Exchange Rates

Exchange rates in Vayu enable organizations to maintain contract terms in a base currency while invoicing customers in an alternative currency. This functionality provides flexibility in commercial agreements and global billing operations.

Overview

When a contract is created in a base currency (e.g., USD) but a customer requires invoicing in a different currency (e.g., EUR), Vayu allows for dynamic currency application at the invoice level. This ensures the original contract currency remains unchanged while the invoice reflects the customer’s preferred currency.

Configuration

To enable currency selection for a customer:

1. Navigate to the Customers page.
2. Select the specific customer profile you want to modify.
3. Go to Settings > Configuration.
4. In the Invoices subsection, locate the Currency dropdown.
5. Select the desired invoice currency.

Post-Invoice Issuance

Once a customer's invoice currency is configured, exchange rates can be adjusted during the invoicing process:

1. Locate the Invoice: Navigate to the specific invoice.
2. Identify the Rate: Upon opening the invoice, you will see the applied exchange rate displayed directly next to the Approve button.
3. Manual Override: You can edit this exchange rate field directly if a specific rate is required for that invoice. This override is scoped to the individual invoice and does not impact the contract's base currency or global settings.
4. Automatic Application: If no manual override is provided, Vayu applies the standard exchange-rate snapshot available for the selected currency.

Note: If you encounter a situation where the rate appears to revert, be aware of current system behavior where confirmed invoices may require a refresh or specific flow to retain manual overrides. Always verify the accurate invoice amount is reflected in the total.

Technical & API Integration

Vayu utilizes a modular approach for exchange rate data. While the platform currently leverages a specific provider, the architecture is designed for API flexibility. Users can rely on Vayu to retrieve accurate exchange data, but the system is built to support integration with alternative rate sources as required by your technical infrastructure.

Important Considerations

• Scoped Overrides: Manual exchange rate adjustments are specific to the individual invoice and do not persist to future invoices or the base contract.
• Recalculation: Updates to the exchange rate may trigger a line-item recalculation to ensure the displayed totals remain accurate relative to the selected currency.
• Contract Integrity: The original contract currency and terms remain unaffected by invoice-level currency overrides.
• Verification: Before confirming an invoice, always verify that the selected invoice currency and the applied rate align with the intended financial and commercial workflows.