This article explains the Budgets & Actuals menu and how you can navigate your organisations, budget versions, business units and change the layouts, filters and options. The same navigation applies for the Scenarios.
Note: 💬 For details on editing budgets, see the following additional help articles.
Select Budget & Date Range
Navigate to Budgets & Cashflow -> Budgets & Actuals.
Select the Organisation and Budget or Actual that you would like to edit.
Select the Period or date range you want to edit. You can manually set any date range, chose a pre-set shortcut from the calendar dropdown or skip back or forward using the left and right arrows.
Tip: 💡 to create an additional budget scenario or to facilitate approved and forecast budgets see Manage Budgets.
Select Organisation, Business Unit, Account or Metric
The default view is a traditional list of your chart of accounts at the overall Organisation level. However, in Calxa we give you many ways to view your budget data.
Tip: 💡you can add Accounts, Business Units or Metrics directly into Calxa even if they are not linked to your accounting system. See the following help for more details.
Select the Company Name to view a list of accounts for the overall organisation.
Select a Business Unit to view a list of accounts or metrics for the selected business unit.
Select an Account to view a list of business units for the selected account.
Select a Metric to view a list of business units for the selected metric.
FAQs: What's a Business Unit❔
Business Units are the cost centres that make up your organisation. Xero Tracking categories, MYOB Jobs and QuickBooks Classes are examples of Business Units.
Tip:💡You can optionally set the overall organisation budget to be the sum of your business units. See Organisation Budget (Consolidation Setting) for more details.
What's a Metric❔
Metrics extend on your accounting data by allowing you to enter additional non-financial data that isn't captured in your chart of accounts. Metrics can be used as drivers or variables in budget and KPI formulas.
Choose a Layout
Select Accounts, Business Units or Metrics by Month, Quarter or Year. This determines what rows of data you see for the selected item and the period range for each column.
Note:💬When editing amounts in Quarterly or Yearly columns the data will be saved to the underlying monthly periods. The values will be split proportionally according to the existing monthly data.
Scenarios
To view the Budget with one or more Scenario added, click on the Scenarios in the Orange Banner. This will maintain the view you have just selected in the Budget Screen. From here, using the PREVIEW MODE you can add / remove Scenarios to review the overall impact on the budget. Turn off PREVIEW MODE to further update your Scenario.
Maximise and Minimise View
You can maximise the editing area of the budget view using the Maximise icon. The editing area will then consume your full screen removing unnecessary menus and maximising the screen real-estate for editing purposes.
Search and Filter
Toggle on the search panel by clicking the search icon. You can then filter the list to selected items or search for a specific item.
Options
Use the options menu to set the following options.
Show account/business unit numbers: Shows or hides numbers in the display
Show empty rows: Shows or hides rows with all zero values.
Account tree: Displays accounts as per the account tree selected
Display numbers as: Optionally display value as thousands or millions.
Bulk Actions
Use the bulk actions menu to perform the following bulk actions on the displayed list of data.
Collapse all: Collapses all headers in the displayed list of data.
Expand level 2: Expands level 1 headers and collapses headers at level 2.
Expand level 3: Expands level 1 & 2 headers and collapses headers at level 3.
Expand all: Expands all headers in the displayed list of data.
Hide inactive: Hides inactive items from the list of data.
Show inactive: Shows inactive items in the list of data.
Keyboard Shortcuts
The following keyboard shortcuts are available for commonly used options and bulk actions.
F - toggle full screen on and off
E - toggle show and hide empty rows
I - toggle show and hide inactive rows
Shift + mouse scroll wheel - scroll left and right instead of up down (when horizontal scroll bar is present)
Export and Print Shortcuts
To Export raw data in a format that can be reimported use the Export icon as a shortcut to the Export menu where you can process the export with additional parameters. See Export Budgets for additional help.
To Print or Export in Report Layout use the Print icon as a shortcut to the Report builder where you can apply additional report filters then print or export to different formats. See How to Print your Budget for additional help.
