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This help note will show you how to sync a Xero organisation as well as change your sync settings and business unit terminology in Calxa.

For instructions on how to add a Xero organisation please see this help note. To reconnect to an organisation see Reconnect a Xero Organisation.  

  1. Sign in to Calxa, then go to the workspace where the Xero organisation you want to update sits.

  2. Click on My Workspace at the top of the screen.

  3. Select the organisation you want to update from the Selected organisation drop-down.

  4. The screen will refresh to show the organisation you selected. Click on Sync Now to update your organisation.

  5. 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. If you'd like to change which business unit types will be updated during the organisation sync (enable or disable), go to the General Settings menu at the left of the Settings screen you're on.

      This is also where you can adjust the number of years' data to include and where you can choose to sync your Overall Budget from Xero each time you sync your organisation.

      Note: There is no option to sync Tracking Category budgets as the Xero API does not provide access to them. You can bring your tracking category budgets into Calxa by exporting them from Xero and importing them to Calxa via a spreadsheet or CSV file.

      Please refer to the General Settings help note for further details on the organisation sync settings. Step 9 of Add a Xero Organisation explains where the Xero Overall Budget appears in the Budgets & Actuals screen.

      Note the Xero Overall Budget version is read-only and cannot be edited because it is updated from your accounting system, however you can create an editable copy via the Manage Budgets screen, or copy an individual year to an editable version using the Budget Factory.

    2. On your initial organisation import, Calxa associates the Xero Tracking Category names with the Calxa default business unit terminology of Project and Department.

      You can change these names in the General Settings screen to match the Xero terminology or set your own custom labels. With these settings you'll see the names you've set wherever Business Units are referenced instead of Project and Department.

  6. You will see the message Syncing with Xero with the Calxa bubbles to show you your organisation is being updated.

  7. When the organisation update has been completed you'll see the Last synced date below the organisation name reflects the latest updated date and time.

  8. Note you can also update your organisation via the Organisations menu in the Admin screen. This menu shows a full list of all the organisations across your workspaces with options to sync, reconnect to the accounting system, rename and delete all in the one screen. See the Organisations Menu help note for more details.

  9. You can also update your organisation with an automated workflow. The workflow can update the organisation on a schedule or be run manually. Refer to the Create a Workflow to Automate your Reports help note for details