Currency and conversion-rate problems

When you buy in a currency different from your default (home) currency, or when exchange rates change, you may see unexpected amounts, mismatched totals, or currency errors. Here's how to diagnose and fix them.

Symptom: "Currency not supported" or "Invalid currency"

The currency you selected doesn't exist in your system, or it's not enabled.

Likely cause: You selected a currency code that your organization hasn't set up, or the currency is archived.

How to fix:

1. Go to Settings → Currencies and Open in Usystems. Review your active currencies.
2. On the cash purchase form, select only a currency from the available list.
3. If the currency you need is missing, contact your system administrator to add it.

Symptom: Amount in default currency doesn't match my calculation

You enter 100 units at 10 USD each (1,000 USD total), but the amount converted to your home currency shows something unexpected (not matching the exchange rate you know).

Likely cause: The system applied an outdated or incorrect exchange rate, or you didn't specify the rate when creating the purchase.

How to fix:

1. Check the exchange rate used: On the cash purchase form, look for an "Exchange Rate" field. The rate shown should match today's rate (or the date of your purchase).
2. If the rate is wrong: Edit the field to enter the correct rate manually. Usystems will recalculate the home-currency amount immediately.
3. If the rate field is locked: The rate may have been locked when you selected the currency. Delete the purchase and start over, entering the exchange rate explicitly before calculating the total.
4. If you don't know the current rate: Check with your accounting team or a currency service (XE.com, OANDA, your bank). Enter the rate you agree on and recalculate.

Example: 1 USD = 100 AFN

• Purchase in USD: 1,000 USD
• Exchange rate: 100
• Home currency (AFN): 1,000 × 100 = 100,000 AFN

Symptom: Purchase saved, but line items show the wrong currency

You created a purchase in USD, but when you view it, the line items show prices in your home currency. The total looks wrong.

Likely cause: The form automatically converts line prices to your default currency when displaying them, which can be confusing.

How to fix:

1. Check the document header: The currency of the purchase should be shown at the top or in a "Currency" field. This is the currency of the original transaction.
2. Review the exchange rate: Look for an "Exchange Rate" or "Conversion Rate" section. This shows the rate used to convert to your home currency.
3. Recalculate manually: Multiply the original amount by the exchange rate. If it matches the displayed home-currency amount, the conversion is correct.
4. If it doesn't match: There may be a rounding difference, which is normal for small amounts. Report it to your administrator if the difference is significant.

Symptom: Multiple currencies on one purchase cause a "conflicting currency" error

You're trying to add line items in different currencies (USD and EUR) to the same purchase.

Likely cause: Usystems requires all line items in a single purchase to be in the same currency. You cannot mix currencies within one document.

How to fix:

1. Create separate purchases: Split the purchase into two documents—one for USD items, one for EUR items. Each gets its own exchange rate.
2. Convert manually first: If you need to mix currencies for accounting reasons, convert all items to one currency before entering them. Use your agreed-upon rate.

Symptom: Exchange rate keeps changing between saves

You save the purchase, come back later, and the exchange rate and converted amount are different.

Likely cause: The system may be using a live feed of exchange rates that updates daily. If you save without locking the rate, it recalculates when you revisit the form.

How to fix:

1. Lock the rate explicitly: When creating the purchase, if there's an "Exchange Rate" or "Lock Rate" field, enter your rate and confirm it's locked (usually a checkbox or button).
2. If the rate is unlocked: The form will use the current market rate. If you need a fixed rate for accounting, contact your admin to set a standard company rate for that date or permanently.
3. Check your purchase journal: Once saved, your purchase should show a fixed rate in the ledger. The confusion usually only affects the edit form before final save.

Symptom: Rounding differences in the converted amount

You calculate 1,000 × 100 = 100,000, but the system shows 100,001 or 99,999.

Likely cause: Exchange rate rounding. If the actual rate is 100.005, multiplying 1,000 by it gives 100,005, which rounds differently depending on the system's rules.

How to fix:

1. Accept small differences: Rounding of 1-2 units on large amounts is normal and acceptable in accounting.
2. If the difference is large: Review the exchange rate you entered. A rate of 100.05 instead of 100.00 will create a noticeable difference.
3. Manual adjustment: If needed, after saving, your accountant can create a small journal entry to account for the rounding difference.

When to contact support

If you see currency errors after following all the above steps, or if currency fields are missing from your forms, contact your system administrator with:

• The original currency and amount
• The home currency and the amount shown
• The exchange rate you used
• A screenshot of the error or the purchase form