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Report Designer

Rounding on reports and financial statements

Accounting CS lets you have certain balance types be automatically rounded for reporting purposes. Use the following information to troubleshoot why rounded reports and financial statements may display as out of balance and how to correct this.

Report displays “out of balance”

When you preview a report or financial statement, you may get an error message that says
*OUT OF BALANCE*
. Use the following information to resolve this message.
  • Verify that you don’t have any filters applied to the report when you preview. Filters may cause the report total to be a non-zero number, which causes the “out of balance” text to display.
  • Display at least 2 decimal places on the report. When decimals are hidden, the individual numbers are rounded (50 cents and higher rounds up, 49 cents, and lower rounds down), which may cause a report to be off by $1 or $2. See the following section for more information about rounding.
  • If you customized this report, the conditional expression on the “out of balance” text may be referencing the incorrect cells.

Set up rounded amounts on reports and financial statements

Use the following steps to set up rounded balances for a client.
  1. Select the
    Setup
    Clients
    Accounting Information
     tab.
  2. Select
    Edit
     next to the
    Balance definitions
     field.
  3. Mark the checkboxes in the
    Round Balances
     column for any balance type that you want to display rounded amounts, such as the Report balance type.
  4. Assign the rounding accounts in the General Ledger Accounts section.
  5. Select
    OK
     and
    Enter
     to save your changes.
You don’t need to modify the financial statements to use a different balance basis. Use the following steps instead.
  1. Select
    File
    , then
    Print Reports
     and select the financial statement.
  2. In the Balance Basis section, select the basis that you set up for rounding earlier.
    Selecting the appropriate balance basis option for the financial statement
Reports that aren't considered financial statements do need to be modified in the Report Designer to use a different balance basis.
  1. Select
    File
    ,
    Report Designer
    , then double-click the report you are modifying.
  2. Select the column letter heading to select the entire column that contains amounts.
  3. In the Column Properties, select the appropriate balance basis in the
    Basis
     field.
  4. Select
    File
    , then
    Save
     to save your changes.

Accounting CS calculates rounded balances

The debit and credit balances for each period are rounded individually and then combined together. These balances are note summed together to get the total balances (that is, year to date or current year balances). The total balances are rounded separately as their own numbers.
This means that the rounded period balances won't always agree with the rounded current year balances (because they are looked at separately).
For example, let's say your report or financial statement is out of balance by $1 or $2 and your client is a monthly client in the last period in the year that doesn't transfer beginning balances. Instead of using the Period indicator CY in the amount cell, you can use [(C1) + (C2) + (C3) + (C4) + (C5) + (C6) + (C7) + (C8) + (C9) + (C10) + (C11) + (C12)] for the CY cell.

This article applies to:

  • Product: Accounting CS,Workpapers CS
  • Subject: Reports

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