Creating a sales order in a foreign currency (conversion rate)

If your customer is in another country and wants to be quoted in a different currency (such as USD, PKR, or EUR), you can create a sales order in that currency. The system will automatically apply the exchange rate to convert to your base currency for accounting purposes.

Before you start

• The customer must be selected on the sales order.
• Your company must have multi-currency enabled (set up in Settings).
• The currency you need must be created in your chart of accounts or currency settings.
• You should know the exchange rate to apply, or allow the system to use the current market rate.

Steps

1. Create a new sales order and select the customer. Open in Usystems

2. After selecting the customer, look for the Currency field (usually near the date). The field may default to the customer's default currency if they are set up in a specific currency.

3. Click the Currency dropdown and select the currency you want to use for this order (e.g., USD, EUR).

4. The Exchange Rate field appears. It may be pre-filled with the latest rate from your system. If you need to use a different rate (locked in with the customer, for example), click the rate field and enter the correct one.

5. Add lines to the order as normal. The prices are entered and displayed in the currency you selected.

6. The system shows two totals:

   • Order Total (in the order currency, e.g., USD 1,000)
   • Base Currency Total (automatically converted, e.g., AFN 60,000 at the exchange rate)

7. Click Save when done.

Accounting impact

When the order is converted to an invoice, the accounting entries are recorded in your base currency using the exchange rate you applied. The exchange rate is locked in at the time the invoice is created, so any future rate changes do not affect this order.

Tips & common mistakes

• Lock in the rate early: if you know the customer has agreed to a specific exchange rate, enter it now. Changing it later may upset the agreement.
• Ask your customer what currency they expect: miscommunication about currency can cause confusion and delays.
• Products may have multi-currency prices: if a product is set up with prices in multiple currencies, those will be used as defaults. You can override any price.
• The exchange rate applies to the whole order. You cannot use different rates for different lines in a single order.
• Check the converted total: always verify that the base currency total (shown at the bottom) matches what you expect based on the exchange rate you entered.