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Calxa allows you to import budgets directly from an Excel or CSV file. It may make sense to budget in this way if:

  • You already have budgets in Excel. 
  • You have complex formulas or relationships that are best modelled in Excel. 
  • You want to delegate portions of the budget to people who may not have access to Calxa, such as department managers. 
  • You have a large number of business units that can be more easily summarised in a spreadsheet.
  • You want to move large amounts of data between budget versions. 

To prepare your budget file for import, you will first export a template from Calxa to get the correct format for importing.  

Click on the My Workspace menu, then Budgets & Actuals to begin.


Export Budget

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

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

  3. Click on the Budget Tools drop-down menu.

  4. From the BUDGET TOOLS menu select Export Budget.

    Budget Tools - Export Budget

    The full Export screen looks like the image below.

  5. Select the budget version you want to export from the drop-down at top left.

    Select Budget version to export

  6. Select to export either at the business unit or organisation level.

    In the Export budget window, first select the business unit type you wish to export from the 2nd drop-down. Example of business unit types are project, department, organisation, job/category, tracking category, class/customer/location, etc.

    Note you can include multiple business units and multiple years in one budget export.

    Select business unit type to export

  7. 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.

    After you've made your selections, click outside of the drop-down menu to close it.

    Business units export selection

  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 12 months 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, and note you can also export more than a year if desired.

    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.

  1. Click on the My Workspace -> Budgets & Actuals menus, then 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 menu, 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.

    Note that when an error message is displayed instead, no budgets will have been imported to Calxa.

    Complete Import Budget

  8. For more information about how to format import files correctly, as well as how to analyse and resolve budget import errors, please refer to the Import Budgets - File Formatting and Error Reporting help note.