For many organisations, Calxa default cashflow settings will be suitable, however for more advanced scenarios users can edit the default settings to update the cashflow type and tax code on accounts, if desired.
Toggle to the Advanced View
As per Cashflow (Basic Settings) navigate to Budgets & Cashflow -> Cashflow Settings -> Cashflow Forecast.
Now you can toggle between basic and advanced views using the Advanced view toggle . Click anywhere on the toggle to turn it on - when enabled it will change to green colour.
Edit Cashflow Type
The Cashflow Settings screen lists all of your accounts except for those accounts selected in the specific Cashflow Settings. Each account has a default cashflow type and tax code. In some cases it will be necessary to edit the default settings.
Select the account or accounts you would like to edit from the list of accounts by ticking the checkbox next to the account(s).
You can search, filter and sort the list of accounts using the tools above the list of accounts.
Note: You can select an entire account category by ticking the check box at the top of the category list.
After you have selected the account(s) you would like to edit from the list of accounts at left, you can select the cashflow type you'd like to use from the drop-down at the right.
Please see the Cashflow Types section for descriptions of each cashflow type.
When you have finished editing the cashflow type, click the SAVE CHANGES button. To cancel your changes click the Cancel button.
Restore Default Cashflow Type
At any time, you can restore individual, multiple or all accounts to their default cashflow type by selecting the account(s) you want to edit from the list of accounts at left, then selecting the cashflow type Reset to Default from the Cashflow Type drop-down at the right. Click the SAVE CHANGES button to complete.
Cashflow Type Descriptions
Each account has a default cashflow type, however in some circumstances a custom cashflow schedule may be required. A description of each cashflow type and their use is outlined below.
The cashflow effect of both income received in advance and prepaid expenses may require special consideration. For details on handling income in advance or prepaid expense please review the help note - Handling Income Received in Advance. The help note covers the specific example of grants received in advance, however the accounting concepts remain the same for other possibilities.
Calxa Cashflow Types available:
A cashflow type of None indicates that any budget in these accounts will not affect your bank balance. An example of an account that may be set to None is depreciation expense. This is an expense that you may budget for, however there is no cashflow effect from this budget.
When budgeting on accounts with a cashflow type of None, special consideration should be given to balancing your budget, For details, please see the Balanced Budget section of the Step by Step Guide to Cashflow Forecasting help note.
Calxa can calculate your accumulated depreciation budget based on the depreciation expense budget you enter, thereby ensuring you have a balanced budget. See the Depreciation help note for further details.
A cashflow type of profile allows you to set custom cashflow behaviour. For example, if you invoice a customer and receive some payment upfront, while the remainder is paid on delivery in two months’ time. Any profile within a twelve month period can be achieved with this cashflow setting.
With Profile selected as the Cashflow Type, adjust the monthly values as required by moving the sliders next to the months. The values represent a percentage, therefore the total must equal 100%. Calxa will ensure this total is achieved by automatically adjusting other months accordingly.
The example below would indicate the receipt of payment on this income account would be 60% upfront with a further 30% in 3 months and the remainder the following month.
Automated Profile based on Selected Days Count
With the Profile cashflow type you also have an option to simply enter a total number of days (example 30, 45, etc) and Calxa will calculate the percentage profile by month for you.
First select the Profile cashflow type as noted just above, then tick the Distribute based on days count checkbox. Enter the days count you'd like to use into the box that opens to the right of Distribute based on days. Experiment with the days count to get the monthly distribution you are after. Click on SAVE CHANGES .
The schedule cashflow type is only available for Balance Sheet accounts. This cashflow type can be used to reflect scheduled payments. For example, assume you pay an expense quarterly but you accrue this expense monthly to your P&L. In this scenario, you would set the expense account's cashflow type to None, and the accrued liability account to a quarterly schedule.
To select a cashflow schedule select Schedule as the Cashflow Type, then select the appropriate schedule from the Schedule drop-down.
Note: You can also create a custom cashflow schedule if the default schedules don't meet your needs. See the Cashflow Schedules section at bottom for instructions on how to create a custom schedule.
Default cashflow schedules available
All available default schedules are listed in the Schedule drop-down. The schedules show the specific months of the year payments are made or received. When you choose the Feb Apr Jul Oct schedule, for example, the July-September quarter will be paid in the month after the quarter ends, in October. The October-December quarter's payment will happen in February rather than January.
Similarly, as mentioned previously with a cashflow type of None, you should give special consideration to your budgeting requirements with the Schedule cashflow type. For details, please see the Balanced Budget section of the Step by Step Guide to Cashflow Forecasting help note.
The debtor days cashflow type is essentially an automatically calculated profile. Calxa will calculate your debtor days based on your outstanding debtor balance and the total income for the previous twelve months. These calculations provide a profile of how you would be expected to receive payments on average. The calculated profile is displayed, however it is not editable.
Note: If there is insufficient historical data the calculated profile may be unrealistic. In this circumstance there is an option to manually override Debtor Days - please see the Cashflow (Basic Settings) help note for instructions.
For more details on the debtor days calculation methodology please see the Creditor and Debtor Calculations help note.
As per the debtor days cashflow type, this is an automatically calculated profile. Calxa will calculate your creditor days based on your outstanding creditor balance and the total expenses for the previous twelve months. These calculations provide a profile of how you would be expected to make payments on average. The calculated profile is displayed but is not editable.
Note: If there is insufficient historical data the calculated profile may be unrealistic. In this circumstance there is an option to manually manually override Creditor Days - please see the Cashflow (Basic Settings) help note for instructions.
For more details on the creditor days calculation methodology please see the Creditor and Debtor Calculations help note.
If you would like to individually set wages accounts that were not nominated in the Wages & PAYG Financial Settings you may use this cashflow type. Calxa will calculate PAYG withholding on this account. Select Wages Tax as the Cashflow Type, then set the Average tax withheld. Click SAVE CHANGES .
Edit Default Tax
These settings help Calxa to determine if tax calculations are required on the associated account for Cashflow or Balance Sheet forecasting. Calxa will apply these tax settings as per your accounting data until you edit them.
To edit the Default Tax settings, select the account(s) you would like to edit from the list of accounts at left, then select the tax type from the tax type drop-down. This drop-down sits just above the Cashflow Type drop-down. Click SAVE CHANGES when done.
At any time, you can restore individual, multiple or all accounts to their Default Tax type by selecting the account(s) you want to edit from the list of accounts at left, then selecting the tax type named Match 'your accounting system name' from the Default Tax drop-down at the right. Click the SAVE CHANGES button to complete.
Create and Edit a Custom Cashflow Schedule
To create a custom cashflow schedule, select a Balance Sheet account from the left, then select Schedule as the Cashflow Type on the right. Next click on the Custom Schedule drop-down in the image below (shown in 2).
Select Edit custom schedule from the drop-down.
The Cashflow Schedules screen will open, as shown below. You can create a custom schedule in two ways. Firstly, you can click the document button to the right of a default schedule to make a copy of it to edit. The second way to add a new schedule is to click on the New Schedule button at the bottom of the list.
Note: You can see the specific months of the year payments are made or received by selecting a schedule from the list of schedules on the left. On the right side the Activity month represents the month you have budgeted an item, and the Payment month shows you when those budgeted amounts will appear in your cashflow forecast.
Click the document button at the right of a default schedule to copy it (shown as 1 in 3. above). The copy will be shown at the bottom of the list of schedules on the left.
Click on the copy's name to display the cog to the right of the name.
Click on the cog to rename, duplicate or delete the custom schedule.
To add a new schedule rather than copy an existing one, click on the New Schedule button.
Click on Custom Schedule to display the cog to the right. Clicking on the cog provides options to rename, duplicate or delete a custom schedule.
To set a custom schedule, select the schedule from the list of schedules on the left. Make the required changes to the Payment month on the right via the drop-downs, then click USE SELECTED to save the schedule.
For more information about the Schedule cashflow type, please see the Schedule section of this help note.
Want to learn more? Have a look at the other help notes in the Financial Settings series: