Use Exchange Rate Setup to set the conversion rates when you accept foreign currency. For example, if a tourist pays in USD, the system will convert it to your base currency (SGD) using the rate you set here.

When to use this: When you need to set up or update foreign currency exchange rates for multi-currency transactions.

Prerequisites

• Currency Setup completed with at least two currencies

Exchange Rate List

📝 General Description

When customers pay in a foreign currency (e.g., MYR in a Singapore store), the POS converts the payment using the exchange rate configured here. The list shows all configured currency rates with their current conversion values.

⚙️ UI Elements

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4.7.1 Data Grid Columns

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4.7.2 How to Add an Exchange Rate

1. Navigate to Sales Setup → Exchange Rate Setup.

2. Click the green + Add New button.

3. The Add New form opens:

Form Fields

4. Select the Currency Code from the dropdown (e.g., USD).

5. Enter the Exchange Rate (e.g., 15000 if 1 USD = 15,000 IDR).

6. Click Save to create the exchange rate.

Expected Result: The exchange rate is saved.

[!IMPORTANT] The Base Currency is read-only and comes from your Company Setup. You can only add exchange rates for currencies that have been created in Currency Setup (Section 4.8).

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4.7.3 How to Edit an Exchange Rate

1. Click the Code link (blue text) in the data grid.

2. The edit form opens with the current values pre-filled.

3. Update the Exchange Rate to the current market rate. 4. Click Save.

5. The POS will use the new rate for all future foreign currency payments.

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4.7.4 How to Delete an Exchange Rate

1. Check the Deleted checkbox next to the currency in the data grid.

2. Alternatively, open the edit form → click Delete.

3. The exchange rate is safely deleted and the POS will no longer accept payments in that currency.

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4.7.5 Conversion Example

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Bottom Action Buttons

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💡 Tips

[!TIP] Update exchange rates at least weekly (daily for high-volume tourist locations). Stale rates can result in losses on foreign currency transactions.

[!WARNING] The exchange rate applies to all outlets using the system. If different outlets need different rates, coordinate with your finance team to set a single rate that covers all locations.

[!NOTE] Exchange rates are simple conversion multipliers. If your base currency is IDR and the rate for USD is 15000, the POS calculates: USD amount × 15000 = IDR equivalent. All rates in the list currently show 1 — make sure to update them to actual market rates before going live.

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Access & Permissions

[!NOTE] Exact permissions depend on the Privileges Setup configured for each role. Contact your administrator if you cannot access this page.

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How to Add a New Exchange Rate

1. Navigate to Exchange Rate Setup from the sidebar menu.

2. Click the + Add New button (green button).

3. Fill in the required fields in the form.

4. Fill in any optional fields as needed.

5. Click Save to create the new exchange rate.

✅ Expected Result: The new exchange rate appears in the list and is available for use across the system.

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How to Edit a Exchange Rate

1. Navigate to Exchange Rate Setup from the sidebar menu.

2. Click on the name or code link (blue text) of the record you want to edit.

3. The edit form opens with all current values pre-filled. Modify the fields as needed.

4. Click Save to apply your changes.

✅ Expected Result: The exchange rate is updated and changes take effect immediately.

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How to Delete a Exchange Rate

1. Navigate to Exchange Rate Setup from the sidebar menu.

2. Click on the name or code link (blue text) of the record you want to delete.

3. In the edit form, scroll down to the bottom.

4. Click the Delete button (red button).
5. A confirmation dialog appears — click Yes to confirm.

✅ Expected Result: The exchange rate is soft-deleted — hidden from active lists and POS but can be restored later.

[!WARNING] Records linked to active transactions or other modules cannot be deleted. The system will display an error if deletion is not allowed.

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FAQ

Q: Why is this payment mode not appearing on the POS? A: Check that the payment mode is marked as Active and assigned to the correct outlet. The POS also needs to sync.

Q: Can I edit a completed sales transaction? A: No. Completed transactions cannot be edited. You can void the transaction and create a new one if correction is needed.

Q: How do I set up a new tax rate without affecting past transactions? A: Create a new GST rate with a future Commence Date. The system will automatically apply the old rate to past transactions and the new rate from the effective date.

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Troubleshooting

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Related Menus

• Product Setup > Product List — products linked to pricing
• Master Data > Outlet Setup — outlet-specific payment modes
• Master Data > POS Setup — POS terminal configuration
• Setting > Feature Setup — enable/disable sales features

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Open Questions / Confirmation Needed

[!NOTE] The following items may vary depending on your system version and configuration:

• Exact permission settings depend on your Privileges Setup configuration
• Sync timing to POS terminals depends on network conditions and sync schedule
• Some features may require additional licensing or module activation
• Field behavior may differ between EQuip versions

If you encounter behavior not described in this manual, contact your system administrator or EQuip support team.