Admins can upload custom FX (Foreign Exchange) rates to ensure Brightflag reporting matches your finance or accounts payable systems.

Once uploaded, these rates are used anywhere Brightflag performs currency conversion (e.g. Reports, Budgets, Spend Overview).

⚠️ Important
Custom FX rates cannot be removed once uploaded.
Confirm with your Finance team before proceeding.

How to Upload Custom FX Rates

1. Go to:
   Menu → Admin Settings → Configuration → Custom FX Rates
2. Click Submit Custom FX Rates
3. Download the template
4. Add your FX rates:
   • Use ISO currency codes (e.g. USD, EUR, GBP)
   • Enter rates relative to your default currency
   • Do not include your default currency in the file
5. Upload the file
6. Select an effective date

How FX Rates Work

• FX rates apply based on the invoice date and effective date
• Only applies to newly submitted invoices
• You can upload new rates at any time (with future effective dates)

📌 If no custom rate exists, Brightflag uses default ECB rates

📌 FX rates are used in:

• Reports
• Budgets
• Spend Overview
• Timekeeper rates

📌 FX rates do not affect payments
Invoices are always sent to AP in the original billed currency

Common Errors When Uploading

File Errors (Template Issues)

• Wrong file format (not using template)
• Missing headers or columns
• Incorrect column order
• No data in file
• Effective date included in file (should be selected during upload)

➡️ Fix: Download a fresh template and re-upload

Row Errors (Data Issues)

• Invalid or missing currency code
• Duplicate currency entries
• Missing or invalid exchange rate
• Rate is zero or negative

➡️ Fix: Download the error file, correct highlighted rows, and re-upload