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Manage Business Units

Use Business Units to track different areas of your business such as Projects or Departments.

Mick Devine avatar
Written by Mick Devine
Updated over a year ago

Business Units can be setup to see how different areas of your business are performing such as Projects, Departments or Locations. Business units can be used as filters on your reports and also provide the ability to budget on these different areas. If your organisation is linked to an accounting system these will be synced as linked business units into Calxa but you can also add additional unlinked business units and later sync those to your accounting system.

  1. Navigate to Settings -> Organisation Settings -> Business Unit Lists.
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  2. Select your organisation from the Selected organisation dropdown.
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    Selecting business units lists menu

Add Category

Before you can create the business units that track different areas of your business you must first create the category that will contain the list of Business Units. For example, the Category might be Locations, Departments or Projects.

Manual organisations only: ⚠️ the top-level Category for business units cannot be edited for organisations linked to Xero, MYOB or QuickBooks. For linked organisations the categories are fixed as per your accounting system setup. See Business Unit Configuration for more settings on syncing business units from your accounting system.

  1. Click New Category at the left
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  2. Enter a category name and click CREATE CATEGORY
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  3. Skip to Step 3 of the Add Business Units heading below
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    Animation adding a category

Add Business Units

  1. Select the Category you would like to add business units to
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  2. Click ADD BUSINESS UNIT
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  3. Enter details for the new business unit.

    1. NUMBER: The business unit number is the primary sort field in reports. While it is optional it can help with ensuring business units are unique even if the names are the same.

    2. NAME: The name of the business unit that is used in reports.
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  4. To add multiple business units click ADD ANOTHER BUSINESS UNIT
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  5. When complete click ADD BUSINESS UNITS
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    Animation showing the add business units flow

Edit Business Units

Unlinked Business Units: 💬 Business Units that you create in Calxa that have not been synced to your accounting system are considered unlinked business units. Unlinked business units can be edited inline directly in this view.

Linked Business Units: 💬 Business Units that are synced from your accounting system are read only and should be edited in your accounting system then synchronised with Calxa. See the following help articles for additional details.

  1. Select the Category you would like to add business units to
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  2. Edit the business unit fields and click SAVE CHANGES
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Sync Business Unit to Accounting System

Unlinked business units in Calxa can be synced into your accounting system and become a linked business unit. Click the link icon and select YES, SYNC BUSINESS UNIT.

Animation showing the sync business unit flow

Merge Business Units

Unlinked business units can be merged into another business unit. In this case one business unit will be deleted and the budgets & actuals from both accounts can be merged. Click the merge icon, set the required merge properties and click MERGE BUSINESS UNIT.

Merge Notes: 💬The source business unit will be deleted with its budgets being merged into the destination business unit according to your preferred setting.

You can keep choose to keep the source or destination budgets in which case the others will be deleted, or you can merge the values from both in which case any budget formulas will be deleted.

Animation showing merge business units flow

Tip: 💡use the merge business unit feature if you added a business unit to Calxa and later added the same or similar business unit in your accounting system.

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