| The exchange rate quotas are used to convert the total amount of a voucher from a foreign currency to the house currency on the basis of a fixed rate. |
| Companies buy a quota of foreign currencies from banks for a fixed exchange rate. This is on account of the commercial handling of rate fluctuation and avoiding the change losses involved. |
| In the basic data Quotas for exchange rates in ACCOUNTING quotas can be administrated and controlled. |
| Exchange rates can still be entered in the voucher items tab in voucher files manually. |
The quotas for exchange rates are only used for posting-relevant vouchers. |
Outgoing and incoming invoicing
Voucher headers in the outgoing and incoming invoicing display the quota for exchange rates defined as the default in the basic data instead of the currency rate. Only the non-completed quotas are filtered out for the preallocation according to the currency in the voucher header.
If no quota is defined as the default, you can choose a quota for exchange rates in the dropdown menu.
The quota is editable.
The respective exchange rate cannot be modified.
Example for outgoing invoices:
Example for incoming invoices:
Voucher entry without R.O.E. field
Some voucher headers do not have a field for the entry of a currency rate, e.g. consol-collect invoices in the airfreight. In case of these vouchers, the system will open a separate mask to enter a quota for exchange rates after saving.
If defined, the default quota will be used as the basis and the voucher is saved immediately.
Save voucher
When you save the voucher, the system checks whether the foreign currency amount can be posted via the selected quota for exchange rates, i.e. if the open amount of the quota suffices.
If this is not the case, the system will not assign an invoice number. The user cannot save the voucher and needs to either select a different quota or cancel the voucher entry without saving.
If all entered quotas for exchange rates for a foreign currency are marked as complete, the system will consult the R.O.E. from ACCOUNTING → CURRENCIES or the VESSEL R.O.E.
Cancel voucher
If vouchers are cancelled, the system will post the amount back onto the quota regardless of the “complete” indication.
This prevents rate differences between original and cancellation voucher.
Modify vouchers
When modifying vouchers, the previous amount will also be posted back to the quota. The modified amount is reduced again.
Enter collective vouchers
The quota for exchange rates of collective vouchers is recorded in the voucher header. The quota is not booked until saving and cancelling the collective voucher files.
If you have activated the basic data COMPANY → INVOICING setting that the R.O.E. in collective vouchers CANNOT be modified (faktstamm_t.kurs_aenderbar_sam = N), the quota for exchange rates in collective voucher files is drawn from the collective voucher header.
In order to ensure the correct posting of the quota, modifying the quota for exchange rates in case of this basic data setting is only possible as long as no collective voucher files have been entered.
Drafts, accruals, and internal settlements
The system does not access the quota for exchange rates for voucher types like drafts, accruals, or internal settlements.