With the introduction of New Reporting Standards, New Zealand charities are in serious need to cut through this red tape quickly with minimal disruption. So here is how to use Calxa to do just that.  

It helps to understand how Calxa makes this difference based on its key features such as:

Report Bundles: Calxa provides templated report bundles to give you the basic content you need for your reports.

Account Trees: Some of the reports use Account Trees to summarise and re-arrange the chart of accounts from MYOB to provide the grouping necessary for these reports.

KPIs: The Statement of Service Performance uses the KPI Editor to provide the details. The details of what you're measuring should be added as Metrics and you’ll then be able to create KPIs from them to add to the report.


Now, let's get started.


View the Sample Reports


See the PDF versions of the Tier 3 and Tier 4 sample reports attached at the bottom of this help note.


Creating your Own Report Bundle


The sample reports give you an idea of what can be achieved with this tool. There are a few steps to set things up for your own organisation.

 

1.Create a Calxa Workspace

You can store your information either online, locally or in a network database. We recommend online for most organisations as it makes it easier to share information with an external accountant or any staff or board members working remotely.

 

2. Create a New Organisation

In Organisation Management, add your existing organisation. Depending on which accounting system you are using, the process is slightly different, see the Getting Started section for instructions for each system.

 

3. Add your Budgets

See the Edit Budgets and Exporting and Importing Budgets help notes for the different ways you can bring in your budgets.

 

4. Set up the Account Trees

Account Trees are used to group and rearrange your chart of accounts. The report bundles include 2 Account Trees that are used in a number of the reports. Watch the short training video to familiarise yourself.

Create each new Account Tree using the Fully Unallocated option and then create the headers for each tree as listed below (NZ NFP Analysis and NZ NFP Reporting) as the source. Then drag the appropriate detail accounts from your own chart onto the relevant header accounts.

 

Tier 3 NZ NFP Analysis

Section
Account Number 
Account Name
Assets
01
Bank Accounts and Cash
Assets
02
Debtors and Prepayments
Assets
03
Inventory
Assets
04
Other Current Assets
Assets
05
Investments
Assets
06
Other Non-Current Assets
Liabilities
01
Creditors and Accrued Expenses
Liabilities
02
Employee Costs Payable
Liabilities
03
Unused Donations and Grants with Conditions
Liabilities
04
Other Current Liabilities
Liabilities
05
Loans
Liabilities
06
Other Non-Current Liabilities
Equity
 
Just allocate all accounts
Income
01
Fundraising Revenue
Income
02
Grants and Donations Revenue
Income
03
Fees, Subscriptions and other Revenue
Income
04
Revenue from providing other goods or services
Income
05
Interest, Dividends and other Investment Income
Income
06
Other Revenue
Expense
01
Expenses related to public fundraising
Expense
02
Volunteer and employee related expenses
Expense
03
Costs related to providing goods or services
Expense
04
Grants and donations made
Expense
05
Other Expenses

 


Tier 3 NZ NFP Reporting

Section
Account Number 
Account Name
Assets
01
Bank Accounts and Cash
Assets
02
Money held on behalf of others
Assets
03
Money owed to the entity
Assets
04
Other Resources
Liabilities
01
Money Payable by the Entity
Liabilities
02
Other Commitments
Liabilities
03
Guarantees
Liabilities
04
Grants or donations with conditions attached
Equity
 
Just allocate all accounts
Income
01
Donations, fundraising and other similar revenue
Income
02
Fees, subscriptions and other revenue from members
Income
03
Revenue from providing goods or services
Income
04
Interest, dividends and other investment revenue
Income
05
Other revenue
Expense
01
Expenses related to public fundraising
Expense
02
Volunteer and employee related costs
Expense
03
Costs related to providing goods or services
Expense
04
Grants and donations made
Expense
05
Other expenses

 


Tier 4 NZ NFP Reporting

Section
Account Number 
Account Name
Assets
01
Receipts from the sale of resources
Assets
02
Purchase of resources
Assets
03
Other asset movements (not reportable)
Liabilities
01
Receipts from borrowings
Liabilities
02
Repayment of borrowings
Liabilities
03
Other liability movements (not reportable)
Equity
 
Just allocate all accounts
Income
01
Donations, Fundraising and other similar receipts
Income
02
Fees, Subscriptions and other receipts from members
Income
03
Receipts from providing goods or services
Income
04
Interest, Dividends and other Investment receipts
Income
05
Other operating receipts
Expense
01
Payments related to public fundraising
Expense
02
Volunteer and employee related payments
Expense
03
Payments related to providing goods or services
Expense
04
Grants and donations paid
Expense
05
Other operating payments

 

5. Create your KPIs

KPIs and Metrics are used to provide some of the non-financial data in the reports. First set up your own Metrics and then create a KPI for each of them. Sometimes you’ll want to create a formula (for example to calculate the average cost of an activity).

Note: In most cases the KPI can be just the Metric without any other formula.

 

6. Create the Report Bundle

The key to generating your reports easily is the Report Bundle and you’ll now need to create the bundle for your organisation. On the Report Bundle screen, select Bundle Templates. Select the NZ NFP Reports Tier 3 or Tier 4 bundle and select Create Bundle.

Edit the criteria of the Statement of Performance report to de-select the placeholder KPI and add your own KPIs.

Edit the criteria on each of the following reports and add the appropriate Account Tree:

Tier 3
Statement of Financial Performance
NZ NFP Reporting
Tier 3
Statement of Financial Position
NZ NFP Analysis
Tier 3
Statement of Cash Flows
NZ NFP Reporting
Tier 3
Note 1 Analysis of Revenue
NZ NFP Analysis
Tier 3
Note 2 Analysis of Expenses
NZ NFP Analysis
Tier 3
Note 3 Analysis of Assets and Liabilities
NZ NFP Analysis
Tier 3
Note 5 Accumulated Funds
NZ NFP Analysis
Tier 4
Statement of Receipts and Payments
NZ NFP Reporting
Tier 4
Statement of Resources and Commitments
NZ NFP Reporting
Tier 4
Note 2 Analysis of Receipts
NZ NFP Reporting
Tier 4
Note 3 Analysis of Payments
NZ NFP Reporting


For each of the listed reports, select it and then Edit Criteria, and change the Account Tree to the correct one.


 

7. Update the Bundle Documents

Many of the pages in your Report Bundle are documents and you’ll need to fill in the information relevant to your organisation. Much of this will remain the same from year to year, making reporting much easier in the future.

 

 

Note: Tier 2 Reporting


Whilst Calxa has no template available for Tier 2 reporting, adaptations to the Tier 3 template can easily be made by following the steps below. 


We suggest starting from the Tier 3 Bundle and then modifying to match Tier 2 requirements. Where Calxa can provide these reports, they can consolidate multiple entities.


* Notes are based on the sample report from BDO New Zealand.


** References to the Tier 3 Bundle are to the Calxa Report Bundle template for Tier 3 reporting.

 

Section
Calxa Capability
Consolidated statement of comprehensive revenue and expense
  1. Separate the Statement of Comprehensive Revenue and Expense. The Statement of Financial Performance will fit the needs here with an appropriate Account Tree (moving Finance Income and Finance Costs to Other Income/other Costs). If the exact surplus/deficit wording is important, use a custom field in the report for this.
  2. The “Other comprehensive revenue and expense” section isn’t available in Calxa. Add a document to the bundle, merging it with the report above and create a table with this information.
Consolidated statement of changes in net assets/equity
Not available in Calxa. Add a document with a table of this information
Consolidated statement of financial position
Tier 3 Statement of Financial Position will provide most of this information but it doesn’t have the budget figures.
Consolidated statement of cash flows
The Tier 3 Statement of Cashflows has all except the Budget column
Notes to the consolidated financial statements
 
Note 1 – Reporting entity
Add a document to the bundle for each of these. Some of the Tier 3 bundle documents may be a useful starting point but there is generally more detail required for Tier 2
Note 2 – Basis of preparation
Note 3 – Use of judgements and estimates
Note 4 – Significant accounting policies
Note 5 – Changes in accounting policy
Note 6 – Prior period error
Note 7 – Discontinued operations
Note 8 – Revenue
Tier 3 Note 1 Analysis of Revenue should satisfy this with an appropriate account tree
Note 9 – Other Income
Copy the Tier 3 Analysis of Revenue, show just Other Income/Other Expense and use an Account Tree to include the required accounts
Note 10 – Other expenses
Note 11 – Expenses by nature
Tier 3 Note 2 Analysis of Expenses should satisfy this with an appropriate account tree
Note 12 – Net finance costs
Copy the Tier 3 Analysis of Revenue, show just Other Income/Other Expense and use an Account Tree to include the required accounts
Note 13 – Cash and cash equivalents
The Tier 3 Statement of Financial Position contains most of this information but not in this format. As an Account Tree can’t remove Balance Sheet Accounts, run this report, export to Excel, remove excess lines, copy and paste back into bundle document. Then add interest rate changes to the document.
Note 14 – Receivables – exchange transactions
These are mostly derivatives of the Balance Sheet report and can be achieved with a similar approach to Note 13
Note 15 – Recoverables – non-exchange transactions
Note 16 – Inventories
Note 17 – Prepayments and other assets
Note 18 – Other investments and derivatives
Note 19 – Property, plant and equipment
These all require bundle documents of varying levels of detail. The editing tools should allow for most of the formatting and layout required.

Once this is prepared for one year, it should only require minor changes the following year.
           
Note 20 – Intangibles and goodwill
Note 21 – Investment property
Note 22 – Biological assets
Note 23 – Associates
Note 24 – Joint ventures
Note 25 – Concessionary loans issued
Note 26 – Disposal group held for sale
Note 27 – Payables – exchange transactions
Note 28 – Deferred revenue
Note 29 – Employee benefit liabilities
Note 30 – Loans
Note 31 – Finance leases payable
Note 32 – Provisions
Note 33 – Non-exchange liabilities
Note 34 – Capital and reserves
Note 35 – Financial instruments
Note 36 – Group entities
Note 37 – Business combinations
Note 38 – Operating leases
Note 39 – Related party transactions
Note 40 – Commitments and contingencies
Note 41 – Events after reporting date

 

We have found BDO to have the some of the best publicly-available sample financial statements, however, other accounting firms may provide some resources if you ask them.