Prepayments & deferred revenue
in Excel — automated

No. Each invoice row on the Schedule sheet stores a hidden Invoice ID from Xero. On subsequent imports, the add-in checks for existing IDs and skips any already present. You can safely re-run Import after changing filters.

Reclass journals move the invoice amount from the original P&L account to the balance sheet holding account (e.g. Dr Prepayments / Cr Insurance). You only need these when the invoice in Xero was originally coded to the P&L rather than directly to the BS account.

Monthly journals are the ongoing recognition entries — they release a portion of the balance sheet amount to the P&L each period (e.g. Dr Insurance / Cr Prepayments). These are the ones you'll prepare and push every month.

No duplicate risk. After a successful push, the Xero Journal ID is written back into the Xero_Journals sheet and the row's status changes to ✓ Pushed. On any subsequent push run, already-pushed rows are automatically skipped. The Posted_Journals sheet provides a permanent audit log.

The ‹ / › arrows at the top of the task pane set the month that the Prep and Push tabs work against. When you click Prepare monthly journals, ScheduleXL generates recognition entries for that specific month. Change the period before prepping if you need to process journals for a different month — for example, if you're catching up on a prior period.

Go to the Settings tab and click Refresh chart of accounts. This fetches your current Xero chart of accounts and writes it to the Account_Mappings sheet. It only updates the account list — it does not add or remove Schedule rows.

You should start from the provided template, which has the correct sheet names and column structure the add-in expects. If you're upgrading from an older workbook, use Settings → Refresh Excel sheets to rebuild the sheet structures in place — your existing Schedule data is preserved.

Monthly — divides the total equally by the number of months in the schedule. Simplest option, best for subscriptions and fixed annual fees.

Daily — divides the total by the exact number of days in the schedule, then multiplies by the days in each calendar month. More accurate for leases and contracts where partial months matter.

Monthly Grid amounts are shown to 2 decimal places (currency cents).

Monthly spreading divides the total by the number of months in the schedule period. Daily spreading divides by total days and allocates pro-rata to each calendar month — so raw amounts can differ month to month.

Rounding uses distributed amortization: for each active month in order, the amount is round(cumulative raw through this month minus already allocated, 2). The extra cent is spread across months rather than dumped on the last month.

Example: $100 over 3 equal months becomes $33.33, $33.34, $33.33 — always summing to exactly $100. A $49 subscription over ~30 months shows as $1.63 per month on the grid.

The Monthly Grid is read-only. Regenerate amounts via Review → Create Monthly Schedule after changing dates, total, or spreading method.

All your schedule data, journal lines, and account mappings live entirely in the Excel workbook — nothing is stored on ScheduleXL servers. The only server-side state is your Xero OAuth token, which is held securely to broker API calls. No invoice data or journal content is retained after the session.

Use Excel cells for first-time setup: Type, Start/End dates, Spreading method, and accounts before Create Monthly Schedule.

Use Edit line after the row is scheduled or locked — especially when recognition has started. The add-in recalculates the Monthly Grid, may create reclass journals when accounts change, and can add an end-date adjustment (spread or catch-up) with a preview before anything is written to Xero_Journals. Direct cell edits on locked rows are blocked in Excel; Edit line is the supported path.

Remove from Schedule appears only when the row status is New or Scheduled and there are no posted journals for that line on Posted_Journals. It deletes the Schedule row, refreshes the Monthly Grid, and clears pending journals for that invoice. Once the line is locked or has posted recognition, use End Schedule Now instead of Remove.

Remove from Schedule deletes the row entirely — for draft lines with no Xero posting history.

End Schedule Now finishes a live schedule early: the row remains on the Schedule and Monthly Grid. If there is a remaining balance, you add a Schedule Exclude Clear journal to Xero_Journals, push it from the Push tab, and the status becomes Completed. If remaining is already zero, you can mark Completed without a journal.

Reclass Status explains why reclass or adjustment journals exist for that line — for example moving the original P&L allocation to the BS clearing account, a BS or recognition account change from Edit line, an end-date catch-up, or clearing the BS account when you end the schedule early. It is descriptive text only; journal deduplication still uses the hidden Reclass Reference column.