Expense Claims: Creation of an Expense Claim with Receipts in Different Currencies

You can specify or override the exchange rate in an expense receipt if the Enable Rate Override check box is selected for an employee on the General tab of the Employees (EP203000) form.

Currencies can be specified for an expense claim in the following elements on the Expense Claim (EP301000) form:

  • Currency box in the Summary area: The employee currency. The claim is assigned the default employee currency with the default exchange rate.
  • Currency column on the Details tab: Initially, the receipt currency, although you can alternate between it and the base currency by clicking the Currency Toggle button. The lines of an expense claim contain the amount in the receipt currency (Claim Amount column) and the amount in the claim currency (Amount in Claim Curr. column). The exchange rate is not copied from the expense receipt to the expense claim line, but it can be calculated from the amounts in two currencies. If you click the Currency Toggle button, the Amount and Amount in Claim Curr. columns will show the amounts in the base currency.
    Tip: You can submit expense receipts in any currency, including non-accounting currencies, which have the Use for Accounting check box cleared on the Currencies (CM202000) form.

Example

Suppose that the base currency is the US dollar (USD). The following expense receipts in the euro (EUR) have been created in the system:

  • An expense receipt for 100 EUR at the exchange rate of 1 USD = 0.93 EUR, which is 107.53 USD in the base currency
  • An expense receipt for 300 EUR at the exchange rate of 1 USD = 0.95 EUR, which is 315.79 USD in the base currency

Further suppose that on the Expense Claim (EP301000) form, a claim has been created in the British pound (GBP) and the expense receipts in the euro have been added to it. The default exchange rate of GBP to USD (1.26569942) has been specified in the Summary area of the form.

In each line, the amounts of the expense receipts are shown in the receipt currency (EUR). Amounts in the claim currency are calculated through the base currency as follows:

  • For the first line: 107.53 USD / 1.26569942 ~ 84.96 GBP
  • For the second line: 315.79 USD / 1.26569942 ~ 249.50 GBP

If you click the Currency Toggle button in the Summary area for the claim, you will see the receipt amounts in the base currency at the rate of the expense receipt.

The released expense claim is shown in the following screenshot.

Figure 1. The expense claim in GBP with receipts in EUR