Calculated Totals not adding up

[ddm]

I am currently working with a report that I have successfully used for years. But I have come up with a strange issue.

We recently have had a change to our hourly rate that we pay and now the Totals calculation is not adding up the numbers correctly.

In the query that the report is based from:
ExtendedTotal: CCur([Hours]*[Rate])

In the footer of the report: (Provides a Total for each Day)
Sub-Total: "Control Source" is: =Sum(CCur([ExtendedTotal]))

Report Footer: (Provides a Grand Total for the Month)
Total: "Control Source" is: =Sum([ExtendedTotal])


Problem comes in with the odd dollar rate time partial hours. For example:
$9.73 x 4.5 hours = $43.785 (Rounds to $43.79) which is fine...

but when you have a whole column of these rounded numbers, the totals are coming out off by pennies which add up to a good bit at the end of the month. I cannot match up the totals with the invoices that are coming in either.

HELP!!!!!!!

 

[GinaWhipp]

Yep, this has always been a problem, (Google is your friend - https://www.google.com/#q=bankers+rounding+ms+access) perhaps this will help...
http://allenbrowne.com/round.html

 

[pbaldy]

How about the Round() function to round the calculated values to 2 digits?

 

[ddm]

The totals in the details of report round okay. It becomes a problem when you are totaling the column of already rounded numbers. It seems to me that it is still seeing the numbers before being rounded and adding them up coming out a smaller sum than if you are adding the final rounded number.

Is there a way to tell it to add just the final rounded two digits numbers and not the original calculated number which is 3 digits (usually ending in a 5)?

 

[CJ_London]

So you are saying when you have a controlsource of

ExtendedTotal:Round([Hours]*[Rate],2)

It is not adding up correctly?

Note that CCur will round to 4 decimal places

 

[ddm]

I did not realize that CCur rounded to 4 decimal places... Thanks for that information.

I took the CCur out of the equation and copied this:

ExtendedTotal:Round([Hours]*[Rate],2)

It still doesn't add up correctly. Short by pennies.

 

[CJ_London]

can you post a sample set of data that demonstrates the problem, I'll see if I can track it down.

 

[ddm]

This is what appears in the query since I took out the CCur:
Hours Rate ExtendedTotal
7.75 $15.00 116.25
7.5 $10.77 80.775
8 $15.00 120
7.5 $10.77 80.775
5.75 $15.00 86.25
6.5 $10.77 70.005
7 $10.77 75.39
4.5 $10.77 48.465
4.5 $10.77 48.465
4 $10.88 43.52
3.75 $10.88 40.8
4 $10.88 43.52
4 $10.88 43.52
7.5 $10.77 80.775

Report prints the total dollars as: $978.51

Actual total of Rounded figures is: $978.54

 

[pbaldy]

That doesn't use this, does it?

ExtendedTotal:Round([Hours]*[Rate],2)

If so, perhaps a field is text?

 

[ddm]

Would you put this equation in the query or the report footer? or both?

ExtendedTotal:Round([Hours]*[Rate],2)

 

[ddm]

Syntax Error comes up when using in query; also it takes off the 5 on the end of the numbers and doesn't round either way. i.e., 47.775 = 47.77 not 47.78

 

[pbaldy]

What is the SQL of the query? As you had it, the calculation was being done in the query. As to the rounding, did you read the info Gina posted regarding bankers rounding?

?round(2.285,2)
2.28
?round(2.275,2)
2.28

 

[ddm]

I have tried looking through the info Gina sent... I even went to the custom rounding process - but too technical for me to figure out what to do to make it work.

The SQL of the query is:
SELECT AgencyTable.WorkloadDate, AgencyTable.TempID, AgencyTable.Hours, AgencyTable.Rate, ([Hours]*[Rate]) AS ExtendedTotal, AgencyTable.ShiftID, AgencyTable.TempName
FROM AgencyTable
WHERE (((AgencyTable.WorkloadDate) Between #8/1/2013# And #8/31/2013#))
ORDER BY AgencyTable.TempID;

I appreciate all you are doing to help me...

 

[pbaldy]

You forgot the Round() function. Try

SELECT AgencyTable.WorkloadDate, AgencyTable.TempID, AgencyTable.Hours, AgencyTable.Rate, Round([Hours]*[Rate], 2) AS ExtendedTotal, AgencyTable.ShiftID, AgencyTable.TempName
FROM AgencyTable
WHERE (((AgencyTable.WorkloadDate) Between #8/1/2013# And #8/31/2013#))
ORDER BY AgencyTable.TempID;

 

[CJ_London]

This is what appears in the query since I took out the CCur:

But you didn't replace it with Round - as you can see from your post, you are still seeing values to 3 decimal places and there should only be two

Would you put this equation in the query or the report footer? or both?

in the query

 

[ddm]

When I change to have the round function in the query, it rounds down instead of up. It is using the banking rounding feature and doesn't round up when it has a 5 on the end. How can I make it round up at 5.

Functions work properly in Excel, but it is much more work to produce my report in Excel. I tried using the query and copy to Excel and make a Pivot Table, but that did not work well either due to not recognizing the date as a date. It sees it as text and is out of date order.

I am not a quitter... I will work on this until I get it. Hopefully before my next report is due. I appreciate what you all are doing for me to help.

 

[CJ_London]

try

Round(([Hours]*[Rate])+0.001, 2)

EDIT: typo - should be 0.001

 

[ddm]

CJ,

That made the numbers correctly appear in the query. But the total still comes out as if it is seeing the original numbers; not the already rounded up number. Do I need to adjust something in the Total formula?

 

[CJ_London]

I have to say I do not see how that is happening - can you post some more sample data and the total you are getting together with the formula you are using to calculate the extended total in the query and the formula for the calculation of your total dollars figure in your report - as you did in post 8.

 

[ddm]

CJ,

The query: ExtendedTotal: Round([Hours]*[Rate]+0.001,2)
Workdate Footer: =Sum([ExtendedTotal]) (for SubTotal)
Report Footer: =Sum([ExtendedTotal]) (for Total Invoice)

SQL View:
SELECT AgencyTable.WorkloadDate, AgencyTable.TempID, AgencyTable.Hours, AgencyTable.Rate, Round([Hours]*[Rate]+0.001,2) AS ExtendedTotal, AgencyTable.ShiftID, AgencyTable.TempName
FROM AgencyTable
WHERE (((AgencyTable.WorkloadDate) Between #8/1/2013# And #8/31/2013#))
ORDER BY AgencyTable.TempID;

Thanks!!!