Enter Actuals for Manual Organisation
Mick Devine avatar
Written by Mick Devine
Updated over a week ago

Unlike integrated organisations where the actuals are imported or synced from your accounting data, if you have a manual organisation you will need to update your actuals in Calxa or import them from Excel. In this article we look at entering actuals directly in Calxa. See Import Actuals for Manual Organisation for details on importing.

If your organisation is linked to MYOB, Xero or QuickBooks you just need to sync your accounting data into Calxa.


This help article only applies to manually created organisations. The Actuals menu will be 'Read only' if your organisation is linked to an accounting system.

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

  2. Select the Organisation and Actuals from the combo selector

    Budget or Actuals selector

  3. See the Budgets & Actuals article for navigation and other features on this menu

Monthly Data Entry

Calxa does not replace your accounting system and does not provide an ability to enter transactions or automatically balance your data with double entry accounting.

  • Enter monthly general ledger movements on each account.

  • These movements may be a positive or negative.

  • A positive number increases the normal balance of the account.

    • For example: Positive Asset = Debit, Negative Asset = Credit, Positive Liability = Credit etc.

monthly data entry

By Business Unit or Overall Organisation

If your company contains business units such as Departments or Projects you may want to enter your actuals against each of the business units and set the organisation actuals to consolidate these business units. To change the consolidation settings click CONSOLIDATION SETTING. This setting also applies to budgets - see Organisation Budget (Consolidation Setting) for more details.

Consolidation Setting

Use the sidebar navigation to select business units or organisation. See the Budgets & Actuals article for full details on this navigation.

Sidebar menu

Organisation Discrepancy Row

A value in the Organisation Discrepancy Row indicates that your actuals do not balance. The row is the discrepancy for the whole organisation, so if you are entering values by business unit and have the consolidation setting turned on the Organisation Discrepancy row shows the overall consolidated variance. The overall consolidated variance is displayed even when editing a business unit so you can more easily balance across multiple business units.

You should enter balancing entries until the discrepancy is zero. In the example below the negative discrepancy indicates I have a higher Credit balance on the overall trial balance and thus need to enter a Debit value. For example a positive Asset, Negative Liability or Positive Expense.

Organisation discrepancy row

Opening Balances

To enter opening balances simply enter amounts in the period prior to your opening balance date.

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