Currencies
For general information about codebooks, see the Codebooks chapter.
This is a standard codebook containing a list of currencies. It is populated at the time of installation. Its primary use is when trading with foreign partners. This codebook is used in documents in the "Currency" field. When creating a document, this field is automatically populated with the currency you selected when setting up your company. If you need to create a document in a foreign currency, you can change this currency.
You can open the list from the "Tools" menu under "Codebooks -> Currencies".
The toolbar at the top of the table contains a number of buttons whose functions are described in the "Program Controls" chapter.
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Main Panel
Click the "New" button or use the keyboard shortcut Alt+N to open the form for a new record.
The toolbar at the top of the form contains a number of buttons whose functions are described in the "Program Controls" chapter.
Code: Required field, may contain up to 20 characters. The value must be unique among records. The currency code used in the exchange rate list.
Symbol: If a currency uses a specific symbol, e.g. the € symbol for Euro. This field is not required.
Name: Required field, may contain up to 255 characters. This generally represents the record in overviews, printed reports, and selection lists, so it should identify the record in a unique way. If you configured foreign languages in the initial setup, clicking the button
allows you to fill in the "Name" field in the selected foreign languages. These language variants of the name are printed on documents when printing in a foreign language. Clicking the button
closes the fields for the name in foreign languages.
Rate quantity: This is the value taken from the exchange rate list. In most cases it is set to 1, meaning the exchange rate is defined for one foreign currency unit.
Exchange rate download method: This field is linked to the company's initial setup, where you define the update method. You can set a different exchange rate download method for each currency. Use the
to select one of the available options:
Do not download – the exchange rate for the given currency will not be downloaded automatically.
Daily – the exchange rate for the given currency will be downloaded daily according to the initial setup – from the current day or from the previous day.
Monthly – the exchange rate for the given currency will be downloaded monthly according to the initial setup – on the 1st calendar day or on the 1st working day of the month.
Annually – the exchange rate for the given currency will be downloaded annually according to the initial setup – on the 1st calendar day or on the 1st working day of the year.
Based on these settings, exchange rates are updated every time FlexiBee is launched — that is, they are saved for each currency in the separate "Exchange Rates" tab and simultaneously in the standalone "Exchange Rates" codebook. If you create a document in a foreign currency before the current exchange rates have been downloaded into the codebook, the program will automatically retrieve the appropriate rate from the foreign exchange market.
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Tab "Exchange Rates"
For each currency, you can assign both the current and previously valid exchange rates. This tab is closely linked to the standalone "Exchange Rates" codebook. If you add a rate here, it will simultaneously appear in the "Exchange Rates" codebook, and vice versa.
The toolbar at the top of the table contains a number of buttons whose functions are described in the "Program Controls" chapter.
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Exchange Rates – New Record
Click the button to open the form for adding a new exchange rate.
The toolbar at the top of the form contains a number of buttons whose functions are described in the "Program Controls" chapter.
Date: The date for which you are setting the exchange rate. Enter it using the button
or enter it manually. The current date is suggested by default.
Rate: The valid exchange rate for the date specified above. If you keep your accounting in Czech currency, for example, the value "CZK" is displayed after this field.
Quantity: This is the value taken from the exchange rate list. In most cases it is set to 1, meaning the exchange rate is defined for one foreign currency unit. The abbreviation of the selected currency is also appended after the field, so you can immediately see, for example, that 25.00 CZK = 1 Euro.
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Tab "Texts"
The "Texts" tab is included in all codebooks and all lists. It contains two fields where you can enter information according to your own needs. Completing these fields is not required.
Description: You can provide a more detailed description.
Note: The note is used to alert users to any special characteristics of the record or to draw other users' attention to anything they should be aware of when working with the record.
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Tab "Administration"
The "Administration" tab contains information about the time validity and visibility of the given record in the codebook (list). The validity of a record is defined by a range of calendar years. Within the specified range of years the record is valid; outside of that range the record is not valid and will not be displayed in the codebook at all. By restricting validity, you ensure that users are not slowed down by browsing through obsolete records during routine use of the codebook.
Because time validity is tied to calendar years, it does not correspond to fiscal accounting periods.
Valid from: The calendar year from which the record's validity begins.
Valid to: The calendar year in which the record's validity ends.
If you want the record to have unlimited validity, do not change the preset value of "0" in the Valid from field and "9999" in the Valid to field. The record will then be usable in all calendar years and will appear in the list for every calendar year.
If you set both the Valid from and Valid to fields to "2016", the record will only be usable in 2016 — that is, it will only be visible in the list during that year (see accounting period in the sidebar navigation header).
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