How To: Setup Currency Conversion Rates

The Currency Conversions screen in System Data contains a list of currency conversion factors.[1] It should be set up to convert from pounds sterling to all the currencies that may be used and Khaos Control will automatically calculate the inverse rate.

  1. Open a System Data screen (show me how).
  2. Open the [ Currency Conversions ] section.
  3. Press Alt+E or click the green triangle icon is the buttonbar's EDIT button to enter edit mode.
  4. Press F3 or click the NEW ITEM button has an icon that shows two sheets of paper (identified by having the top right corner folded down), arranged diagonally on the icon from top left to bottom right to add a new item.
  5. Enter the following information for each currency (see example below):
    1. From: the currency being converted from, normally Pounds Sterling.
    2. To: the currency being converted to, for example US Dollar, Euro etc.
    3. Factor: the exchange rate to be used.
    4. Valid Until: the expiry date to be used with the rate set.
      • The line will be highlighted in red if a new exchange rate is entered, for example when posting a purchase invoice for a non-sterling supplier, and the Valid Until date overlaps.
      • If there is more than one conversion rate for the same pair, then the system will use the rate which is expiring first and it will be active until its expiry date.
  6. Press Ctrl+S or click the disk icon is the button bar's SAVE button to save the conversion rates once you have entered all those required.

Example Currency Conversion Rates

From To Factor Valid Until
Pound Sterling Euro 1.5224 28/02/2016
Pound Sterling US Dollar 1.9712 28/02/2016
Pound Sterling Euro 1.494 31/03/2016
Pound Sterling US Dollar 1.961 31/03/2016
Pound Sterling Euro 1.4729 30/04/2016
Pound Sterling US Dollar 1.9596 30/04/2016
Pound Sterling Euro 1.4765 31/05/2016
Pound Sterling US Dollar 2.0056 31/05/2016

Colour Background

The background colours indicate that there is a problem with the currency conversion rate:

  • YELLOW: same currencies used in conversion with a factor different than 1.
  • ORANGE: more than one valid conversion for same currency combination.
  • RED: currency rates are incompatible (they are not reciprocals in value and date).

Incompatible Conversion Rates

Users are not able to enter currency conversion rates that are:

  • Repeated and have the same expiry dates, for example 09/07/11 and another 09/08/11.
  • Incompatible and don't reflect the opposite currency rate, e.g. Pound Sterling & Chinese Yuan/Chinese Yuan & Pound Sterling.
  • Have the same currency used in conversion (e.g. Pound Sterling & Pound Sterling), which has a factor other than unity.

Should an incompatible rate be entered, the grid colour will indicate the type of error and the user will not be able to save the changes until any mistakes have been corrected.

Live Exchange Rates

  1. Open a System Data screen (show me how).
  2. Open the [ Currency Conversions ] section.
  3. Press Alt+E or click the green triangle icon is the buttonbar's EDIT button to enter edit mode.
  4. Right-click in the grid to open the Context Menu.
  5. Select the Get Live Exchange Rates option.
  6. A dialog will open summarising the exchange rates that will be applied.
  7. Acknowledge the warning and click OK.


  1. ? Note: Relevant rates of exchange to be used when any foreign currency amount has to be converted to sterling in the determination of the value for customs and VAT purposes are normally issued on a monthly basis (a weekly addendum is issued should any changes occur within the current period) and can be found on the HM Revenue & Customs website (

See Also

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