When you create a group, Recharger creates three "don't recharge" rules by default for each entity in the recharge group. One rule for revenue account code transactions, one for expense account code transactions and one for balance sheet account code transactions. As every transaction from Xero feeds into Mayday, and every transaction needs to be matched by a rule, by default we're saying don't recharge. You then create rules for your recharge situations which supersede the default.

You will likely want the default rule to be what happens to the majority of your expense or revenue transactions. In most businesses, this will be “don't recharge” but there are certain situations where you might want a rule that does recharge those costs or revenues to be the default. For example, if you have a transfer pricing policy where the cost centre entity cost plus recharges all or close to all of its costs, you can set this to be the default.

Yes, you can within each entity. You'll see a small plus button on the right-hand side of the rule - click here to create a duplicate rule.

You can look up from multiple account codes but can only send to one. If you would like account code symmetry, you will need to create individual rules per account code.

The system will look up the source’s base currency. For example, Mayday HQ’s base currency is £, therefore a bill posted to Mayday HQ in $ will come through converted into £. The foreign exchange rates will be configured as of the date on the bill. We pick up what is posted to the general ledger of that entity and general ledger in that entity's base currency.

If a new entity is added, you’ll create and edit recharge rules to accommodate the new entity.

If an entity is deleted, some of your recharge rules may be broken because there may be empty fields. We'll flag this to you so that you can edit your rules.

Any changes to the name/number of nominal codes or deleted codes will break the rules that involve those codes. If you need to change any of your rules to send costs or revenues to a newly added code, you'll do that manually.

Yes, Mayday recognises when an account type is changed in Xero’s chart of accounts.

We currently only offer entity-to-entity recharges, interdepartmental recharges are on our public product roadmap.

We’ll be monitoring and notify you if any late transactions come through:

By default, we use the exchange rate provided by Fixer (a code for foreign exchange

rates and currency conversion software), but you can override this.

If your Xero organisations do not support multi-currency, and the two entities are not of the same base currency, then the Postings page will force you to post journals in each entity's home currency. If a currency conversion is taking place, you can override the exchange rate being used here too.

The process here is to delete those calculations, and also to delete any postings in Xero from those calculations, and then to create new ones.

When a calculation is marked as final, it will only ever use the rules as they were defined at that time, which means there's an audit trail and late transactions can be added in even after any rule edits are made. It does mean that if you want to change the rules, it's not the simplest process, so we recommend you’re sure before you click mark as final.

After you run the recalculation, you'll be able to see the revised postings before you then choose to edit and update the posting in Xero.

The adjustments are posted by updating the original invoice and bill. Xero doesn't allow you to edit invoices and bills that have payments assigned to them. So in this case you will need to unreconcile the original payments in Xero, update the postings in Mayday, and then re-reconcile the original payments with a part or overpayment as relevant.

Calculations 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).

The recharges arising from the transactions in calculations step one may result in subsequent recharges. For example, a transaction recharged from entity A to entity B could trigger a rule in entity B to recharge to entity C. This situation would produce recharge transactions.

In the recharge transactions step, you’ll review how the recharge transactions are treated, much like you do in step one. 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.

We can't access a locked period in Xero. You'd need to create a credit note in Xero to reverse the transaction and change the issue date in Mayday.