Currency Change in Invoices

You will find information regarding the currency change in Standard, Custom, Repeated, and Invoices from other documents. You will learn how and in which cases you can change the currency and what it will lead to.

TABLE OF CONTENTS

• General Currency Changing Logic for All Invoice Types

  • Currency Change for the Invoices Created from Standard PO, BPO, SO, and PO from PR

  • Currency Change in Repeated Invoices
  • Currency Change in Custom Invoices

After the creation and document approval, you might need to change the currency for a variety of reasons:

• When creating the document, mistakes were made in the currency field.
• It is unclear yet which currency the transaction should be made with initially, and you will need to update it.
• It is necessary to replace the Supplier, which entails a change of currency.

In all those cases described above, you can proceed and replace the currency in the existing document instead of canceling the current one and creating a new one.

General Currency Changing Logic for All Invoice Types

Please note that in the document, we can have two types of Total:

Total in the Document Currency — shows the currency selected for the particular document. 

Total in the Main Company Currency — this is the main currency you have chosen for your company in the Basic Settings.

You can edit the currency for Standard, Custom, Repeated, and Invoices created from PO, BPO, SO, and PO from PR by using the Edit Invoice button regardless of whether the items were added to the document in the following statuses:

• Draft — the edits can be done by the current purchaser of the document.
• In Revision — the edits can be done by the person who has the document under revision. This can be the document’s purchaser or approver.

After the change, you will see a flash message prompting you to check the updated information. The data will also be adjusted in budget expenditures after the currency change when the statuses In Revision or Approved are set.

If you have selected the Main Company Currency as the Document Currency, all calculations will be made only in this currency. If the selected currency for the document is not the main one, the document’s Total will be converted in accordance with the Main Company Currency.

If the Invoice was previously in the Approved status, the re-approval will occur according to the Tolerance Limit settings if the document Total has been changed.

Here are the three types of cases when the currency is changed:

Please note the following cases when you cannot edit the currency:

• The currency cannot be edited if the document is in Pending, Matching, Approved, or Completed statuses.
• If a PO has more than one related Invoice, you will not be able to edit the currency either on the document or item level.

In case you have a set integration with an acquiring system and you changed the currency:

According to your integration settings, when the document gets an Approved status, it will be sent for integration, and changes to the item Total will be automatically transferred to the acquiring system. The conditions for updating documents on the side of the partnering accounting systems remain unchanged.

Currency Change for the Invoices Created from Standard PO, BPO, SO, and PO from PR

When creating Invoices from Standard Purchase Orders, POs from PRs, Service Orders, and BPOs, the document currency is transferred from PO to a new Invoice with the possibility of editing it.

Upon confirmation, the Invoice from Purchase Orders will undergo the Matching process as the document and item currency are changed. When approving the matching in PO:

• If the related PO is in the main company currency, then only the items’ currency in the PO will be updated.

• If the related PO is not in the main company currency, then both the item and document currency will be updated in the PO.

Currency Change in Repeated Invoices

By default:

• The Supplier and currency from the parent document are transferred to the repeated one.
• Item’s price and currency are copied from the parent document to the repeated one.
• The document Total is copied and transferred as the Main Company and Document Currencies accordingly.

You can change the document currency to any currency available for the selected Supplier.

Currency Change in Custom Invoices

You can change the currency for the Invoice Custom Form Types.

The logic for changing the currency remains the same as for the corresponding standard documents.