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FAQs

General

Calxa says I don’t have the correct MYOB ODBC Driver installed. Where do I find it?
How do I backup my budgets?
Do I have to transfer to Calxa?
How do I import my MoneyManager budgets into Calxa?
Can I import my MoneyManager jobs and categories budgets into Calxa?
I frequently use a particular MoneyManager report. Where can I find it in Calxa?
What is the best way to get started in Calxa?
How do I update my data from my MYOB file?
What happens when I add a new account in MYOB?
Can I rename and renumber the accounts in MYOB?
Some of my MYOB jobs don’t display in Calxa. Why?
I have more than one MYOB file. How do I use them both in Calxa?
Can I prevent my staff from changing the Approved Budget once the Board has signed off on it?
Can I give my managers access to their own budgets without them seeing anyone else’s?
We are a charity. How should we budget for donations?
I use the Standard Chart of Accounts which means I have to scroll down all the time to see all the accounts.
We are selling a lot but there is no money in the bank!
Why should I prepare a budget?
Why should I have a cashflow forecast?
Our bank has asked us to provide a cashflow forecast – how do I start?
How can I report on Unspent Grants?

General

Calxa says I don’t have the correct MYOB ODBC Driver installed. Where do I find it?

If you have MYOB installed on that computer, install the ODBC Driver by following these steps:

Click Start
Click All Programs
Find your MYOB version in the list (MYOB Accounting 18, MYOB Premier 11, etc)
Click on MYOB Tools
Click ‘Install MYOB ODBC Direct x’ (where x is the version number)
Follow the prompts to complete the installation

If you don’t have MYOB installed,

Insert your MYOB CD in the computer
2. On the menu, select Resources
3. Click ‘Install MYOB ODBC Direct x’ (where x is the version number)

How do I backup my budgets?

On the toolbar within Calxa, select Database Management
Select Backup Database
Here you can specify where you want to back up your data and how often.
Scheduling your backups ensures that your data is protected
We recommend backing up to media that can be stored offsite periodically for extra safety

Do I have to transfer to Calxa?

No, not immediately. MoneyManager works with the current MYOB AccountRight V19.5. However, because of changes with the technology used by MYOB it will no longer integrate with future versions. Two Keys will continue to provide support for MoneyManager until June 2011.

How do I import my MoneyManager budgets into Calxa?

Calxa saves you the time and effort involved in re-doing your budgets. To import your existing budgets from Money Manager you simply have to click on the “Import Budget” function in Calxa. You then need to select the correct MoneyManager (MM1) file and all budgets will import directly into Calxa. See here for more details.

Can I import my MoneyManager jobs and categories budgets into Calxa?

Yes. When you import your MoneyManager data file all budgets, including job and category budgets, will import into Calxa.

I frequently use a particular MoneyManager report. Where can I find it in Calxa?

Refer to Locating MoneyManager Reports in Calxa for easy-to-follow instructions on locating the equivalent reports in Calxa.

What is the best way to get started in Calxa?

Read or watch the Seven Easy Steps to get started in Calxa.

How do I update my data from my MYOB file?

Select the “Management” tab at the top of the screen then click on the “Organisation Management” icon, click on “Update”.

What happens when I add a new account in MYOB?

All you need to do is update Calxa by selecting the “Management” tab at the top of the screen, then clicking on the “Organisation Management” icon. Make sure that the correct MYOB data file is selected and click on “Update”.

Can I rename and renumber the accounts in MYOB?

Yes, you can. After making these changes in MYOB remember to update the data in Calxa by selecting the “Management” tab at the top of the screen, then clicking on the “Organisation Management” icon. Make sure that the correct MYOB data file is selected and click on “Update”.

This will ensure that the data in Calxa is updated in accordance with the changes made to the MYOB data file. You should update the data in Calxa before using Calxa to create or review budgets, reports and cashflow forecasts.

Some of my MYOB jobs don’t display in Calxa. Why?

This will happen if the job is flagged as inactive in MYOB or you have not been granted permission by the Administrator to access the job in Calxa.

I have more than one MYOB file. How do I use them both in Calxa?

The Organisation Management function in Calxa allows you to handle multiple MYOB files. If you are working on one file and wish to open a different MYOB file, click on the “Management” tab at the top of the screen and select the “Organisation Management” icon. Select the “Create” button and then browse for your other MYOB file. When you have selected the appropriate file, click “Create”. This will enable you to access both MYOB files in Calxa.

Can I prevent my staff from changing the Approved Budget once the Board has signed off on it?

You can lock your approved budget by going to the “General” tab, click on the “Edit” icon. Select the budget which has been approved and click on the padlock icon (this should appear as an unlocked padlock). A message will appear asking: “Do you really want to lock the xxxx year?” Select “Yes” if you have selected the approved budget. This will prevent users from making any further changes to this budget.

Note –ensure that appropriate access restrictions have been set for each user by checking the “Manager Users” function available under the “Management” tab.

Can I give my managers access to their own budgets without them seeing anyone else’s?

Yes. Calxa Premier allows the Administrator to select who has access to certain budgets. To set restrictions, click on the “Management” tab at the top of the screen and select the “Manage Users” icon. This will bring up a list of users as well as a list of all Departments and Jobs. You can then determine which budgets and reports each user can view and edit.

We are a charity. How should we budget for donations?

This depends a little on the pattern of donations in your organisation. Copying from last year’s actuals is often a good place to start (use "Budget Shortcuts" to do this quickly) but then adjust this based on your marketing plans for the year, the general economic climate and what other charities may be competing for the attention of your donors.

I use the Standard Chart of Accounts which means I have to scroll down all the time to see all the accounts.

This problem is easily overcome by going into your MYOB file and opening up your Accounts List. Use the arrow to the left of the account to open up account information and tick the “Inactivate Account” checkbox. Once you have made all of the necessary changes to the MYOB data file, update the data in Calxa by selecting the “Management” tab at the top of the screen, then clicking on the “Organisation Management” icon. Ensure that the correct MYOB data file is selected and click on “Update”. Once an account is flagged as inactive in MYOB it will not appear in Calxa budgets, reports or cashflow forecasts.

Within the Calxa budget screen you can also easily expand and contract sections of the accounts so you can focus on just the ones that are interesting to you at that time.

Note: You can reactivate an account in MYOB at any time by simply clearing the checkbox.

We are selling a lot but there is no money in the bank!

In Calxa you can create a report called ‘Where Did Our Money Go?’ This report clearly sets out where money has came from, and where money has gone. At a glance you are able to see how much money your organisation has earned and spent within a certain period of time, and the net profit or loss for the period. There is also an option to create a graphic representation of the report by selecting the ‘Where Did Our Money Go?’ option under “Charts” in the Reports List.

Why should I prepare a budget?

Budgets are fundamental tools that assist in obtaining grant acquittals, preparing board reports, ensuring good governance, transparency, and best practice financial management. Budgets essentially compare the expected figures to what actually happens.

Why should I have a cashflow forecast?

Many organisations struggle because of inadequate control over cash flows. Insight into what income will be received, and when, means that the organisation will be able to plan to meet future expenses effectively. Good cash management is essential for business planning and budgeting, and is a fundamental aspect of good governance and best practice financial management.

Our bank has asked us to provide a cashflow forecast – how do I start?

Read or watch the Seven Easy Steps to get started in Calxa.

How can I report on Unspent Grants?

This report is an important tool for many Not-for-Profit organisation, showing the unspent component of each grant at a glance. You can report on unspent grants by using the “Unspent Budget” report in Calxa. The Unspent Budget Report compares the year-to-date actual figures against the full year budget, and the unspent component of the budget to date. The report also sets out the percentage of the budget spent to date.

To access this report, click on the “General” tab at the top of the screen, select the “Reports” icon and then in the Reports List under “P&L Cost Centre Reports” choose “Unspent Budget”. You can then specify whether you want to view the unspent budget for your organisation, departments or projects – depending on how you have set up grants received.

For example, if you receive a grant for a particular project, you can use Calxa to initially create a budget for the anticipated expenditure of the grant. Each time you are required to report on the unspent grants you simply need to produce an “Unspent Budget” for that project.

Alternatively, if you pool all of your grants into a revenue account, you can select “Unspent Budget” for the organisation and you will be able to see how much of the total grants you have spent to date the amount of unspent grants left over.

Alternatively, try the Budget Summary (Unspent) report.