Entering and Processing Foreign Currency Invoices

This chapter provides an overview of foreign currency invoices and discusses how to:

• Enter invoices in a foreign currency.

• Review invoices in a foreign and as if currency.

• Post foreign currency invoices.

Understanding Foreign Currency Invoices

This section provides overviews of:

• Domestic versus foreign currency invoices.

• Rounding versus soft rounding.

• How domestic amounts are calculated on foreign invoices without taxes.

• How domestic amounts are calculated on foreign invoices with taxes.

• Multicurrency batch totals.

• How to process foreign currency batch invoices.

Understanding Domestic Versus Foreign Currency Invoices

The relationship between the base currency of a company and the transaction currency of an invoice determines whether the invoice is a domestic currency transaction or a foreign currency transaction.

When you enter an invoice, the currency of the company determines the base (domestic) currency of an invoice, whereas the currency in which you issue an invoice determines the transaction currency.

Domestic Currency Invoices

An invoice is a domestic currency transaction when the transaction currency that you assign to it is the same as the base currency of the company that you enter on the invoice record. When you enter a domestic invoice, the system does not update or display foreign amount fields because no foreign amounts involved in the transaction.

For example, assume that the base currency of a company is U.S. dollars (USD). You enter an invoice for that company and assign a transaction currency of USD. The base currency of the company is the same as the transaction currency of the invoice; therefore, the invoice is domestic.

Foreign Currency Invoices

An invoice is a foreign currency transaction when the transaction currency that you assign to it is different from the base currency of the company that you enter on the invoice record. The invoice has a foreign amount (based on the currency of the transaction) and a domestic amount (based on the base currency of the company). The system calculates the domestic amount of a transaction using the exchange rate from the F0015 table or the exchange rate that you enter on the invoice record.

For example, assume that the base currency of a company is USD. You enter an invoice for that company and assign a transaction currency of Japanese yen (JPY). The base currency of the company is not the same as the transaction currency of the invoice; therefore, the invoice is foreign.

Understanding Rounding Versus Soft Rounding

If you process a significant number of invoices that have discounts or taxes, or both, rounding differences can add up quickly. Rounding occurs on any component of a transaction that involves a calculation. The system uses rounding on transactions with a single pay item and soft rounding on transactions with multiple pay items.

Rounding

Rounding automatically occurs when the system performs a calculation and the result does not exactly equal the lowest currency unit, such as the penny for the U.S. dollar. In this situation:

• If the least significant digit is 5 or greater, the system rounds up.

• If the least significant digit is less than 5, the system rounds down.

For example, if the result of a calculation is 0.55672 and the currency is Canadian dollars (CAD), which has two decimal places, the system uses the third number to the right of the decimal to determine the rounding. In this example, it rounds the amount up to 0.56. Conversely, if the amount were 0.55472, the system would use 4 and round the amount down to 0.55. The system ignores all numbers after the third decimal for a two-decimal currency.

Soft Rounding

When the total of two or more amounts must equal a specific amount, the system uses soft rounding to force the total. For example, if you split an invoice for 100 CAD into three payments, the system calculates the first pay item at 33, the second at 34, and the third at 33 so that the total of the three pay items equals 100. If the system did not use soft rounding, you would have to enter an amount that could be divided equally among pay items or submit pay items that did not equal the total amount due, which would not be acceptable.

To minimize the negative effects of rounding, the system uses soft rounding on invoices with multiple pay items. The system stores the amount that it adds or subtracts to a calculated amount (as a result of rounding) in a cache (memory), and then adds or subtracts that amount from the next pay item:

• If the system rounds up the amount for a pay item, it subtracts that amount from the next pay item before rounding that pay item.

• If the system rounds down the amount for a pay item, it adds that amount to the next pay item before rounding that pay item.

If the system did not perform soft rounding, you might overcharge or undercharge a customer. Although soft rounding does not control overcharges or undercharges between invoices, it does minimize the impact of rounding within a single transaction. The system does not carry soft rounding amounts from one invoice to another.

Understanding How Domestic Amounts Are Calculated on Foreign Invoices Without Taxes

When you enter a foreign invoice without taxes, the system simply multiplies the foreign gross amount by the exchange rate to derive the domestic gross amount. If the invoice has a payment term that splits the amount entered into multiple pay items, the system performs soft rounding on both the foreign and domestic gross amounts. It does this so that the sum of the foreign pay items equals the original foreign amount entered and the sum of the domestic pay items equals the original foreign amount entered multiplied by the exchange rate.

These examples illustrate the differences between a foreign invoice that the system splits into multiple pay items and one that is entered with multiple pay items. For these examples, this information applies:

• An invoice is entered in CAD for a U.S. company.

• The foreign currency amount entered is 100.00 CAD.

• The system uses the multiplier conversion method to calculate amounts.

• The exchange rate is 1.4 (CAD to USD).

• The domestic amount calculated by the system equals 140.00 (100.00 × 1.4).

Example: Foreign Invoice Split into Multiple Pay Items

For this example, you assign a split payment term to the invoice. The system splits the total amount into three pay items and calculates a one percent discount, as shown in this table.

When you enter a foreign invoice with a split payment term, the system uses the foreign gross amount to calculate the domestic gross amount before it performs the split. The system actually performs two sets of splits - one for the foreign side and one for the domestic side.

In this example, the system started with 140.00 USD and divided it by 3 (46.666666). Because the system performs soft rounding, it calculates the domestic pay items according to the amounts displayed in the table. Note that the foreign gross amount for pay item 001 (33.33) multiplied by the exchange rate (1.4) does not equal the domestic gross amount (46.67); instead, it equals 46.66. Soft rounding ensures that the total of the split amounts (46.67 + 46.66 + 46.67) equals the amount with which you started (140.00).

Example: Foreign Invoice Entered with Multiple Pay Items (No Split Payment Terms)

For this example, you enter the pay items separately instead of having the system split the total amount into multiple pay items.

When you enter the pay items, the domestic amounts for each pay item are different because the system multiplies the amount that you enter by the exchange rate when you accept the pay item entry.

The system performs the soft rounding for each pay item and the total domestic gross amount equals 140.00 USD, but the pay item amounts are different because the exchange rate is applied to each pay item instead of the total pay amount.

Understanding How Domestic Amounts Are Calculated on Foreign Invoices with Taxes

When you enter a foreign invoice with taxes, the system calculates the tax and discount amounts on the foreign side of the transaction. Using those tax and discount amounts, the system retrieves the exchange rate and calculates the tax and discount amounts for the domestic side of the transaction. If the invoice has multiple pay items, the system performs soft rounding after it calculates the amounts for each side of the transaction.

This diagram shows how the system calculates the foreign tax and gross amounts for a transaction that is entered in a foreign currency:

Foreign currency transactions with taxes

To calculate the tax and gross amounts, the system performs these calculations:

• Multiplies the foreign taxable amount by the tax rate to determine the foreign tax amount.

• Adds the foreign taxable and tax amounts to determine the foreign gross amount.

• Multiplies the foreign taxable and tax amounts by the exchange rate, which is determined by the currency code and exchange rate date, to determine the domestic taxable and tax amounts.

• Adds the domestic taxable and tax amounts to determine the domestic gross amount.

  Note. The system does not multiply the foreign gross amount by the exchange rate to determine the domestic gross amount.

Example: Foreign Invoice with Taxes

For this example:

• An invoice is entered in the euro (EUR) for a U.S. company.

• The system uses the divisor conversion method to calculate amounts.

• The EUR to USD exchange rate is 0.8900757.

• The tax rate is five percent.

• The tax type is for sales tax.

  Transaction	Gross	Taxable	Tax
  Foreign	1,527.75	1,455.00	72.75
  Domestic	1,716.42	1,634.69	81.73

The system:

• Calculates the gross amount.

  1,455.00 (taxable) + 72.75 (tax) = 1,527.75

• Calculates the domestic taxable amount.

  1,455.00 ÷ 0.890075 = 1,634.6924 and rounds to 1,634.69

• Calculates the domestic tax amount.

  72.75 ÷ 0.8900757 = 81.73462 and rounds to 81.73

• Calculates the domestic gross amount.

  1,634.69 (taxable) + 81.73 (tax) = 1,716.42

  Note. If the system were to derive the domestic amount by dividing the gross foreign amount (1,527.75) by the exchange rate (0.8900757), the result would be 1,716.43 and not 1,716.42. And the domestic taxable and tax amounts (1,634.69 and 81.73, respectively) would not equal the gross domestic amount.

Understanding Multicurrency Batch Totals

For flexibility in data entry, you can enter transactions with different currencies in the same batch. If you set up the Accounts Receivable Constants to require batch control, the debit amounts of the entries are added to obtain the batch total. Batch amounts are not currency-sensitive.

If you enter invoices with different currencies in the same batch, the system does not adjust for the decimal places of the different currencies. As a result, the totals for the batch are meaningless. For this reason, many users prefer to enter transactions with different currencies in separate batches.

To determine the expected total for a batch with currencies that have different decimal places, add the amounts without using a decimal point and enter the amount in the Total Expected field on the Batch Control form.

For example, you enter transactions for 10,535.00 EUR and 16,433,500 JPY in the same batch. The system disregards the decimal point in the euro amount and calculates a hash total. The total amount entered, which appears in the Total Entered field on the Batch Control form, is 17,487,000 (1053500 plus 16433500).

The system displays decimals in the Total Entered field on the Batch Control form based on data dictionary item AICU (Input Total). Using the amounts in the example, if you set the Display Decimals field for item AICU to 0, the system displays 17,487,000. If you set the field to 2, the system displays 174,870.00.

Understanding How to Process Foreign Currency Batch Invoices

To successfully upload batch invoice entries from an external source and process them in the JD Edwards EnterpriseOne system, you must first create a custom program that provides proper data to fields in these tables:

• Batch Invoice (F03B11Z1).

• Journal Entry Transactions - Batch File (F0911Z1).

To successfully process the foreign batch invoices that you upload, you must understand the relationship between the Currency Mode, Currency Amount, and Exchange Rate fields in the F03B11Z1 table. These fields are required by the Batch Invoice Processor program (R03B11Z1A) and are used to calculate amounts. Multicurrency batch processing also requires additional fields in the F03B11Z1 and F0911Z1 tables.

See Mapping Requirements for Processing Multicurrency Batch Invoices.

After you successfully map the required fields to the F03B11Z1 and F0911Z1 tables, you run the Batch Invoice Processor program to generate the invoices in the F03B11. This process is not affected by foreign invoices, as long as the mapping is correct.

Entering Invoices in a Foreign Currency

This section provides an overview of foreign currency invoice entry, lists a prerequisite, and discusses how to:

• Set multicurrency processing options for Standard Invoice Entry (P03B11).

• Set multicurrency processing options for Invoice Entry MBF (P03B0011).

• Enter an invoice in a foreign currency.

Understanding Foreign Currency Invoice Entry

You use the Standard Invoice Entry program (P03B11) to enter invoices in a foreign currency. You can assign a currency code at the time you enter an invoice, or let the system assign the default currency code from the customer record.

When you enter an invoice, the system multiplies the foreign gross amount by the exchange rate to determine the domestic gross amount. The default exchange rate is from the F0015 table. You can override this rate when you enter the invoice.

For foreign currency invoices, the currency of the company for the accounts receivable trade account must be the same as the base (domestic) currency of the invoice. For example, a U.S. company enters a foreign invoice in Canadian dollars. The domestic currency of the invoice is USD; therefore, the currency of the company for the accounts receivable trade account must also be USD. If the currency of the company for the account assigned to AAI item RC is different from the domestic currency of the invoice, you receive an error message Trade Account Currency Incorrect and cannot continue entering the invoice.

Note. You can use the Speed Invoice Entry (P03B11SI) program to enter an invoice in a foreign currency. However, unlike the Standard Invoice Entry program, you cannot use the Speed Invoice Entry program to enter the domestic side of a foreign currency invoice. This is because the Speed Invoice Entry program does not allow you to clear the Foreign check box, which would indicate that you are entering the domestic side of the invoice.

Foreign Currency Invoice Revisions

You can revise unposted foreign currency invoices using either the Speed Status Change program (P03114) or the Standard Invoice Entry program. If you use the Standard Invoice Entry program to revise a foreign currency invoice, the system recalculates the domestic amount based on the exchange rate of the invoice, regardless of whether you revise an amount field.

You can delete unposted foreign currency invoices. When you delete a foreign currency invoice, the system deletes both the foreign and domestic sides simultaneously.

You can void posted foreign currency invoices. When you void a foreign currency invoice, the system sets both the foreign and domestic amounts to zero.

Foreign Currency Code Changes

You cannot change the currency code after you enter a foreign currency invoice, regardless of whether the invoice has been posted.

To change the currency, you must enter a new invoice with the correct currency code and delete the incorrect invoice (if it is unposted) or void it (if it is posted).

Foreign Currency Recurring Invoices

When you recycle a recurring invoice that is in a foreign currency, be aware that the Recycle Recurring Invoices program (R03B8101) uses the exchange rate of the original invoice to create the new recurring invoice. It does not use the exchange rate from the F0015 table.

Depending on exchange rate fluctuations, the foreign currency amount of the recurring invoice might be overstated or understated, which could produce a misstated gain or loss.

AID Field Updated During Invoice Entry

When you enter a foreign currency invoice, the system searches for AAI item RC and locates the short account ID that corresponds to the account assigned to RC. It then updates the short account ID in the AID field of the invoice record in the F03B11. Later, when you enter the receipt, the system uses the short account ID in the AID field on the F03B11 record to update the AID field in the F03B14.

Prerequisite

Ensure that the processing option for the Standard Invoice Entry program is set to display domestic and foreign fields.

Forms Used to Enter Invoices in a Foreign Currency

Setting Multicurrency Processing Options for the Standard Invoice Entry Program (P03B11)

Access the processing options for the Standard Invoice Entry program from the Interactive Versions program (P983051). Enter P03B11 in the Interactive Application field.

This section discusses the processing option that is specific to multicurrency processing.

Display

Setting Multicurrency Processing Options for Invoice Entry MBF (P03B0011)

Access the Invoice Entry MBF Processing Options from the Interactive Versions program (P983051). Enter P03B0011 in the Interactive Application field.

This section discusses the processing options that are specific to multicurrency processing.

Taxes

Currency

Entering an Invoice in a Foreign Currency

Access the Standard Invoice Entry form.

Currency	Enter the transaction currency code of the invoice. If you leave this field blank, the system assigns the default currency code of the customer. To enter the domestic amount of a foreign currency invoice, enter the domestic currency code in this field. The system updates the Foreign check box based on the currency code that you enter and its relationship to the base currency of the company.
Exchange Rate	Enter a spot rate in this field, if applicable. Otherwise, leave the field blank to retrieve the exchange rate from the F0015 table.
Base Currency	Displays the currency of the company entered in the Company field.
Foreign	The system selects this check box automatically when you enter a currency code that is different from the base currency code. To enter the domestic side of the foreign invoice, click in the detail area of the form and then clear the Foreign check box.
Gross Amount	Enter the amount of the invoice in either the foreign or domestic currency. To enter the domestic amount of a foreign currency invoice, clear the Foreign check box before you enter the gross amount. To clear the Foreign check box, you must first click in the detail area of the form.

Reviewing Invoices in a Foreign and As If Currency

This section provides an overview of multicurrency invoice inquiry, lists a prerequisite, and discusses how to:

• Set multicurrency processing options for Customer Ledger Inquiry (P03B2002).

• Review invoices in a foreign and as if currency.

Understanding Multicurrency Invoice Inquiry

You can use the Customer Ledger Inquiry program to review foreign and domestic invoices. As they are in other JD Edwards EnterpriseOne inquiry forms and reports, the grand total amounts that appear on the Work with Customer Ledger Inquiry form are meaningless if you display more than one currency at a time.

Dates That Affect the Invoice Amounts

Before you review foreign currency invoices, you need to understand the different dates that affect the amounts displayed on the Work with Customer Ledger Inquiry form. By understanding these dates and how the inquiry programs use them, you help to ensure that you specify the correct date when reviewing invoices. These dates affect the invoice amounts that you view:

• The effective date on the Revise Currency Exchange Rates form.

  The inquiry program searches for the most recent effective date for a currency and uses the corresponding exchange rate.

• The from and thru dates on the Work with Customer Ledger Inquiry form.

  This date range determines which transactions appear on the form.

• The as of date in the processing options.

  If the as of date is blank, the system uses the thru date that you enter on the inquiry form. The thru date does not override the as of date in the processing options.

As If Currency Invoices

Regardless of whether you enter an invoice in a domestic or foreign currency, you can review amounts as if they were entered in a different currency.

To review amounts in an as if currency, you must enter a default currency code and an exchange rate date in the processing options for the Customer Ledger Inquiry program. This activates the As If Currency Code field on the Work with Customer Ledger Inquiry form.

The system retrieves the corresponding exchange rate from the F0015 table and calculates the as if currency amounts based on the base (domestic) currency of the invoice. For example, assume that you enter foreign currency invoices for a customer in USD and the company base currency is CAD. You want to review the invoice amounts as if they were entered in EUR. The system retrieves the CAD to EUR exchange rate from the F0015 table to calculate the as if amounts in EUR.

The As Of Date field on the inquiry form works in conjunction with the As If Currency field. The system calculates open amounts for the as if currency based on the as of date. If a receipt has been applied to the invoice, the system compares the as of date with the general ledger date of the receipt to determine the invoice amount that was open as of that date.

The system retrieves the corresponding exchange rate from the F0015 table and calculates the as if currency amounts based on the base (domestic) currency of the invoice. For example, assume that you enter foreign currency invoices for a customer in CAD and the company base currency is EUR. You want to review the invoice amounts as if they were entered in the Japanese yen (JPY). The system retrieves the EUR to JPY exchange rate from the F0015 table to calculate the as if amounts in JPY.

See Also

Printing Accounts Receivable Invoices

Prerequisite

To display the fields necessary to review the domestic and foreign invoice amounts, set the corresponding processing option for the Customer Ledger Inquiry program.

Form Used to Review Invoices in a Foreign and As If Currency

Setting Multicurrency Processing Options for Customer Ledger Inquiry (P03B2002)

This section discusses the processing options that are specific to multicurrency processing.

Currency

Reviewing Invoices in a Foreign and As If Currency

Access the Work with Customer Ledger Inquiry form.

On the Work with Customer Ledger Inquiry form:

• The system displays foreign amount totals only if you limit the search to invoices with the same transaction currency.

  It does not display foreign amount totals if the transaction currencies are not the same.

• The system displays gross amount totals only if you limit the search to invoices with the same base currency.

  It does not display gross amount totals if the base currencies are not the same.

• The system calculates and displays amounts in a currency different from the domestic and foreign currencies if you set a processing option accordingly and the As If Curr Code field appears on the form. The system calculates the as if amounts based on the base (domestic) currency of the invoice. You can change the currency code to view amounts in a different as if currency.

Posting Foreign Currency Invoices

This section provides an overview of the post process for foreign currency invoices and discusses how to post foreign currency invoices.

Understanding the Post Process for Foreign Currency Invoices

After you enter, review, and approve foreign currency invoices, you must post them.

When you post foreign currency invoices, the pre-post for the Invoice Post program retrieves the accounts receivable offset method from the Accounts Receivable Constants program (P0000). If the offset method is B (batch), the system verifies that no foreign currency invoices are in the batch. If at least one foreign currency invoice is in the batch, the pre-post changes the offset method for the batch to S (pay item) and continues processing. The pre-post does this because you cannot post using offset method B if one or more invoices in a batch are in a foreign currency.

The General Ledger Post program (R09801) performs the tasks described in this table, regardless of whether you use multicurrency processing. Information specific to posting invoices in a multicurrency environment is described under Multicurrency Considerations.

Posting Foreign Currency Invoices

Select Customer Invoice Entry (G03B11), Post Invoices to G/L.

The Post Invoice to G/L program (R09801) does not have specific multicurrency processing options for batches with currency transactions.