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 updates, Calxa behaves in much the same way regardless of the chosen accounting package. There are, however, some important differences that need to be noted.
This help note will outline the things you should know about using Calxa with Xero and discuss best practices for a smooth integration.
Xero User Permissions Required
The user that connects the Xero company to Calxa will need access to be Business and accounting with one of the following roles.
Chart of Accounts
Reports made available to the Xero API reference accounts on a key rather than the account number or name. This means you can safely renumber or rename accounts in Xero and Calxa will apply the new number and or name after the next sync.
Deleting an account in Xero will also delete it in Calxa on the next sync. All budgets and settings associated with the account will also be deleted.
If you archive accounts in Xero then Calxa will mark these accounts as inactive. Inactive accounts are filterable from many views in Calxa. Duplicate accounts are not supported in Calxa (accounts with the same name and number), which can occur in Xero if you archive an account and the add one with the same details again.
During the initial import Calxa will set up account opening balances as obtained from the conversion balances in Xero. If no conversion balances are found then the first period with actual data is configured as the opening balances.
Future organisation syncs will not affect the opening balances, so changes made to conversion balances in Xero will not be reflected in Calxa. For this reason do not adjust conversion balances or add transactions dated before the conversion balances in Xero.
Business units in Calxa represent your Xero Tracking Categories. Business units in Calxa are called Projects and Departments, so each of your Tracking Categories types will be assigned these names. Business unit names are configurable via the General Settings screen.
Calxa references each Xero Tracking Category on a key rather than the name. This means you can safely rename Tracking Categories and Calxa will apply the new name after the next sync.
Deleting a Tracking Category in Xero will also delete it in Calxa on the next sync. All budgets and settings associated with the Tracking Category will also be deleted.
A Tracking Category can't be deleted in Xero if there are transactions associated with it. In this case Xero will suggest marking it as Archived. Calxa will mark Archived Business Units as Inactive after the next sync.
Note: There is no restriction in Xero for adding a new Tracking Category with the same name as an Archived one. After the next sync Calxa will treat Tracking Categories with the same name as the same Business Unit and sum the values in both.
When you initially add a Xero organisation, Calxa will give you the option to import the Xero Overall budget (Organisation level). The Xero API does not provide access to the Tracking Category budgets, however. You can get your Tracking Category budgets into Calxa by exporting them from Xero and importing them to Calxa via spreadsheet.
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 Xero.
In Calxa you cannot report on the intersection of tracking categories like you can in Xero, therefore most Xero customers using Calxa will set up their business unit structure in such a way that they will only need to use 1 of the tracking categories in Xero. This is almost always possible using a structured naming convention. Setting this up at the beginning will make your budgeting and reporting much less time-consuming, and allow you to get all the reporting combinations you need.
To provide a visual example, see the chart below showing 2 tracking category types, one for Locations and another for Products. In Calxa, you could run a report that would consolidate locations Melbourne and Perth together. You could also run a report that combines Product B and Product C.
Note: You could not, however, run a report on the intersection of Melbourne and Product B, because a portion of Product B may relate to Sydney, Perth or Brisbane.
Example of a Naming Convention (for the chart above)
List of business units stored within 1 tracking category in Xero:
Product A - Melbourne
Product A - Sydney
Product A - Perth
Product A - Brisbane
Product B - Melbourne
Product B - Sydney
Product B - Perth
Product B - Brisbane
Product C - Melbourne
Product C - Sydney
Product C - Perth
Product C - Brisbane
Product D - Melbourne
Product D - Sydney
Product D - Perth
Product D - Brisbane
- To run a report on the whole of Product A, you would select all of the business units starting with Product A.
- To see a report on the Melbourne location, select the Product A - Melbourne, Product B - Melbourne, Product C - Melbourne and Product D - Melbourne business units.
- For a report on Product B for Melbourne, select the business unit called Product B - Melbourne.