Gorilla Expense

Within Gorilla Expense, there are two options to manage the currency rate. 

The first option is the standard one where the user manually enters the currency rate for each transaction created on the web application or submitted from the mobile app. 

The second option is when the admin sets the currency rate in the system for all the foreign currencies. The following paragraph details the second option. 

Using this function, as briefly discussed, the admin can ‘upload’ currency rates for all foreign currencies using Excel. The admin has the flexibility to allocate different currency rates for different periods. The typical period to update the currency rate is on a month to month basis. After the currency rates are uploaded successfully, when the user changes the currency type in the transaction, the application will automatically ‘pull-in’ the respective rate for that currency type relative to the date.

For example if the currency is EURO and the rates are: 1 EURO= 2.2 USD for the month of April and 1 EURO=2.5 USD for the month of May. If the user toggles between various dates in April and May, the conversion rate field would automatically change between 2.2 and 2.5. Note that, once the currency rates are uploaded, they are available to all users. Further, with this option, the user still has the option to change the set currency rate manually in the application. However, any changes made by the user to the admin defined currency rate will be logged and visible in the Audit Trail for the user, manager and admin to see, thus maintaining full visibility for all. 

The CurrencyRate template is an Excel file with a standard format for listing all the currencies and their respective rates. There are two template formats available 1) With USA date format for US customers and 2) With UK date format for European/Asia customers. Table below shows an example of a filled CurrencyRate template for the month of June, 2013. The multiplier column makes it easy to view the rates without showing too many digits after the decimal point.

Once this document is filled, the admin will need to use the Gorilla Expense Integration Manager utility to upload the values contained in this document (Contact Gorilla Expense to learn more about the Integration Manager). After logging into the Integration Manager, go to File > Import Currency Rate > Import using Excel. Here, click on Settings and browse to the CurrencyRate Excel file and click done. By clicking on Reload at the bottom of the page, the entries will be loaded. See below Figure. Once the entries are loaded, click on Select All at the top left (or specific Currency IDs) and click on Import Currency Rate(s). The Integration Manager will upload the currencies. A green status indicates a success while a red status indicates a failed upload. The admin can click on View Log to find the reason for the failed currency rate upload.

 Once the currency rate upload is done from the Integration Manager, the admin can go back to the admin web application account under Masters > Currency Rate to confirm if the rates have been uploaded. In below Figure, as an example, we have selected the Bahrain Dinar currency for the month of June and the conversion rate matches row 8 from above Figure for confirmation