Documentation: Admin - Currency and Exchange rates

The system supports one "accounting" currency, which is used for all holiday overall sales values and ledger entries (and as a result, most reports). 

Supplier contracts may be loaded in the currency in which the are provided; the rates are converted to the accounting currency when a quote (revision) is generated, using the exchange rates stored within the system. The original supplier currency and value is also stored within the booking for easier comparison with the supplier invoices.

If you wish to sell or display prices to clients in a currency other than the accounting currency, this can be handled within your client documentation, which can convert any financial values before displaying to the client. When adding a ledger entry you are able to add a note, which could be used to record the amount paid in the clients own currency.

The Currency screen is used both to define the available currencies for loading and client display, and the exchange rates between them.

1. You must be an administrator and not have the read-only flag set
2. On the "Admin" Application tab, click the "Currency and F/X rates" button within the Currency box 
3. Click on the "New Currency" button in the top left of the table
4. Enter the currency fields as defined below
5. Press Save

Editing or viewing a currency

There is no audit log for changes to a currency.

1. You must be an administrator and not have the read-only flag set
2. On the "Admin" Application tab, click the "Currency and F/X rates" button within the Currency box
3. Click on the 'Edit' button below the currency you need to edit
4. Alter the fields, see documentation below
5. Press Save to save or click the 'X' in the currency dialog to discard any changes.

Adding an exchange rate 

Note that it is not possible to edit an exchange rate that has bee added. Instead add a new rate with a suitable From date.

When an currency conversion is required the system will look for the exchange rate between the two currencies whose From date is not later than today, but otherwise has the most recent date of all exchange rates for those currencies. As such you may add a new exchange rate dated for tomorrow, and it will not be used until tomorrow; then will continue to be used until another rate is added (that is not in the future).  It is a possibility that the converter will be based an alternate date to be used for 'today', this setup enables it to return the appropriate conversion as it would have happened on that date.

1. You must be an administrator and not have the read-only flag set
2. On the "Admin" Application tab, click the "Currency and F/X rates" button within the Currency box
3. Under the currency you will need to convert from, click the "Add FX" button
4. In the To box select the other currency - it must already have been created
5. Enter a From date - see the  note above
6. Enter the rate . This is the amount to multiple the From currency selected in step 3 by, to be the To currency selected in step 4
7. Enter an optional note
8. Press Save

To subsequently view a note, hold you mouse over a rate display (e.g. EUR * 0.50000 = GBP ), the note will be displayed in the tooltip.

You only need to add rates for conversions you need - this will normally be from each currency used by your suppliers to the system accounting currency.

The currency fields

Code : A unique three letter identifier. All currencies already have a standard code, which you should use to avoid confusion

Name : The written name for the currency

Text : The symbol for the currency in text format, e.g. £ (a pound sign)

HTML : The symbol for the currency in HTML e.g. "£"

Symbol position : Indicate if the symbol should be displayed before or after the value