Managing Currencies

Manage Currencies allows you to create and delete currencies and determine reporting currencies.

Accessing manage currencies

1. Select the Consolidate module.
2. Select the Administration category.
3. Expand Foreign Exchange.
4. Click Manage Currencies. The Manage Currencies dialog appears and contains the following options:
   • Import
   • Manage
   • Export

Importing currencies

The import option in the Manage Currencies dialog allows you to create and update currencies in the database from a .csv file.

Note: Any entries in the import file that would disable translation settings will be confirmed prior to any related translation symbols being deleted.

To import currencies:

1. For Option, select Import.
2. Select the .csv file to import from.
3. Click OK. A table will be displayed showing the summary of all actions performed by the import.

.csv file example:

where:

• Translate indicates whether the currency is translated to. This is either 1 (enabled) or 0 (disabled).
• @Budget Rates indicates whether the currency is translated to at budget rates. This is either 1 (enabled) or 0 (disabled).
• @Prior Year Rates indicates whether the currency is translated to at prior year rates. This is either 1 (enabled) or 0 (disabled).
• Currency is the name of the currency symbol, enclosed in double quotation marks.

Managing currencies

The Manage option in the Manage Currencies dialog allows you to create, update and delete currencies from within the Manage Currencies table

To manage currencies:

1. For Option, select Manage.
2. Select the currency to manage. In the Manage Currencies table the list of currencies selected is displayed.

   Note: You may leave the currency selection blank to start with an empty table. This can be used if currencies only need to be added; not deleted or modified

Adding a currency

1. Click Add to add a new currency.

   Note: You can add a new currency that has similar settings by selecting an existing row and clicking duplicate.

2. For each currency, fill in the following fields:

   1. Currency: Select the currency from the list.

      Note: You can quickly select a currency by opening the list, moving the cursor to the first currency in the list, and starting to type the name of the currency.

   2. Translate to this Currency?: Check this option if this currency will be translated from other currencies.

   3. @ Budget Rates?: Check this option for a translated currency to also translate to this currency at budget exchange rates.

      Note: Only selectable if budget symbols were deployed during setup.

   4. @ Prior Year Rates?: Check this option for a translated currency to also translate to this currency at prior year rates.

Currencies are not added until you click Apply.

Deleting a currency

Delete a currency by selecting the row and clicking delete. The currency is not deleted until you click Apply.

Editing a currency

You can change the translation settings for a currency by checking or un-checking the translation options. No changes are applied until you click Apply.

Applying changes

To apply changes to the currencies, click Apply.

For new rows in the table:

• Each new currency will be added as a source currency.
• Each new currency set to translate will also be added as a reporting currency.
• Each new currency set to translate at budget rates will also be added as a reporting currency @ budget rates.
• Each new currency set to translate at prior year rates will also be added as a reporting currency @ prior year rates.

For modified currencies:

• Any enabled translation settings will be applied.
• Any disabled translation settings will be confirmed.
  • If confirmed, the related symbols are deleted.
  • Otherwise, the settings are restored in the table.

For deleted rows:

Note: Delete will be cancelled If the currency is in use by any entity, or the currency is used in a translation.

• Each deleted currency will be confirmed before deleting.
  • If confirmed, the related symbols are deleted.
  • Otherwise, the row is restored to the table.

Results

• All actions performed are presented at the end of processing with:
  • Each row identified by its row number.
  • The action performed or the reason any error occurred.
• Any valid changes, not cancelled, are applied.

Refreshing the currencies

• Click Refresh to refresh the list of currencies.
• Click Selections to change the selected currency and refresh the list of currencies.

In either case, if there are any unapplied changes, you will be prompted to apply or discard any changes that have not yet been applied.

• Choose Apply Changes to apply any changes made, then refresh the list of currencies. If there are any errors the refresh will not be performed.
• Choose Discard Changes to discard any changes made, then refresh the list of currencies.
• Click Cancel to return to the table without refreshing the list of currencies.

Importing into the currencies table

1. Click Import to import from a .csv file into the currencies table.
2. Select the file to import. See .csv file example: for import file format.
3. Select one of the following options to replace existing rows:

   1. Replace Existing Rows: If this option is checked, all rows in the table view will be cleared and replaced with the currencies in the import file.

   2. Do Not Replace Existing Rows: If this option is unchecked, all entries in the import file will be appended to the table view.

      Note: Any currencies that exist multiple times in the same import file will be initially duplicated in the table view. Any currencies that exist in the import file AND already exist in the table prior to import will be initially duplicated in the table view. Once you click Apply, the settings for the last instance of the duplicated currency will be used.

4. Click OK. The file will be imported into the table.
5. Click Apply to save the changes.

Exporting from the currencies table

1. Click Export to export from the currencies table to a .csv file.

2. Select the .csv file to export to.

   Note: If the file selected does not currently exist, it will be created during the export process.

3. Click OK. A confirmation dialog will appear.
4. Click View File to view the exported file.

Exporting currencies

The Export option in the Manage Currencies dialog allows you to export currencies and their related translation settings from the database to a .csv file.

To export currencies:

1. For Option, select Export.
2. Select the .csv file to export to.

   Note: If the file selected does not currently exist, it will be created during the export process.

3. Select symbols to export.
4. Click OK. A confirmation dialog will appear.
5. Click View File to view the exported file.