Calxa allows you to report on business units (i.e. jobs, tracking categories, cost centres, programs). You can display a detailed business unit view, a consolidated view, or both depending on the level of reporting you want.
To report on business units you will create and save business unit groups in Calxa. These business unit groups are called business unit selections in Calxa, and they can be used to report on either a single business unit or a group of business units.
The video and help note below will show you how to navigate to the Business Units settings screen. It then links you to the Report on Business Units article containing instructions on how to create business unit groups to use in your reporting.
The Main Menu has changed, follow the instructions below to navigate to the Business Units Menu
Create a Business Unit Group for your Reporting
To navigate to the Business Unit settings screen, click on Reports -> Report Tools -> Business Unit Selection
Then choose the organisation from the drop down:
Note business unit selections can also be created via the report Builder screen, however the window you have to work with there is much smaller.
- Click on New Selection in the Custom Selection pane
- A box will pop up asking you to enter a name for your Selection. Type the name and click NEW SELECTION
- Choose the Selection from the list
- You will see the list of your Business units - illustration shows Projects, if you have other selections eg Departments click the drop down to change the selection
- The default is to have all Business Units Selected as shown by the black boxes ticked on the right
- Note: You can change the terminology/labels used for business units in Calxa and call them what you like. See the General Settings help note for details.
- The Bulk Actions drop-down on the right contains options to help you more efficiently make your selections (see circled menu in the image above).
Select all will select every business unit in the list.
Select none deselects all business units.
Expand all will expand the business unit hierarchy to show all detail.
Collapse all collapses the business unit hierarchy to display header levels only.
Hide inactive will hide all inactive business units (this is the default behaviour on this screen).
Show Inactive displays all business units, whether inactive or not.
The Search Business Units bar will further assist when dealing with a large list of business units. This search bar allows you to search by business unit name or number. A shorter list of options will be displayed based on your search criteria.
Choosing Select all from Bulk Actions at right will only select the business units in the current filtered view. Alternatively, you can select the desired business units by ticking the checkbox next to the name.
Consolidating Business Unit selections is a powerful feature which can be particularly flexible if your accounting system supports a hierarchical business unit structure.
For example, the Jobs in MYOB allow you to arrange detail Jobs under headers to create a hierarchy. QuickBooks Online can also be set up with business unit headers. There is no hierarchy in Xero tracking categories, so in Calxa you will see a flat list of business units.
Calxa allows you to set the consolidation level for each of these job headers to run reports at various levels of detail: Consolidated, Detail and Consolidated, or Detail only. To change the consolidation settings: click the Business Unit Consolidation icon next to each header, and then select the desired mode from the drop-down.
Detail is the default consolidation setting. When Detail is selected no consolidation will occur. In other words, the report will show all the selected business units under that header individually.
When Consolidated and Detail is selected all selected business units below the header will be reported individually as well as summed to provide a single consolidated report or total depending on the report type.
When Consolidated is selected all selected business units below the header will be consolidated. The report will show a single summary report which is a consolidation of the individual detailed business units.
If you don't have a hierarchical business structure, such as in the case of Xero, you can still achieve this type of detail and consolidated reporting by clicking on the business unit consolidation icon next to the All business units header at the top of the list of business units.
NOTE: Should you need to rename your saved business unit selection, click on the cog next to the right of the name, choose Rename from the dropdown and overtype.
CLICK SAVE CHANGES