Orbis Web · Management
Version 2026.10

Currencies in Orbis Web: exchange rates, files, services and expected cost

Sell and buy in other currencies without losing sight of the equivalent value in euros. For agency staff who manage files and services in Orbis Web.

Basic concepts

What currencies are in Orbis Web

Orbis Web lets you sell a trip in one currency and pay each supplier in another. Each amount stores its currency and the applied rate, and the program calculates the equivalent value in euros so that accounting and profitability add up.

Currencies work at two levels:

File currency (sale)

The currency in which the customer is charged. All the sale amounts of the services, the total amount and the outstanding balance of the file are shown in this currency.

Service currency (cost)

The currency in which you pay the supplier. Choose it service by service from the button next to Expected Cost, and Orbis Web calculates its equivalent value in euros.

How to read the rateThe rate shows how many units of the currency equal 1 euro. With a USD rate of 1.119500, 1 € = 1,1195 $, and 100 $ is 100 ÷ 1,1195 = 89,33 €.
TermWhat it means on screen
ISO Currency CodeThree-letter code of the currency: EUR, USD, GBP, MXN…
Change AppliedRate used to calculate the amounts of the file or service. Read-only.
Current ChangeRate that is applied when you click Update. Orbis Web proposes it and you can change it.
Amount CurrencyCost of the service in the supplier's currency.
Exchange Value (€)The currency amount converted to euros using the rate.
ImportantSet the file currency before collecting paymentOrbis Web does not let you change the currency of a file that already has collections. Choose the sale currency when you open the file, before you record the first collection.
Video

Currencies on video

Exchange rates, files, services and expected cost, in 2:50. Click the image to watch it.
Map

Where to access currencies

There are four entry points, depending on what you want to check or change.

What you want to doWhereControl
Check the daily exchange ratesConfiguration › Company Data › Tables › Currency ExchangeRead-only list
Add a currency with its own rateConfiguration › Company Data › Tables › Foreign exchange+ button (Add Record)
Change the sale currency of a fileManagement › Files, file recordFirst button on the toolbar (shows the currency symbol: €, $…) or Actions › Currency
Change the cost currency of a serviceFile record › Services tab › edit the service€ button (Select Currency Service) next to Expected Cost
See the currency at a glanceIn Management › Files the list has a Currency column. Inside the file, the header shows the amount with its symbol and the Change Applied field, and the services list shows the symbol next to Amount and Cost.
Common procedure

The 4 steps for working with currencies

Check the ratesCheck in Currency Exchange that the currency exists and has a rate for the day. If it is not there, create it in Foreign exchange.
Set the sale currencyWhen you open the file, choose its currency before recording any collection.
Enter the cost currencyFor each service paid in another currency, choose the currency and enter the amount in that currency.
Update and saveClick Update or Update Service in the window and save with ✓.
Configuration

Currency tables

What it is for

Currency Exchange stores the exchange rates by date between currencies (EUR, GBP, USD, MXN, CHF, DKK…). Foreign exchange lets you add currencies that are not in that table, each with its own rate.

When to use it

Before working with a new currency, or when you want to check which rate Orbis Web will use to propose the amounts.

Task: check the exchange rate of a currency. Recreation of the screen with sample data.

Step by step

  1. Go to Configuration › Company Data and expand Tables (you can also type in the Buscar field of the submenu).
  2. Open Currency Exchange and find the currency by its Código ISO. Each row shows the Moneda Base, the Fecha Cambio and the Cambio. This table is read-only: you can choose columns and export it to Excel, but you cannot edit it.
  3. If the currency is not there, open Foreign exchange, click +, fill in Código ISO and Cambio in the Add Record window and click Add.
Task: add a currency with its own rate. Recreation of the screen with sample data.

Step by step

  1. In Foreign exchange, click +. Use the pencil to edit a selected currency and the bin to delete it.
  2. Enter the Código ISO of the currency (Orbis Web assigns the ID).
  3. Enter the Cambio: units of that currency per 1 euro, with a decimal point.
  4. Click Add. The currency appears in the currency selectors of files and services with that rate.
Common errorThe currency shows an old rateThe rate in the Foreign exchange table is fixed: it does not update automatically. Review it when the market changes or before closing an important trip.
Module

File currency

What it is for

Sets the currency in which you sell the trip. The Total Amount, the Outstanding Balance and the sale amounts of all the services in the file are expressed in that currency.

When to use it

When you open a file for a customer who pays in another currency (for example, in dollars), or to correct the rate before collecting payment.

Task: change the sale currency of a file with no collections. Recreation of the screen with sample data.

Step by step

  1. Open the file from Management › Files and click the first button on the toolbar, the one that shows the symbol of the current currency (€, $…). It is also under Actions › Currency.
  2. In the Currency window, click … next to ISO Currency Code and choose the currency with the button on the right of its row. You can search for it by code or name.
  3. Review the Current Change that Orbis Web proposes and correct it if you have agreed a different one with the customer. The Change Applied shows the rate the file had until now.
  4. Click Update.
  5. Save the file with ✓. Click ✗ to exit without saving the changes.
Common error«Currency exchange is not allowed if there are charges»The file already has a collection recorded, so its currency is locked. If the currency is wrong, talk to your manager before touching the collections: they must be cancelled or refunded before you can change it.
Module

Service currency

What it is for

Shows the currency in which the supplier invoices you for that specific service. Each service in the file can have a different cost currency, even though all of them are sold in the file currency.

When to use it

When a hotel, ground handler or cruise line charges you in its local currency (for example, a tour in Mexico paid in pesos within a file sold in euros).

Task: choose the cost currency of a service. Recreation of the screen with sample data; the service window is shown cropped.

Step by step

  1. In the file, open the Services tab (see Services tab), edit the service with the pencil and click the € button (Select Currency Service) to the right of Expected Cost.
  2. In the window that opens, click … next to ISO Currency Code, find the supplier's currency in the Currency list and click the button on the right of its row. The list shows the current rate of each currency.
  3. Review the rate and the cost, click Update Service (see Expected cost in currency) and save the service with ✓.
The sale follows the file currencyThe service Amount field (what you charge the customer) is always in the file currency; the $ or € symbol shows which. What changes per service is the cost currency.
Module

Expected cost in currency

What it is for

Records what you are going to pay the supplier in their currency and converts it to euros (Exchange Value). That equivalent value is the Expected Cost of the service and is the basis for profitability.

When to use it

Whenever the supplier invoices you in another currency, or when the exchange rate changes before you pay them and you want to recalculate the cost.

Task: record a cost of 100 $ and get its equivalent value in euros. Recreation of the screen with sample data.

Step by step

  1. Open the window with the € button next to Expected Cost and check that the ISO Currency Code is the supplier's currency.
  2. Adjust the Current Change if you are going to pay at a different rate from the one proposed (for example, your bank's rate).
  3. Review the Amount Currency: the cost in the supplier's currency.
  4. Check the Exchange Value (€): it is the Amount Currency divided by the rate (100 ÷ 1,1195 = 89,33 €). If applicable, add Supplier Emission Charge, Supplier Financial Discount or Credit Card Fee, and tick Tax Affection if the charge is taxable.
  5. Click Update Service: the Expected Cost of the service is recalculated. Save the service with ✓.
FieldWhat it does
ISO Currency CodeCurrency of the cost. Click … to open the list of currencies.
Change AppliedRate used to calculate the saved cost. Read-only.
Current ChangeRate used when you click Update Service. Editable.
Amount CurrencyCost in the supplier's currency.
Exchange Value (€)Cost converted to euros. It is carried over to the Expected Cost of the service.
Supplier Emission Charge · Supplier Financial Discount · Credit Card FeeAdditional supplier amounts that adjust the cost of the service.
Exchange Value (€) = Amount Currency ÷ Current Change 100,00 USD ÷ 1,119500 = 89,33 €
Common errorThe cost is multiplied instead of dividedThe rate is expressed in currency units per 1 euro. If you enter the rate the other way round (for example, 0.893256 instead of 1.119500 for the dollar), the equivalent value is wrong. Compare it with the Currency Exchange table.
Guidelines

Best practices

Decide the sale currency when you open the file

Choose the file currency before the first collection: after that it is locked.

One cost, one currency

If a supplier invoices in several currencies, create one service per currency instead of converting the amounts by hand.

Review the rate before paying

Update the service Current Change with the actual payment rate so that profitability reflects the final cost.

Keep the Foreign exchange table up to date

Currencies with their own rate do not update automatically: review their rate regularly.

Before closing a file in another currency
  • The file currency is the currency the customer pays in.
  • Each service paid in another currency has its cost currency selected.
  • The Exchange Value of each service matches the rate of the payment to the supplier.
  • You have saved the service and the file after updating.
Support

Common problems

When I click the file currency button, «Currency exchange is not allowed if there are charges» appears.The file has collections. The currency cannot be changed while they exist; ask your manager how to settle them.
I cannot find a currency in the currency list.It is not in Currency Exchange. Add it in Configuration › Company Data › Tables › Foreign exchange with its ISO code and rate.
I changed the currency but the amount was not recalculated.You still need to click Update (file) or Update Service (service) and then save with ✓. If you exit with ✗, the changes are lost.
I cannot change the currency of a service Amount.The sale amount is always in the file currency. Change the file currency or create another file for that sale.
The Exchange Value does not match what I paid.The Current Change is not the payment rate. Correct it in the service currency window and click Update Service.
Still not working?Contact Pipeline Software support through your agency's usual channel and give the file number, the affected service, the currency and the message shown on screen.