Calxa allows you to report on one or more business units such as jobs, tracking categories or cost centres. You have the option to display a detailed business unit view, a consolidated view or both, depending on what level of reporting you want.


The Business Units option allows you to create and save as many business unit selections as you like, eliminating the need to manually select business units every time you run a report.


The help note below will show you how to create and save a business unit selection.


Contents

Basic Setup

Additional Actions


Create a Saved Business Unit Selection

To create a saved business unit selection go to the Report Builder. Select the report template you'd like to use and set your report criteria. Refer to the Builder section of the Help Centre for instructions on how to do this.


  1. Click on the cog to the right of the organisation drop-down.



  2. Now click on the pencil next to the Business Units drop-down.



  3. The Business Units selection box will open. Click on New selection on the left side.



  4. Now you will see My new selection 1 listed on the left.



    On the right you will see the list of all the business units of the type shown in the drop-down above the business unit list. In the example below Projects are displayed. Click the drop-down to display a list of any other business unit types in your file.

    The default setting here is that all business units are selected, as indicated by the black tick marks next to each business unit.



  5. The Bulk Actions drop-down on the right contains options to help you more efficiently make your selections.

    1. Select all will select every business unit in the list.

    2. Select none will deselect all business units.

    3. Expand all will expand the business unit hierarchy to show all detail.

    4. Collapse all will collapse the business unit hierarchy to display header levels only.



  6. The Search Business Units bar will further assist when dealing with a large list of business units. This search bar allows you to search by business unit name or number. A shorter list of options is displayed based on your search criteria.

    In the example below, the search word entered was Support. You'll note that only business units containing the word Support were displayed below.


    Choosing Select all from Bulk Actions will only select the business units in the current filtered view. Alternatively, you can select the desired business units by ticking the checkbox next to the name.

    To search for another business unit or group of business units clear the search term and enter another word. Continue in this way until all required business units have been selected.

    Note: If preferred, you can manually select and deselect business units from the list by ticking the checkbox next to the desired business unit name.


  7. In the example below the three Self-Defence projects have been selected. A detail report will be displayed for each as well as a consolidated roll-up of all three.



  8. Consolidating Business Unit selections is a powerful feature which can be particularly flexible if your accounting system supports a hierarchical business unit structure. For example Jobs in MYOB allow you to arrange detail Jobs under headers to create a hierarchy. Calxa allows you to set consolidation settings at each of these headers and run reports in one of the following modes: Consolidated, Consolidated and Detail, or Detail.

    To change the consolidation settings: 1. click the Business Unit Consolidation icon next to each header, and 2. select the desired mode from the drop-down.



    Detail is the default consolidation setting. When Detail is selected no consolidation will occur. In other words, the report will show all the selected business units under that header individually.

    When Consolidated and Detail is selected all selected business units below the header will be reported individually as well as consolidated to a single consolidated report or total depending on the report type.


    When Consolidated is selected all selected business units below the header will be consolidated. The report will show a single summary report which is a consolidation of the individual detailed business units.



  9. If you don't have a hierarchical business structure, for example if you use Xero, you can still achieve this type of detail and consolidated reporting by clicking on the business unit consolidation icon next to the All business units header at the top of the list of business units.


    All Business Units

  10. The business unit consolidation icon looks slightly different for each type of selection, examples are shown in the images below.
       


    Detail - header level is greyed out and detailed business units are in black type

    Consolidated and Detail - both header and detailed business units are in black type

    Consolidated - header is in black type and detailed business units are greyed out


    Further to this, as an example, when you select Consolidated and Detail both the detailed business units names and the header name are displayed in black type indicating that the header will be displayed as a consolidation and the detail will also be displayed individually.


  11. Note on how to run an Organisation Consolidated Report: Many people budget at the business unit/cost centre/job/project/program level and then want to roll these budgets up to the organisation or overall budget. The Organisation Budget Consolidation Setting in the Budgets & Actuals screen lets you configure how your organisation budget will be calculated throughout the Calxa reports and dashboards. So, if you budget by project, you can set your organisation budget to always be the sum of all your project budgets.

    What does this mean for reporting purposes? It means you do not need to create a saved business unit selection to run an organisation consolidated report.

    When you want to run a report on the total organisation you will simply select Organisation from the Business units drop-down in the report criteria. Calxa will automatically sum your business units for reporting purposes.


    Organisation selection - reporting

    Organisation setting - business units



    Note you can choose not to consolidate your business units if preferred. You may choose not to consolidate in cases where you budget on only a few of your business units for specific reporting needs, but then also need to create an organisation level budget for the total company. See the Organisation Budget (Consolidation Setting) help note for more information.


  12. Back to business unit selections. Once you've made your business unit selection you can save it with a descriptive name to use today and in the future. To do this click on the cog next to the generic report selection name, in this case, it is called My new selection 1.



  13. Select Rename Selection from the drop-down.


    Note the other options in the drop-down allow you to make a copy of a business unit selection by clicking Duplicate selectionand delete the business unit selection you are working on by selecting Delete selection.


  14. A yellow line will be displayed under the name indicating it can now be changed.



    Type a name for your business unit selection, then click Save All at the top right.



Run a Report using a Saved Business Unit Selection

To run an individual report using a saved business unit selection open the report template you'd like to use and set your report criteria. 


  1. To choose a saved business unit selection click on the cog to the right of the organisation drop-down.



  2. Select the desired saved business unit selection from the Business Units drop-down.



  3. In the example below the All Project's Detail and Consolidated saved list has been selected.


    Note the Organisation selection will display a total organisation report.


  4. Your business selection will now be displayed in the report criteria.


    Note you can also choose a saved business unit selection by clicking directly on the business unit selection icon in the report criteria shown above.


  5. Click the Refresh Report button in the report preview on the right to display the report using your business unit selection.



Edit a Saved Business Unit Selection

  1. To edit a saved business unit selection click on the cog to the right of the organisation drop-down.



  2. Now click on the pencil next to the Business Units drop-down.



  3. The Business Units selection box will open. Click on the saved business unit list you want to edit on the left.

    Make the required changes to the list. As you are making the changes you will see an asterisk to the left of the saved business unit selection indicating it is being edited.

    Saved Business Unit Selection to Edit

  4. Click Save All to save your changes.




Run a Bundle Report using a Saved Business Unit Selection


To run a report in a bundle using a saved business unit selection go to the Report Bundles screen. Select the report bundle you want to work with from your list of bundles. Refer to the Bundles section of the Help Centre for instructions on how to do this.


  1. To update a report in a bundle to use a saved business unit selection you will need to edit the criteria for that report. To edit a report's criteria click on the ellipsis to the right of the report name and select Configure Report.



  2. This will open your bundle report in the report builder. Choose the saved business unit selection you want to use as described above.

    When done click the Save Changes button. Once saved you will be brought back to the report bundle screen.


    Create & Run a report using a Custom Selection

    You can think of a Custom Selection as a one-off report selection, to use in those situations where you want to run a report on a particular business unit selection but don't need to save it.

    Please note a report using a custom selection cannot be added to a report bundle. Reports added to bundles must use saved business unit selections.


    1. Click on the cog to the right of the organisation drop-down.



    2. Now click on the pencil next to the Business Units drop-down.



    3. Custom selection is the default setting when the business units screen opens. Make your business unit selections as outlined in steps 5-10 in the Create a Saved Business Unit Selection section above and click Save All when finished.

      As you are updating the custom selection you will see an asterisk to the right of the name indicating it is being edited.


    4. Custom Selection will now be displayed in the report criteria.


      Note you can also select Custom Selection from the business units drop-down, as described in steps 1-3 of the Run a Report using a Saved Business Unit Selection section above.



    5. Click the Refresh Report button in the report preview on the right to display the report.