See also:
Re-Valuing Foreign-Currency Vehicle Deposits
Note: This help topic assumes you are familiar with the standard functionality of Sales Ledger, Showroom, and Vehicle Stockbooks.
In some markets, where vehicles are sold in foreign currencies, and where the sale is not for export but a sale in a hard currency, trade-in vehicles still need to be taken, but these must be valued in the same, foreign currency as the sale. When the trade-in vehicle is created in used-vehicle VSB or SR, it must be possible to define the currency in which the vehicle was acquired.
What Do You Want to Do?
Note: Before you use this program, you must ensure that the Autoline system has been set up correctly. This is normally done by, or on advice from, an Autoline consultant. Consultants should refer to handover documents FS/16642 and FS/16643 for all details of the X3.MS.vmctc file to be set up correctly for sales. The PURCSALE field must be set to S or B, for sales to be active for the specific currency code. This is required for availability of multiple currencies in Take Deposit. The Take deposits program can only allow deposits to be taken in a foreign currency if the NL.systm parameter is set for deposits that attract VAT. (Nominal Ledger > System maintenance > System parameters > Deposit VAT code.) In that case, multi-currency code, value, and VAT, will be available.
Note to System Administrators: For system maintenance and security purposes, the content and function of some tables require an access priority of 9. Information regarding Priority 9 functions is normally restricted. If you require assistance, please contact Autoline Software Support.
Demonstration Transfers
(Manufacturer systems > X3 from the Autoline Master Menu then Vehicle multi-currency > Currency purchase parameters.)
When processing demonstration-, hire-, or courtesy-car conversions from foreign-currency vehicles, the Purchase Ledger (PL) account setup in the parameter is used.
Allowed transfer types are: Demo, Hire or Courtesy. Currency codes are only available if a PL company has been specified.
Warning: Demonstration-transfer functionality and currency purchase parameters depend on specific setup. The currency purchase parameters have hard-coded transfer types of D, H and C for Demonstration, Hire, or Courtesy, respectively. Because the description of conversions can be changed in VS system parameters (Other details tab), the descriptions set for Demo/Demonstrator, Hire and Courtesy must be retained, in that order, to get the Purchase Ledger account correctly from Currency purchase parameters.
Inter-Company Transfers
To transfer a foreign-currency used vehicle to another VSB company using Inter-Company Transfer (ICT):
Reciprocal accounts must be set up.
In the account details of the first company (Sales Ledger > Co 01 > Add/modify accounts), ensure that the account has the foreign-currency code set.
The Reciprocal account must reflect the second company’s account.
In the account details of the second company, ensure that the account has the foreign-currency code set.
The Reciprocal account must reflect the first company’s account.
Vehicle Multi-Currency Parameters
(Manufacturer systems > X3 from the Autoline Master Menu then Vehicle multi-currency > Multi currency parameters.)
For each VSB company, the Used vehicle analysis codes must be set. These analysis codes are used if the purchase exchange rate changes in Vehicle Administration. In the program MS-X3-X3VEHMCUR Version 3, the following occurs:
- If the specification line matches the analysis code, the line is treated as a foreign-currency line, and the base value is re-calculated.
- If the specification line does not match the analysis code, the line is treated as a base-currency line, and the foreign value will re-calculated.
In MS-X3-X3VEHMCUR version 4, the following occurs:
- The analysis-code parameter is not read. If the specification line has an analysis code of l, d, f, 5, 6 or 7, the line is treated as a foreign-currency line, and the base value re-calculated.
- All other specification lines are treated as base-currency lines, and their foreign-currency values re-calculated.
Vehicle Trading Currencies
(Manufacturer systems > X3 from the Autoline Master Menu then Vehicle multi-currency > Vehicle trading currencies.)
Each currency, including base currency, must be set up to allow for the Purchasing or Selling of vehicles. If both purchasing and selling are allowed, use Both. This is only for used vehicles.
This program allows you to create foreign-currency used vehicles in Vehicle Stockbooks (VSB).
(Autoline Master Menu, click Vehicle stockbooks > Vehicle administration.)
When creating a used vehicle, you are prompted to select a purchasing- and selling currency. These currencies are dependent on the setup with Vehicle trading currencies.
A used foreign-currency vehicle can have two different currencies, one being base currency and the other being foreign currency. For instance, the purchase currency can be foreign (EUR), and the selling currency: base (UKL). Or the other way round.
The display currency default is the Selling currency selection. The values on the Purchase Brief tab can be entered as foreign. Change the display currency to enter values in base currency. The display currency is visible on the TAB.
The vehicle created, the currency fields are updated in the Used vehicle stock table (VS.usdst). The fields, Currency code (CURRCODE) and Exchange rate (CURRRATE) store the selling-currency information. The fields, Buying currency (BUYCURR) and Buying exchange rate (BUYEXCH) store the purchasing-currency information.
When the used vehicle is initially created, the latest exchange rate is used. The exchange rates are set up in Manufacturer systems > X3 from the Autoline Master Menu then Vehicle multi-currency > Exchange rates.
When a purchase invoice date is entered for the vehicle, the system determines whether a new purchasing exchange rate should be used. The system uses the exchange rate relevant to the purchase invoice date.
If a new rate is determined, the purchase values are re-calculated. The foreign-currency purchase values on the Purchase Brief tab remain the same, and new, base-currency values are calculated.
The specification lines are also re-calculated. If the analysis code for the specification line exists in Vehicle Multi-currency Parameters, the foreign-currency purchase value remains the same, and a new base-currency value is calculated.
If the analysis code does not exist in the parameter, the base-currency purchase value remains the same, and the foreign-currency value is re-calculated.
Trade-ins can be added to a foreign-currency vehicle (both New and Used). The trade-in vehicle inherits the selling currency from the primary vehicle.
To add trade-ins to a foreign-currency, used vehicle:
The trade-in vehicle inherits the selling currency of the used vehicle.
In VSB: if the trading currency of the primary vehicle is set to allow for purchasing, and you select to create a trade-in vehicle, you are prompted with the following message:
The purchasing currency of the trade-in will be set to EUR. Do you wish to continue? Yes/No
If you select Yes, the trade-in vehicle is created using the foreign currency.
If an existing, used vehicle is added as a trade-in, the purchasing currency must match the selling currency of the primary vehicle.
If the trading currency of the primary vehicle is set not to allow for purchasing, and you select to create a trade-in vehicle, you are prompted with the following message:
Invalid purchasing currency:
The selling currency EUR is not a valid purchasing currency. Set up currency code within X3.MS.vmctc table. Trade-in will not be created. OK/Cancel.
Trade-ins can be added to foreign-currency quotes in Showroom (both New and Used). The trade-in vehicle inherits the currency of the vehicle quote.
If the trading currency of the quote is set to allow for purchasing, you can add a trade-in vehicle.
To add trade-ins to a foreign-currency, used-vehicle quote:
The trade-in vehicle inherits the selling currency of the used vehicle.
If an existing, used vehicle is added as a trade-in, the purchasing currency of the trade-in must match the quote currency.
If the trading currency of the quote is set not to allow for purchasing, and you select to add a trade-in vehicle, the following message is displayed:
The quote currency EUR is not a valid purchasing currency for trade-ins. Trade-in vehicle cannot be created. OK/Cancel
In that case, the trade-in is not added to the quote.
Demonstration is a generalised term for vehicle transfers/conversions. The following procedures for all the transfers are identical.
When carrying out Demonstration-, Hire-, or Courtesy transfers of a vehicle in VSB, the supplier account of the demonstration vehicle is derived from the Currency purchase parameters. If no Purchase Ledger account is defined in the currency purchase parameters, the original account for the transfer is kept.
To transfer a foreign-currency, used vehicle to Demonstrator- or another vehicle type (Courtesy or Hire):
Load the vehicle in VSB, then select Vehicle > Convert to… Demo, Hire, or Courtesy from the menu bar in VSB Administrator.
If the first option in the VS > Convert to... list is selected, a transfer type of D in the MS table is used. If the second option is selected, transfer type H is used. If the third option is selected, transfer-type C is used.
Note: If the selling currency of the vehicle is the system base-currency, no X3-specific changes will be made.
When you have created the demonstration vehicle, the selling currency of the source-vehicle is used. On the demonstration vehicle, you cannot change the selling exchange-rate of the vehicle, but can change the selling currency via normal functionality. The default exchange rate of the selected currency is always the latest available exchange rate.
When carrying out a demonstration transfer of a new vehicle in Vehicle Stock Books, the purchase- and selling currencies of the demonstration vehicle are the same as the selling currency of the source vehicle. During the transfer, a dialogue box is displayed, and you are prompted for the exchange rate of the new demonstration vehicle.
As with core functionality, the demonstration vehicle has a single, vehicle price line that is the total of all specification lines (both recoverable and non-recoverable), of the source vehicle. During the conversion process, the specification lines of the source vehicle are converted to base value, then converted to the selling currency by using the exchange rate you are prompted for. This exchange rate is then used to determine the foreign value of the price of the demonstration vehicle.
If you click OK to the dialogue box, the transfer is continued; if Cancel, the conversion is stopped, and you are returned to the Convert Vehicle form.
As with new-vehicle demonstration transfers, the vehicle price is determined by totalling all specification lines of the vehicle. During the conversion process, the specification lines of the source vehicle are converted to base value, then converted to the selling currency of the source vehicle by using the selling exchange rate of the source. You are not prompted for an exchange rate.