Currency Books

Currency books define the specific currency conversion rates for each individual Business Unit and can be based on live or manual conversion rates. In order to assign a currency book to a Business Unit you need to follow these steps:

How to create a new currency book

  1. Click New in the currency books section of the currency books overview screen and the following popup will appear:currency-books
  2. Enter a Currency Book Name.
  3. Check the Use Live Currency Conversion box if the currency conversion rates should be updated automatically.
  4. If you do not check the Use Live Currency Conversion box, you will need to set your conversion rates manually. You can learn more in the Manual Conversion Rates article.
  5. Check the Convert Using Quote Date box if you are using manual conversion rates which by default will be based on the itinerary creation date.
  6. If you do not check either of the two boxes, Kaptio Travel will by default use your manual conversion rates based on the itinerary start date.
  7. Select the Base Currency for this currency book from the drop down menu. The base currency needs to be equivalent to the Business Unit which this currency book will be assigned to. You can learn more about setting the base currency for a Business Unit in the Business Units article.
  8. Once you have entered all details click Save and you will be taken back to the currency books overview screen.

How to manage currency conversion rates manually

  1. in the currency books section of the currency books overview screen click the relevant currency book name and the following screen will appear:currency-books-2
  2. First of all click New Period In the conversion rate period section of the currency books overview screen.
  3. On the following screen under Starting On select a start date from the calendar. You do not need to set an end date for a conversion rate period, however each time you enter a start date for a new period, Kaptio Travel will automatically set the end date for that period as the day before the next period starts.
  4. Click Save and you will be taken back to the currency books overview screen which will now show the start date which you have just entered:currency-books-3
  5. Click Edit next to the New Period button and the grey fields below each currency will change to white, which means they are now editable.
  6. Enter the manual conversion rate into the field below each individual currency.
  7. Once you have entered all manual conversion rates for this specific conversion rate period click Save.
  8. You can set up further conversion rate periods by repeating the same steps.
  9. Once you have entered all relevant details click Save and return to the currency books overview screen by clicking Currency Setup.

Base settings

Base Settings on the right hand side of the currency books overview screen.define how frequently the live conversion rate is updated. The default setting is once a day and currently this cannot be changed.

base-settings

NOTE: Kaptio Travel does not allow users to change a currency book from manual to live conversion rates. You need to create a new currency book and then reassign this to the relevant business unit.

How to assign a currency book to a Business Unit

  1. In the currency book assignment section of the currency books overview screen click Edit and the following screen will appear:curr-books
  2. Under Buy Rates, select the relevant currency book from the drop down menu. For each Business unit you will only find currency books in the drop down menu which have the same base currency as this Business Unit. You can learn more about creating currency books in the Currency Books article.
  3. Under Sell Rates, select the relevant currency book from the drop down menu for each Business Unit. For each Business Unit you will only find currency books in the drop down menu which have the same base currency as this Business Unit. You can learn more about creating currency books in the Currency Books article.
  4. Once you have assigned a currency book to each business unit click Save.