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 walks 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 edited 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 where you will see a recalculate button in the top right corner
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.
3. Click recalculate and follow the usual recharge process (i.e. review transactions and post)
4. 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.
Note: We can't access a locked period in Xero. If you cannot unlock your period to update the postings, you would need to create a credit note in Xero to reverse any original recharger postings and then change the issue date in Mayday for any updated postings.
Re-calculating AFTER you have hit "Mark as Final"
You may notice the "Mark as Final" option on your postings in Recharger (see 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.
How to re-calculate a recharge post "Marked 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, 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 by clicking 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.
What if I need to rerun my calculation 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.
If you prefer, you can watch this helpful video which covers all of the above information with a worked example: