Once you've connected your entities and created your recharge rules, you're ready to start running recharges.
First, start by syncing your data using the sync button in the bottom left-hand menu, to make sure your data is completely up to date:
Then head over to the Recharges dashboard using the left-hand side menu:
Click +New Recharge:
and start building your recharge. You're in full control of which rules and what date period you want to a recharge for:
NOTE: Recharges are based on the date that a transaction hits the ledger (i.e. invoice or bill date), not the date it is paid (if that is different).
Once you've made your selection, click create and you're ready to review your transactions!
It could take a short time for our system to generate the recharge, so please be patient!
Running multiple recharges in the same period
You can run more than one recharge within the same period. This is useful when you’d like to run a section of your recharges separately or on a different time frame e.g. Payroll, as you can pick and choose which rules to include in a recharge.
To run an additional recharge for a period you've already recharged:
Head to the Recharges dashboard and click + New Recharge
Select the same month or custom period as your existing recharge
Mayday will automatically identify and pick up only the transactions not already included in your previous recharge(s) for that period
Review, adjust, and post as normal
Note: Each recharge run is stored separately on the dashboard, so you can always see a clear history of all recharges run within a period.
Reviewing a Recharge
Step 1 - Transactions:
Once it's ready, you'll be taken to the transactions page where you can review and adjust how your transactions have been picked up by the rules you set.
You can choose to view the transactions at a summary level, grouped by either the recharge rule or the account code:
Or you can view the full detailed list of all transactions in the recharge:
From the summary view you can click in to a bundle of transactions to see the detailed list of transactions making up that bundle:
If you wish to override the rule applied to 1 or more transactions, you can select them using the checkbox and then override the rule to an existing rule for that entity or create a new adhoc rule for the recharge:
This can be useful if the rules are too broad, or if you have some one-off transactions for instance. Changing the rule applied will automatically re-calculate the recharge.
If you want any more information on a transaction, you can click the deep link which will take you back to Xero / QBO for a closer look.
Tip: if you need to revise the way rules have operated then you can adjust them from the Rules page. This way you don’t have to manually adjust the associated transactions one by one.
Step 2 - 2nd order transactions:
These are recharges which arise from the transaction being recharged in the 1st order page. For example, a transaction recharged from entity A to entity B in the 1st order page, could trigger a rule in entity B to recharge to entity C in the 2nd order page.
Note: There may not always be a 2nd order page if the original recharges don't trigger any further recharges.
In the 2nd order page, you just need to review how the recharge transactions are treated, much like you do in the 1st order page. This is essentially recharges of recharges, where recharges are posted into one entity and then recharged on; this tells you what's going to happen as a result of your recharge rules.
Post the recharges
Once you're happy with the transactions and rules applied, you can click through to view the postings.
This will take you to a page where you can post all of your bi-lateral recharges to the relevant orgs. See 'How to post your recharges' for more info.