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Account Tree: Create Structure
Account Tree: Create Structure

Re-arrange and summarise your accounts to get the structure you need. Create headers for structure and add calculations and KPIs rows.

Shem Bogusz avatar
Written by Shem Bogusz
Updated over a week ago

Account Trees in Calxa provide a truly flexible structure for mapping your chart of accounts from your accounting system to suit many different reporting requirements. You can regroup, rearrange and summarise your accounts, plus restructure the Profit and Loss and Balance Sheet layouts.


Tips ๐Ÿ’ก: Once you've created the structure you require see Account Tree: Mapping Accounts for help with mapping your chart of accounts to this structure.

You can also Export and Import an Account Tree which creates the structure and maps your detail accounts.



Create Account Tree

  1. Navigate Reports -> Report Tools -> Account Trees
    or

    Settings -> Organisation Settings -> Account Trees

    Animation creating a new tree

  2. From the selected tree dropdown select Create new tree

  3. Enter a tree name and click CREATE TREE


    Load tree from accounting system: ๐Ÿ’ฌ Check this box if you would like to load the structure from one of the organisations in your workspace. The selected organisations chart of accounts including any headers will be used as the starting layout. You can later use Auto-allocate to merge accounts from other organisations with the same accounts.




Headers

Headers make up the main structure of the Profit and Loss and Balance Sheet layouts. They will help you create a hierarchy where you map your chart of accounts and later add calculations or KPIs.

  1. Click ADD -> Header

    Add Header Animation


  2. Set header properties and click ADD HEADER

    1. Location: the header will be added as a sub-header/child in the the selected location.

    2. Account type: when adding to the root level where location is Profit and Loss or Balance Sheet you can set an Account Type. All sub-headers will inherit this account type. The account type property is used by report account type filters and also determines if values are displayed as negative or positive. For example an expense account in an income type header will be displayed as a negative value.

    3. Number: numbers are used for ordering accounts in your account tree.

    4. Header name: the name that will be displayed on reports.

    5. Summary only: toggle on if you do not wish to see the detailed account values added to this header.


Calculations

Calculation rows allow you to insert running totals or other sub-totals like Gross Profit or Net Surplus.

  1. Click ADD -> Calculation


  2. Set the calculation properties and click ADD CALCULATION

    1. Location: the calculation row will be shown after the details of the selected header. For example in a standard P&L layout the Gross Profit calculation is added to the Cost of Sales header to display it after your Cost of Sales details.

    2. Label for calculation: the label that will be displayed on your reports. For example 'Gross Profit'.

    3. Formula: to build a formula start typing in the formula area and use the auto-complete suggestions or insert using the running total, components and operators buttons.

      1. RUNNING TOTAL: auto-creates a formula representing the running total of all headers in the tree up to this point.

      2. COMPONENTS: use account headers or other calculations as variables in your calculations.

      3. OPERATORS: maths operators like plus and minus.


KPIs or Metrics

KPIs or Metrics allow you to insert additional rows of data that are either a custom calculation, via a KPI or simply raw numbers you've entered as Metrics. In both cases they have their own number formatting. For example, you may wish to insert Gross Profit Margin that is formatted as a percentage. To use KPIs or Metrics you must first add them via their relevant configurations. See the following articles for help with configuring KPIs and Metrics to use in your Account Tree.

  1. Click ADD -> KPI or Metric

    Add Metric or KPI

  2. Set KPI or Metric properties and click ADD KPI OR METRIC

    1. Location: the calculation row will be shown after the details of the selected header. If a Calculation row is also added to the same location the KPI rows will follow the calculation rows.

    2. Select KPI or Metric(s): select the KPI or Metric you would like to insert from the dropdown and use the ADD ANOTHER KPI OR METRIC option if you require more than one row to be added to the same location.

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