Sometimes you may have a need to "Re-calculate" (or update) a recharge after it has been posted, and after it has been "Marked as Final".
i.e. a late transaction has come through to Xero, or you forgot to create a recharge rule.
This article steps through how to handle these scenarios. Its broken up into two separate sections:
Re-calculating BEFORE you have hit "Mark as Final"
Re-calculating AFTER you have hit "Mark as Final"
Why would you need to "Re-calculate" a recharge?
This can be for a number of reasons including:
You have created a new recharge rule, or edit a recharge rule that you now want to include in this month's recharges;
A transaction has come into Xero late, and you need to update your recharge posting to capture it;
Note: Mayday has notifications that will advise if/where we identify late transactions that would impact your calculations. That way you know when to check and recalculate.
If you click on a notification, it will take you into the respective month's recharge and show this message:
You can then click "Re-open" to review. When you re-open the locked calculation, the new ones are highlighted yellow, and there's a toggle to only show the new transactions on the page
You run your recharges on a weekly/fortnightly basis, and so after each week/fortnight you post your recharges and then come back into Mayday and recalculate these to update for the remaining weeks/fortnights in the given month.
Re-calculating BEFORE you have hit "Mark as Final"
Hit sync with sources (left-hand navigation menu) to ensure you have all of your latest Xero transaction synced to Mayday
Go into the existing recharge posting in Mayday (see screenshot)
Find the "Re-calculate" button (underlined in red in screenshot)
So long as the calculation hasn't been "Marked as Final" this re-calculate option will bring in new transactions from Xero, and update for any new or edited rules.
Follow the usual recharge process (i.e. review transactions and post)
All done ✅
Does Mayday duplicate the original posting? If not, how does it work?
Mayday updates the original posting. So there is no chance of a duplicate.
Special note if you're updating an invoice/bill posting (rather than a journal)
If you're updating an invoice/bill posting from Mayday Recharger and the initial invoice/bill that Mayday created through Recharger has now been marked as paid in Xero (i.e. you've reconciled a payment against it). You will first need to remove the payment from the invoice/bill in Xero in order for us to update the invoice/bill.
Why?
Xero will not allow us to update an invoice/bill that has a payment assigned to it.
Re-calculating AFTER you have hit "Mark as Final"
You may notice the "Mark as Final" option on your postings in Recharger (underlined in red in screenshot below).
What is the impact of "Marked as Final"?
"Marked as Final" is an important step to complete once all of your recharge postings are completed, and posted to Xero.
Hitting this button will effectively lock in the "Rules" and "Apportionment" methods that have been applied for a given recharge period.
This allows users to go back to a historic month and "Re-calculate" the recharges (for late transactions), whilst having the comfort that Mayday will apply the correct historic "Rules" and "Apportionment" methods. Without this, there is a risk that a user could recalculate an old month, and end up with completely different recharges if they've changed the underlying rules and apportionments.
In short, you can "Re-calculate" a month even if it is marked as final. Just note that it will apply the same rules and apportionment methods that you created originally.
Want to re-calculate a recharge post "Mark as Final" with new or edited rules?
If you have already hit "Mark as Final" and now wish to recalculate a recharge posting, and apply all brand new rules and/or apportionment methods (i.e. you realised you forgot a rule which you have now created).
To do this you will not use the re-calculate option. Instead, you will want to:
First delete/void the relevant journals/invoices/bills in Xero;
Then come into Mayday and delete the recharge calculation altogether. You can do this from the Calculations screen (hit the little bin icon);
Then re-create the recharge calculation as though you were starting from scratch.
This will then use all the current recharge rules and apportionment methods.