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 support note will outline the things you should know about using Calxa with Xero and best practices for a smooth integration.
Integration is made available via the Xero API (Application Programing Interface). The Xero API grants programs like Calxa access to run reports on your Xero data. To connect with your Xero data Calxa will request an authorisation token. This is generated by Xero after you login and select the appropriate company to authorise. This token allows 30 minutes for Calxa to run the required reports and populate its own database which is then used for editing and reporting. In other words, there is no live connection and no changes are made to your Xero data.
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 still recognise it as the same account. Deleting an account in Xero will, however, cause Calxa to confirm the account deletion on the next update. You can also archive accounts in Xero and Calxa will mark these accounts as inactive.
During the initial import Calxa will setup account opening balances as obtained from the conversion balances in Xero. Future organisation updates will not affect these balances so changes made to conversion balances in Xero will not be reflected. For this reason you should not adjust conversion balances in Xero.
Business units in Calxa represent your Xero Tracking Categories. Although the Calxa terminology is configurable there are two types of Business Units in Calxa which are Departments and Projects. During your initial import you may choose an appropriate match for your tracking categories to business units.
Calxa references each Xero Tracking Category on a key rather than the name. This means you can safely rename Tracking Categories and Calxa will recognise them as the same Business Unit. Deleting a Tracking Category in Xero, though, only deletes it from the list of Tracking Categories but still retains the data and reports on this data. However because there is no longer an identifier for the deleted tracking category, Calxa will delete the associated business unit along with any associated budgets.
On the initial import Calxa will give you the option to import budgets. There are some limitations to this import as only a few options are made available to the Xero API budget report. Subsequently this import is limited to a 12 month period starting in the current month. Tracking Category budgets are also not yet available to the Xero API.