Over the course of the last 12 months, we have provided many Calxa tips and tricks that you can use to enhance use of the software. In the bustle of the day-to-day you may have missed some of these. So, we thought it would be great to finish the year by bringing you a summary of our best Calxa Tips.
We give you the 12 Calxa Tips of Christmas.
1. Move to Calxa Online
This is our hot 2019 Calxa Tip. We have been talking to many of our customers this year. If you haven’t heard it’s time to move online. If your accounting system is online we strongly recommend moving your Calxa data online before the end of December – it will be much harder later. Using the browser app gives you much more flexibility. You can log in from any device, give access to team-members who are in remote locations and don’t have to worry about installing updates. You’ll also get all the new features as soon as we add them, improved tools to make your reporting more efficient.
2. Budgets for Infinite Periods
Budgets aren’t limited to a financial year. The pre-set date ranges include the current calendar year, current quarter, next 6 months and more. If you’re budgeting for a short-term project, set the dates to the start and end of the project so you can see it all at a glance, even if it extends across financial years. And the arrows beside the date will take you back and forth through the same time period.
3. Invite your Advisor – for Free
Make use of the Free Advisor option. Invite your external accountant or bookkeeper or one of our partners to help you with your Calxa setup and review. There’s no charge and they don’t count towards your subscription capacity (that’s why we call it Free!).
4. Overdraft Interest Budget
Budget for Overdraft Interest by creating a customised KPI. Create an Account Group for the Closing Balance of your bank account (or use the default one which is based on the bank accounts selected in Financial Settings). Your formula could be as simple as:
If [Bank Closing Balance] < 0, -[Bank Closing Balance] * 0.12/12
If you want to be really clever, create a Metric for the overdraft rate, update that with the actual and budgeted rate each month and change your formula to:
If [Bank Closing Balance] < 0, -[Bank Closing Balance] * [Overdraft Rate]/12
Once you’ve calculated the overdraft interest, quickly add it in to your budget.
5. Speed Up your Data Sync
Speed up data imports by limiting the numbers of years of actuals, and / or suppress the import of Departments & Projects (My Workspace, Settings, General). The first time we synchronise we bring in all years but, if you know you won’t be changing prior years, you can save time by just bringing in changes to the current year or current and previous.
6. Create Workflows
This is our automation Calxa Tips. Use workflows to schedule updates from your accounting system to automatically deliver your reports. If you’re using Calxa regularly during the month, set one workflow to do the accounting sync every worknight so that you always start the day with current information. If you have a group of companies, you can add more Actions to the workflow for each organisation.
7. Quick Starting Budget with Budget Factory
This is one our favourite Calxa Tips. Use the Budget Factory to quickly populate cost centre and organisation budgets based on prior year actuals. The Budget Factory is also useful for any bulk copy operations. For example, to copy a read-only accounting system budget into a Calxa budget so you can edit the content (and add Balance Sheet budgets) or to copy your Approved Budget for the year into your Current Forecast (because you shouldn’t be creating a new budget version each year!).
8. Add Budget Comments
Add comments to your budgets to record any assumptions on values. You can add comments to an individual cell, an entire row or column or any range. Because you can view your budgets from different perspectives in Calxa, the comment is applied to each selected cell, each account for each month. Add the Budget Comments report to your bundle to document your assumptions to your readers.
9. Super-Charge your Reports with Account Trees
This certainly would have to be our newest Calxa Tip all round. Use Account Trees to manage the rows in your reports, or when Consolidating Organisations. You can create new top-level categories (up where Income, Cost of Sales and Expenses are) with their own running totals.
Within each category you can create Headers to group and summarise the accounts, providing your readers with the level of detail they need to make good decisions. We came up with 7 Uses for Account Trees but there are many more!
10. Create Your Own KPIs
Create customised KPIs to highlight the numbers that are vital to your organisation. Some KPIs are relevant to almost everyone but sometimes you need something specific to your industry. Try these examples for retailers, dairy farmers or bookkeepers.
11. Handing Over Calxa Tips
Are you leaving your job and handing over to someone else? Invite them as a Subscription Co-Owner so they have full access and point them in the direction of our learning resources. The Budgeting Basics and Reporting Basics webinars are a good place to start and then they should know where the Help Centre is and how to get in touch with us if they get stuck. When you’re ready to move on, email us at [email protected] to make them the owner and, if appropriate, the payer of the subscription. And don’t forget Calxa for your reporting needs in your next role!
12. All Calxa Tips End with Report Bundles
And Bundle, Bundle, Bundle! We give you lots of choices in reporting, but you should only need to make those choices once. Find the template you want, configure it to show the information you need and then add it to a bundle. Now you can quickly run it every month thereafter, or schedule delivery to your inbox. If you find you are regularly editing your report configuration, talk to our team to figure out some better options.
We hope you are going to put some of these Calxa Tips and Tricks into action and save loads of time. That’s our gift from us to you.
Keep safe this holiday season.