Negotiated rates apply once the feature is enabled for your location.
Enter the exchange rates you’ve negotiated on the Currency Exchange tab, so converted amounts in Xakia reflect the rates you agreed, not a generic market rate. Your original amounts never change. Conversion only affects the converted values shown in your location currency.
To open it, go to Admin › External Resources › Currency Exchange.
Understand the rate grid
Each row is a currency other than your location currency. Your location currency is pinned at the top and always reads 1.0000.
Each column is a calendar month, from the month your location was created through 1 year beyond the current month.
A number (for example, 1.5320) is a rate set for that month. An arrow means the rate carries forward unchanged from the previous month.
Set or change a rate
Open the editor. Click any cell.
Enter the rate. Enter the rate you negotiated, up to 4 decimal places. Rates with 5 or more decimal places are rejected.
Save. Click Save. A “Changes saved” message confirms it.
A few things to know:
You can edit past, current and future months, so historical data can be accurate.
Entering the same rate that already applies collapses the cell back to an arrow.
Clearing a cell removes that month’s rate, and the previous rate carries forward again.
When you change a current or past rate
Saving a change to a current or past rate reprocesses the existing invoices it affects.
A prompt titled Update currency conversions? appears. The updated conversions appear in the app and in reporting shortly after you confirm. Click Save & Update to continue, or Cancel to close the prompt without saving.
Export your rates
Open the Actions menu and select Export to download Currency Exchange Rates.xlsx. The file includes every currency tracked for your location and every month since it was created, with each carry-forward month shown as its effective rate.
Review the Audit Trail
Below the rate grid, the collapsible Audit Trail lists every rate change with the date and time, who made it, and what changed: the month, the currency, the previous rate and the new rate (for example, EUR: 1.8880 to 1.9200). Newest changes appear first, and you can search by user or activity.
Related articles