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 Reckon and best practices for a smooth integration.



NOTE: As of 15 September 2017 Calxa no longer supports Reckon for new customers. Calxa announced the change via this blog. This help note is intended as a guide for existing customers.



Reckon Versions that work with Calxa


  • Reckon or Intuit QuickBooks Pro, Premier and Enterprise 2010/11 - Reckon or Intuit QuickBooks Pro, Premier and Enterprise 2012/13
  • Reckon Accounts Pro, Premier and Enterprise 2013 or later
  • Reckon Hosted (integration made available via Reckon desktop application)


Integration


Integration is made available via the Reckon API (Application Programing Interface). The Reckon API grants programs like Calxa access to run reports on your Reckon data. Reckon must be installed on the same computer as Calxa to access the API. The Admin user must also grant this access on the company workbook, however once permission is granted Calxa will be listed in the allowed integrated applications list in your Reckon company preferences. Unless Calxa is removed from this list, this step will not be required again and future access is automatically granted. The API allows 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 Reckon data.  


Accounts


Reckon users should be aware of some limitations in the Reckon API and how this effects Calxa integration. The Reckon API does not provide unique account identifiers, therefore Calxa must match accounts on the name and number combination alone. While parent-child relationships can be created through 6 levels in Reckon accounts, this level of detail is also not provided in reports generated by the API. These reports only provide the parent-child relationship for each account. The problems discussed below can arise because of these limitations. 


Non-Unique Number-Name-Parent Combinations

Each account can only be recognised on its name, number and parent combination and this combination must be unique. If this combination is not unique then Calxa will not be able to allocate report values to the correct accounts and the import will fail. 


The example below on the left highlights how non-unique accounts are possible. You can see that the number/name/parent combinations for the Less Accum Depreciation accounts are all the same (Buildings->Less Accum Depreciation), and in some cases are not even repeated at the same account level. This problem can be avoided entirely by using unique account numbers - this is highlighted on the right side of the example below with the same accounts. 


Assets (Non Unique Without Numbers)
  • QLD
    • Buildings
      • Less Accum Depreciation
  • NSW
    • Buildings
      • Less Accum Depreciation
    • Sydney
      • Buildings
        • Less Accum Depreciation
Assets (Unique With Numbers)
  • 1-1000 . QLD
    • 1-1100 . Buildings
      • 1-1101 . Less Accum Depreciation
  • 1-2000 . NSW
    • 1-2100 . Buildings
      • 1-2101 . Less Accum Depreciation
    • 1-2500 . Sydney
      • 1-2510 . Buildings
        • 1-2511 . Less Accum Depreciation



You should also be aware that values recorded against a parent or header account are represented as sub account called Other. The effect here is that any header account that is repeated will create this non-unique problem if transactions are recorded against it. For example using the accounts above any transactions recorded against Buildings will be displayed in the API as Buildings->Other not QLD or NSW ->Buildings which means every account header called Buildings is now not unique, if it has transactions at the header level. This problem can once again be avoided using unique numbers. 


Changing Account Names or Numbers

You should be aware that since a unique identifier is not made available through the API, Calxa matches on the name and number. If you change this number then the relationship no longer exists and Calxa will treat this as deleting one account and creating a new one. Budgets or settings associated with the old account will not be retained.   



Business Units


Business units are the broader term in Calxa representing both Classes and Customers/Jobs. Although the Calxa terminology is configurable, Calxa Departments represent Reckon Classes and Calxa Projects represent Reckon Customers/Jobs. The Reckon API does not provide a unique identifier for each Business Unit so similar problems exist as mentioned per accounts recognition and you should be aware of the limitations below.

Non-Unique Number-Name-Parent Combinations

Please refer to the example above for accounts as the exact same logic applies (except referring to Classes or Customers/Jobs). 


Changing Class or Customer/Job Names

As per accounts you should be aware that renaming is similar to deleting and creating a new business unit. The effect here though is potentially a much larger problem as all the budgets and settings associated with the old business unit will also be deleted. 



Tax Codes


Calxa will import a list of your Tax Codes, however their associations with accounts are not made available via the API. Tax codes are used in Calxa to apply the appropriate tax to your budgets when running forecast reports. During the initial import, and when new accounts are added, Calxa will assign some default Tax Codes from the list of available codes to each account. If you intend to do Cashflow or Balance Sheet Forecast reporting you should review these Tax Code associations in the Calxa Cashflow Settings screen. For more information please review the Preparing a Cashflow Forecast help note in either Premier or Express. 



Budgets


On the initial import Calxa will give you the option to import budgets, however after the initial import budgets may not be imported from Reckon again. During the initial budget import Calxa will import and update the Organisation and Business Unit budgets for all available years, however there is an anomaly in the current financial year. Calxa uses the Reckon Budget Summary report where only the financial year may be set in the API report properties. The default behaviour of this report in the current financial year is to provide only year-to-date budget values. So Calxa is, unfortunately, only able to import the year-to-date budgets in the current financial year. No update of budgets back to Reckon is available. 



Reckon Hosted


While there is no API available to connect directly with the hosted solution there is an option to download a local copy of your Reckon data. You can integrate with Calxa via this local copy in the same way you can with the desktop versions, however you will need to download a local copy each time you want to update your Calxa data and the desktop application must be installed on your computer. Note – Reckon Hosted subscribers are entitled to a copy of the desktop application, or you may use a trial version, as after the initial import is completed you do not need to open the Reckon data locally again. Follow the steps below to integrate with Reckon Hosted.


Initial Import Steps

  1. Download a local copy of the Reckon workbook.
  2. Open the Reckon workbook with the desktop application. 
  3. Perform a Reckon import as per the Connecting and Updating from Reckon help note.
    1. During this setup you will grant Calxa permission to the Reckon company data.
  4. Upload the local copy of your Reckon workbook back to the hosted solution.
    1. This means the permission granted in step 3 is now saved in the hosted solution.


Organisation Update Steps  

  1. Download a local copy of the Reckon workbook.
  2. Perform a Reckon update as per the Connecting and Updating from Reckon help note.
    1. Provided you did step 4 in the initial import there is no need to open the Reckon workbook locally.