ABSS CRM · Settings

Currencies

Currencies is the list of currencies your company can use, including the base currency. Each customer is given a currency from this list, and the exchange rate you keep here is filled in for you on a quotation or sales order for a customer in another currency.

Who it's for: Admins who manage the currencies the company can use
Where to find it: SettingsCurrencies
What you need: The Admin role to add, edit or delete a currency

Currencies walkthrough

Coming soon

What you can do here

See every currency your company can use, with the base currency tagged.
Add a currency with its code, symbol, name and number format.
Set an exchange rate against the base currency for every other currency.
Edit a currency's details or bring its exchange rate up to date.
Delete a currency you no longer need, other than the base currency.

Before you start

Have these in place before you add a currency.

Where the screen is: Open Settings with the gear icon in the top bar. Then choose Currencies under Organization, either on the All settings page or in the menu on the left. Close takes you back to the Dashboard.
The Admin role: Everyone who can open Settings can see the list, but only an admin can add, edit or delete a currency. Anyone else is told that only admin users can modify system settings.
Your base currency: It is already in the list, tagged Base Currency. Every exchange rate you enter is a rate against it.
The new currency's details: Have the code, the symbol and the name ready. All three are required. If you know it, have the exchange rate against your base currency too.

Note: This is the same list of currencies that ABSS Books uses. A currency or rate you save here shows in Books, and one saved in Books shows here. See Currencies in ABSS Books.

Find a currency in the list

The Currencies screen is one list. It shows every currency you can use and is where you reach Edit and Delete.

Title: Currencies, with the line Manage company currencies and base currency details underneath.
Columns: Name shows the code and then the name, with a Base Currency tag on the base row. Symbol and Exchange Rate follow. The base row shows Base instead of a rate.
+ New Currency: Opens the Add new currency window.
Action: The two icons on each row: Edit currency and Delete currency. Delete is disabled on the base row.

Add a currency

A currency is one short window. Give it a code, a symbol and a name, then set how its amounts look and what it is worth.

Choose + New Currency
The Add new currency window opens.
Enter the code, the symbol and the name
Currency Code, Currency Symbol and Currency Name are all required.
Choose the Format
Pick how amounts are grouped. Decimal Places is shown next to it and is locked.
Enter the Exchange Rate
Enter what one unit of the new currency is worth in your base currency.
Choose Save
The currency joins the list and is ready to pick on a customer. Cancel closes the window without saving.

Currency Code: Required, up to 5 characters. It is saved in capital letters and must not repeat a code you already have. If it does, CRM shows: Currency with this code already exists.
Currency Symbol: Required, up to 5 characters.
Currency Name: Required.
Decimal Places: Shown for reference. It is set to 2 for a new currency and cannot be changed in this window.
Format: How amounts in this currency are grouped. The choices are 1,234,567.89, 1.234.567,89, 1 234 567,89 and 1,23,45,678.90 (Indian). A new currency starts on the first one.
Exchange Rate: Shown for every currency except the base. Enter what one unit of this currency is worth in your base currency. For example, with INR as the base, a rate of 83 on the USD row means 1 USD = 83 INR. It cannot be negative. You can save without it, but a quotation or sales order in a currency with no rate starts at a rate of 1.

Edit a currency or update its rate

Edit opens the same window with the same fields. Use it to keep exchange rates up to date.

Choose the Edit icon on the currency's row
The Edit currency window opens with the saved details.
Change what you need
You can change the code, the symbol, the name, the Format and, for any currency other than the base, the Exchange Rate. A code must still be different from every other code in your list.
Choose Save
When you save a change to the base currency, the rest of CRM picks up its symbol and format.

Note: You can also open the base currency editor from Profile, with the gear icon in Base Currency. It edits the same currency, not a second list.

Delete a currency

You can delete any currency except the base currency, as long as nothing uses it.

Choose the Delete icon on the currency's row
A confirmation titled Delete Currency asks: Are you sure you want to delete "CODE"? It shows the code of the row you chose.
Choose Yes
The currency is removed from the list. No keeps it.

Warning: A currency that is in use stays in the list. CRM shows: Cannot delete currency because it is assigned to one or more customers, or: Cannot delete currency because it is used in one or more price lists.

Note: On the base row the Delete icon is disabled, with the message Base currency cannot be deleted.

See where currencies and rates are used

Nothing happens on this screen by itself. The list and the rates are read by other screens.

Setting	Where it is used	What it does there
The currency list	Customers	The Currency field under Other Details on a customer lists these currencies. It starts on your base currency and is locked once the customer is saved.
The currency list	Bulk customer import	The Currency code on each row must be a code from this list. If it is not, Assign Currency on the Verify step lets you pick one that is.
Exchange Rate	Quotations and Sales Orders	A quotation or sales order takes its customer's currency, shown as a badge beside the customer. When that is not your base currency, the Exchange Rate field appears and starts with the rate saved here as soon as you choose the customer. If the currency has no rate, it starts at 1. You can change the rate on each document.
Base currency	Across CRM	Its symbol and format are how amounts in your own currency are shown. The Exchange Rate field on a document reads as one unit of the customer's currency in your base currency.

Rules to know

The rules behind this screen, in one place.

Topic	Rule
Who can change the list	Only an admin. Everyone who can open Settings can see it.
ABSS Books	If your company also uses ABSS Books, both products work from the same list of currencies. A currency or rate saved in either product shows in both.
Base currency	The row tagged Base Currency cannot be deleted and has no exchange rate. You can still edit how it is shown. The same window opens from Profile, with the gear icon in Base Currency.
Currency Code	Required, up to 5 characters, saved in capital letters, and unique in your list.
Exchange Rate	Shown only for currencies other than the base. It is the rate against the base and cannot be negative.
Decimal Places	Shown in the window but locked.
Deleting	A currency that is assigned to a customer or used in a price list cannot be deleted.
Documents already saved	A quotation or sales order keeps the exchange rate it was saved with. Changing a rate here affects the rate offered on documents you start afterwards.
View-only mode	While your subscription payment is overdue and CRM is view-only, + New Currency and the Edit and Delete icons are greyed out.