For instructions on syncing an existing organisation please see the Sync a Xero Organisation help note. To reconnect to an organisation see Reconnect a Xero Organisation.

Note: Only a subscription Owner and Co-Owner can add an organisation to a workspace.

Navigate to:

Settings -> Billing & Admin -> Manage Organisations

This will open the Admin screen in a new browser tab

Note: to go back to Calxa, either go back to the previous tab or click on your name and choose the Workspace from the drop down list.

  1. Click on Add Organisation at the left.

    Add organisation

  2. Select the Workspace where you would like to add your organisation from the Select Workspace drop-down, then click the Next Step button.

  3. You can also add an organisation to a specific workspace by clicking on the ellipsis to the right of the workspace name and selecting Add Organisation (this is an alternative to step 1 above where we selected Add Organisation from the menu on the left).

    Selecting Add Organisation from the workspace ellipsis menu populates the workspace name in step 2 above automatically.

    Workspace dropdown

  4. Now you will select your accounting system. Click on the Connect to Xero button. The user that connects the Xero file to Calxa has to have at least Standard User permissions in Xero. The API essentially works on behalf of the user that authorised it to connect.

  5. A sign in screen for Xero will pop up. Enter your Xero email and password and click Login.

  6. A message will come up asking you to allow access to your Xero file. Click on Allow access.

  7. Enter a two-factor authentication code and click Login. After you make your selection you will be taken back to Calxa.

    Note: If you have access to more than one Xero file you will instead see a drop-down. Select the organisation you want to import from the drop-down and then click Allow access.

  8. Choose import settings

  9. You will see your organisation listed here.

    Before you begin the import you must decide which business units you want to bring in to Calxa (i.e. tracking categories or organisation level).

    To import a tracking category click on the toggle next to the desired business unit name. This will turn the toggle green and indicates the business unit will be imported. Note you can import both tracking categories if you choose, however you cannot report on the intersection of the two in Calxa as you can in Xero.

    You can also choose to import your Overall budget from Xero by clicking on the Include Xero Overall Budget toggle. Note this will allow you to update your Overall budget from Xero each time you sync your organisation.

    Note: There is no option to sync Tracking Category budgets as the Xero API does not provide access to them. You can bring your tracking category budgets into Calxa by exporting them from Xero and importing them to Calxa via a spreadsheet or CSV file.

    Click Begin Import

  10. Note: Many users will prefer to manage their budgets in Calxa after the initial organisation import. To turn off the budget sync go to Settings -> Organisation Settings -> General. The General Settings help note provides further instructions.

    If you import the Overall Xero budget when you initially add the organisation to Calxa, three budget versions will be created for you:

    1. Xero Overall Budget - this version is read-only and cannot be edited because it is updated from your accounting system.

    2. Initial Budget Version - an editable copy of the Xero Overall Budget. Use this version to manage your budgets in Calxa going forward. Note: Any org syncs done after the initial organisation import from your accounting system will only update your Xero Budget

    3. Auto-Budget (Last Year Actuals) - budget created for you containing last year's actuals. This version cannot be edited (read-only).  This version cannot be edited (read-only). You can delete this version if it is not needed, as described in General Settings.

  11. A progress bar will appear to show you the organisation is importing.

  12. When the import is complete, set your preferences by selecting them from the drop-down menus in each section. Click All Done when finished.

Note: all of these preferences can be changed later if needed.

When the import completes you will be brought back to the Admin screen. You will see the organisation you imported listed under the workspace where you added it. To go and work in this new organisation click on the Open Workspace link.

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