When preparing your budgets, you may choose to use the Export and Import Budget features for situations where you have a large number of business units to enter. Also, if you are a new Calxa user who has already created a budget in Excel you may find it quicker to import rather than manually enter your budgets. Additionally, Exporting and Importing allows you to delegate portions of the budget to people who may not have access to Calxa, such as department managers. 


If you plan to import from an Excel or CSV file please export the budget from Calxa first to get the required format for importing.


Contents


Export Budget


If you plan to import your budget to Calxa from an Excel or CSV file you should first export a budget template from Calxa. This will ensure you get the required format for importing.



To export a budget, first open the Budgets & Actuals screen. Click on My Workspace -> Budgets & Actuals.


Open Budgets & Actuals screen to export



  1. Select the organisation containing the budget you want to export.

    Select organisation to export

  2. Next select the budget version you want to export from the drop-down.

    Select Budget Version
    Budget version selected

  3. Click on the hamburger menu to open the sidebar navigation.

    Open Budgets sidebar navigation

  4. From the BUDGET TOOLS menu select Export Budget.

    Budget Tools - Export Budget

  5. Note budget exports can include multiple business units and multiple years. In the Export budget window, first select the business unit type you wish to export from the Data Source drop-down. Example of business unit types are project, department, organisation, job/category, tracking category, class/customer/location, etc.

    Select business unit type to export

  6. When you select any business unit type besides organisation, another drop-down menu will appear to the right. Click on this drop-down and select the business units you want to export by ticking the desired checkboxes.

    Business units export selection



  7. Select the budget version you wish to export.

    Select budget version to export

  8. Now you will set the Budget type, File format, and Export format. 1. Select the Budget type you want to export (Profit and Loss, Balance Sheet, or All accounts). 2. Choose from Excel or CSV File format. 3. The Export format can be either Monthly or Annual.

    Budget Type, File format, Export format
    Note: Annual budgets will be divided evenly across all monthly periods when imported.



  9. Select the date range you would like to export from the Period range drop-downs.

    With a monthly export format, you can select any range of months you like, you are not restricted to a full financial year. Two examples of acceptable date ranges are shown below.

    Export period range 2 months   
    Export period range 18 months

    With the annual export format, select the year, or years, you want to export.

    Annual export - select years

  10. Toggle on the following Export Settings to enable them as needed. An option is enabled when the toggle is green.

    Export Settings

    1. Export comments enabled - allows you to export any comments you have inserted in your Calxa budgets. These and any new comments you enter while editing your export file can be imported back into Calxa, provided Import comments is selected.

    2. Export empty rows - enabling this option will export all accounts, even those without budget figures. This is what you should select to create a blank template for importing to Calxa.

    3. Export inactive accounts - you can choose to export accounts that are inactive in your accounting system. Note that you can import budgets for inactive accounts as well.


  11. Click on Export Budget to complete the export. The exported file will be sent to your browser downloads.


    When finished click CANCEL to close the Export budget window.



Import Budget


Budgets can be imported to Calxa from Excel and CSV files. If you plan to import your budget you should first export a budget template from Calxa. This will ensure you get the required format for importing.

If you have no budgets created in Calxa yet you can export a blank template in the correct format by selecting the Export empty rows Export settings option.



To import a budget, first open the Budgets & Actuals screen. Click on My Workspace -> Budgets & Actuals.


Open Budgets & Actuals screen to import



  1. Select the organisation where you want to import a budget.

    Select organisation to import to

  2. Click on the hamburger menu to open the sidebar navigation.

    Open Budgets sidebar navigation - import

  3. From the BUDGET TOOLS menu select Import Budget.

    Budget Tools - Import Budget

  4. Click the file folder button to choose your import file.

    Browse for import file

  5. Navigate to the import file you want to import, then select it and click Open.

    Navigate to import file

  6. From the Budget drop-down, select the budget version you want to import into. Select the Sheet name of the workbook containing your import.

    If desired, check the Import comments import setting. Click Import Budget.

    Import budget screen

    Note: Please take care when selecting the budget version above. If you select the wrong version and the relevant financial year(s) is not locked, your import will overwrite the existing budget data in that version.

    *To that end, it is a good policy to lock all budget versions’ financial years where no changes should be made before importing budgets. See the Manage Budget Versions help note for more details.


  7. When the import completes you will see a message telling you the number of rows successfully imported. Click Cancel to close the Import a Budget window.

    Complete Import Budget


Formatting Excel or CSV files for Import


As noted above in the Export Budget section, you can import Excel or CSV files to Calxa using monthly or annual export format types. The easiest way to get the correct format for an import template is to export the required budgets from Calxa. The template can then be edited to suit your needs within some guidelines. 


Calxa uses the import template's column headings to determine the format used and the data held in each column. In general, the only section of the import template you should edit is the monthly or annual amounts. You can delete rows and monthly columns as noted in the What else can you Edit? section below, however.


Business Unit Number/Name and Account Number/Name

The business unit and account headings should not be edited as they need to match exactly to Calxa. Note the import is case sensitive.


Account numbers need to exist in your accounting file. Both the account name and account number need to match what is in Calxa for the import to run successfully.


CSV export files will be exported with brackets {} around the account numbers, however the account number column can be imported to Calxa with or without the brackets.


BusinessUnit Path and Account Path

In cases where accounts or business units are not unique two additional columns for BusinessUnit Path and Account Path will be populated in the export file. QuickBooks Online users, in particular, may notice these columns populated. Please do not delete these columns, even if they are blank. Doing so will cause your budget import to fail.


Entering Budget Data

Enter budget data into each monthly/annual cell as desired. Note blank cells will be imported as zero. Non-numeric entries will cause the import to fail. 


You may use formulas and number values. Calxa imports what is visible by value (not formula). Use the General Number format for import reliability.


If you enter budget amounts for nominated Financial Setting accounts in your import file they will be ignored during the import. Examples of these types of accounts may include GST Paid/Receivable, PAYG Withholding, Bank & Trade Accounts, Superannuation Payable, Accumulated Depreciation, Company Tax payable.


What else can you Edit in the Rows/Columns?


You can add columns to your file without affecting the import, as long as you leave one column of space between the last column of the exported columns and the column you add. Rows can be added below your import grid as well provided you leave one blank row in between.


Eg. A blank column(s) needs to added between end of the annual/monthly data columns and any columns you add:


Add a blank column to import file


You may also delete monthly and/or business unit data columns and account and/or financial year rows. The monthly/business unit columns and account/financial year rows that aren’t included in the template will not be updated in Calxa. Therefore the import process can be used to update as many or as few accounts as you require.



Import Format - example images (Excel)


Monthly Amounts 


Business unit import:


Monthly Business Unit import example



Organisation import:


Monthly organisation import example



Note: CSV export files will be exported with brackets {} around the account numbers, however the account number column can be imported to Calxa with or without the brackets.


CSV export account number format



Annual Amounts 


Business unit import:

 

Annual Business Unit import example



Organisation import:


Annual organisation import example



Error Reporting


The error reporting in Calxa will help identify errors in your budget import template. If you attempt to import a budget that is not in a recognised format or has accounts that cannot be matched you will receive a message that the budget import has failed.


If an error occurs, no rows will be processed and no budget data will be updated in Calxa. You will need to resolve the errors and import the full spreadsheet again. 


Click Download error log to view the import errors. The log file will help you to resolve issues in your budget template.


Budget import failed message



Error log

Error log



First Error

The first error described above refers to the account name-number pair 4-1000 – sales. To reconcile this error you would open the budget in both your import file and Calxa budget screen to compare the two budgets and diagnose the problem.


Error 1 highlighted


In this case, the error was caused by the word Sales not being capitalised in the import template. To resolve this issue you would simply update sales in your import template to Sales.

Calxa budget screen:

First import error Calxa budget screen


Import template:

First import error - import template



Second Error

The second error relates to the account name-number pair 5-1001 – Cost of Sales. 


Error 2 highlighted


This error was caused by an incorrect account number in the import template. To resolve this issue you would correct the account number in your import template to 5-1000.

Calxa budget screen:

Second import error - Calxa budget screen


Import template:

First import error - import template