With Calxa Premier you can re-order your chart of accounts structure for reporting, and you can save different account tree views for your various reporting needs. These views might include trees for your Executive and Board Reports, others for individual managers and a structure for non-accountant audiences. You can also use account trees to set up a common header structure to consolidate multiple entities.
Account trees allow you to re-order while maintaining the integrity of your reports. P&L accounts may be moved within the same P&L credit/debit type. This means that Income accounts can be allocated to either Income or Other Income categories, and Expense accounts can be allocated to either Cost of Sales, Expenses or Other Expenses categories. Balance Sheet accounts cannot be moved across account types.
- Navigate to Account Trees
- Create an Account Tree
- Edit an Account Tree
- Copy an Account Tree
- Delete an Account Tree
- Use an Account Tree in a Report
To navigate to Account Trees go to My Workspace -> Settings.
Next select Account Trees from the menu at left.
Create an Account Tree
- Copy your chart of accounts (default tree )
To create a new fully allocated account tree, click on the copy icon to the right of Default account tree. This will copy your chart of accounts exactly as it appears in your accounting file, and all accounts will be put into the allocated column on the right. You can then edit the tree from there by clicking on New Selection in the list of trees on the left.
- Create a new empty tree
To create an empty account tree, click on New account tree. To edit the tree from there by click on New Selection in the list of trees on the left.
You can then insert new headers by dragging and dropping them onto the account categories in the allocated column. Drag and drop accounts from the unallocated column into the headers in the allocated accounts column. See the Edit an Account Tree section for details.
To rename your new tree click on the cog to the right of New Selection.
Select Rename Tree from the drop-down.
An orange line will appear below the name indicating that it can be edited.
Click into the field and type your new tree name and click enter to save.
Edit an Account Tree
- Now let's look at how to go about editing a new fully allocated tree. First, select the tree you want to edit.
To insert a new account header, click on the New header button and drag and drop it on to the account category name where you want to add a header.
Now expand the category where you've added the header. You will see the new header at the top of the list of accounts and headers, it will be called 0-0000 Default Header.
Click on the cog to the right of the header name to edit the header name and number. You will need to drag an existing account onto this header before you save your changes, as Calxa will not save empty headers at present. The ability to save an empty header will be implemented in a future release.
Type in a header number and name in the fields provided. Note that the number and name are independent of your accounting file, so you can use any numbering sequence. Detail accounts do not need to follower header accounts numerically.
If you aren't showing account numbers on your report, a very simple way to order your headers for reporting is to use A, B, C, or 1, 2, 3, etc. Click outside of the box to close it when done.
Repeat steps 2-4 to add as many new headers as needed into the various account categories.
Note you can add sub-headers up to and including account level 10. Level 1 displays the major account categories (Income, Cost of Sales, Expense, Other Income, Other Expense). Level 2 is the next level of detail down, which are account headers, level 3 are sub-headers, and so on.
To add a sub-header, click on the New Header button and drag and drop it on top of the account category header first. You will see a new default header at the top of the list.
From there you can move the new default header to sit under the desired account header.
Now you can allocate the detail accounts to your new header accounts. To do this, click your mouse onto the detail account to be allocated. Drag and drop it on to the desired header.
You can also drag and drop multiple accounts to the same header at one time. See instructions for this in point 8 below.
The image below shows the Advertising & Promotion account has now been moved under the Marketing header.
- To drag and drop multiple accounts at one time, select the first account to be moved, then first put down your Ctrl key. With the Ctrl key down, click on each account you want to drag and drop together with your mouse. The selected accounts will be highlighted.
Next drag and drop them onto the desired header (or account category).
- To drag and drop a range of accounts, select the first account you want to allocate then put down your Shift key. Next select the last account in the range you want to allocate. This will highlight the entire range. Drag and drop the accounts to where you want them on the tree.
Allocate all of your detail accounts to header accounts according to your reporting needs. Click Save Changes every few minutes and when complete (see Note below).
Note: Headers without detail accounts allocated to them will not be saved. If you want an empty header to be saved you must allocate at least one account to it. This functionality will be added in a future release.
To unallocate a detail account from a header, click on the account and drag it up onto the account category bar. This will add it back into the full list of allocated accounts. Multiple accounts, or a range of accounts, can also be unallocated in this way, using the selection techniques discussed in points 8. and 9. above.
Another method of unallocating accounts is to drag and drop them into the unallocated accounts column at left. Drag them just under the New header button until you see a yellow box appear, then drop the account(s) into the yellow box.
Use this method to remove custom headers you created you no longer require as well.
Profit and Loss accounts may be moved to a related account type with the same P&L credit/debit type. In other words, Income accounts can be allocated to the Other Income category, and vice versa. Expense accounts can be allocated to either Cost of Sales or Other Expenses categories, and vice versa. Balance Sheet accounts cannot be moved across account types.
To move an account to a related category, click on the account and drag and drop it onto the other category name.
Should you prefer to begin with a new empty account tree, you will need to ensure that you allocate all of your unallocated accounts on the left to the allocated accounts section on the right before you complete your tree. Any accounts left unallocated will appear in your reports under a header called Unallocated.
If you add new GL accounts in your accounting system after your initial tree set up, you will see these new accounts come through to your reports as Unallocated as well. Allocate these accounts to your tree to display them as intended.
The example above illustrates moving all of the 73 Expense accounts from the unallocated column to the allocated column. You should do the same for every account category on the left.Click Save Changes when complete.
Note: To reallocate the accounts you need to click on either a header (marked with a +), or each account individually or as a group, then drag and drop it onto the relevant category on the right. Once the accounts are in the allocated section, they can still be moved between headers by drag and drop. We will add a feature that allows you to move an entire category in a future release.
Copy an Account Tree
The copy tree feature enables you to copy an account tree with all it's header accounts from another company in your workspace. This allows you to create common account trees for consistent reporting and better account merging when consolidating multiple organisations.
- To copy an account tree, first select the organisation you want to copy the tree into from the drop-down in the orange menu.
- Next click on Copy account tree.
- From the Organisation drop-down, select the organisation you want to copy a tree from.
- Next select the tree you want to copy from the Tree drop-down. Click Copy Tree.
- After you click Copy Tree you will see the account tree added to your list of saved account trees.
- If you have copied a tree from another organisation you will next need to allocate all of its accounts to the new tree format. The Consolidate Multiple Organisations help note includes further details on this.
NOTE: To retain the tree format as copied from another organisation you must allocate at least one detail account to each header before you next sync your organisation data from your accounting system. If you don't do this, all empty headers will be removed from this tree when you sync your organisation.
Delete an Account Tree
- To delete an account tree, select the tree you want to delete, then click the cog next to the tree name.
Select Delete tree.
Confirm tree deletion by clicking the Delete button. Please note this is permanent and not recoverable. You will not be able to run any reports that are set to use this tree.
Use an Account Tree in a Report
To use your account tree in reporting, go to the report Builder screen.
- Click the cog next to the organisation drop-down.
- Select your custom tree from the Account tree drop-down.
Note: The Original Account Tree represents your chart of accounts as they appear in your accounting file.
- Depending on the level of your child accounts you may choose to adjust the Account Level setting in the report criteria. To display only the top header accounts select level 2. To display an additional level of child accounts select level 3, and so on.
- Click Refresh Report after all report criteria have been selected. Below is an example of a saved Account Tree in use. On the left is the Expenses section of a report using the saved account tree. On the right is the Original account tree. As you can see the report integrity remains while providing a more summarised view of the data.