EBS EXP - Base Currency Change Instructions EN

Description

The text describes the proposed process for converting the EBS or Expert installation data due to a change in the base currency. The first implementation of this procedure is taking place on the occasion of Bulgaria's changeover to EUR, from BGN

Conversion tool for BC values

The conversion of fields containing values in the Base currency can be performed in an automated manner, for almost all fields of application. The relevant tool can be called by adding a shortcut to the following content:

bInvoke|Entersoft.Framework.CompanyUseCasesCurrency.FiscalYearCurrencyConverterDlg, ESCompanyCurrencyConverter

You can run the tool at any time, even if you’ve already started working on the 2026 fiscal year. You can run it as many times as you wish, as the data already converted by a previous run of the tool will not be affected.

The tool affects a number of application fields, which contain values exclusively in BC

They mainly concern transactional data, i.e. document data, document lines and transactions.

In more detail, the following update options are given:

• Update value fields into the main currency of the application's master entities. With a separate selection on the tool screen it’s possible to choose whether to also update the "master entities" Select the “Update master Entities” field and then, using the “Master entities” parameter, select the entities whose fields contain values you wish to update
• Update numeric user-defined fields, which contain values in BC and you wish to convert into € To select the fields, select the "Update UDF fields" field and then in the window right below select the tables and user-defined fields that contain values in Base BGN currency and you wish to convert into EUR.
• Select the currency code that is the old BC, BGN is recommended
• Enter the exchange rate which will be used for the conversion. Naturally, we suggest the locked one for 1/1//2026.
• Select the financial years for which the procedure will be executed. This can be done using the field "Update Entries before" on the window. Based on the date you specify here, the process will update the data of all fiscal years with an expiration date shorter than (<) the selected one. For example, if you want to select all fiscal years, of all selected companies before 1/1/2026, i.e. 2025, 2024, etc., here you must select 1/1/2026.
• Choose whether you want to change the currency of the Financial years whose data will be converted (based on the previous parameter) to EUR. Select the "Change fiscal year currency to EUR" field
• Select the companies for which the process will be performed from the relevant field of the screen
• Choose whether the accounting entry data will be updated for all fiscal years, by selecting the “Update Ledger Entries” field.
• Select whether the data of their fixed assets and depreciable acquisitions will also be updated. To do this, select the “update Fixed assets depreciations” field.
• You can run the tool without updating your transaction and document data, by unchecking the “Update Transactions” field
• You can choose to automatically perform the recalculation of periodics, after the update process is performed, by selecting the “Recalculate Entries” field on the screen. It is recommended to always choose this option. Otherwise, after running the tool each time it is necessary to perform the transaction recalculation process (menu: Configuration/ Recalculations/ Recalculate Transactions) manually for all companies for which conversion has been performed.

Important information about the conversion process:

The process affects all fiscal years of selected companies whose currency is the one chosen in the relevant tool parameter

The tool DOES NOT convert fields that contain values into transaction currency, i.e. fields that usually contain the word “currency” in their name. So even transactions in fiscal years before 2026 in BGN will not be converted into transactions exclusively in €, i.e. with € as the Transaction currency. Instead, they will maintain BGN as transaction currency and all values in BC will be converted into €.

The various exchange rate fields are calculated again based on the new BC, which is € and the transaction currency

After completing the conversion process, it is necessary to restart the application server and re-login to the application

Here is a list of the fields/entities affected by the tool:

• Liquidity account
• Credit policy
• Retroactive Discount Profiles
• Discount analysis
• Adjustment Document
• Cash Document
• Trade document
• Commercial Agreement
• Item
• Item entry
• Items - Latest prices
• Item Price Log
• Item line
• Allocation line of item line
• Allocation line of item line
• Document line with Open quantity
• Liquidity account line
• Note line
• Payment terms line
• Special account line
• Trade account line
• Voucher line
• Liquidity account entry
• Entry matchings
• Selective account matchings
• Cheque/Note
• Cheque/Note entry
• Payment method
• Pricelist line
• Quantity fulfillment entries / Item periodics
• Special account
• Special account entry
• Special acc. periodics
• Trade account
• Trade account contract
• Trade account entry
• BOM
• BOM contents
• Catalogue item
• Item cost prices
• Prices by dimension
• Sales price
• Item analysis line
• Related items of person
• Item analysis entry
• Item suppliers
• Campaign
• Contract term
• Task item

Additional Steps for the conversion into Euro

Download Backup files

The first step taken before running the tool must be downloading a backup

Given the need to obtain correct results for 2025 in BGN, as required by law, before running the tool you must ensure that fiscal year data with BGN entries are kept in a separate database. Within this database, entries for data pertaining to 2025 are made exclusively in BC of BGN. These entries, documents, etc., concern data that must be recorded retroactively in 2026, but pertain to and are dated in 2025.

Check in every case whether a double-entry will be required for some data that pertain to 2025 and the “New” Euro database, in addition to the BGN database (Old DB).

Sub-system inventories

It is advisable to conduct a valuation in Euro and transfer to the EUR DB for certain subsystems—such as accounting and fixed assets—after their finalization for 2025 in the BGN DB. This inventory should be made in EUR. It is recommended and not required to also perform the closure of 2025 fiscal year, using either the BGN or € database. This ensures the proper operation of the installation, as well as the correct inventory and transfer results.

However, keep in mind that the Euro entries made in 2026 and related to 2026 are NOT required to be made in the BGN database.

The 2025 database in BGN currency may cease to be in use, once the agreements and submissions of statements and results for 2025 have been completed. The retrieval of official statements for 2025 and earlier must be done from the BGN database.

Other cases of conversion

 Here are some clarifications on how to deal with the conversion in important areas and features of the application

• The open balances of the trade accounts will be converted into Euro using the tool
• The financial fulfillments will continue to take place normally, but with the values in Euro as the main currency. The currencies and open and close values of the entries involved in the fulfillments do not change. Only the closed value changes to BC.
• Any exchange differences are not recalculated and a recalculation is not required, but instead they are now converted and expressed in €. This is because the open and close currencies and their values do not change
• The depreciation process will continue to run from 2026 onwards in Euro. The values of depreciable acquisitions are converted into €. It is recommended that depreciation for 2026 be executed after their valuation in euro within the EUR database.
• In the case of advance payments, we expect they will continue to be executed without any problems after running the tool. There has been a relative check performed, but we also await your feedback
• The various values described in terms and actions of invoicing policies are not converted into Euro. The user must update the invoicing policies
• The pricelist values in BGN currency are converted into Euro.
• The balances of pending orders and proforma invoices of 2025 must be recorded in new sales orders dated 1/1/2025 and canceled by going into the relevant type of “pending orders cancellation” document at 2025
• Any uninvoiced delivery notes should be invoiced 
• Cost files should also be closed
• In all Print forms where values in both euro and BGN are required, this must be implemented by modifying the print form
• By using the tool, the transaction currency changes into EUR, for the trade accounts that have the BGN as their transaction currency
• CRM tasks. We await information about existing needs. However, certain values in some tables are being updated

 

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