Why is saving different from validating the calculations?
Microsoft documents manual and automatic calculation and a separate recalculation-before-saving option. It also distinguishes calculating an active sheet from broader recalculation, and notes that calculation options in desktop Excel affect open workbooks. Confirm the actual application and settings rather than assuming a saved timestamp proves current results.
Returnables Agency is independent and is not affiliated with Microsoft. Follow the authorised workbook workflow. Recalculation does not approve changed prices, restore missing external data or verify the meaning of a formula.
Sources: Microsoft Support: Change formula recalculation, iteration, or precision in Excel
Which checks belong in the release record?
Start from the approved input and formula revisions. Identify linked workbooks or data sources and obtain their controlled versions. Do not enable untrusted macros or external connections merely to make a number update.
| Field | Evidence | Review |
|---|---|---|
| Inputs | Approved quantities and values | Trace changed cells |
| Formulas | Controlled calculation logic | Check ranges and references |
| Mode | Actual application calculation settings | Record manual exceptions |
| Recalculation | Completed approved recalculation | Check dependencies, not one cell |
| Saved file | Reopened final revision and totals | Retain exact release copy |
| Output | Final PDF or portal values | Reconcile with approved workbook |
What can a stale line total look like?
Illustrative example. A fictional schedule has a quantity of 10 and a unit value of 20, so its line total is 200. The authorised quantity changes to 12 while the workbook is in an assumed manual-calculation state. The displayed total remains 200 until the relevant formula is recalculated; the correct arithmetic is 12 x 20 = 240.
The difference is 40, not proof of a commercial approval. The bid owner must approve the input change and the resulting submission. These invented values are not market rates. A PDF created before recalculation can continue to show 200 even after the workbook is corrected.
How should the final release be closed?
Check representative changed inputs and all affected subtotals, summaries and output fields. Resolve broken references, unexpected results and source-version gaps with the workbook owner. Preserve a before-image and the approved recalculated revision.
Do not paste numbers over formulas to conceal a discrepancy. Release the approved files together and retain the actual uploaded copy. A successful recalculation is one quality check, not a guarantee that the whole bid is correct.
Common questions
What else should the bid team know?
Does a recent save prove formulas are current?
No. Verify settings, dependencies and actual calculated results.
Does recalculation approve a price change?
No. Commercial approval is separate.
Will correcting the workbook automatically fix an earlier PDF?
No. Regenerate and check the final output through the authorised process.
Primary sources
- Change formula recalculation, iteration, or precision in ExcelMicrosoft Support