Accounts Payable > Setup > AP Currency Conversion

AP Currency Conversion

You use this program to convert the currency of a supplier to another currency.

Toolbar and menu

Field Description
Verification Performs a dummy conversion of all conversion calculations without updating any files.

The results are displayed in the AP Currency Conversion Report pane.
Start Processing

Performs the actual conversion and updates the tables/files with the new values.

The results are displayed in the AP Currency Conversion Report pane providing you did not select the option: After processing complete - Close this application. See also Notes and warnings.

The conversion program does not check for any field overflow errors.

If the supplier's existing currency is foreign, then all fields are first converted to local currency (via an intermediate currency, if the foreign currency is triangulated).

If the new currency specified is foreign, then the local values are converted to the new foreign currency (again via an intermediate currency, if required). Any intermediate currency lines are calculated and printed to 6 decimal places.

Although security checking is performed on the supplier's branch, no check is performed on the changing of different types of transactions.

[Note]

Once the conversion is complete, the AP Period End program is launched automatically and you should run the Balance function.
Supplier Indicate the supplier code for which the conversion must be performed.

AP Currency Conversion Options

Field Description
Supplier details These details are displayed once a valid Supplier code is entered and accepted.
Supplier Displays the supplier code of the Supplier indicated.
Name Displays the name of the Supplier indicated.
Address lines Displays the Supplier's address (Supplier Maintenance).
Existing currency Displays the currency code and description currently defined against the supplier (Supplier Maintenance).
Bank Displays the bank currently defined against the Supplier, but can be changed.

If you specify a foreign currency Bank, then the new Currency must match the bank's currency.
Bank name Indicates the name of the Bank.
Currency

Indicate the new currency for the supplier. This currency must match the currency defined against the Bank.

A valid currency code must be entered (Browse on Currencies).
Currency description Displays the description of the Currency for information and verification purposes.
After processing complete Indicate what you want to do with the information displayed in the Report pane once processing is complete.
Print the report Prints the information displayed in the Report pane.
Email the report Emails the information displayed in the Report pane.
Email recipients Indicate the email address(es) of recipients to whom you want to email the information displayed in the Report pane.
Close this application Exits the program.

Do not select this option if you want to be able to view the Report pane information on screen when processing is complete.

AP Currency Conversion Report

The results of the processing function you selected are displayed in this pane once processing is complete (unless you enabled the option to close the application from the After processing completed section). You use this section to print or email this information.

We strongly recommend that you email the report to a suitable recipient or export it to file for audit trail purposes and also to be able to reproduce the report on demand. In addition, this overcomes any potential printing problems where, for example, the printer jams causing you to lose the report. See Listview functions.

Conversion Phases

When you select the Start Processing function, the AP Currency Conversion program goes through the following phases:

  • Supplier invoices and payments are converted

    The rate held on the invoice record is used to convert an invoice and its associated payments and adjustments.

    The program reads through the CREPVV file and uses the invoice number to access all payment/adjustment records in the CREPVY file.

    As the payment/adjustment records are converted, the converted transaction value is accumulated. The total converted value is deducted from the converted original invoice value, and the result compared to the converted current invoice balance. Any difference is added to the last payment/adjustment record.

    If converting a supplier from a local to a foreign currency, then the conversion to foreign currency is performed using the exchange rate defined in the Currencies program.

    If converting a supplier from a foreign to a local currency, then the conversion to local currency is performed using the rate applicable at the time the invoice was captured.

    When converting a supplier from a foreign to a foreign currency, the conversion is performed as follows:

    • The original value is converted from foreign to local currency using the rate applicable at the time the invoice was captured.
    • The original value is then converted to the new foreign value using the rate defined within the Currency Conversions table (accessed using the Currency Conversions function).

    • The program then calculates (and stores) the rate that must be used when converting the new foreign value to local currency:

      New Foreign Currency Value divided by Original Local Currency Value

    • Payment release information is removed from the invoice record. Any invoices with a status of Manual or Released is reset to Normal.
    • The taxable portion of invoice discount and the withholding tax amount is set to zero on the invoice record.

    The fields converted on the payment/adjustment records are:

    • Transaction amount

    The fields converted on the invoice record are:

    • Original invoice amount
    • Original discount amount
    • Current invoice balance
    • Invoice balance previous month 1
    • Invoice balance previous month 2

  • Supplier master file is converted

    The currency code is set to the new currency code.

    The bank code is set to the new bank code.

    All last payment information is cleared (i.e. last payment date, check number, check amount and bank code.

    If the option: Supplier amendment journals required is set to Yes or Yes, including additions (Accounts Payable Setup - General tab), then amendment journals are created.

  • Registered Invoice and Registered Cr/Dr Note files are converted

    When converting a supplier from a local to a foreign currency, the conversion to foreign currency is performed using the exchange rate defined in the Currencies program.

    When converting a supplier from a foreign to a local currency, the conversion to local currency is performed using the rate applicable at the time the invoice was captured.

    When converting a supplier from a foreign to a foreign currency, the conversion is performed as follows:

    • The original value is converted from foreign to local currency using the rate applicable at the time the invoice was captured.
    • The original value is then converted to the new foreign value using the rate defined within the Currency Conversions table (accessed using the Currency Conversions function)

    • The program then calculates (and stores) the rate that must be used when converting the new foreign value to local currency:

      New Foreign Currency Value divided by Original Local Currency Value

    The fields converted on the Registered invoice and the Registered Cr/Dr Note files are:

    • Invoice amount
    • Discount amount

  • AP Permanent Entries file is converted

    The rates defined against the existing currency code, the intermediate currency code and the new currency code (see Currencies), are used to convert value fields.

    The Invoice amount field is converted.

  • Checks issued file is converted

    The rates defined against the existing currency code, the intermediate currency code and the new currency code (see Currencies), are used to convert value fields.

    The Check value field is converted.

  • Withholding tax file is converted

    The rates defined against the existing currency code, the intermediate currency code and the new currency code (see Currencies), are used to convert value fields.

    The fields converted are:

    • Taxable value
    • Tax withheld value
    • Gross invoice value

  • Purchase order requisition file is converted

    The rates defined against the existing currency code, the intermediate currency code and the new currency code (see Currencies), are used to convert value fields.

    The Price field is converted.

  • Purchase order history of receipts file is converted

    The rates defined against the existing currency code, the intermediate currency code and the new currency code (see Currencies), are used to convert value fields.

    The Original order price field is converted.

  • Supplier stock code xref file is converted

    The rates defined against the existing currency code, the intermediate currency code and the new currency code (see Currencies), are used to convert value fields.

    The fields converted are:

    • Last price paid
    • LCT merchandise price
    • Default price for p/order review

  • Supplier stock code prices file is converted

    The rates defined against the existing currency code, the intermediate currency code and the new currency code (see Browse on Currencies), are used to convert value fields.

    The fields converted are:

    • Purchase price
    • Freight charges

  • Purchase order master record is converted

    When converting from local to foreign, the current table rates held against the intermediate currency code and new currency code (see Browse on Currencies), are used to convert values.

    When converting from foreign to local, the program simply moves the local value equivalent stored on file to the foreign value field.

    When converting from foreign to foreign, the program first converts to local currency by moving the local value equivalent to the foreign value, and then converts this field to the foreign currency using the rates held against the intermediate currency code and the new currency code.

    In all cases the following happens:

    The Fixed exchange rate field is set to ' N '.

    The Exchange rate for conversion is set to ' 1'.

    The Multiply/divide flag is set to ' M '.

    The currency code field is set to the new currency code.

    The fields converted are:

    • Miscellaneous line types:

      • Other charges value

    • Stocked and non-stocked lines:

      • Foreign price

Notes and warnings

Pre-requisites

Before converting supplier currencies using this program you should:

  • print all unprinted payment registers and/or checks for the selected supplier

  • post all General Ledger integration journals (see GL Journal Entry)

  • ensure no purchase orders with a fixed exchange rate exist for the selected supplier.

  • ensure no active purchase orders exist for the selected supplier

  • ensure no invoices with a fixed exchange rate exist for the selected supplier

  • ensure there is no supplier to customer link for the selected supplier (see AP Supplier to Customer Link)

  • ensure that all payment runs (Payment Cycle Maintenance) are in a status of Complete.

    The AP Payment Run header and detail files/tables and the AP Checks Issued file/table are not converted. This is because converting the payment run files could result in a local currency payment run with foreign currency suppliers.

You will either be prevented from running the program or the conversion process will stop if the system detects any of the above.

In addition, you should:

Processing considerations

  • Audit trail

    We strongly recommend that you email the AP Currency Conversion Report to a suitable recipient or export it to file for audit trail purposes and also to be able to reproduce the report on demand. This also overcomes any potential problems where, for example, the printer jams causing you to lose the report.

  • Triangulation

    You cannot convert a foreign currency supplier to another foreign currency if the source and target currencies are triangulated (Currencies).

Application Help Pane

Application Help Panes provide step-by-step instructions for various functions within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program. The intention is that the pane provides information that is uncluttered and easy to navigate.

You can embed an Application Help Pane:

  • in the main SYSPRO menu

  • in any program with panes, if not using roles

  • when adding a role layout in Design Mode.

Inserting Application Help

You would typically follow this procedure to display help for the current program in a customized pane that can be pinned to the program window.

Information includes step-by-step instructions for the various functions available within the program, including a brief overview of what the program does, what setup options are required and how to personalize the program.

  1. Open the program for which you want to insert application help into a customized pane.

    This functionality is only available for a program that has panes.

  2. Right-click any form field.

    You can also click the triangle menu icon that appears in the title area of a pane.

  3. Select Insert Application Help from the context-sensitive menu.

    The application help appears in a pane within your program. You can reposition the pane using the docking stickers or pin it to the program window.

Removing the Application Help pane

If you no longer want to display application help in a pane for your current program, you can simply remove it.

  1. Select the Close icon in the right-hand corner of the application help pane.

  2. Confirm that you want to delete the pane.