Exchange Rate Management

The Exchange rate management functional area allows you to configure the exchange rates that solutions on the Lucanet CFO Solution Platform use to convert between currencies. For each currency combination, you choose whether the rates are retrieved automatically from the European Central Bank or from an Excel file you upload yourself.

Exchange rate management is currently used by the solution Lease Accounting only.

To use the Exchange rate management functional area, your user account must have access to the Administration module in the platform (see User Roles).

Exchange rate management is available in the menu under Administration | Exchange rate management and contains two workspaces:

Exchange rates

— manage currency combinations and view their corresponding rates.

Custom upload of exchange rates

— upload your own exchange rate file and review past uploads.

To add one or more currency combinations:

Navigate to Administration | Exchange rate management | Exchange rates. The Exchange rates workspace is displayed as follows, for example:

The Exchange rates configuration workspace lists every currency combination together with its source and last update. — 'Exchange rates' workspace

Click Add currency combinations. The Create New Currency Combination(s) dialog is displayed:

he Create New Currency Combination(s) dialog with the Currency 1, Currency 2, and Source fields and a pending list of combinations to be saved. — 'Create New Currency Combination(s)' dialog

In the dialog, fill in the following fields:

Currency 1 — the source currency. Start typing to search the list of ISO 4217 currency codes (for example, EUR - Euro).

Currency 2 — the target currency. Search the same way.

Source — choose where the rates for this combination are retrieved from:

European Central Bank

— rates are pulled automatically from the ECB.

Exchange rate upload

— rates come from the Excel files you upload in the

Custom upload of exchange rates

workspace (see the following section).

Click Add combination. The combination is added to the pending list inside the dialog and the input fields are cleared.

Repeat the previous step for every combination you want to add.

Once the pending list contains all the combinations you want, click Save.

Each combination is bidirectional. When you add EUR → USD with the European Central Bank source, USD → EUR is configured automatically with the same source. Only one row per pair is displayed in the table, marked with a double-way arrow.

If any of your currency combinations use the Exchange rate upload source, you must provide the rates yourself by uploading an Excel file in the Custom upload of exchange rates workspace on a regular basis.

Before you upload an exchange rate file for the first time, download the official exchange rate template to make sure your file matches the required structure. To download the exchange rate template:

Navigate to Administration | Exchange rate management | Custom upload of exchange rates.

Click Download template. An .XLSX file is downloaded to your computer.

The Custom upload of exchange rates workspace, including the template warning, the Download template link, and the file upload area. — 'Custom upload of exchange rates' workspace with the 'Download template' link

Open the downloaded exchange rate template and fill in your exchange rates.

The template uses the same structure as the exchange rate file used in Consolidation & Financial Planning. If you already work with that file, you can reuse it directly.

To upload the exchange rate file:

In the Custom upload of exchange rates workspace, choose one of the following options to upload the file:

Drag and drop the file onto the upload area.

Click

choose a file

and pick the file from your file browser.

Only .XLSX files are supported. The maximum file size is approximately 10 MB.

The system validates the file. If any issues are detected, a validation summary is displayed listing the affected rows and the Import exchange rates button appears below the summary, or at the bottom of the page, if no summary is shown.

The validation summary lists the issues detected in the uploaded file. Hard errors are skipped on Extract data, while warnings let you proceed. — An example of a validation summary after uploading an exchange rate file

Click Import exchange rates. This triggers the following:

The validation summary updates to show how many exchange rates were saved. Any skipped rows remain listed in the validation summary.

The uploaded exchange rate file appears in the

Upload history

table at the bottom of the

Custom upload of exchange rates

workspace.

The imported exchange rates are stored in the

Exchange rates

workspace under their respective currency combination.

Only exchange rates whose period is up to the current date are imported. Future periods are listed in a warning and skipped automatically.

Exchange rates for currency combinations whose source is set to European Central Bank are also skipped — the configured source always takes precedence. You can change the source of a combination in the Exchange rates workspace by deleting the combination and re-creating it with the desired source.

Each currency combination accumulates many exchange rates over time — one per date and rate type. These exchange rates appear in the currency combination as soon as they are retrieved: automatically from the ECB for European Central Bank combinations, or imported from your uploaded exchange rate file for Exchange rate upload combinations. You can review the stored rates directly in the Exchange rates workspace:

Navigate to Exchange rate management | Exchange rates and select the currency combination you want to inspect.

Review the exchange rates. The detail view includes the date, the rate value, the rate type, and the source.

Exchange rates are sorted by date in descending order by default. Use the filters, sorting, and pagination controls to narrow down what you see.

An example of a detail view of an exchange rate is displayed. — Detail view of an exchange rate

To remove a currency combination you no longer need:

Navigate to Administration | Exchange rate management | Exchange rates.

In the Existing combinations table, click the Delete icon on the row of the combination you want to remove. The Delete Currency Combination dialog is displayed:

The Delete currency combination dialog explains the consequences — historical rates and rates already used in product solutions remain — before you confirm the deletion. — 'Delete Currency Combination' dialog

In the Delete currency combination dialog, review the consequences listed below, then click Delete to confirm:

Historical exchange rates and any calculations based on historical rates

are not

removed.

Exchange rates that have already been used in product solutions

remain

in those solutions.

Future uploads for the deleted combination are blocked until you re-create it.

Before deleting a currency combination, review which product solutions depend on it. Deleting a combination prevents future exchange rate uploads for that currency pair, but existing values used in dependent solutions are kept as they are.