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General financial settings


Primary, Secondary and Third Currency 

Click to enter an abbreviation or symbol for the Primary Currency that will be used throughout the Client and Server application. Typically this is the currency of the country where the Company is located. If required, a second and third currencies can be configured, by entering an abbreviation or symbol under Secondary/Third Currency and the exchange rate between the Primary and the Secondary/Third Currency. In the screenshot example, the Primary Currency is USD, the Secondary Currency is EUR and its exchange rate is 1.07 (1 EUR = 1.07 USD), and the Third Currency is GBP and its exchange rate is 1.49 (1 GBP = 1.49 USD)
In the farmerswife Client, it is possible to switch to a different currency through the Eye icon in the Edit Project window, and through a button in the bottom left corner of the Print Designer.

At Company Client level, you can setup the default currency so when invoicing, the system will automatically use that currency (see more details in the Toolbox manual).

Once the invoice is generated, the exchange rate can be modified just for that specific invoice by clicking on the modify icon next to Currency at the bottom of the Invoice Editor window.

When required, the exchange rates should be updated manually as they are not connected to any exchange system service. It is not necessary to do this at Server level, they can also be updated through Toolbox > Settings tab > Server Setup, if the User has "Server Setup" permissions. But beware that the change will affect all Projects. Only invoices keep the exchange rate set when created.
Note that only 3 currencies can be set up in the system. Contact Support for help in setting up an alternative workflow using Custom Fields at e.g. Project or Budget level. 

Decimal Rates / Show As 
Define whether decimals in Rates and other numbers should be used, and the format in which integers and decimals will be presented. If Decimal Rates option is set to Yes, select 1,000.00; 1.000,00; or 1 000.00); if set to No, select 1,000; 1.000; or 1 000. 

Tax Name / Tax % / Extra Taxes 
Define the name for the default tax (e.g. VAT in the UK, MwSt. in Germany), and the tax percentage value. This tax will apply by default to all Company Clients, unless a different one is defined in the Contact window (see more details in the Toolbox manual).

Extra Taxes can be defined by clicking on the drop-down menu next to Tax % and entering the Edit Extra Taxes. Once in, right click to Add a new tax: specify the tax name and percentage. By default, all configured additional taxes will apply in addition to the standard tax. And at Company level you can select which taxes should apply for that Client.
If e.g. the local tax is 10% and there is an extra tax of 20%, in a Project which total is 1,000.00, the calculation is done like this: 1,000 + 0.1*1,000 + 0.2*1,000 = 1,300

Vat + Total Round Mode 
Select the round mode for Total figures and Tax. E.g. if the Total & Tax are: Subtotal 10,023.50 + Tax (7% = 701.645) = Total 10,725.145 and Round Mode is set to .00 .50 the figures will be rounded to: Subtotal 10,023.50 + Tax (7% = 701.50) = Total 10,725.00

Use PO Numbers (Purchase Order) 
When enabled, a field for entering a Purchase Order number is added to Bookings, a Media Orders or a Work Orders. At Invoice level there is always the option to add a PO for the whole Invoice, but if it is necessary to track PO per job, then this setting needs to be enabled, so each Booking can have its own PO which can then be displayed in the Invoice print-out.
This option is not related to the Incoming Purchase Order module. 

Use Rate Cards 
Enable/disable the option to use Rate Cards. If set to Yes, the Rate Cards tab will show in the Client Contact window, and the Rate Card option will also be accessible at Project level through the Eye icon. For more information on how to use Rate Cards, please refer to the Client Rate Cards manual. 

Use Object’s Extra Rate 
This is a legacy setting that enables the use of a third rate for Objects. This option is no longer supported and will soon be removed from the Server Setup. 

Ignore Accessory Rates 
When adding an Object as Accessory to another Object, so it will be booked together with the parent Object, the Rate of the Accessory will be added, unless disabled through this option. Usually used in a rental workflow. 

Object Unique Reference 
If set to Yes, this option will warn you when using an Object Reference twice and you will be able to decide whether to change it or not. 

Use Travel Expenses 

This is a customized module developed for a specific customer to use in conjunction with Navision. 

Client Financial Control On Project & Behaviour This option allows setting a Credit Limit per client, which when reached the selected Behavior applies. Select the option that should be applied when the maximum credit is reached.

  • Do Nothing = Allows to continue booking.
  • Stop On Project = Doesn't allow any more Bookings for the Project until the Limit is set higher or removed.
  • Warn On Project = Receive a warning when the Credit Limit has been reached but the User will be able to continue working on that Project (add costs). If Client Financial Control On Project is enabled, in the Edit Client window inside of the farmerswife Client application, the Financially Blocked option will be available allowing to decide which clients should be blocked. A Credit Limit can be set per Client and once reached it will trigger the selected Behaviour setup here.


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