How to Use the Import Currency Rate Window in iDempiere

Introduction

The Import Currency Rate window is a staging area in iDempiere where currency exchange rate data, loaded from a file, is reviewed before it becomes part of the system.

It supports businesses that trade or report in more than one currency, letting finance teams bring in daily or periodic exchange rates in bulk instead of entering each one by hand.

Once the staged rates are accepted, they update the Conversion Rate records used for pricing, invoicing, and financial reporting across currencies.

Process Flow

Business Rules

• Records in this window are loaded from a file and are not meant to be typed in manually.
• Only active, non-summary Organizations are accepted; others are rejected with an error.
• The Currency Type Key must match an existing, active Conversion Type.
• Both currencies must already be set up as active currencies for the business.
• If either Multiply Rate or Divide Rate is left blank, the system calculates it from the other.
• A blank Valid From date is automatically set to the current date during processing.
• Enabling Create Reciprocal Rate also generates the opposite currency pair automatically.
• Records with missing or invalid data are flagged with an error message and are not applied.
• Only records marked Imported are reflected in the live Conversion Rate records.

Prerequisites

• Organization configured (or the ‘*’ value for all organizations).
• Currencies configured and active for every currency used in the file.
• Conversion Type configured (for example, Spot or Company).
• Import Loader Format defined for the currency rate file layout.
• Exchange rate file prepared in the agreed column order (comma separated).

Navigation

Menu → System Admin → Data → Data Import → Import Currency Rate

Opening the window shows a list of staged currency rate records with fields such as Organization, Currency, Currency To, Currency Type, Multiply Rate, Divide Rate, and the Valid From / Valid To dates. Each record also shows whether it has been Imported and Processed, and displays any Import Error Message.

Configuration Steps

Step 1: Prepare the Exchange Rate File

The exchange rates must be arranged in a file before they can be brought into iDempiere, so the system knows which currency, rate, and date each entry belongs to.

Instructions

Create a comma separated file with one line per currency pair, following the column order agreed in the Import Loader Format, and save it for upload.

Field	Sample Value	Description
Org ID	0	Organization the rate belongs to; 0 or blank applies to all organizations.
ISO Currency Code	INR	Currency being converted from.
ISO Currency To Code	USD	Currency being converted to.
Currency Type Key	S	Matches the Conversion Type, for example Spot.
Multiply Rate	0.010439	Rate used to convert the From currency into the To currency.
Divide Rate	95.79	Reverse rate; calculated automatically if left blank.
Valid from / Valid to	08/01/2026 – 08/31/2026	Date range the rate applies to.
Create Reciprocal Rate	N	Set to Y to also generate the opposite currency pair.

Step 2: Load the File Using Import File Loader

The file has to be brought into the staging table before the records can be reviewed or corrected.

Instructions

Open Import File Loader, choose the file, select the matching Import Format, confirm the file encoding, and load it into the Import Currency Rate table.

Step 3: Review the Staged Records

Reviewing the loaded records first helps catch missing organizations, currencies, or rates before they affect financial data.

Instructions

Open the Import Currency Rate window and check each record’s Organization, Currency, Currency To, Multiply Rate, and Divide Rate for accuracy.

Field	Sample	Purpose
Organization	*	Confirms which part of the business the rate applies to.
Currency / Currency To	INR / USD	Shows the currency pair being converted.
Currency Type	Spot	Confirms which rate type the record will be filed under.
Imported / Processed	Unchecked	Shows the record has not yet been applied to the system.

Step 4: Run the Import Currency Rate Process

Running the process applies the reviewed rates to the system so they are available for transactions and reporting.

Instructions

From the window, run the Import Currency Rate process. The system validates each record and creates a Conversion Rate for every record that passes validation.

Step 5: Verify Processed Records

A final check confirms the rates were accepted and are ready for use in transactions.

Instructions

Reopen the window and confirm Imported and Processed are checked, and that the Conversion Rate field now shows a reference number.

Field	Sample	Purpose
Imported	Checked	Confirms the record passed validation.
Processed	Checked	Confirms the Conversion Rate record was created.
Conversion Rate	1000033	Reference to the newly created Conversion Rate record.
Import Error Message	Blank	Empty when the record completed without errors.

Common Issues and Resolutions

Issue	Cause	Resolution
Record flagged Invalid Org	Organization is missing, inactive, or a summary level.	Set a valid, active, non-summary Organization on the record and reprocess.
Record flagged Invalid ConversionType	Currency Type Key does not match an active Conversion Type.	Correct the Conversion Type value in the source file and reload.
Record flagged Invalid Currency	ISO Currency Code is not configured as an active currency.	Set up the currency for the business first, then reprocess.
Record flagged Invalid Currency To	ISO Currency To Code is not configured as an active currency.	Add or activate the target currency, then reprocess.
Record flagged Invalid Rates	Both Multiply Rate and Divide Rate are missing or zero.	Provide at least one rate value; the other is calculated automatically.
Rate not visible in transactions	Record was staged but the process has not been run.	Run the Import Currency Rate process to complete the update.
Duplicate rate for the same date	A rate for the same currency pair, type, and date already exists.	Adjust the Valid From date or update the existing rate directly.
Old staged records reappearing	Previously imported records were not cleared before a new load.	Enable the delete option for old imported records before loading again.

Next Steps

• Currency – confirm all currencies used in the file are active.
• Conversion Type – confirm the rate types referenced in the file exist.
• Conversion Rate – view or adjust individual rates directly if needed.
• Import Loader Format – maintain the file layout used for future imports.