Exchange Rate

Maintenance | Currency

Exchange Rate

This maintenance screen allows the users to configure the exchange rate of the specific currency.

Requirements before using Exchange Rate

• The user should setup the following Maintenance Module in order to proceed on using the Exchange Rate
  1. Currency

Exchange Rate Record List

Adding Exchange Rate

1. Click Exchange Rate under Maintenance Menu
2. Under Exchange Rate Screen, Click Add Exchange Rate
3. Fill out the necessary fields then click Save. Note: Fields with * are require fields

Field	Description	Allowed Input	Restricted Input	Character Limit	Required Field?
1.Effectivity Rate	•The date where the exchange rate changes will be applied	•Date picker provided by the system	N/A	N/A	Yes
2.Exchange Rate	•The amount to be exchanged on the currency	•Number	Any Inputs except numeric	20	Yes
3.Base Currency	•The currency to be converted.	•Currency List provided by the Currency Maintenance Module	N/A	N/A	Yes
4.Expected Currency	•The converted currency from base currency	•Currency List provided by the Currency Maintenance Module	N/A	N/A	Yes

Notes:

• Currency must be on ACTIVE status in order to Add details on the Exchange Rate
  • This can be seen in Currency Maintenance Module
• Exchange Rate set on the module can also be edited on the transactions in case there are updates in the conversion.
  

Viewing Exchange Rate

1. Go to Maintenance then click Exchange Rate
2. Select a Exchange record that needs to view its details. Click the drop-down arrow then click View.
3. The user has an option to edit the Exchange Rate record upon viewing it.

Editing Exchange Rate

1. Go to Maintenance then click Exchange Rate
2. Select an Exchange that needs to update its details.. Click the drop-down arrow then click Edit.
3. Update the necessary fields then click Save. Note: Fields with * are require fields.

Field	Description	Allowed Input	Restricted Input	Character Limit	Required Field?
1.Effectivity Rate	•The date where the exchange rate changes will be applied	•Date picker provided by the system	N/A	N/A	Yes
2.Exchange Rate	•The amount to be exchanged on the currency	•Number	Any Inputs except numeric	20	Yes
3.Base Currency	•The currency to be converted.	•Currency List provided by the Currency Maintenance Module	N/A	N/A	Yes
4.Expected Currency	•The converted currency from base currency	•Currency List provided by the Currency Maintenance Module	N/A	N/A	Yes

Notes:

• Currency must be on ACTIVE status in order to Edit details on the Exchange Rate
• Exchange Rate set on the module can also be edited on the transactions in case there are updates in the conversion.
• The update the Exchange Rate, the user must edit it in the Maintenance Module instead on the transaction.
• If the user updated the Maintenance module Exchange Rate, the user should also manually edit the exchange rate if the transactions exchange rate is need to be update.
  • The following modules that can be applied by exchange rate are the following
    • Import Purchase Order
    • Accounts Payable
    • Debit Voucher
    • Payment Voucher

Activating Exchange Rate Record

Exchange Rate can be Activated in two ways:

• Using drop-down arrow of a record can be used in single record Activation

• Using Activate Button for activating multiple record.

Deactivating Exchange Rate Record

Exchange Rate can be deactivated in two ways:

• Using drop-down arrow of a record can be used in single record deactivation

• Using Deactivate Button for deactivating multiple record

Deleting Exchange Rate Record

Exchange Rate can be deleted in two ways:

• Using drop-down arrow of a record can be used in single record deletion

• Using Delete Button for deleting multiple record

Exchange Rate Record Option

Actions Available base on Exchange Rate Record Status

Status	View	Edit	Deactivate	Activate	Delete
ACTIVE	☑	☑	☑		☑
INACTIVE	☑	☑		☑	☑

Notes:

• The user is allowed to edit the details when viewing the record.
• Activating/Deactivating and Deleting of Records can be done in two ways.
  • For single records, the user may use the drop down arrow then the action that need to perform.
  • For multiple records, the user may tick the records then click the action button that need to perform
    • Click the Yes in the confirmation to proceed on the action taken.