This help note will show you how to add a QuickBooks Online organisation to your workspace.

For instructions on synching an existing organisation please see the Sync a QuickBooks Online Organisation help note. To reconnect to an organisation see Reconnect a QuickBooks Online Organisation.

NOTE: Only a subscription owner or 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. Note 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 1above 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 QuickBooks button. The User that connects the QuickBooks file to Calxa has to have at least Administrator permission in QuickBooks. The API essentially works on behalf of the user that authorised it to connect.

    Choose Accounting system

  5. A sign in screen for QuickBooks Online will pop up. Enter your QuickBooks email or user id and password and click Sign In.

    QuickBooks Online Sign in

  6. Select the QuickBooks Online organisation you want to import from the Company/Firm drop-down. Click Confirm.

    QuickBooks Online Company selector

  7. You will next be asked to authorise sharing your QuickBooks Online data with Calxa. Click the Connect button at the bottom right.

    Connecting with Calxa

  8. Once the Data is transmitted, you will be returned to Calxa.

  9. Choose import settings. You will see your organisation listed here.

    Before you begin the import you must decide what business units you want to bring in to Calxa (i.e. Location, Customer, Class or Organisation level).

    To import the Location, Customer or Class business units 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. In the example below Classes will be imported.

    You can also choose to import your budgets from QuickBooks Online by clicking on the Include QuickBooks Budgets toggle. Note this will allow you to update your budgets from QuickBooks Online each time you sync your organisation.

    Budget versions in QuickBooks Online contain a single year only, therefore Calxa will sync whatever financial year is included in the budget version you select. You can sync other years' budgets if desired by changing the budget version to be synced via the General Settings screen.

    If you choose to sync another budget version in the same year it will overwrite the existing QuickBooks Budget in Calxa, however you can copy the QuickBooks Budget to an editable version first if you want to maintain more than one version for scenario planning. Step 11.2 below discusses this further.


    Import selections

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

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

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

      Budget Selection

    2. Initial Budget Version - an editable copy of the QuickBooks 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 QuickBooks Budget

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

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

    Importing progress

  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.

    Set your preferences

  13. 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.

    Confirmation of organisation added

    To go and work in this new organisation click on the Open Workspace link.

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