This help note will show you how to sync a QuickBooks Online organisation as well as change your sync options. For more info on how Calxa integrates with QuickBooks refer to Calxa and QuickBooks Online.


To add a new QuickBooks organisation refer to Add a QuickBooks Organisation.

To reconnect an existing QuickBooks organisation refer to Reconnect a QuickBooks Organisation.


Sync Now

  1. Navigate to:
    Reports -> Report Tools -> Organisation Sync
    or
    Settings -> Organisation Settings -> Organisation Sync
  2. Identify the Organisation you wish to Sync in the list of Organisations and click SYNC NOW. 

    SYNC NOW

Automatic Sync

You can use a Workflow to automatically sync your organisation on a daily, weekly or monthly schedule. See Create an Automated Workflow for detailed steps.



Sync Options

Calxa provides options that can speed up your organisation sync process by excluding selected data such as the business units, budget and years synced.


  1. Navigate to Settings -> Organisation Settings -> General.

  2. Choose an organisation from the Selected Organisation drop-down.

    Selected Organisation
    Refer to the General Settings help note for full details in this menu.

  3. The What do you want to Sync? section provides options related to the sync process.

    What do you want to Sync?
  4. Set the following options and click SAVE CHANGES
    1. Include Customer, Include Class or Include Location
      QuickBooks Customers, Classes or Locations help you create Business Units or Cost Centre within your organisation. They can be used for Projects, Programs, Departments, Regions or tracking just about any segment of you business.
      1. Toggle Off (grey position) to reduce sync time.
      2. Toggle On (green position) if you need to budget and report by these segments in Calxa.

    2. Include Years
      This determines what years are updated during the sync process.
      1. All Available is used to do a full sync of all available years.
      2. Current & Previous will reduce the sync time by syncing only the current and previous financial year.
      3. Current will reduce the sync time by syncing only the current financial year.

    3. Include QuickBooks Budget
      You can optionally sync your QuickBooks budget into a read only copy in Calxa. Use this option to import your chosen QuickBooks budget and then copy the data to an editable version in Calxa. See Use your Accounting System Budget in Calxafor more details.
      1. Toggle Off (grey position) recommended to reduce sync time. 
      2. Toggle On (green position) and select a QuickBooks Budget to sync into Calxa.


Troubleshooting

When a Sync process completes a success or failure message is sent to your notifications area. Look for a green bell with a number indicating the number of unread messages. Click on the bell to show the list of notifications.


Notification bell


Notifications message


Error Messages and Remediation

Could not connect to MYOB. Please reconnect via Reports -> Report Tools -> Organisation Sync.

If you get this error message please follow the Reconnect a MYOB Organisation hep article. 


The organisation 'Your company name' could not be accessed at this time. It is either currently syncing or marked inactive. 

This error will occur if a 2nd synchronisation process is triggered while the first is still in progress. This error may happen if 2 users attempt to synchronise at the same time or if you have configured multiple workflows that attempt to sync the same organisation at similar times.    


Something's gone wrong. Contact our Customer Support team for assistance.

This is a generic error message that indicates you will need to contact the Calxa support team for assistance. 


You can raise a support ticket via the Contact Us option in the Help widget shown below, phone or email.Help Widget