Omono supports customers and suppliers in other countries and currencies. This article brings the settings and fields together. Only an Admin User can open the settings.
Foreign currencies
Go to Settings → App → Currencies, enable each currency you trade in and set its Exchange Rate: how much of the foreign currency one unit of your base currency buys. If your base currency is GBP and one pound buys 1.15 euros, enter 1.15. Omono never updates a rate for you, so the rate you hold is used until an admin edits it. Your base currency is set at registration and cannot be changed; it is not in the list.
A company's Currency sets the currency of every document raised for it, and locks once the company has documents. There is no currency picker on a document.
Each quote, sales order, credit note and purchase order stores its own Exchange Rate, copied from Settings. Later changes in Settings do not alter existing documents.
Stock sell prices and last costs are held in your base currency and converted at the document's rate when you pick the item onto a line. Customer price list prices and supplier prices are entered in the company's currency and are not converted.
Search screens show each document in its own currency. The total above the results, and report totals, are converted to your base currency at each document's rate.
Foreign currency invoices and proformas print a tax summary in your base currency when Show VAT summary on foreign currency invoices and proformas is on in Settings → Templates → Invoice & Proforma Paperwork. The setting uses your own tax label.
Bank accounts are per currency. Give each customer an Invoice Bank Account in their currency.
Xero must have the same base currency and additional currencies. See Connecting Omono to Xero.
Changing the exchange rate on a document
Click Edit on the quote, sales order or purchase order and change Exchange Rate. Omono recalculates the base-currency totals, including every dispatch or delivery total, and writes a note with the old and new rate. Prices in the document's own currency do not change, so the customer or supplier sees the same figures.
The field is greyed out on a document in your own currency, because the rate is always 1. You cannot change the rate on a complete or cancelled sales order, a cancelled purchase order, or a won or lost quote. Once any dispatch on a sales order has shipped, and so been invoiced, the rate is fixed and the invoices keep their figures. A complete purchase order can still be edited, so its rate stays open until a delivery is invoiced. On quotes and credit notes you can change the rate while the document is open.
EORI numbers
An EORI number identifies a business for customs declarations. Your own numbers live in Settings → App → EORI Numbers; add more than one if you trade under several, for example GB and XI. Quotes, sales orders and purchase orders have an Our EORI # field, selected for you when you have only one.
A customer's number goes on the company form and in the EORI Number field on any of its addresses. Omono prints the number from the document's delivery address if it has one, otherwise the company's.
Invoices, quotes, orders, proformas, delivery notes and certificates of conformity print the customer's number as Importer EORI Number and yours as Exporter EORI Number. Purchase orders print yours as EORI #. Supplier EORI numbers are not printed.
Incoterms
Incoterms are the standard trade terms, such as EXW or DAP, that say who arranges and pays for delivery. Set up the ones you use in Settings → App → Incoterms. Quotes, sales orders and purchase orders have an Incoterm field with a named place, printed as, for example, EXW Sheffield. Dispatch paperwork (delivery note, invoice, proforma and certificate of conformity) takes it from the sales order. Credit notes do not print it.
Commodity codes and country of origin
A commodity code classifies goods for customs. Add yours in Settings → App → Commodity Codes, then set a Commodity Code and Country Of Origin on each stock item. They are copied to each quote and sales order line, where you can change them for that document. If not every stock item carries a code, set a Default Commodity Code on each sales analysis code: a line takes it when its stock item has none.
They print under the line description on every sales quote, sales order, delivery note and certificate of conformity. On invoices, and on proformas raised from a sales order, the commodity code prints only when Display Commodity Code is ticked, and the country of origin only when Display Country of Origin is ticked, in Settings → Templates → Invoice & Proforma Paperwork. A proforma raised from a quote always prints them. Credit notes and purchase orders never do.
The ONS Survey Data report summarises invoiced sales by commodity code. See Output and accounts reports.
Setting up the lists
The three lists work the same way. Fill in the bottom row and click the row tick to add an entry; the tick stays greyed out until every field is filled (on Incoterms, until you also change a value). Click the pencil to edit an entry, then the archive button next to the row tick to archive it. Tick Show Archived to see archived entries and click the archive icon at the end of a row to bring one back.
List | Fields |
Incoterms | Term (for example EXW) and Description. |
Commodity Codes | Commodity Code and Description. Archiving a code clears it as the Default Commodity Code on any sales analysis code. |
EORI Numbers | EORI # and Description, for example "GB number". |
Address formats and labels
Settings → App → Internationalisation has three settings. Click the tick to save.
Setting | Effect |
Use each country's own address format | Addresses normally print in the UK order: town, county, postcode. Switch this on and each address follows its own country's convention, so a Norwegian address prints 0155 OSLO, postcode first. It applies to every address, on screen and on paperwork, including reprints of older documents. |
Tax label | The word for tax on screen and on every document, for example VAT or MVA. It cannot be blank. The tax number label follows it, so MVA gives MVA #. Tax rate names do not change; edit those in Tax Rates. Reprints use the new wording. |
Company registration label | The label for your registration number in the paperwork footer, for example Company Registration # or Organisasjonsnummer. Enter the wording only; the colon is added for you. |