Description

The following support note describes typical situations where the total invoice amount in WMS may differ from the total invoice amount calculated in Accounting software.

This occurs mainly when Tax is calculated by Accounting software using the 1/11 rule based on total invoice amount - as opposed to Line-by-Line calculation based on the 1/11 rule.

In Cloud WMS system allows users to enter Tax Inc and Tax Exc and always post to Accounting software as Tax Inc.

Detail Steps

A couple of scenarios with rounding you may experience when closing sales from WMS to Accounting software.

Case 1: There is a small cents difference between WMS and Accounting software.

We have had notification from Accounting software that in certain circumstances (no details given), Accounting software will recalculate the Tax on information being sent through the import.

This has been SOMEWHAT addressed; however, they could not rule out that some cases of rounding error may still occur due to a limited number of decimal places across a high number of line items with unit prices that are fractions of one cent.

For this, we are introducing a Sales reconciliation report - this will list all Closed WMS sales and match these to Accounting software Sales. Additionally, any sales difference in the Sale Total will be flagged with the difference amount. This will assist in tracking these discrepancies down and making adjustments if necessary.


Case 2: Prices are managed Tax Inc, and WMS does not calculate a total ending in .00

This case is generally due to discounts on low price items - again, it comes back to 4 decimal place tracking of line prices.

The ATO is rather forgiving on rounding as they understand that various systems use different methods to calculate totals. As you are maybe aware, there are two valid methods of calculating invoice totals … the 1/11 method or per line tax method. In about 20% of cases, the two methods will yield anywhere between 1 - 2 cents difference.

In either case, use the Sales Reconciliation Report to identify differences and, if necessary, update individual invoices to account for differences or create an end-of-month/quarter service sales/credit to adjust for differences.

Rounding fixed manually in Accounting software invoice to have the same amount as WMS invoice.

Case 3: Rounding difference in Sales reports for FX foreign currency when reporting in AUD.

Sales report shows matched FX amount (as per Sales Order) however when reporting in AUD there might be a very small difference of varied amounts.

This difference is caused by the limitations of the exchange rates we can import into MYOB.

MYOB only accepts the exchange rates in reverse and up to 6 decimal places for import via the API.

For example;

1 AUD = USD Actual 0.671345 and USD 0.67135 (Visual MYOB)

which is the same as;

1 USD = 1.467671345

MYOB API only accepts the exchange rate "1.467675" (Maximum 6 decimal places) on import.

We send USD total (Not AUD) with the exchange rate to our maximum allowed number of places.

To resolve;

Once the transaction arrives in MYOB update the exchange rate on the Sale.

If you need help calculating the exchange rate you can click on the "Currency Calculator" Tool

There is no workaround to stop this difference from happening long term.

Rounding correction options:

The Rounding can be resolved automatically in most cases by allowing WMS rounding functionality in the "MYOBRounding" tag in the file called Prefs.xml stored in your program installation folder.

Automatic = An item rounding line is sent with the sale to MYOB (Item code \c). Once you turn on Automatic rounding, do not change the sale in Accounting software or enter the tax calculations page. The invoice will be rounded again manually by Accounting software, and the WMS rounding lines will need to be removed.
Manual = You will need to adjust the sale price when it arrives in Accounting software manually - Open the Tax field in the sale, click recalculate and save the invoice.

MYOB allows the screen correction while manually entering the sales but not after importing the sales.

It would get confused if we tried to send in the sale as it only accepts 3 decimals in discounts via import. As a result, the totals between the system's sales will not match sales we sent with additional decimals or may even fail to import.

Workaround:

  1. Change your original sale unit cost to zero and enter the total on the line.

  2. If you need to show the discount percentage as close as possible, play with the original unit cost until you reach the value you need in the line total.

Turning on or off automatic correction (Only by Datapel Support member) 

  1. Locate Installation folder. The standard location for installation is "C:\Program Files\Datapel Systems\Warehouse Management System."

  2. Make a copy of the file called "Prefs.XML" (If you have multiple workspaces, your Prefs.xml may also be stored in a folder with the name of the workspace)

  3. Open the file called "Prefs.XML."

  4. Very carefully edit the section “MYOBRounding” and replace it with "1".

  5. Save and close the File.

  6. Run the WMS

  7. Future sales sent to Accounting software will now use this setting.

*If the WMS fails to run or the screen does not load correctly, please replace the prefs.xml file with the backup you have taken. (This means you have made an error in the prefs file configuration.)

If a unit selling price entered is within 2 cents of the base sell price in Accounting software, our system assumes a rounding error in the forward/backward calculation from the total price to unit pricing. It corrects it to match the base sell price. Datapel recommends updating your base sell price to a different price which is more than 2 cents different to any selling price you have for the items.

Related Information

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