This help note will show you how to connect to your QuickBooks Online (QBO) data, perform subsequent organisation updates and also briefly discuss Calxa terminology.


Contents

Create Organisation from QBO

Terminology

Update your Organisation from QBO

Reconnect to your QBO Organisation


Create Organisation from QuickBooks Online (QBO)


  1. Click Organisation Management in the main ribbon of Calxa.

    OrganisationManagement


  2. Click Create new from and select Intuit QuickBooks Online from the drop down menu.

    CreateNewFromQBO


  3. On the sign in page provide your QBO credentials and click Sign In.

    QBO SignIn


  4. Select which company you would like to import by selecting it from the Company/Firm drop-down. Then click Confirm.



  5. Click Authorize to allow Intuit to securely share your company data with Calxa.



  6. Select which Business Unit actuals you would like to import.

    SelectBusinessUnits

    Note: Save time by only selecting the business units you will be reporting on in Calxa.


  7. Calxa will then process the organisation information from QBO; this may take a few moments.

    ImportProgress


  8. When complete the organisation will be listed in the Organisation List.

    OrganisationLIst


Terminology


Calxa broadly refers to cost centres including the organisation as Business Units. On your initial import Calxa associates QuickBooks Online Classes, Locations and Customers to the default Calxa Business Unit Terminology of Class, Department and Project. You may however manually change the terminology settings to match that of QBO or some custom configuration.


In the Business Unit Terminology section edit the Name and click Save.

QBO Terminology


Update Organisation from QBO


  1. In the main ribbon of Calxa click Organisation Management.

    OrganisationManagement



  2. Select the Organisation you want to update from the Organisation list.

    OrganisationLIst


  3. Set your update options and click Update.

    UpdateOptions


    Business Units: Only check the business units where you require the latest actuals. Checking additional business unit types will unnecessarily increase the time taken to update.

    Last Years: Check the Last Years option for faster updates. This restricts the update to a minimum number of years starting with the current financial year working backwards. 2 years will update the current and previous financial years only, thus saving time if you have multiple years of historical data.



  4. Select which company you would like to import by selecting it from the Company/Firm drop-down. Then click Confirm.



  5. Click Authorize to allow Intuit to securely share your company data with Calxa.

    AuthoriseCalxaQBO


  6. Calxa will then process the organisation information from QBO; this may take a few moments.


    ImportProgress


  7. When complete the Last Updated Date will be updated in the Organisation List.

    LastUpdatedDate



    Reconnect to your QuickBooks Online Organisation


    To reset the long term authentication token to your QuickBooks Online file follow the steps below.

     

    1. Click on your organisation in the Organisation List. 




    2. Click on Create long term access token in the Organisation Update section.



    3. Now follow the instructions in steps 3.-5. shown above in Create Organisation from QuickBooks Online. Once these steps are completed return to step 4. below.


    4. Click the Update button to proceed with updating from QuickBooks Online.