Business Unit Combinations are when you are reporting on the cross-section of two Business Unit Categories, and you are expecting the sum of all the Combinations to equal the total organisation, it is expected that all transactions are recorded to a Business unit in each of the Categories, forming a Combination in your underlying accounting system.
These combinations then need to be defined in Calxa to be able to generate reports. A problem arises when reports are run and the total of all combinations does NOT equal the organisation total.
Possible Causes
Not all combinations have been defined in Calxa
Not all entries have been assigned to a combination
Part of a combination has been marked as inactive or removed, or is not being included in the Calxa file.
Check the Settings > Organisation Settings > Configuration > Show/Hide Business Units
Check all required Business Units are being included in the Calxa Data, by the boxes being ticked.
Reports to help find the problem
Firstly, run a P&L Statement at the Organisation level in both Calxa and your Accounting File to check that the Data in Calxa is current and correct.
Use the Original Account Tree to check the data matches.
If the reports are correct using the Original Account Tree, but differ using a Calxa Account Tree, that points to there being a problem in the Account Tree
If the reports do not match at the Organisation level, manually run the Organisation Sync and check again.
If this does not resolve the problem and Calxa does not agree at the Organisation level, using the Original Account Tree, please contact Calxa support through the online Chat Icon for assistance.
Once the Data has been confirmed
Run a P&L Statement on the Unassigned Business Unit in both Business Unit Categories, transactions that are unassigned in one or both Business Unit Categories will not be included in the Combination reports, update the transactions in your Accounting File and re sync with Calxa to pull through, then re-run the reports to see if this has resolved the difference.
Run a P&L Comparison Report from Calxa, on the Business Unit Category that has the smallest list, this will make it easier to reconcile back to the Accounting File.
Choose the Original Account Tree to run the report
Does this report agree with the Organisation report, confirming that everything is included in this Business Unit Category?
If the total of this Business Unit Category does match the Organisation, review the other Business Unit Category.
If the second Business Unit Category also balances with the Organisation report
If both of the Business Unit reports balance with the Organisation report, and there is nothing reported as Unassigned, this indicates that there is a combination that is not defined in Calxa.
Combination not defined in Calxa
Navigate to: Settings > Organisation settings > Configuration
Review the Combinations that have been defined and see if you can identify what is missing
This may be quite difficult if you have extensive lists of Business Units, you may need to identify differences in the GL accounts and track down a transaction to assist in identifying the missing combination
Compare the Combination report with the Organisation report and investigate GL Codes that report different values
Run an Account Transaction reports from Calxa to identify the transactions that are present in the GL Account at the organisation level, and review the Business Unit Categories that have been assigned.
Any item that has one or both Business Unit Categories marked as Unassigned will not be included in the Combination report
Calculate the difference in the GL Account total between the two reports to help identify a combination which has not been defined
If there is a lot of data and nothing is easily discerned, run the Organisation and Comparison reports for shorter periods eg Quarter or Month rather than an Year to reduce the number of transactions
Check other GL accounts for differences, there may be less transactions in other accounts and it may just be one combination that is missing
Business Unit Category does not balance to Organisation
Run a report on this Business Unit Category from the Accounting File and compare to the Organisation report
Compare the P&L total of all Business Units to the Organisation P&L to determine GL account code/s which do not balance
Investigate the transactions in the GL account/s to identify something that is missing using the Account Transaction Report:
Not correctly coded, eg only coded to one Business Unit, not a combination
Coded to an inactive Business Unit
Has resulted in a Combination that is not defined in the Calxa file
Add in a missing Combination
Navigate to Settings > Organisation Settings > Configuration
Define the missing combination by adding to the list, in the right hand selections, click the cursor and choose from the list by ticking the box to define the required combination/s