Title: Rounding Differences and Reconciliation
This document illustrates how and why rounding differences can explain slight differences in sums between systems.
What’s covered in this document:
Difference in sums due to rounding in multiple systems
Any time you are working with two systems, you are likely to encounter rounding differences. Typically these are very minor differences, and can be accommodated by moving the difference to a special overhead account.
Simply put, Rate x (A + B + C …) may not be the same as Rate x A + Rate x B + Rate x C because of penny rounding. These differences are usually small.
Difference in sums due to rounding in some Unanet reports
Regarding the difference between Unanet Project reports and Unanet Project Accounting reports: Due to the freedom you have in the Unanet Project Reports (show labor category, show task, don’t show person, don’t show pay codes, etc.), the amounts in the Project Reports are rounded "on the fly." Project Accounting reports related to billing, on the other hand, are firmly stamped dollar amounts - not re-rounded each time "on the fly" because there is one display of summed fixed dollar values, and not multiple options for slicing and dicing. Project Accounting amounts are firmly in dollars and cents.
While Project Accounting reports are related to exact billing amounts, Project Reports are project management estimates, which are calculated differently depending on how you slice and dice the data. You should use the Project Accounting Reports for billing related reports, because these reports stamp the amounts to the hundredth (in dollar format $xxxx.xx), whereas the other project reports are Project Management reports and are not stamped in dollar amounts.
There are a few exceptions here, such as the JSR, which is not a Billing report but is in the Project Accounting section. For example, instead of using a Project Management report to reconcile the Billing Post screen, you should use a Project Accounting report such as the Billing & Revenue Summary or Detail reports.
Differences between Project Detail and Project Summary reports
When people charge time in small increments, it is expected that on the detail reports the individual entries are itemized (rounding them to a specific precision). When we sum up the rounded values of the many detailed entries we get "Total A." Users tend to expect that a total displayed at the bottom of a column of numbers matches the sum of the individual detailed results above it, which is what we currently do.
If you then navigate to a summary report (which instructs the system to produce one single result), the system will add up and return all of the hours - multiply that by the rate and round just this one entry (i.e., "Total B").
Because rounding is done in two different methods, we have the potential for two different results A & B. This is the type of generic rounding differences that all reporting and accounting systems encounter.
Note regarding GL Details
The Labor Cost Post Preview uses the same logic as the Project Reports. This means the Labor Cost Post Preview may not match the actual Labor Cost Post. Therefore, the Actuals Summary report may not match the GL Details report.
Note regarding Unanet Invoicing
For more information on how amounts on the invoice are rounded, as well as how to correct or prevent rounding issues, see the "Invoice Rounding" page in Additional Information below.