Exchange Rate Management | Lucanet Knowledge Base

In the Exchange rate management functional area, you can configure the exchange rates that solutions on the Lucanet CFO Solution Platform use to convert between currencies. For each currency combination, you can choose whether the rates are retrieved automatically from the European Central Bank (ECB) or from an Excel file that 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 Administration in the CFO Solution 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.

Configuring currency combinations is mandatory. Set up a currency combination for every currency pair that occurs in your lease contracts. Missing combinations affect the calculations for lease components in a foreign currency.

To add one or more currency combinations in the CFO Solution Platform:

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

Shows the 'Exchange rates' workspace in the CFO Solution Platform with the heading 'Exchange rates configuration', the 'Add currency combinations' button, and the 'Existing combinations' table with the columns 'Combination', 'Source', 'Last update', and 'Actions'. — 'Exchange rates' workspace

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

Shows the 'Create New Currency Combination(s)' dialog in the CFO Solution Platform with the 'Currency 1', 'Currency 2', and 'Source' fields, the 'Add combination' option, and the 'Cancel' and 'Save' buttons. — '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 of the CFO Solution Platform 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.

Shows the 'Custom upload of exchange rates' workspace in the CFO Solution Platform with the note on the required template structure. Highlighted in red is the 'Download template' link. — 'Custom upload of exchange rates' workspace with the 'Download template' link

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

Shows the exchange rate file template for the exchange rate management in the CFO Solution Platform with the columns 'ExchangeRateTable', 'DataLevel', 'Period', 'SourceCurrency', 'TargetCurrency', 'ClosingExchangeRate', 'AverageExchangeRate', 'YTDExchangeRate', and 'YTDBegin' and example rows for 'USD' to 'EUR' and 'EUR' to 'GBP'. — Exchange rate file template

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 CFO Solution Platform 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.

Shows the 'Custom upload of exchange rates' workspace in the CFO Solution Platform after the upload of the file 'FX_Import_Demo 1.xlsx', with the message 'File validated successfully' and warnings for currency combinations that are assigned to an external rate provider and excluded from import. — 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.

The import includes only exchange rates whose period extends up to the current date. Exchange rates for future periods are skipped automatically and listed in a warning message.

Currency combinations whose source is set to European Central Bank are also excluded from the import – the configured source always takes precedence. If you want to change the source of a currency combination, delete the combination in the Exchange rates workspace and re-create the combination with the desired source.

Each currency combination accumulates many exchange rates over time, one per date and exchange rate type. These exchange rates appear in the currency combination as soon as they are used in one of your solutions. Currently, Lease Accounting is the only solution that uses these exchange rates. You can review the stored rates directly in the Exchange rates workspace of the CFO Solution Platform:

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.

Shows the detail view of the currency combination 'CAD-EUR' in the CFO Solution Platform with the columns 'Source', 'Target', 'Date', 'Type', 'Cadence', and 'Value'. — Detail view of an exchange rate

To remove a currency combination you no longer need in the CFO Solution Platform:

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:

Shows the 'Delete Currency Combination' dialog in the CFO Solution Platform for the currency combination 'AED ⇌ INR' with the notes on historical exchange rates and dependent solutions and the 'Cancel' and 'Delete' buttons. — '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.