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.


Note: For details on editing budgets. See the following additional help articles.


TABLE OF CONTENTS


Budget & Date Range

  1. Navigate to Budgets & Cashflow -> Budgets & Actuals.

  2. Select the Organisation and Budget or Actual that you would like to edit.

    Select Organisation and Budget


    Note: to create an additional budget scenario or to facilitate approved and forecast budgets see Manage Budgets.

  3. 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.

    Select Date Range

By Business Unit or Overall Organisation

In Calxa you may choose to budget at the overall organisation level or by business unit. Business Units are the cost centres that make up your organisation and are setup in your accounting system. For example MYOB Jobs, Xero Tracking categories or QuickBooks Classes are examples of Business Units.

You can optionally set the overall organisation budget to be the sum of your business units. See Organisation Budget (Consolidation Setting) for more details.

  1. To budget at the overall or Organisation Level select the building icon on the left sidebar navigation. This is selected by default when you first select a budget.

  2. To budget by Business Unit select the hamburger menu on the left navigation and select the Business Unit or use the sidebar arrows to select a new Business Unit.

    Select Business Unit

Maximise and Minimise View

  1. 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.

  2. The Left Sidebar navigation is pinned opened or closed manually in this view allowing easy navigation between selections.

  3. Use the Minimise icon to return to the normal view.

    Maximise

Layout

Use the LAYOUT menu to switch between Metrics, Accounts or Business Unit by Month, Quarter or Year.

Switch Layout

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.


Accounts by (Month, Quarter, Year)

Accounts is the default view where it displays your chart of Accounts in the primary view and you can select Business Units from the Sidebar menu.

Metrics by (Month, Quarter, Year)

See the Metrics help article for details on adding an editing Metrics.

Business Units by (Month, Quarter, Year)

This alternate layout swaps the Accounts and Business Units so you now select an Account from the sidebar menu and the main view lists your Business Units for the selected Account.

Filter

Use the FILTER menu to display your accounts as per your Account Tree and filter which accounts are shown.

  1. Account Tree: choose to display your budget with the accounts organised as an Account Tree.

  2. Search accounts: search for specific accounts by number or name.

  3. BULK ACTIONS: for bulk actions like Select All or Show and Hide Inactive.

Options

Use the OPTIONS menu to set the following options.

  1. Show account numbers: Shows or hides account numbers in the charts of accounts.

  2. Show empty rows: Shows or hides accounts with all zeros.

  3. Display numbers as: Optionally display numbers as thousands or millions.

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.

Export and Print
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