The General Settings screen is where you'll go to see and make changes to settings such as the Last Actuals Period, Organisation Sync Settings, Last Month in Financial Year, Consolidation Rate and Bank Overdraft Limit.
This is also where you will see the business unit types you have chosen to import to Calxa and update your selection, when this becomes active.
- Navigation to General Settings screen
- Last Actuals Period
- Organisation Sync Settings
- Last Month in Financial Year
- Consolidation Rate
- Bank Overdraft Limit
Navigation to the General Settings Screen
- Click on My Workspace -> Settings.
- Click on the General menu.
- Choose the organisation you want to look at from the Selected organisation drop-down.
- The General Settings screen for your selected organisation will look similar to the below.
Last Actuals Period
The Last Actuals Period will be updated to show the last full calendar month each time you sync your organisation in Calxa. Note the Last Actuals Period setting does not affect what actuals are synced from your accounting system. This setting is used to control actuals behaviour on certain reports. It is also used for budgeting.
Changing the Last Actuals Period will affect the date selection options available for various reports, including the P&L Statement, Balance Sheet, Trial Balance and Statement of Cashflows, plus forecast reports such as the Balance Sheet Forecast and Cashflow Forecast.
An example of where you might change the Last Actuals Period is when you want to run a month-to-date P&L Statement. You could achieve this by changing your Last Actuals Period to the current month.
Another situation where you might use this feature is to create a budget via the Budget Factory that includes YTD Actuals plus budgets for the remaining months. The Last Actuals Period allows you to control how many months of actuals will be copied into the budget.
To change the Last Actuals Period click on the month drop-down and select the desired month. Do the same with the year drop-down. Click Save Changes.
Organisation Sync Settings
Calxa provides options that can speed up your organisation sync process by excluding selected data such as the business units and years synced.
- To change which business unit type(s) will be updated during the organisation sync process, you will click on the toggle to the left of the business unit name. You can minimise the time to sync your organisation by selecting only the business units you need actuals for.
The toggle for a business unit type you have chosen to sync will displayed in green, those you don't sync will be shown in grey. Click anywhere on a toggle control to toggle between 'on' and 'off'.
In the example below Projects will be synced, but Departments will not.
- Select the Current or Current & Previous year options for faster organisation syncs. Or choose All Available to sync all years' data.
- Click Save Changes.
Last Month in Financial Year
The Last Month in Financial Year is detected from your accounting file's data. When the default value is June it indicates the organisation’s financial year runs from July-June.
You may wish to temporarily change the Last Month in Financial Year to enable editing of budgets or to run reports with a different financial year end. For example, NFP customers with a July-June financial year may want to run the Unspent Budget report on a calendar year basis, however this report runs based on the organisation’s financial year by default.
To change the Last Month in Financial Year click on the drop down and select the desired month. Click Save Changes.
The Consolidation Rate is used for multiple organisation consolidations. It allows you to consolidate organisation files with different currencies and can also be used to consolidate companies with differing levels of ownership. Please see the help note Consolidate Multiple Organisations for more details.
To update the organisation consolidation rate type the rate directly in the field or select a rate using the up and down arrows. Click Save Changes.
Bank Overdraft Limit
If you have an overdraft facility with your bank you can reflect this in your Cashflow Forecast report by entering the amount of the overdraft in the Bank Overdraft Limit field. The figure can be typed directly in the field or can be selected by the up and down arrows that will appear when you click into the field. Click Save Changes.
Example of how the bank overdraft shown above would appear in the Cashflow Forecast: