Taking payment in a different currency than the sales receipt

In a multi-currency business, a customer may owe a sales receipt in one currency (for example, USD) but want to pay in another (for example, AFN). Usystems will automatically convert the payment using your configured exchange rate and record any gain or loss on the transaction.

Before you start

• Your system must be set up to use multiple currencies. If you see no currency options in receipts or payments, your Usystems instance may use a single currency only.
• The sales receipt must already exist and be saved.
• Know the current exchange rate between the receipt currency and the payment currency (Usystems can use a default, but confirm it is correct).
• You must have permission to record payments and work with multiple currencies.

Steps

1. Go to Sales Receipts Open in Usystems and open the receipt you want to record a payment for.

2. Check the receipt's currency (shown in the header or receipt details). Note it down (e.g., "USD").

3. Scroll down to the Payments section.

4. Click Add Payment or the option to add a new payment row.

5. Fill in the payment details:

   • Amount: Enter the amount the customer is paying.
   • Currency: Select the currency of the payment. This may differ from the receipt currency.
   • Payment method: Select cash, card, cheque, or another method.
   • Account: Choose the bank or cash account that receives the payment.

6. After you select a different currency, Usystems will display:

   • The exchange rate it is using (e.g., 1 USD = 76 AFN).
   • The converted amount in the receipt's original currency.

7. Review the converted amount to ensure it settles the receipt as intended. If the rate looks wrong, contact your administrator to update exchange rates.

8. Click Save to record the payment.

Accounting impact

When you take payment in a different currency:

• The receipt's receivable is credited (reduced) by the converted amount in the receipt currency.
• Your cash or bank account is debited (increased) in the payment currency.
• The difference between the converted amount and the original receipt amount is recorded as a foreign exchange gain or loss in your chart of accounts.

For example: If a USD 100 receipt is paid with AFN 7,600, and the system rate is 1 USD = 76 AFN, there is no gain or loss. But if the customer pays AFN 7,500 (one-half of 1 percentage point cheaper), the system records a small foreign exchange loss.

Tips & common mistakes

• Exchange rate is stale: If you know the actual exchange rate is different from what Usystems is showing, ask your administrator to update it. Do not manually calculate a different amount—always let the system handle the conversion.
• Partial payment in different currency: You can accept a partial payment in one currency. For example, a USD 100 receipt can be partially paid with AFN 3,800 (approximately USD 50 at current rates). The receipt remains unpaid for the remainder.
• Multiple currencies on one receipt: A single receipt can receive payments in multiple currencies. You might collect AFN today and USD next week. Each payment converts separately.
• Check your chart of accounts: After taking multi-currency payments, review your foreign exchange gain/loss account in Accounting Reports to see the cumulative effect of exchange movements.