Multi-currency on invoices

Now that you’ve activated and set multi-currency in Opencell portal, you’re now ready to generate invoices in another currency.

To do so, you will learn how to create an invoice for a foreign customer and settings available on invoice page.

Associating a currency to a customer

As you are billing a customer on its own currency, you first need to associate a currency to a billing account.

To do so, go to your customer page, then “billing account” :

Then from here, you’re able to choose a currency that you’ve already set in Portal

From now, every invoices generated for this billing account will be in this currency. If the currency is the same as the functional currency then no conversion will be made. If the currency is different, then exchange rate will apply in amounts of the invoice.

Creation an invoice

To manually create an invoice in Opencell portal, you need to go to Customer Care → Invoices and click on the “+” icon to generate a new invoice.

Or you can also do it directly from your customer page, under the tab “invoice” :

Conversion on invoices

Once your DRAFT invoice is created, you will see different informations related to the conversion on the page :

Currency : It’s the code of the currency associated to your customer

Rate applied : the rate used to convert the amounts of the invoice. By default, it is the rate valid on the invoice date, not on the date the invoice was created: see Which exchange rate an invoice uses below. This field was formerly labelled Exchange rate.

Refresh : replaces the rate of the invoice with today’s rate of the currency (its current rate) and recomputes the converted amounts, after a warning asking you to confirm. The rate is then recorded on the invoice: saving the invoice or changing its invoice date no longer changes it, and you cannot go back to the rate of the invoice date. You can still refresh the rate again, or set a custom rate, until the invoice is validated.

Last update : the date when the rate of the invoice was last updated. This field was formerly labelled Applied on.

Functional currency : The switch allows you to display amounts in your functional currency instead of the foreign currency.

Which exchange rate an invoice uses

By default, an invoice uses the exchange rate valid on its invoice date: the rate of the currency whose From date is the latest one on or before the invoice date. The date the invoice was created does not matter.

• When you change the invoice date of an invoice that is not validated yet, its exchange rate is updated to the rate valid on the new date, the converted amounts are recomputed and the Last update date changes.

• When a billing run generates invoices, each invoice uses the rate valid on the invoice date chosen for the billing run. For example, if one rate starts today and another one starts in ten days, a billing run whose invoice date falls after those ten days uses the second rate.

• Once you have refreshed the rate of an invoice or set a custom rate on it, the invoice keeps that rate: changing its invoice date no longer updates it.

To learn how rates are entered for a currency, see Setting multi-currency.

Setting a custom exchange rate on a draft invoice

You can apply a specific exchange rate to one invoice only. This avoids creating a new rate for the currency, which would apply to every other invoice as well.

1. On a draft invoice, click the edit icon next to the exchange rate.

2. Type the rate you want.

3. Click the check icon to apply it, or the cross icon to cancel.

All the converted amounts of the invoice are recomputed with the new rate, and the Last update date is updated.

When you validate the invoice, Opencell compares its rate with the current rate of the currency and warns you if they differ: see Validating an invoice in a foreign currency below. Once the invoice is validated, its rate can no longer be changed. A pen icon, which cannot be clicked, then stays next to the exchange rate when the rate differs from the current rate of the currency, for example because you set a custom rate.

Adding invoices line

When the currency of the invoice differs from your functional currency, you can enter the unit price of a line either in your functional currency or in the billing currency: see Entering invoice lines in the billing currency below.

After validation, they are automatically converted with the rate associated to the invoice :

Entering invoice lines in the billing currency

When the billing currency of the invoice differs from your functional currency, the invoice line shows two unit price fields: the left one in your functional currency, the right one in the billing currency.

• Type the price in either field. The other field is converted automatically with the exchange rate of the invoice, and is shown in a lighter grey.

• Next to the billing currency field, a reminder shows the rate of the invoice in the direction of the field you typed in last, for example (Invoice exchange rate: 100 EUR = 105 USD).

• The currency of the field you typed in last is the currency the line is entered in.

When the billing currency is your functional currency, only one unit price field is shown.

In the list of invoice lines, a person icon marks the lines entered in the billing currency.

Validating an invoice in a foreign currency

When you’re ready to send the invoice to your customer, Opencell portal will make a check if the rate associated is equal to the current rate.

If not, pop-up will appear with a warning message. You will have the choice to :

• Go back

• Update and validate

• Don’t update and validate

Once the invoice is validated, its exchange rate can no longer be changed.