The General Settings screen is where you'll go to see and make changes to settings such as: Last Actuals Period, Organisation Sync Settings, Last Month in Financial Year, Consolidation Rate, Bank Overdraft Limit, Business Unit Labels, Enable NDIA Bulk Claims and Enable NZ Charity Reporting.
- Navigation to General Settings screen
- Organisation Sync Settings
- Business Unit Labels
- Consolidation Rate
- Last Actuals Period
- Last Month in Financial Year
- Bank Overdraft Limit
- Enable NDIA Bulk Claims
- Enable NZ Charity Reporting
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 (note the example is for a MYOB AccountRight file).
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, budget and years synced.
- To change which business unit type(s) will be updated during the organisation sync, 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.
Note: Syncing business units is a feature available to Calxa Premier users.
- Select the Current or Current & Previous year options for faster organisation syncs. Or choose All Available to sync all years' data.
- You can choose to sync your accounting system budgets each time you sync your organisation data. To do this, click on the Include Budget toggle. The example below shows a MYOB AccountRight file.
Budget data that can be synced by accounting system: 1. MYOB AccountRight - Job and Category or Organisation budgets; 2. Xero - Overall Budget; 3. QuickBooks Online - Customer, Location, Class or Organisation.
Note: Many users will prefer to manage their budgets in Calxa after the initial organisation import. The Include Budget toggle should be disabled in this case.
Manage Budget Versions discusses how the the synced budget version will appear in the Budgets & Actuals screen. The help notes on adding an organisation show this in more detail: Add a MYOB AccountRight Organisation, Add a Xero Organisation.
- 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. This feature is available for Calxa Premier users. 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:
Business Unit Labels
You can update the labels used on Business Units and call them what you like. In the example below we've labelled a MYOB Category as Region and a MYOB Job as Service. With these settings you'll see Region and Service wherever Business Units are referenced instead of Category and Job. If you make changes to labels Click Save Changes.
Enable NDIA Bulk Claims
Organisations who are registered providers with the National Disability Insurance Agency (NDIA) have access to the NDIS Provider Portal to make bulk claims. Claims are made by uploading a specifically formatted CSV file containing claim details. Calxa provides a feature to help you easily create the required CSV file. This feature is available for Calxa Premier users.
The first step to creating NDIA bulk claims is to enable the feature in Calxa. To do this, click anywhere on the toggle to the left of Enable NDIA Bulk Claims. It will turn green when enabled.
Next enter your 6-digit registration number and click the Save Changes button.
For full details on this feature please see the following help notes: Enable NDIA Bulk Claims, Set up an NDIA Customer Group, Export an NDIA Bulk Claims File, MYOB Setup for NDIA Bulk Claims. Note it is currently supported for MYOB AccountRight online only.
Enable NZ Charity Reporting
To take advantage of Calxa's pre-configured bundle kits created for NZ Tier 3 and Tier 4 not-for-profit organisations, you will first need to enable this feature.
To do this, click anywhere on the toggle to the left of Enable NZ Charity Reporting. It will turn green when enabled.
Click the Help button to the right of the toggle to go to the help note called NZ Charities Reporting Checklist, which explains to process to set up Calxa to produce the required reports.