Calxa can be used with a number of different accounting packages and integrates with these packages in different ways. Aside from your initial company setup and subsequent syncs, Calxa behaves in much the same way regardless of the chosen accounting package. There are, however, some important differences to be aware of.
This help note will outline the things you should know about using Calxa with MYOB and discuss best practices for a smooth integration.
MYOB AccountRight (Online Library) current versions
MYOB Essentials (Australia and New Zealand)
MYOB User Permissions Required
You will require one of the following default MYOB user roles to successfully import and sync your MYOB data with Calxa:
If you're using custom roles the following is required as a minimum:
Chart of Accounts
Calxa references each MYOB account on a key rather than the account number or name. This means you can safely renumber or rename accounts in MYOB and Calxa will still recognise it as the same account.
Deleting an account in MYOB also deletes this account in Calxa along with any associated budgets, actuals or settings. Be aware deleting an account could also delete historical information from Calxa.
During the initial import Calxa will setup account opening balances as obtained from the opening balances in MYOB. Future organisation syncs will not affect these balances so changes made to opening balances in MYOB will not be reflected in Calxa. For this reason do not adjust opening balances in MYOB.
Additionally, it is not a good idea to merge balance sheet accounts as the opening balances will not be updated on the merged account.
Business units are the broader term in Calxa representing both Jobs and Categories. Calxa Projects represent MYOB Jobs, and Departments represent Categories. Business unit names are configurable via the General Settings screen.
Calxa references each MYOB Job or Category on a key rather than the number or name. This means you can safely renumber or rename Categories or Jobs in MYOB and Calxa will recognise them as the same Job or Category. Deleting a Job or Category in MYOB also deletes the Job or Category in Calxa along with any associated budgets. Be aware deleting a Job or Category could also delete historical information from Calxa.
Balance Sheet Amounts by Business Unit
By default Calxa will import Balance Sheet amounts for each Category, however will not import/sync balance sheet amounts for each Job. You can however optionally turn this on in the Business Unit Configuration menu.
This will import the balance sheet account movements for each Job. This feature enables you to do Budget vs Actual style reporting. For example an Unspent Budget Report including capital expenses or project to date reports including work in progress from the balance sheet.
When you initially add a MYOB AccountRight organisation, Calxa will give you the option to import the Organisation, Job and Category budgets. At the Organisation level Calxa will import the budgets sitting in MYOB in This Year and Next Year. Choosing to import budgets will allow you to update your budgets from MYOB each time you sync your organisation.
Since monthly business unit budgets cannot be saved in MYOB, Calxa will assume your Job and Category budgets are an annual value for This Year. The annual budget value will be brought into Calxa and split equally across the 12 months.
If you didn't import your budgets to Calxa when you added your organisation, you can still choose to do this anytime you sync your organisation by adjusting your sync settings on the General Settings screen. This is also where you can turn the budget sync off to manage your budget in Calxa going forward.
Note: Budgets cannot be updated from Calxa back to MYOB.
*Due to limitations in the MYOB Essentials API Calxa cannot import budgets from MYOB Essentials.