Determining the Currency Type for an Order

The monetary amounts on an order are expressed in a particular currency. The order's currency depends upon the value in the order's Currency Type field. This field is set automatically based on the following logic:

• When a new, blank order is opened, the Currency Type defaults to the Orders entity's default currency (U.S. dollars in a standard Aptify installation but an administrator can modify this if necessary).
• When a Bill To party is added to the order, Aptify automatically updates the order's Currency Type using the Preferred Currency specified in the Bill To party's Persons or Companies record (if different from the organization's functional currency).
• The Preferred Currency is specified on a Persons or Companies record's Details tab.
• If a Bill To Company is specified, the system applies the Company's Preferred Currency Type to the order.
• If no Bill To Company is specified, or if the specified Bill To Company does not have a Preferred Currency Type defined, then the system applies the Bill To Person's Preferred Currency Type to the order.
• If no Preferred Currency Type is defined for the Bill To Company or Person, the order uses the Orders entity's default currency as the Currency Type for orders.
• A user can specify a different Currency Type on the order as necessary. However, note that an order's currency cannot be changed once an order line has been added to the order.

The following examples illustrate the Currency Type selection process:
Organization A is based in the United States and sells product to Company B which operates in Euros. Joe Smith works for Company B, but out of a satellite office in Japan which prefers to use the Japanese Yen. Organization A's Organizations record has U.S. Dollar marked as the functional currency, and this is the default currency for new orders.

Example 1 - Functional Currency from Currency Types service

The order is created and no order lines exist. The order's currency type reflects US Dollar because that is the organization's functional currency. All order lines will reflect prices in US Dollars.

Example 2 - Company's Preferred Currency

The order is created, Joe Smith with Company B is selected as the Bill To Person and Company, and no order lines exist. The order's currency type changes to Euro to reflect the preferred currency of the company. All order lines will reflect prices in Euro.

Example 3 - Persons Preferred Currency

The order is created, Joe Smith with Company B is selected as the Bill To Person, but this order is for his own personal use, so the Company field on the Bill To tab is cleared, and no order lines exist. The order's currency type changes to Japanese Yen, which reflects Joe's preferred currency. All order lines will reflect prices in Japanese Yen.

At any point before order lines are added, the currency type of the order can be changed to any available currency, essentially overriding the organization's functional currency, the company's preferred currency, or the person's preferred currency. Once a product is added to the order on an order line, the currency type on the order cannot be changed without first deleting all of the order lines.