Access Keys:
Skip to content (Access Key - 0)

Currency Rate Logic

Product Version: 2.04.000
Document Version: 1
Last Updated: 21/07/2020

This white paper will help you to …

  • Understand the currency logic in Tourplan
  • Implement Foreign Exchange INI settings

Below is the current logic of currency sub-codes, currency rates and currency conversions as at Version 2.04. This document assumes all necessary exchanges have been correctly set-up.

Database

1) You can specify different BUY and SELL currencies at the Service Rate level in the Service Options Database. There is no conversion rate used here – the effective exchange rate is a simple calculation based on the values in the Cost & the Sell columns. Any changes to the Exchange Rates file in Tourplan will have no affect here.

Bookings

2) Booking Header

    1. The currency sub-code for a new booking will default to the currency sub-code specified against the agent in the Debtors Details screen;
      1. If no currency sub-code (or the 'blank' currency sub-code) is attached to the debtor then the currency sub-code will default to the currency sub-code defined in INI maintenance by the DEFAULT_SUBCODE INI flag;
        • If the DEFAULT_SUBCODE INI flag is not set the system will use the 'blank' currency sub-code;
    2. This can be overridden by manually selecting the currency sub-code to use in the booking header;
    3. The exchange rate stamped against the Booking Header is the exchange rate from the Tourplan Currency Rates file for the selected currency sub-code as at TRAVEL DATE for Booking Currency to Base Currency;
    4. NOTE: Changing the Travel Date of the booking will not automatically update the exchange rate stamped against the Booking Header based on the new Travel Date; You have the option to update the exchange rate by selecting 'Update Exchange Rates' on the recalculate screen.

3) Booking Service Lines

    1. When you insert a service into a booking: The exchange rate used to convert from service line currency to booking currency is the exchange rate from the Tourplan Currency Rates file as at the SERVICE DATE for the currency sub-code specified in the booking header.
    2. NOTE: Changing the Service Date will not automatically update the exchange rate stamped against the Service Line; You have the option to update the exchange rate by selecting 'Update Exchange Rates' on the recalculate screen
    3. There is no exchange rate stored against the service line for converting from service line currency to base currency

Debtors

4) Non-Tour Related Invoice

    1. The invoice will use the 'blank' currency sub-code unless manually overridden on the Insert Transaction screen;
    2. The exchange rate used to convert from Transaction (Invoice) Currency to Base Currency is the exchange rate from the Tourplan Currency Rates file for the selected currency sub-code as at SYSTEM DATE of the SQL Server.

5) Tour Related Invoice

    1. Input Exchange Rate – from Booking Currency to Invoice Currency
      1. The invoice will use the currency sub-code from the Booking Header unless manually overridden on the Insert Transaction screen;
      2. The exchange rate used for the invoice lines to convert from Booking Currency to Invoice Currency is the exchange rate from the Tourplan Currency Rates file for the selected currency sub-code as at SYSTEM DATE of the SQL Server.
    2. Transaction (Base) Exchange Rate – from Invoice Currency to Base Currency
      1. The invoice will use the currency sub-code from the Booking Header unless manually overridden on the Insert Transaction screen;
      2. The exchange rate used for the invoice lines to convert from Invoice Currency to Base Currency is the exchange rate from the Tourplan Currency Rates file for the selected currency sub-code as at SYSTEM DATE of the SQL Server.

6) Credit Note

    1. The credit note will use the currency sub-code from the invoice being credited;
    2. The credit note will use the exchange rate from the invoice being credited.

7) Receipts (same currency receipting)

    1. The receipt will use the currency sub-code from the invoice being receipted;
    2. The receipt will use the exchange rate from the Tourplan Currency Rates file for the selected currency sub-code as at SYSTEM DATE of the SQL Server.

8) Receipts (cross currency receipting)

    1. Input Exchange Rate – from Invoice Currency to Receipt Currency
      1. The receipt will use the currency sub-code from the invoice being receipted.
      2. The exchange rate on the Receipt Lines screen will default to the exchange rate from the Tourplan Currency Rates file for the 'blank' currency sub-code as at SYSTEM DATE of the SQL Server.
      3. This exchange rate can be amended on this screen per-invoice being receipted.
      4. (As an aside note if this exchange rate is loaded as a DIV rate, it does not seem to get the rate quite right; to be investigated further)
    2. Transaction (Base) Exchange Rate – from Receipt Currency to Base Currency
      1. The receipt will use the currency sub-code from the invoice being receipted.
      2. The receipt will convert back to Base Currency using the exchange rate from the Tourplan Currency Rates file for the invoice currency sub-code as at SYSTEM DATE of the SQL Server.

9) Unallocated Receipts

    1. The receipt will use the 'blank' currency sub-code;
    2. The receipt will use the exchange rate from the Tourplan Currency Rates file for the 'blank' currency sub-code as at SYSTEM DATE of the SQL Server;
    3. Any subsequent allocation of Unallocated Receipts will use the exchange rate from the original receipt to convert back to base currency.

10) The currency sub-code specified in the debtors details screen has no affect here.

Creditors

11) Non-Tour Related Invoice

    1. The invoice will use the 'blank' currency sub-code unless manually overridden on the Insert Transaction screen;
    2. The invoice will use the exchange rate from the Tourplan Currency Rates file for the selected currency sub-code as at TRANSACTION DATE

12) Tour Related Invoice (AP_EXCHANGE_RATES=T or blank)

    1. Input Exchange Rate – from Voucher (Service) Currency to Invoice Currency
      1. The invoice will use the currency sub-code from the Booking Header;
      2. The exchange rate used for the invoice lines to convert from Voucher (Service) Currency to Invoice Currency is the exchange rate from the Tourplan Currency Rates file for the 'blank' currency sub-code as at SERVICE DATE.
    2. Transaction (Base) Exchange Rate – from Invoice Currency to Base Currency
      1. The invoice will use 'blank' currency sub-code unless manually overridden on the Insert Transaction screen;
      2. Where Voucher (Service) Currency <> Base Currency
        • The exchange rate used for the invoice lines to convert from Invoice Currency to Base Currency is the exchange rate from the Tourplan Currency Rates file for the selected currency sub-code as at TRANSACTION DATE.
      3. Where Voucher (Service) Currency = Base Currency
        • The exchange rate used for the invoice lines to convert from Invoice Currency to Base Currency is the Input Exchange Rate of the invoice line.

13) Tour Related Invoice (AP_EXCHANGE_RATES=B)

    1. When the AP_EXCHANGE_RATES INI flag is set to B (Booking) the system uses the exchange rate of the Service Line to generate the invoice exchange rate, rather than looking an exchange rate up from the exchange rate table
      • The exchange rate used for the invoice lines to convert from Invoice Currency to Base Currency will be the exchange rate stamped against the service line.
       
    2. NB : It can only do this if the input/output currencies involved on the invoice are the same as the service line i.e. Voucher (Service) Currency = Transaction Currency AND Booking Currency = Base Currency. This is the only condition when the same exchange rate could be used. If this test fails then it reverts back to using the transaction date to get the exchange rate.

14) Credit Note

    1. The credit note will use the currency sub-code from the invoice being credited;
    2. The credit note will use the exchange rate from the invoice being credited.

15) Cheques

    1. The cheque will use the currency sub-code from the invoice being paid;
    2. The exchange rate on the Insert Transaction screen for a cheque will default to the exchange rate from the Tourplan Currency Rates file for the 'blank' currency sub-code as at SYSTEM DATE of the SQL Server;
    3. This exchange rate can be overridden at time of entry.

General Ledger Journals

16) Journals

    1. The journal will use the 'blank' currency sub-code unless manually overridden on the Journal Line Detail screen;
    2. On selecting the currency for the journal line in the Journal Line Detail the exchange rate default to the exchange rate from the Tourplan Currency Rates file for the selected currency sub-code as at TRANSACTION DATE;
    3. This exchange rate can be overridden on the Journal Line Detail screen.

Tour Window

17) When viewing the Tour Window in Booking Currency:

    1. The Service Line Costs & Voucher values will convert to booking currency using the exchange rate attached to the service lines;
    2. Debtors Invoices will convert to booking currency using the input exchange rate from the invoice lines;
    3. Debtors Credit Notes will convert to booking currency using the input exchange rate from the invoice lines;
    4. Receipts not processed in booking currency will convert to booking currency using the exchange rate from the Tourplan Currency Rates file for the booking header currency sub-code as at TRAVEL DATE;
    5. Creditors transactions will convert to booking currency using the exchange rate from the Tourplan Currency Rates file for the booking header currency sub-code as at TRAVEL DATE;

18) When viewing the Tour Window in Base Currency

    1. All booking related values will be converted from Booking Currency to Base Currency using the exchange rate stamped against the Booking Header.
    2. This means, for example, that the cost for a service line will be converted from:
      1. service currency to booking currency using the exchange rate stamped against the service line (when it was inserted into the booking); and then from
      2. booking currency to base currency using the exchange rate stamped against the booking header.
      3. There is no direct conversion from service currency to base currency in this scenario.
    3. Debtors transactions will convert to base currency using the Transaction (Base) Exchange Rate from the individual transaction lines;
    4. Creditors transactions will convert to base currency using the Transaction (Base) Exchange Rate from the individual transaction lines.