business unit level you can run a total consolidated organisation report by simply choosing the Organisation you want to report on, provided you first configure how your organisation budget will be calculated in the Budgets & Actuals screen. Please see the Organisation Budget (Consolidation Setting) help note for instructions for further details.

  3. Please refer to the Report on Business Units help note for instructions to create saved business unit selections.

Budget Version

Calxa allows you to create multiple budget versions and you can report on any of these versions.

Select the budget version by clicking on the cog to the right of the organisation selection drop-down.

Then select the desired budget version from the Budget Version drop-down.

Account Tree (Calxa Premier only)

Account Trees provide flexibility in your chart of accounts by allowing you to map your existing accounts to different saved views. You can re-group and re-order while maintaining the integrity of your reports. See Create Account Tree for details.

Select the desired account tree from the Account Tree drop-down.

Report Filters

Date Selection

Depending on which report you have chosen you may need to select a date range, single period or multiple periods. Date selection options in reports are set relative to the Report Month, therefore provided you have set the criteria correctly, each month when you run your reports the Report Month should be the only date you need to change.

Note: When you set up automated reporting with workflows, Calxa sets the report month as the previous full calendar month by default, therefore you must set the date criteria in bundled reports with that in mind to get the reports you expect. The Date Selection for Bundles in Workflows article discusses this further.

When selecting the periods there are 4 different methods: Report Date, FY Period, Fixed Date and Calendar Month. For more details on these methods and a detailed explanation on using dates please refer to the help note Understanding Date Selection in Calxa.

Period Range

Period Range allows you to select a starting and finishing date. The resulting report range is inclusive of these two dates.

Period - 1st possible use

Period is used when multiple reporting periods are derived from a single period selection. By selecting a single date the report may display Monthly, Quarterly and or YTD values ending with the selected period. One example of a template using Period is Actual vs Budget and Last Year.

For example, assuming a June ending financial year the above selection would result in the following available reporting ranges.

  • Month = November 2017

  • Quarter = October – December 2017

  • YTD = July 2016 – November 2017

Period - 2nd possible use

Period is also used in multi period reports. Select the start date and the number of periods are determined by the selected report template.

Using actuals up to

You can replace budgets with actuals up to the selected period in some reports. By providing this value the report can calculate values such as the end of year forecast or unspent budget. Check the box to include actuals and select the appropriate period.

For example if the above selection was used on a 12 month spreadsheet report, the monthly values displayed would be actuals for July – November 17 and budgets for December 17 – June 18. The sum of the 12 monthly values provides a projected end of year forecast.

Show Accounts

The report criteria include an option to show accounts. The toggle next to Show Accounts must be highlighted green to display accounts data in your report. Click on the toggle to turn accounts on and off.

The account types criteria allow you to select which account types to display in your report. Tick the checkbox next to account types you wish to display. By excluding accounts you can also suppress certain profit lines. The following guidelines apply:

  • If either Income or Cost of Sales are excluded, then the Gross Profit line is not displayed.

  • If Expense is excluded, then Operating Profit is not displayed.

  • If both Other Income AND Other Expenses are excluded, then Net Profit is not displayed.

For example using the selection above the report will not display Other Income and Other Expense accounts and Net Profit also will not be displayed.

Account Level

Change the account level to display a report with more or less detail. A lower number means less detail.

For example, running a report at level 1 will only show the account type totals and profit rows, while level 2 will additionally include the root level detail accounts and root level header account totals. Account levels can go up to level 7.

Select the account level from the drop-down.

Show KPIs

The report criteria includes an option to show KPIs (Key Performance Indicators). The toggle next to Show KPIs must be highlighted green to display KPI data in your report. Click on the toggle to turn KPIs on and off.

Display Options

Click the check mark next to the KPIs drop-down to select to display either all KPIs or no KPIs.

To select specific KPIs click the drop-down and click the tickbox next to each KPI you want to display. Any custom KPIs you have created in Calxa Premier (desktop app only) will be available in the list.

You can search for a particular KPI by typing what you're looking for where you see Search KPIs at the top of the drop-down.

For example, below I typed in Expense and two possible KPIs were listed. I selected the Expense Ratio KPI.

Variance Exceptions

Some report templates provide options for variance reporting. This is a tool that can help you quickly identify variances larger than a defined $ or % value.

To turn on variance reporting click on the toggle next to Show variance exceptions, the toggle is green when enabled.

Choose either Highlight Exceptions or Report on Exceptions Only from the drop-down. Highlighting exceptions includes all accounts in the report but highlights accounts with exceptions in green. Reporting on exceptions only results in all other accounts being excluded from the report - only the exceptions and profit totals will be displayed.

Check the $ and/or % Variance checkboxes to enable exception reporting. Assign a value to the variance field and an exception is identified when the budget vs actual variance for the selected reporting period is greater than the $ and/or % values.

Display Settings

Display settings are settings that are common to all report templates. Changes to display settings will be reflected in the criteria of other reports when you change report templates.

Display Setting options are as follows:

Show account numbers – When the toggle is green account numbers will be displayed in the report. Click on the toggle to enable (green) or disable (grey).

Show zero values ($0) – When enabled the report will display rows that contain all zero’s.

Show reporting criteria – When selected the report criteria will be displayed, including information such as the business units, budget version, account tree and account types used.

Footer – This contains custom text that will be displayed in the report footer. Default is Powered by Calxa, but this can be edited or removed.

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