See also:
Re-Valuation of Vehicle Stock According to Exchange Rate
Multi-Currency Vehicle Ordering (Supplier Order)
Changing the Sales Exchange Rate on Quotations, and Stock in VS
Note: This help topic is likely to be of most relevance to Systems Administrators. It assumes you are familiar with standard Sales Ledger-, Purchase Ledger-, and Vehicle StockBooks functionality.
When additional costs from some outside suppliers are received in some markets, those costs may be supplied in foreign currency. The costs must be passed through to the vehicle record in both foreign- and base currency, at the prevailing exchange rate at that time. If there is a difference between the original exchange rate and the latest alternative rate, a stock re-valuation should take place.
This program has a field in the X3.vmcvs table to hold the purchase exchange-rate per specification line. This allows each line to have a different purchase exchange-rate.
Before you use this program, you must ensure that the Autoline system is set up correctly. This is normally carried out by, or on advice from, an Autoline consultant. Consultants should refer to the handover document for FS/17341, and also for FS/16648 for more details on re-valuation parameters. The Cost transfer mnemonic specified in VS System parameters determines which account to debit when posting changes to other costs during vehicle re-valuation. The posting account is derived, along with the mnemonic, using the balance-sheet accounts and the physical location of the vehicle, regardless of what is specified in the parameters.
Warning: We strongly advise that the data in the Multi-Currency Parameters (vmcpa table) be checked as per 3.2 of FS/17341_HT_1,docx, before using this program.
The analysis-code parameters for new- and used vehicles in the Multi-currency parameters allow for up to 36 analysis codes. This enables codes l, d, f, 5, 6, 7, A-O, P-Z, and 1-4 to be specified. Note that analysis codes will be sorted in that sequence automatically. To select all possible analysis codes automatically, enter * (asterisk) into the required analysis-code parameter, then press the TAB key.
When the purchase exchange-rate of a vehicle is changed in VSB Administrator, only lines with analysis codes l, d, f, 5, 6, and 7 are considered, regardless of re-valuation parameters. Lines with those analysis codes are considered always to be in the same currency as the vehicle. As such, the base amount will be changed when changing the exchange rate. When changing the exchange rate, lines with analysis codes 5, 6, or 7, will only be considered if its source is Fixed, or blank.
When the exchange rate is changed, the foreign amount is left unchanged, and the base amount is changed to reflect the new exchange rate. Base changes to costs are posted using standard, VS posting-table setup.
Lines that do not match the analysis-code filter do not have its exchange-rate changed, and the original exchange rate remains. (In other words, neither a base- nor a foreign change, is made.)
The purchase currency and -exchange rate of a specification line is now shown when viewing the line in VSB Administrator. Lines that are not fixed costs may have a blank foreign-currency cost until the cost has been received from outside. On such lines, the vehicle purchase-currency and -exchange rate is used. For costs that have been processed, the relevant fields are filled with FCCCODE and FCRATEL.
Note: Core Autoline currency functionality has previously allowed users with sufficient priority to change the actual cost of a specification line directly (manually), even if the cost has been received from outside. This functionality has been revoked because changing these amounts could introduce mis-aligned account postings. For fixed-cost options, changing the estimated cost field still updates the actual cost.
When receiving costs from Sales Ledger or Purchase Ledger via Batch input of documents, Print registered documents or Generate and print documents, only accounts that use the system base-currency or the purchase-currency of the vehicle are allowed. The foreign amount and latest exchange rate are then stored in the vehicle record. This is for specification lines that have S, or P, as the source code.
Outside orders, and specification lines sourced from work in progress, must use only an account that uses the system base-currency. This is due to the fact that some core functionality does not fully support foreign-currency accounts/transactions. This is for specification lines that have O or W as the source code.
Lines with analysis codes l, d, f, 5, 6, or 7, always have their foreign-currency cost code set to the purchase currency of the vehicle, because these are purchase costs.
When receiving additional costs on a vehicle, the cost can only be received in the system base-currency or in the purchase currency of the vehicle being used. For work-in-progress- and outside-order costs, only accounts that have the system base-currency as a currency will be allowed. This is because of current restrictions in 9304E-EX functionality regarding foreign accounts on these sources.
See also: Creation of Foreign-Currency Used Vehicles in VSB
When creating a vehicle in VSB or adding options, fixed-cost options have the foreign-currency cost fields set automatically, because these costs are not received from outside VSB module. Franchise data for each fixed-cost option is inspected to determine the currency of that option. If the option currency is the system base-currency, the foreign-currency cost is in Base. If the option currency is not the system base-currency, it is treated a foreign-currency option. For foreign options, the exchange rate of the foreign cost will be set to the same as the vehicle’s purchase exchange rate.
Fixed-cost options inherit their foreign-currency cost code from franchise data. For foreign-currency options, the exchange rate is the same as the vehicle’s current purchase exchange-rate.
From Sales Ledger: sources are: SL Batch input of documents and Generate and print documents.
From Purchase Ledger, sources are: PL Batch input of documents and Pass registered documents via the Invoice register.
When processing documents, the SL/PL account currency is checked and, if valid, the foreign costs will be recorded in the relevant X3.vmcvs fields when the batch is posted.
Note: VSB Postings must be selected to allow selection of a vehicle to attach the costs to.
Only accounts that have the system base currency or that have the same currency as the relevant vehicle’s purchase currency are allowed.
When creating a Vehicle Preparations WIP using VS-lines that have been pushed to POS, only accounts that have the system base-currency are allowed. The account to use on vehicle preparation WIPs is specified in POS parameters. Because only base accounts are allowed, the recorded foreign-currency costs will be in Base.
When receiving purchase orders on outside-order lines, only accounts that have the system base-currency are allowed. When manually changing the PL account on the order, the currency of the account is checked.
Costs received from outside orders are done directly in VS, and do not use the IMPCOST field.
When re-valuing vehicles via the re-valuation interface, all lines that have an analysis code specified in the re-valuation parameters will have its exchange rate changed to the new exchange rate, and the base- or foreign value changes to reflect the new rate. Base differences are posted by debiting either the stock mnemonic or the cost transfer mnemonic, and crediting the stock re-valuation account from X3 parameters. Costs that were received in foreign currency will have its base equivalent changed. Costs that were received in base currency will have its foreign equivalent changed.
Lines that have an analysis code not specified in the re-valuation parameters will not be considered and will retain its current exchange rate.
Purchase re-valuation functionality can be accessed via Vehicle Stockbooks main menu > Miscellaneous options > Revalue multi-currency vehicles.
The Vehicle Revaluation form is displayed.
Both the foreign-currency difference and the base-currency difference, are shown.
Vehicles that have neither an adjusted currency value nor an adjusted base-value, cannot be re-valued.
The re-valuation report available after a re-valuation has been done also includes the Nominal Ledger invoice-buffer batch number for reference.
Difference Calculation
When re-valuing a vehicle, each specification line is checked to see whether the base value must change or the foreign value must change.
If the foreign-currency cost code (FCCCODE) of the specification line is blank (but not HEX (00)), no changes are made to the line, because no cost has been received. The exchange rate for that specification line is left unchanged. (For lines with HEX (00), see Import Costs.)
If the cost on a line has been received (and FCCCODE is not blank), the currency of the cost is checked. If the currency of the cost is the system base-currency, the foreign value is changed together with the new exchange rate.
If the currency of the cost is foreign (and expected to be in the same foreign currency as the vehicle), the base value is changed together with the new exchange rate. The base difference is added to the total that will be posted to the re-valuation accounts.
For lines that have a foreign-currency cost code of base, FCCOST and BACTCOST will be equal. For lines that have a foreign-currency cost code of a foreign currency, FCCOST and ACTCOST will be equal.
In earlier functionality, all re-valuation changes were posted by debiting the vehicle stock mnemonic from the X3 multi-currency parameters and crediting the re-valuation account. This has been expanded to post differences to the vehicle stock options (analysis codes l, d, f, 5, 6 and 7), to the vehicle-stock mnemonic specified in the X3 multi-currency parameters - and to post changes to all other accessories/options to the Cost transfer mnemonic. The re-valuation account will be credited for both.
Note: Costs received from outside VSB are not set directly to the actual cost of the specification line. IMPCOST is set to hold the cost instead of directly into ACTCOST. This is to allow VS postings on ACTCOST to be done once the vehicle has been re-loaded in VS Administrator. To cater for this, the re-valuation process changes the IMPCOST on specification lines as well (and add it to the amounts to be posted) which will then be considered when loading the vehicle in VS Administrator.
Catering for Old Data
This program has fields in the X3.vmcvs table that specify the true currency of costs. Old vehicles have no data in these fields. As such, options on a vehicle that have no FCCCODE (and are HEX(00)) are treated as per earlier functionality. When these specification lines are encountered in the re-valuation process, lines with an analysis code of l, d, f, 5, 6, or 7, are treated as a foreign option, and the base amount will be changed and posted. Lines with any other analysis code are treated as a base option and have its foreign amount changed.