Handling of hourly prices in foreign currency

Handling of hourly prices in foreign currency

Background

With the parameter Hourly rates in any currency in Base register | PRO | Parameters, tab Fee switched on, the field Project currency opens in the project under the Invoicing tab. The project's currency can be entered there, and it makes it possible to have price lists on projects in a currency other than the company's base currency. Hours get the price from the price list in the project currency and the amount does not change when the exchange rate changes.

Get started

• Set the parameter Hourly rates in any currency in Base register | PRO | Parameters, tab Fee
• Enter the project’s currency in Base register | PRO | Clients and Projects in the Invoicing tab.
• Make sure that the project has Hours ticked in Base register | PRO | Clients and Projects in the Invoicing tab. If not, and the project is synchronised with client, the synchronisation must be switched off in the Parameters 2 tab.
• Select a price list on the project in Base register | PRO | Clients and Projects in the Price fees tab.

There are two ways to enter the hourly rate and, in both cases, there must be a row as a price row for all employees regardless of the fee code.

The price list can either be filled in as Special price on the project in project currency or linked to a price list at According to price list. According to price list uses a price list from Base register | PRO | Special hourly rates. In this price list there is a field for the currency to be used.

No prices from the Employee Register or from the Fee code register are used when the project currency is entered.

• Make sure that the currency rates are up to date. The hourly rate is recorded in the project currency and converted into the company's base currency at the exchange rate applicable on the time sheet date.

Prerequisites and limitations

• All projects with a project currency that differs from the company's base currency must be specified with hours. The number of hours is ticked under Base register | PRO | Clients and projects, Invoicing tab.
• The setting should only be made on projects where nothing has been registered or adjusted.
• Hourly rates in foreign currency should not be changed during the life of the project. Instead, new hourly rates should always be handled by creating new projects and new hourly rate lists. Project analysis of the project as a whole is handled by linking the projects to a master project.
• Hourly rates in foreign currency can be entered on hourly rate lists and as hourly rates on projects but not for hourly rates on employees and hourly rates per code.
• The solution is for fees only and does not include special handling for purchases or other. Purchases and other are displayed in Project currency with the daily rate of the project currency.

 

Project analysis

With the parameter activated, there is a choice in the project analysis to show the amounts in project currency. The default is to show the amounts in project currency, but it is possible to switch between Base currency, Invoicing currency and Any currency and currency rate date.

Fee amounts are calculated as the number of hours multiplied by the hourly rate list for all fee transaction types (Cost estimate, Registered, Adjusted, Invoiced and WIP). Purchases and other are calculated with day rate. Updating hours

The amount accrued in the base currency is calculated as the number of hours multiplied by the hourly rates in the project currency multiplied by the currency rate applicable at the time reporting date.

Cost estimate

With Hourly rates in any currency enabled, the project currency is set as the estimate currency by default when registering a new cost estimate. The hourly rate is retrieved from the hourly rate list in the project currency. The currency rate will continue to default to the daily rate but with the possibility to change it.

Adjusting WIP

Adjusting is done on number of hours and in base currency.

Invoicing

Invoice content is given in base currency and text is given in invoice currency. The amount in the invoice text is calculated in base currency at the daily currency rate and may therefore differ from the content (which is registered at the exchange rate on the time report date).The difference between the base currency amount in the invoice content and the text is handled by setting the parameter "Max currency discr. on foreign invoice text" in the Base register | PRO | Parameters tab Invoicing to an allowed percentage for deviation. To completely avoid checking for difference, the parameter can be set to 999.99% but can also be set to a lower percentage to reduce the risk of difference caused by misregistration rather than exchange rate variations.