Troubleshooting multi-currency documents

Document creation fails with a currency error

Symptom: You receive an error when trying to create an invoice, bill, or purchase order in a non-default currency.

Likely causes (ordered by probability):

1. Currency is not active in your system — The currency you selected exists in Usystems, but your administrator has not enabled it for use in documents.
2. No exchange rate is set for today — The system cannot calculate the conversion rate between your home currency and the selected document currency.
3. Currency does not exist in the system — The currency code was mistyped or has not been added to Usystems yet.

Fix for each:

• Currency not active: Ask your administrator to navigate to Settings → Currencies Open in Usystems and enable the currency you need.
• Missing exchange rate: Navigate to Accounting → Exchange Rates Open in Usystems, check the rate for today's date between your home currency and the document currency, and add it if missing. Rates are usually updated once per day; verify the date matches your system date.
• Currency does not exist: Contact your administrator to add the currency in Settings → Currencies Open in Usystems.

Exchange rate shows incorrect value

Symptom: The exchange rate on a document (or in the Exchange Rates list) is wrong, or it changes unexpectedly when you save the document.

Likely causes:

1. Rate is manually set to an outdated value — Your exchange rate was entered by hand and has not been updated since the real rate changed.
2. System used a different date's rate — The exchange rate for your document's date differs from today's rate. Usystems looks up the rate for the document's creation date, not today.
3. Contact currency differs from your expectation — If the document is linked to a customer or vendor, the system may have defaulted the document currency to match the contact's home currency.

Fix for each:

• Update outdated rates: Navigate to Accounting → Exchange Rates Open in Usystems, select the rate pair (e.g., USD ↔ AFN), and replace the old value with the current rate.
• Check the document date: On the document (invoice, bill, etc.), verify the date. If it is in the past, check whether the exchange rate was different on that date. You can adjust the date and the system will recalculate the rate for the new date.
• Verify contact currency: Open the customer or vendor linked to the document (navigate to Contacts Open in Usystems), check their contact details, and confirm their home currency is what you expect. Change it if needed, then recreate the document.

Amount in home currency is zero or incorrect

Symptom: After you enter an amount in a foreign currency, the "total in home currency" field shows zero, a very small amount, or a number that does not match your calculation.

Likely causes:

1. Exchange rate is missing or zero — The system cannot perform the conversion because no rate exists, or the rate was accidentally set to zero.
2. Item line quantity or price is zero — If you are adding items to the document, check that the quantity and unit price are both non-zero. Even one zero line can break the total.
3. Rounding on small amounts — If you are converting very small foreign-currency amounts, the home-currency equivalent may round to zero (e.g., 0.01 USD at a 80:1 rate).

Fix for each:

• Restore the exchange rate: Navigate to Accounting → Exchange Rates Open in Usystems, confirm a rate exists for today (or your document date), and that the rate is greater than zero. Add or update it if needed.
• Check line items: On the document, verify that all item lines have a quantity greater than zero and a unit price greater than zero. Delete any incomplete lines.
• Accept the rounding: Very small amounts may legitimately round to zero in the home currency. If the amount is intentionally small, verify this is acceptable for your accounting.

Currency change is not reflected in stored totals

Symptom: You changed the exchange rate for a currency pair, but documents created before the change still show the old rate and conversion totals.

Why this happens: Usystems stores the exchange rate used on each document separately (as a snapshot). Changing the current rate does not recalculate totals on documents already created. This is by design — it preserves the historical record of what was actually transacted.

What to do:

• If the document is still a draft: Delete the document and recreate it. The system will apply the new exchange rate.
• If the document is finalized or has posted to accounting: Contact your administrator. Correcting a historical exchange rate requires a journal entry adjustment (reversing the original posting and posting the corrected amount). This is an accounting decision, not a system issue.

When to contact support

Contact your administrator or support if:

• You cannot find the currency you need in the currency list, even after checking Settings → Currencies.
• Exchange rates are updating incorrectly, or the system is not accepting your rate entry.
• A finalized document shows an exchange rate you know is wrong, and you need help with the accounting correction.