Currency and conversion-rate problems

When creating a sales order, you may encounter errors related to currency or exchange rates. Below are the most common problems and how to fix them.

Currency mismatch error

Symptom: You see an error like "Currency does not match" or "Cannot use currency X with this customer."

Why it happens: The customer has a default currency set in their profile, and you are trying to create an order in a different currency.

Fix:

1. Go to Contacts → Customers Open in Usystems and open the customer
2. Look at the Default Currency field (usually in the main customer details section)
3. Your sales order must use that currency, OR you can change the customer's default currency if you have permission
4. If you need to use a different currency, contact your administrator

Alternatively, if your system allows multi-currency orders:

• Create the order in the customer's default currency instead, or
• Ask your administrator to set up the customer to accept orders in multiple currencies

Exchange rate not found

Symptom: You see an error like "Exchange rate not found" or "Rate not available" when you try to save.

Why it happens: You are using a currency different from the customer's default currency, and the system cannot find a valid exchange rate.

Fix:

Your administrator needs to set up an exchange rate between the two currencies. Ask them to:

1. Go to Company Setup → Currency Exchange Rates Open in Usystems
2. Add a rate from the customer's currency to the order currency
3. Make sure the rate is current (dated today or very recently)

Once the rate is added, you should be able to create the order.

Decimal places or currency symbol issues

Symptom: The amounts display incorrectly, or you see rounding errors.

Why it happens: Currencies are configured with different decimal places. For example, USD uses 2 decimal places (1.00), while some currencies use 3 or 0.

Fix:

This is usually automatically handled by the system. If amounts are displaying strangely:

1. Check that the currency is selected correctly in the order
2. Verify the amount by viewing the order details
3. If amounts are truly incorrect, contact your administrator to check the currency configuration

Can't change currency once items are added

Symptom: You added items to an order, and now you can't change the currency.

Why it happens: Once items are in the order, the system locks the currency to prevent calculation errors.

Fix:

1. Remove all line items from the order (delete each row)
2. Now you should be able to change the currency
3. Re-add the items in the correct currency

Alternatively, if you need a different currency:

• Cancel this order and start a new one with the correct currency from the beginning

Rate expires or changes

Symptom: You created an order yesterday with a valid rate, but today you see an error that the rate is invalid.

Why it happens: Exchange rates can expire or change based on your company's business rules. Your administrator may have updated the rates.

Fix:

Contact your administrator to:

1. Check the current exchange rates in Company Setup → Currency Exchange Rates
2. Confirm that a rate exists for the currency pair you need
3. Update the rate if needed

Then try creating the order again.

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