Agreements with the Co-op

September 3, 2025

Agreement Concerning Fractional Adjustments for Excluding Tax Amounts in Invoices from Keio University Co-op

Office of Accounting & Procurement Services

Keio University imports invoice data from the Keio University Co-operative Association (hereinafter referred to as Keio Co-op) into Dr.Budget every business day. Effective July 1, 2025, due to a system replacement by the National Federation of University Co-operative Associations (abbreviated as University Co-op), the calculation method for the tax-inclusive amount of tax-exclusive items (books and magazines) has changed.

However, since the invoice data created by Keio Co-op is calculated using the previous method, a difference of a few yen may occur between the total amount stated on the delivery note (hereinafter referred to as A) and the total amount of the invoice data imported into Dr.Budget
(hereinafter referred to as B).

Regarding this difference, it has been confirmed with Keio Co-op that B is the correct amount.
Therefore, based on the confirmation results with Keio Co-op, the following method will be used for processing going forward.

【Future Handling of Discrepancies】

If the invoice numbers match, please process using the amount in B (the amount in the billing data) as the correct amount.

Example)

For details regarding the calculation method change, please refer to the following explanation from Keio Co-op.

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Changes Related to the University Co-op System Replacement1 Calculation Formula for Tax-Inclusive Amount

　1.1 Current Calculation Formula

　　　The current method for calculating the tax-inclusive total amount per receipt is as follows:

　　　⚫ Calculate the tax-inclusive unit price for each item.
　　　　　➢ For Books and Magazines
Enter the base price (excluding tax).
Calculate the discounted base price by subtracting the discount amount (excluding tax) from the base price.
Calculate the tax amount per item by multiplying the calculated discounted base price by the tax rate and rounding down
to the nearest whole yen.
Calculate the tax-inclusive unit price by adding the discounted base price and the tax amount per item.

　　　　　➢ For items other than books and magazines
Do not use the tax-exclusive amount; enter the tax-inclusive unit price from the start.

　　　⚫ For each item, multiply the tax-inclusive unit price by the quantity to calculate the item's tax-inclusive subtotal.

　　　⚫ Add the tax-inclusive subtotals for all items in the invoice to calculate the invoice's tax-inclusive subtotal.

The calculation formula is described as follows.

1.2 Revised Calculation Formula

　The revised calculation method for the total tax-inclusive amount per invoice is as follows:

　⚫ Calculate the total invoice amount excluding tax for all tax-exclusive items (books/magazines) within the invoice.
　　　Enter the base price (excluding tax). 　　

　⚫ Calculate the base price after discount by subtracting the discount amount excluding tax from the base price.
　　　Multiply the discounted base price by the quantity to calculate the discounted item tax-exclusive amount.
　　　Add the discounted item tax-exclusive amounts within the invoice to calculate the invoice tax-exclusive amount.

　⚫ Multiply the invoice tax-exclusive amount by the tax rate to calculate the tax-exclusive consumption tax amount per tax rate.

　⚫ Calculate the total tax-inclusive amount for all tax-inclusive items within the invoice.
　　　Multiply the tax-included unit price by the quantity for each item to calculate the item's tax-included subtotal.
　　　Add the tax-included subtotals for all items in the invoice to calculate the total tax-included subtotal.

　⚫ Add the invoice's tax-exclusive amount, the tax-exclusive consumption tax amount,
　　　and the tax-included subtotal to calculate the invoice's tax-inclusive subtotal.

The calculation formula is as follows:

2 Forms

⚫  The consumption tax amount and total tax amount are calculated by reversing the tax from the tax-inclusive amount per tax rate (the sum of the tax-exclusive total amount and tax-exclusive consumption tax amount for each tax rate, and the tax-inclusive total amount for tax-inclusive pricing).

⚫  Add printing of the total tax-exclusive consumption tax amount below “Of which Consumption Tax” on the total amount.

⚫ Change the “Unit Price” field in the details to print the tax-inclusive unit price for tax-inclusive classification, and the post-discount tax-exclusive unit price for tax-exclusive classification.

⚫ Change the “Amount” field in the details to print the tax-inclusive total amount for tax-inclusive classification, and the post-discount tax-exclusive total amount for tax-exclusive classification.

⚫ The “Subtotal” field prints the sum of the “Amount” fields for each page's details. Therefore, if a page contains both tax-inclusive and tax-exclusive details, the subtotal will be the sum of the tax-inclusive total amount and the post-discount tax-exclusive total amount.

⚫ For the “Tax” field in the details, add the character ‘内’ (included) above the tax rate for tax-inclusive classification, and add the character “外” (exclusive) above the tax rate for tax-exclusive classification.