This guide explains how to review a saved recharge, attach supporting documents, set or retrieve the amounts for each accounting period, and post the resulting transactions to your connected accounting systems.
It also explains the difference between the accounting period being recharged, when the amounts are retrieved from the ledger, and when the resulting transactions are posted.
1) Open the Recharge Summary
Go to Intercompany Control > Intercompany Recharge.
Find the recharge you want to review.
Open the recharge to access its Transaction Summary.
The summary displays the recharge name, transaction type, schedule, paying company, receiving companies, allocated percentages, and any markups.
It also lists the scheduled periods and the accounting entries that will be created for each receiving company.
2) Review the Transaction Details
For each scheduled period, review the paying company's entries and the corresponding entries for each receiving company.
You can expand the entries to inspect:
Debit and credit lines
Accounts used
Customer and vendor details, where applicable
Tracking categories or classes assigned to individual lines
You can also review how many periods exist, how many have been posted, how many remain pending, and the total amount across the schedule.
3) Attach Supporting Documents
Supporting documents can be used to explain the decisions behind a recharge, such as the allocation percentages or markup applied.
Find the recharge in the workflow list.
Click the paperclip icon beside it.
The Supporting documents panel opens.
Select one or more files to attach.
Accepted file types include PDF, Excel, CSV, and Word documents.
After uploading, the files appear in a list showing their names and sizes. You can view or remove an attachment from this panel.
The paperclip icon also indicates how many supporting documents are attached to each recharge.
4) Open Set up Amount
From the Transaction Summary, select the link to open Set up Amount.
The selected ledger code or vendor/contact is displayed at the top of the screen. You do not need to select it again.
If tracking criteria were selected to filter the source amount, these are also displayed so you can see which transactions will be included.
Understanding the Accounting Period and Retrieval Date
Before setting or retrieving amounts, it is important to understand which accounting period the recharge relates to and when GATHER.nexus retrieves the relevant amounts.
These are two separate considerations:
Accounting Period: Determines which period's costs are being recharged.
Pick up from ledger: Determines when GATHER.nexus retrieves the relevant amounts from the paying company's ledger for that accounting period.
The retrieval date is configured when the recharge schedule is initially created. It is not necessary to configure it again in the Set up Amount screen.
For recurring recharges, this allows the system to retrieve amounts after the accounting period has ended, giving the paying company sufficient time to close its books and finalise the relevant costs.
Example: Recharging January Costs
Suppose you are recharging costs incurred during January:
Accounting Period: 1–31 January.
Pick up from ledger: 5 February.
Post: 5 February or a later date.
In this example, GATHER.nexus retrieves the January costs on 5 February, allowing five days for the January accounts to be closed and outstanding transactions to be recorded before the amounts are calculated.
When you use Retrieve from ledger or Retrieve from contact, GATHER.nexus retrieves the relevant amounts for the scheduled accounting periods, based on the recharge configuration.
This ensures that the amounts being reviewed relate to the correct accounting period, even when they are retrieved and processed in the following month.
5) Choose How Amounts Are Set
You can choose between two options:
Different amount for each period: Enter or retrieve a separate amount for each scheduled period. This is the default option.
Same amount for every period: Enter one amount to apply to all periods that have not already been posted.
You can use Retrieve from ledger or Retrieve from contact, depending on the recharge configuration, to retrieve the relevant amounts directly from the connected accounting system.
The retrieval is based on the selected ledger code or vendor/contact and any applicable tracking criteria.
Review the retrieved amounts and adjust them where necessary.
Remember that the accounting period determines which costs are included, while the configured ledger retrieval date determines when those costs are retrieved.
6) Update Period Amounts
Each scheduled period is displayed with its date and amount.
Select a period to edit its amount.
Review the changes.
Click Apply to save the changes.
Click Cancel to discard them.
If you change an amount for a period that has already been posted, GATHER.nexus asks you to confirm before applying the change.
A running total of the amounts across all periods is displayed so you can review the overall value of the recharge.
7) Post the Scheduled Transactions
Once the amounts have been reviewed and confirmed, return to the Transaction Summary to post the required periods.
Understanding the Posting Date
The posting date determines when the resulting recharge transactions are sent to the connected accounting systems.
Unlike the accounting period, which identifies when the costs were incurred, the posting date can fall in a later month.
For example, January costs can be retrieved from the ledger and posted on 5 February, or retrieved on 5 February and posted on a later date if additional review or approval is required.
The posting date must not be earlier than the ledger retrieval date.
Manual Posting
For recurring recharges configured for manual review and posting:
Select the checkbox beside each pending period you want to post.
Use Select all periods to select every period when appropriate.
Click Post once at least one period has been selected.
GATHER.nexus creates the relevant accounting transactions for the selected periods across the receiving companies and marks those periods as posted.
Automatic Posting
For recurring recharges configured for automatic creation, GATHER.nexus creates the transactions in the connected accounting systems on the scheduled posting dates, based on the configuration.
No manual posting action is required for those automatically processed periods.
8) Review Posted Periods
The Transaction Summary updates to show the number of total, posted, and pending periods, along with the total amount across the schedule.
You can open a posted period to view its transaction details.
A posted period can also be reposted when necessary.
Review the resulting entries to ensure they have been created in the appropriate accounts and companies.
Important Notes
Each ledger-code or vendor/contact row is managed as a separate recharge workflow.
Supporting documents are attached to an individual recharge, not to every workflow created alongside it.
The accounting period, ledger retrieval date and posting date serve different purposes and should not be treated as interchangeable.
The ledger retrieval and posting dates are configured during the initial recharge setup. Individual ledger-code rows can follow a custom schedule instead of the shared schedule.
The posting date must not be earlier than the ledger retrieval date.
Amounts and resulting transactions depend on the records and connections in your accounting systems.
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