* See minute 29:35 of the Time to Re-Forecast video for a demonstration of exporting and importing budgets.



When preparing your budgets, you may opt to use the Export and Import functions for situations where you have complex calculations that you can’t create using budget shortcuts. Exporting and importing also allows you to delegate portions of the budget to people who may not have access to Calxa such as department heads. Additionally, if you are a new Calxa user who has already created a budget in Excel, you may find it quicker to import rather than manually enter your budgets.


Calxa has a number of options available when exporting and importing budgets. You can export to an Excel or Text file (comma separated values) and import from the same formats. You may also import from MYOB Classic (v19.13 and earlier) files. If you plan to import from a Text or Excel file it is advisable to export the budget from Calxa first to get the required format for importing.

 

Contents

  • Export Budget
  • Import Budget
    • Formatting Excel or Text files for Import
    • Error Reporting

 

Export Budget


Budget exports can include multiple business units and financial years. Separate exports are required for each organisation and budget version.

  1. Click on the Export button.

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  2. Select the organisation you want to export from the Organisation drop down menu.

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  3. Select the business units you wish to export by marking the checkbox next to the appropriate business units.

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  4. Choose the year(s) you would like to export by marking the checkbox next to the appropriate financial years.

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  5. Select the budget version you want to export by highlighting it.

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  6. Choose the export file type and export format. You can export monthly or annual amounts. When you import yearly amounts Calxa will divide the annual budget values evenly across all monthly periods.

    *Text file type is recommended for larger exports as the export will run much quicker than an Excel export, and an exported text file opens in Excel anyway.

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  7. Select the appropriate Budget Type to export from the drop down menu. You can choose to export Profit and Loss accounts, Balance Sheet accounts or All accounts.

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  8. Check the boxes next to the following export options as needed.
    1. Export comments enabled - allows you to export any comments you have inserted in your Calxa budgets. These and any new comments entered while editing in Excel can be imported back into Calxa (provided the Enable comments import is selected).

    2. Export detail accounts only - header accounts are ignored when importing to Calxa therefore an option is available to export detail accounts only. If you want these header accounts for reference purposes as you edit your file, leave it unchecked.

    3. Suppress empty rows – selecting this option will export only those rows containing budget figures to give you a concise summary. Do not select this if you are exporting a blank template in order to get the correct format for importing or if you want all accounts available for editing.

    4. Export inactive accounts – you can choose to export accounts that are inactive in your accounting system. Note that you can import budgets for inactive accounts as well.

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  9. Click Export, navigate to the location where you want to save, type a file name and click Save.

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Import Budget


Calxa can import budgets from Excel, Text (CSV) or MYOB Classic (v19 or earlier) files. If you plan to import from a Text or Excel file we recommend you export the budget from Calxa first to get the required format for importing. If you have no budgets created in Calxa yet you can Export a blank template in the correct format by leaving the Suppress Empty Rows option unchecked.


See Formatting Excel or Text files for Import section below for details on formatting import files.

  1. Click the Import button.

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  2. Click the Browse button.

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  3. Navigate to the file you wish to import, then select it and click Open.

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  4. Select the Organisation and Budget version you wish to import to from the drop down menus. If desired, check the Enable comments import settings option then click Import.

    *Take care when selecting the budget version, because if you select the wrong version and the relevant financial year(s) is not locked, it will overwrite the budget data for that version. To that end, it is a good policy to lock all Budget Versions’ financial years where no changes should be made as well as Backup your database before importing budgets. This ensures you can restore from backup data if needed.

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  5. If importing from an Excel file select the appropriate sheet from the drop down menu and click OK.

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  6. Click Close when the budget import completes.

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Formatting Excel or Text files for Import

Calxa can import from Excel or Text files with two format types, Monthly Amounts and Yearly Amounts per Business Unit. The easiest way to get the correct format for an import template is to Export the required budgets from Calxa. The templates can then be edited to suit your needs within some minor guidelines. Calxa uses the column headings to determine the format used and the data held in each column.

Monthly Amounts


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The table below outlines the default columns for the Monthly Amounts template and the requirements of each column. Additional columns can be added without affecting the import, while some columns may also be deleted (monthly data - see the table below). The monthly columns and account rows that aren’t included in the template will not be updated in Calxa. Therefore the import process can be used to update as few or as many accounts or months as you require.

Column Header
Required Column
Notes
Business Unit Number
 
Yes
 
For Organisation budgets the Business Unit Number column should contain [Organisation].
Projects should be prefixed with P: For example, P:ABC, P:123 or P: where no number exists.
Departments should be prefixed with D: For example, D:ABC,  D:123 or D: where no number exists. Both the business unit number and business unit name must match what is in Calxa for the import to run successfully.
Business Unit Name
Yes
An exact match on Business Unit Name is required - note the import is case sensitive.
Account Number
 
Yes
 
The account numbers need to exist in your accounting file and be wrapped in these brackets { }.
If importing from Reckon and you don’t use account numbers, format in each cell needs to be {}. Note: Calxa no longer supports Reckon as of 15 September 2017, as announced in this blog.
Both the account name and account number need to match what is in Calxa for the import to run successfully.
Account Name
Yes
An exact match on Account Name is required – note the import is case sensitive.
Financial Year
Yes
This should be a plain number such as 2016.
July - June Month Columns
 
No
 
Enter budget data into each cell. Blank cells will be imported as zero. Non-numeric entries will cause the import to fail.
You may use number formulas and number values. Calxa imports what is visible by value (not formula).
Use the General Number format for reliability.
If there are budget amounts for header accounts or default (nominated) accounts they will be ignored during import.

 

Yearly Amounts per Business Unit


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The Yearly amounts template can be used to import annual budgets for multiple business units with each business unit represented in a new column. Annual budgets will be divided evenly across all monthly periods when imported. Business Unit columns and account rows that aren’t included in the template will not be updated. Therefore the import process can be used to update as few or as many business units and account rows as you require.


The table below outlines the default columns for the Yearly Amounts per Business Unit template. Please note a budget export is necessary to achieve the correct business unit headings.


Column Header
Required Column
Notes
Account Number
 
Yes
The account numbers need to exist in your accounting file and be wrapped in these brackets { }.
If importing from Reckon and you don’t use account numbers, format in each cell needs to be {}. Note: Calxa no longer supports Reckon as of 15 September 2017, as announced in this blog.
Both the account name and account number need to match what is in Calxa for the import to run successfully.
Account Name
Yes
An exact match on Account Name is required – note the import is case sensitive.
Financial Year
Yes
This should be a plain number such as 2016.
Business Unit Headings
(Headings vary and are dependent on your business units)
 
Yes
An export of the required business units should be performed to achieve the correct formatting for these headings.
Enter annual budget data into each cell. Blank cells will be imported as zero.
You may use formulas and values. Calxa imports what is visible by value (not formula). Non-numeric entries will cause the import to fail.
Use the General Number format for reliability.
If there are budget amounts for header accounts or default (nominated) accounts they will be ignored during import.

 


Error Reporting

The error reporting in Calxa will help identify errors in your budget import template. If you attempt to import a budget that is not in a recognised format or has accounts that cannot be matched you will receive an error screen similar to the screenshot shown below. This screen should help you to quickly discover and resolve issues in your budget template.


If an error occurs, no rows will be processed and therefore no budget data will be updated in Calxa. This means you should resolve the errors and import the full spreadsheet again.

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The error described above refers to the account name-number pair 4-3010 – Contributions (members). The error occurred on row seventeen, you would see this detail by moving the scroll bar to the right to display the rest of the message. Note: if you wish to save a copy of the error log, click on the save icon to the right of the scroll bar. This is useful if there are multiple errors to resolve and is an easy way to see the full error message without scrolling to read it.


To reconcile this error we would open the budget in both Excel and Calxa to allow us to better compare the two budgets and diagnose the problem.

 

Calxa budget grid:

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Excel import template:

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The error was caused by the word Members not being capitalised in the import template. To resolve this issue you would simply change members in your template to Members.