How to
Enter an Invoice in Foreign Currency
In Data Plus, users
have the option to setup the system to allow for the entry and payment of
invoices in Foreign Currency. Entering an invoice in foreign currency is
virtually seemless, and the system will automatically calculate the equivalent
functional rate , and the foreign exchange gain/loss on each individual
invoice.
For information on
enabling foreign currency, read the Setup Foreign Currency tech note and
contact Data Plus Support.
1) Invoice
Entry
From the main DPHS screen select Invoices > AP Invoices Data Entry, then press F5 to insert a new batch of invoices. The following batch header screen will appear:
Batch ID – This system will
automatically default in the unique batch ID.
Property – Enter in the
Property for which the invoices are being entered . (Multi-property databases
only)
Trans Cnt – Enter the number of
invoices to be entered in this batch.
Total DR – Enter the total
number of debits in this batch. This is the total amount for all debit invoices.
Total CR – Enter the total
number of credits in this batch. This is the total amount for all credit invoices.
Post Mo/Yr – The system will
default in the current post month and year of the AP module. It may be modified
or restricted based on the security settings of the user.
Please
Note: Both functional currency and foreign currency invoices may be entered in
the same batch. The Total DR and Total CR fields are used as a way to verify
that the batch is in balance before posting.
Once
these fields have been entered, press F2 to continue. The following invoice
entry screen will appear.
Entry of a foreign
currency invoice is virtually the same as regular invoices. Only the following
fields are handled differently:
Invoice Amount – Enter the amount of
the invoice, in foreign currency. Upon pressing F2 to save and continue, the
system will automatically calculate the equivalent functional currency and
display to the right of this field.
In
the above example, we can see that $100.00 Arubans is equivalent to $56.18
American Dollars (the functional currency of this database).
Forgn Curr Inv – Use Ctrl-L to
select the foreign currency being used for this invoice. This field may
automatically default in from the Vendor record.
Forgn Curr Pay – Use Ctrl-L to
select the foreign currency that will be used for payment of this invoice. If
specified, it must be the same currency
as the Forgn Curr Inv field. If left blank, the invoice will be paid in
functional currency. This field may automatically default in from the Vendor
record.
Press F2 to continue
once all invoice fields have been entered. The following screen will appear:
The only difference on
the line item distribution screen when entering a foreign currency invoice is
that the distribution amount must be entered in foreign currency.
Press F2 to save and
continue entering another invoice. Press ESC once finished entering invoices in
this batch.
2) Run the Edit List & Post
Once invoice entry is complete, print the edit list to make sure there are no errors and verify the entries. Foreign Currency information is displayed on both the edit list and posting journal. Once posted, the invoice(s) will be available to view in monthly reports, vendor reports, and inquiries.
Sample Edit List
Sample Posting Journal
If
you have further questions, please visit our website www.dphs.com OR contact Data Plus Support.