Manual Currencies & exchange rates
The Currencies screen defines the currencies usable in the ERP. Each currency carries a symbol, a subunit (e.g. millime) and an exchange rate. Multi-currency sales convert prices — at the real-time rate if available, otherwise at the entered rate.
Overview
Currencies are the ERP's monetary reference framework. The company's reference currency (defined on the company profile) is always worth 1.000; other currencies are expressed relative to it via an exchange rate. When a document is issued in a currency different from that of the prices, Swifto converts the amounts automatically.
Purpose
- Declare the usable currencies
- Define symbol, subunit, decimals
- Set a fallback exchange rate
- Invoice in a foreign currency
Target audience
- Accounting — maintains the rates
- Administrator — declares the currencies
- Sales staff — invoice in currency
Reference currency
The company's currency (e.g. Tunisian dinar) serves as the standard: its rate is 1.000 and all conversions relate to it.
Access and navigation
Left-hand side menu: Settings → Currencies.
List of currencies
The list displays each currency with its label, symbol, subunit and exchange rate. The reference currency appears at the top with a rate of 1.000.
| Label⇅ | Symbol⇅ | Subunit | Exchange rate⇅ | Action(s) | |
|---|---|---|---|---|---|
| Tunisian dinar | TND | Millime | 1.000 | ||
| Euro | € | Cent | 3.380 | ||
| US Dollar | $ | Cent | 3.120 |
The currency symbol (e.g. TND) is displayed on all amounts across screens and documents.
Create a currency
Click New and fill in the label, symbol, subunit, number of decimals and exchange rate.
Do not create a second currency at the rate 1.000 by mistake: this rate is reserved for the company's reference currency.
Currency fields
| Field | Description |
|---|---|
| Label * | Name of the currency (e.g. Tunisian dinar). |
| Symbol * | Symbol displayed on amounts (e.g. TND, €, $). |
| Subunit * | Name of the fraction (e.g. millime for the dinar). |
| No. of subunits * | Number of decimals (e.g. 3 for the dinar, 2 for the euro). |
| Exchange rate * | Value of 1 unit relative to the reference currency (the reference is worth 1.000). |
The dinar (TND) subdivides into 1,000 millimes: it is therefore displayed with 3 decimals (e.g. 214,900.000 TND). Enter "3" in No. of subunits.
The exchange rate
The exchange rate expresses how much 1 unit of the currency is worth in the reference currency. Example: a rate of 3.380 on the euro means that 1 € = 3.380 TND.
Reference = 1.000
The company's currency is the standard; its rate does not change.
Entered rate = fallback
The entered rate serves as a safety net when the real-time rate is not available.
Update this rate regularly if you do not have the real-time rate: it serves as the reference for offline conversions.
Real-time rate
When a sale is invoiced in a currency different from that of the prices, Swifto can convert at the real-time market rate. Failing that, the exchange rate entered on the currency applies.
Real-time rate
Conversion at the most recent market rate, with automatic fallback to the entered rate (safety net) if the rate service cannot be reached. No manual action required.
The real-time + entered rate pairing guarantees that a conversion always succeeds: if the live rate is unavailable, the sale is never blocked.
Real-time exchange rate
For international transactions — both purchases in foreign currency and sales in foreign currency — Swifto automatically retrieves the current exchange rate from an online quotation service at the moment you issue the document. You have no rate to enter: the conversion of amounts happens by itself, at the day's rate.
Automatic retrieval
The current rate is obtained online when issuing an invoice or note in a foreign currency.
Fallback to the entered rate
If the service is temporarily unavailable, the exchange rate entered on the Currency record takes over.
The applied rate is archived on the document
The rate actually used at the time of issue is recorded on each document (invoice, delivery note). This gives you complete traceability and exact reproducibility: a document reissued later always shows the same rate and the same amounts, regardless of how rates evolve afterward.
Best practice — keep the fallback rate up to date
Maintain a realistic fallback exchange rate on the record of each foreign currency you use. This safety net guarantees correct conversions even when the live rate cannot be reached.
On the purchasing side, this mechanism applies to purchase invoices and purchase delivery notes issued in a foreign currency.
Multi-currency sales
On a sales document (quote, delivery note, invoice), the Currency field lets you invoice in a currency different from that of your item prices. Swifto converts the lines at the current rate.
See also Sales invoices and Quotes for the detail of multi-currency entry.
Conversion workflow
flowchart LR
A([Document in currency X]):::s --> B{Real-time rate
available?}:::p
B -->|yes| C([Conversion at market rate]):::ok
B -->|no| D([Conversion at entered rate]):::st
C --> E[Amounts converted
on the document]:::p
D --> E
classDef p fill:#f3f1ff,stroke:#7366fe,color:#1f1c3d;
classDef s fill:#F1F5F9,stroke:#334155,color:#1E293B;
classDef st fill:#FEF3C7,stroke:#F59E0B,color:#92400E;
classDef ok fill:#D1FAE5,stroke:#10B981,color:#065F46;Business rules
Reference at 1.000 — the company's currency is the standard; all conversions relate to it.
Real-time takes priority — Swifto converts at the market rate; the entered rate takes over if it is unavailable.
Accurate decimals — correctly fill in the number of subunits (3 for the dinar) for exact amounts.
No duplicate reference — only one currency is worth 1.000; do not accidentally create a second one at the same rate.
FAQ & Tips
How do I invoice in another currency?
Create the currency with its rate, then select it on the document: the conversion is automatic (real-time rate if available).
My amounts have too many / too few decimals?
Check the currency's No. of subunits field (3 for the dinar, 2 for the euro).
The real-time rate is not applied?
The rate service may be unavailable: Swifto then uses the entered rate on the currency. Keep it up to date.
Tip — a clear symbol
Use standard symbols (TND, €, $) so your customers can identify the currency on documents at a glance.
Swifto ERP · Administration module · User Manual v1.0
Currencies & exchange rates — Administration · Home