Currency & FX Configuration Guide

Overview

Currency configuration in Kaptio determines how you price products, record costs, and report financials. This guide walks through the complete setup process for single and multi-currency operations.

Prerequisites

Before configuring currencies, ensure you have:

Established your Business Units
Admin access to Kaptio Setup
Clarity on your operating currencies (cost and selling)

Step 1: Define Your Currency Strategy

Questions to Answer

Question	Impact
What currencies do you buy in?	Cost currencies for supplier payments
What currencies do you sell in?	Selling currencies for customer invoices
Single or multi-currency books?	Reporting complexity
Manual or automated exchange rates?	Operational overhead

Common Patterns

Single Currency (Simple)

One operating currency for costs and sales
No FX management needed
Example: UK operator selling only in GBP

Multi-Currency Selling

One cost currency, multiple selling currencies
Exchange rates needed for pricing
Example: US operator selling in USD, EUR, GBP

Full Multi-Currency

Multiple cost and selling currencies
Complex FX management
Example: Global DMC with regional operations

Step 2: Create Currency Records

Navigate to Setup → Kaptio → Currencies and create records for each currency you’ll use.

Required Fields

Field	Description	Example
Name	Display name	”US Dollar”
ISO Code	3-letter code	”USD”
Symbol	Currency symbol	”$“
Decimal Places	Precision	2
Active	Is available	✓

Recommended Currencies

For most tour operators, start with:

Your home currency (primary cost/selling)
USD (common supplier currency)
EUR (common supplier currency)
Customer-facing currencies based on markets

Step 3: Configure Business Unit Currencies

Each Business Unit needs currency assignments:

Navigate to the Business Unit record
Set Default Currency (primary operating currency)
Add Supported Currencies (additional selling currencies)

Multi-Currency Books

For separate financial books per currency:

Enable Multi-Currency Books on the Business Unit
Configure Currency Books for each currency
Set up Inter-Currency Transfers if needed

Step 4: Set Up Exchange Rates

Manual Exchange Rates

For low-volume or stable rate scenarios:

Navigate to Setup → Kaptio → Exchange Rates
Create rate records with:
- From Currency
- To Currency
- Rate (e.g., 1.25)
- Effective Date
- Expiry Date (optional)

Rate Types

Type	Use Case
Buy Rate	Converting supplier costs
Sell Rate	Pricing for customers
Hedge Rate	Locked rates for forward bookings

Automated Exchange Rates

For high-volume operations:

Configure Exchange Rate Provider integration
Set Update Frequency (daily recommended)
Enable Rate Alerts for significant movements

Step 5: Configure Pricing Behavior

Currency Display Rules

In Kaptio Settings → Currency Display:

Rounding Rules: How to round converted prices
Display Format: Symbol position, decimal separator
Rate Display: Show converted amounts to users

Margin Protection

Set up rules to protect margins on FX:

Minimum Markup %: Buffer on exchange rates
Rate Lock Duration: How long quoted rates are valid
Revalidation Triggers: When to recalculate

Step 6: Test Your Configuration

Validation Checklist

Create a test itinerary in each selling currency
Add services with costs in different currencies
Verify pricing calculations are correct
Check invoice currency matches expectation
Confirm exchange rates apply correctly

Common Issues

Issue: Prices not converting

Check: Exchange rate exists for the currency pair
Check: Rate is within effective dates

Issue: Wrong rate applied

Check: Buy vs Sell rate configuration
Check: Rate effective date

Issue: Rounding errors

Check: Currency decimal places setting
Check: Rounding rules configuration

Object	Purpose
`KaptioTravel__Currency__c`	Currency definitions
`KaptioTravel__ExchangeRate__c`	Rate records
`KaptioTravel__CurrencyBook__c`	Multi-currency books
`KaptioTravel__BusinessUnit__c`	Currency assignments