Currency and conversion-rate problems

Symptom

You are creating an invoice in a currency other than your company's default, or the exchange rate is not calculating correctly. You may see:

• An error about a missing exchange rate.
• Blank or unexpected amounts in the local currency field.
• The invoice total does not match the manual calculation.

Likely causes

1. No exchange rate is set for the date If the invoice currency differs from your base (company) currency, the system needs an exchange rate for that date. If no rate exists, the save will fail.

Fix:

1. Check the invoice Date field. Make sure it is the date you intend.
2. Go to Settings → Exchange Rates (or Rates in your settings menu).
3. Search for the currency pair (e.g., AFN to USD) on or near the invoice date.
4. If no rate exists for that date, click + Add Rate and enter the rate for today's date. The system will use the closest rate it can find.
5. Return to your invoice and refresh the page to reload the exchange rate.

2. Exchange rate is set, but for the wrong currency pair You may have set a rate in the wrong direction (e.g., USD to AFN instead of AFN to USD).

Fix:

1. Go to Settings → Exchange Rates.
2. Check that the rate is for the correct pair: From [your invoice currency] To [your base company currency].
3. If the pair is reversed, add a new rate with the correct direction.

3. Customer or invoice line is in a currency with no receivable account If your chart does not have a receivable account for the invoice currency, the save will fail. (See the related article Missing account errors for more details.)

Fix:

1. Go to Settings → Chart of Accounts Open in Usystems.
2. Create a receivable account for the missing currency, or ensure an existing account covers that currency.
3. Go to Settings → Business Configuration and assign the account for this currency.
4. Return to the invoice and try saving again.

4. Product price is not set or is zero Each line item in the invoice must have a unit price. If a product's price is zero or blank, the total will show as zero even if the currency is correct.

Fix:

1. On the invoice form, scroll to Items and check each line's Unit Price.
2. Enter a price greater than zero for each item.
3. The system will automatically recalculate the total in both the invoice currency and your base currency.

5. Rounding differences in the base currency When converting amounts from one currency to another, small rounding differences are normal. For example, 100 USD at 79 AFN/USD may be 7,900.50 AFN (not exactly 7,900 or 7,901).

Fix: This is expected behavior. If the difference is less than one cent (or one afghani), it is within acceptable rounding tolerance and should not be corrected.

6. Stale or incorrect exchange rate in the system The rate may have been entered incorrectly in the past, or market rates may have changed.

Fix:

1. Go to Settings → Exchange Rates.
2. Find the rate for the date in question.
3. Edit the rate and enter the correct value.
4. Return to your invoice and refresh to see the updated calculation.

Tips & common mistakes

• Always verify the invoice date before checking the exchange rate. Rates change daily, and selecting the wrong date is a common cause of confusion.
• If you are unsure of the correct rate, check a trusted source (e.g., the central bank) and update your exchange rates in Usystems before creating invoices.
• Some products may require all amounts to be in the company's base currency. Check with your administrator if you are unsure whether multi-currency invoicing is enabled for your product line.

When to contact support

If you have verified the exchange rate, set up the correct accounts, and the invoice still shows unexpected amounts or will not save, contact support with:

• A screenshot of the invoice form showing the currency and amounts.
• The date of the invoice.
• The currency pair (e.g., "USD to AFN").
• The exchange rate you are using.