28 Maintaining Exchange Rates

ClearTrial supports the use of multiple currencies within a plan. An exchange rate table allows you to create and define your organization's standardized rates for each currency to be used in your plans. Exchange rate tables are defined outside of a plan.

Working with Exchange Rates

To work with the exchange rate tables, select Exchange Rates from the Maintain menu to display the Exchange Rate Tables List Screen. This screen displays the currently defined exchange rate tables and provides the ability to create, edit, delete, restore, publish, or set the default exchange rate table.

Roles

To work with exchange rate tables, you must have the Exchange Rates Administrator Role. Users without this role can only view the Exchange Rate Tables. This role is an additional role that can be granted by your System Administrator.

State

The State column indicates the published and draft tables.

• Published: A published exchange rate table can be applied to a plan from the Overview Tab. When you edit a published exchange rate table, those changes will be applied to all unlocked plans that are associated with that table.

• Draft: A draft exchange rate table cannot be applied to any plans and can only be edited by users with the Exchange Rates Administrator Role.

Creating Exchange Rate Tables

To create an exchange rate table:

1. Navigate to the Exchange Rates List Screen.

2. Click the New button. Enter a name and description.

3. Next, select a date for the “use rates as of:” field. This field allows you to choose a date from which to populate the exchange rates. After you select a date, each field is filled for every country on the list. You can override individual rates with your own by deleting the ClearTrial rate and entering a different rate.

   Note:

   The “use rates as of:” field is optional. If needed, you can enter your own exchange rates for each currency.

4. Click the Save Draft button to save the Exchange Rate Table without publishing it.

Editing Exchange Rate Tables

Exchange rate tables can be edited from the Exchange Rate Tables List Screen. When rates are edited and published, all of the plans associated with that table will be updated based on the new rates.

To edit an exchange rate table:

1. Navigate to the Exchange Rates List Screen.

2. Select Exchange Rates from the Maintain menu to display the Exchange Rate Tables List Screen.

3. Select an exchange rate table and click the Edit button.

4. Make changes to the rates as needed and click either the Click the Save Draft button or Publish button.

Deleting Exchange Rate Tables

Exchange Rate Tables that have been published, or saved as drafts, can be deleted from the Exchange Rate Tables List Screen. When published exchange rate tables are deleted, the plans using those rates will not be affected. However, newly created plans will not have access to the deleted exchange rate tables.

To delete an exchange rate table:

1. Navigate to the Exchange Rates List Screen.

2. Select one or more exchange rate tables and click the Delete button to remove it from the list.

Restoring Exchange Rate Tables

To restore an exchange rate table:

1. Navigate to the Exchange Rates List Screen. Deleted tables should be shown with a gray line through them. If not, adjust the filter to show deleted tables.

2. Select one or more deleted exchange rate tables and click the Restore button.

Publishing Exchange Rate Tables

User-defined exchange rate tables must be published in order to be applied to plans. Published exchange rate tables can be used in a plan by choosing the “defined in” option on the Overview Tab and selecting the table from the menu.

To publish an exchange rate table:

1. Navigate to the Exchange Rates List Screen.

2. Select Exchange Rates from the Maintain menu to display the Exchange Rate Tables Screen.

3. Select the exchange rate table you want to publish and click the Publish button.

Setting Default Exchange Rate Tables

You can designate an exchange rate table to be the Default. This table will be the default exchange rate table when you select the “defined in” option in the Overview Tab of a plan.

To set a default exchange rate table:

1. Navigate to the Exchange Rates List Screen.

2. Select the exchange rate table you want to set as the default and click the Default button.