Calxa allows you to report on business units (i.e. jobs, tracking categories, cost centres, programs). You can display a detailed business unit view, a consolidated view, or both depending on the level of reporting you need.


To report on business units you will create and save business unit groups in Calxa. These business unit groups are called business unit selections in Calxa, and they can be used to report on a single business unit or a group of business units.


This help note will show you how to create and edit business unit selections to use in your reporting. Note you can also create business unit selections via the Business Unit Settings screen - this screen is a good place to create new business unit groups because it provides you with a larger window to work with.


Contents
Basic Setup

Other Tasks


Create a Business Unit Group for your Reporting


To create a saved business unit group, known as a saved business unit selection in Calxa, go to Reports -> Builder and select and open the report template you'd like to use.




  1. Once you have opened the report template, 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.


    Noteyou can also create business unit selections via the Business Unit Settings screen - this screen is a good place to create new business unit groups because it provides you with a larger window to work with.


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



  4. A box will pop up asking you to enter a name for your selection. Type the name and click on New Selection.



    On the next screen at right you will see the list of all the business units. In the example below Projects are displayed.

    If you don't see the business unit type you want to work with, click the business unit drop-down to select the another business unit type in your file (i.e. Department).

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



    Note: You can change the terminology/labels used for business units in Calxa and call them what you like. See the General Settings help note for details.


  5. The Bulk Actions drop-down on the right contains options to help you more efficiently make your selections (see circled menu in the image above).

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

    2. Select none deselects all business units.

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

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

    5. Hide inactive will hide all inactive business units (this is the default behaviour on this screen).

    6. Show Inactive displays all business units, whether inactive or not.



  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 will be 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 at right 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.


  7. In the example below the three Self-Defence projects have been selected. A detail report will be displayed for each project along with 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, the Jobs in MYOB allow you to arrange detail Jobs under headers to create a hierarchy. QuickBooks Online can also be set up with business unit headers. There is no hierarchy in Xero tracking categories, so in Calxa you will see a flat list of business units.

    Calxa allows you to set the consolidation level for each of these job headers to run reports at various levels of detail: Consolidated, Detail and Consolidated, or Detail only.

    *Using job/business unit headers, you can create business unit selections that contains all your job headers at the consolidated level, thereby enabling you to create a one page high-level summary report for audiences who don't require as much detail. One such report you could use to do this is the Business Unit - Income & Expense Summary.

    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 summed to provide 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, such as in the case of 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.

    Note a Xero file user will not be able to create a one page high-level summary report containing various group roll-ups as described in 8. above for MYOB and QuickBooks Online, however individual groups can be created.


    All Business Units

  10. Note: The Detail Consolidated order on reports differs by report with the following logic applied:

    Reports that show detail like a full P&L for each business unit with a page break will show the Consolidated report first (i.e. Actual vs Budget report). The rationale here is that users can review the consolidated report first, then review the detailed reports if required. 


    If the report is a summary report where a business unit is represented as a row rather than a full page per business unit, the consolidation comes at the end after the detail rows (i.e. Business Unit - Income & Expense Summary report). In these business unit summary reports the consolidation is more like a total row, so it makes sense for the total to come after the rows it is totalling. 



  11. 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, 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.



  12. How to run an Organisation Consolidated Report: Many people budget at the business unit level (cost centre/job/project/program) 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. For example, 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 the organisation from the Organisation drop-down at the top left of the report criteria. Calxa will automatically sum your business units for reporting based on the Organisation Budget Consolidation Setting you choose.


    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.


  13. Should you need to rename your saved business unit selection click on the cog next to the right of the name. 




  14. 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.


  15. A yellow line will be displayed under the name indicating it can now be edited.


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




Run a Report on Business Units


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 Projects Detail & Consolidated saved list has been selected.


    Note the Organisation selection will display a total organisation report when selected.


  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 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.



  4. Click Save All to save your changes.




Use a Custom Selection to Run a One-off Report


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. Click on Custom Selection at the top right of the business unit selection screen. Make your business unit selections as outlined 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. Click Save All when done.



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


    Note you can also select a Custom Selection from the business units drop-down, as described in 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.