Sometimes you may have a need to "Re-calculate" (or update) a recharge after it has been posted, and after it has been locked.
This article walks through how to handle these scenarios. Its broken up into two separate sections:
Re-calculating BEFORE you have locked a recharge
Re-calculating AFTER you have locked a recharge
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 edited a recharge rule that you now want to include in this month's recharges;
A transaction has come into your accounting file 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 recharges. That way you know when to check and recalculate. See this article for more details
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 locked a recharge
All you need to do to update a recharge that you haven't locked, is Sync Mayday to ensure you have all of your latest transactions synced from your accounting file.
To do this, simply click the sync button in the top left of the navigation menu:
Once that completes, head to the recharger dashboard and open the relevant recharge and the new transactions from your accounting file will be included in there. Review them as you normally would and then head to the postings page.
In the postings you will see a recalculate button in the top right corner:
click this button will bring in the new transactions and update for any new or edited rules.
You can then update the postings as required. Any which need to be updated can be identified by a gold tick:
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.
Note: We can't access a locked period in your accounting file. If you cannot unlock your period to update the postings, you would need to create a credit note in your accounting file to reverse any original recharger postings and then change the issue date in Mayday for any updated postings.
Re-calculating AFTER you have locked a recharge
What is the impact of locking a recharge?
"Locking" is an important step to complete once all of your recharge postings are completed, and posted to your accounting file.
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 locked. Just note that it will apply the same rules and apportionment methods that you created originally.
How to re-calculate a locked recharge post with new or edited rules
If you have already hit "lock" and now wish to recalculate a recharge posting, and apply all brand new rules and/or apportionment methods, you will not use the re-calculate option.
Instead, you will want to:
First delete/void the relevant journals/invoices/bills in your accounting file;
Then come into Mayday and delete the recharge altogether. You can do this from the Recharges dashboard by clicking the three dot menu and selecting Delete recharge;
Note: You will not be able to delete a recharge if you do not first void or delete the relevant journals/invoices/bills in your accounting file
Then re-create the recharge as though you were starting from scratch.
This will then use all the current recharge rules and apportionment methods.
What if I need to rerun my recharge after I have already marked the invoice/bill as paid?
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 but 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.