ROE (Rate of Exchange) in Freightools
ROE (Rate of Exchange) controls how multi-currency transactions are calculated across Sales Proposals, Shipments, Orders, Customs, and Invoices.
Since logistics operations frequently involve multiple currencies, the ROE structure ensures financial accuracy and compliance.
1️⃣ Daily System ROE
On a daily basis, the System ROE is updated automatically based on Fixer rates.
- Managed for 51 currencies
- Updated centrally
- Used as the default operational reference
This ensures that exchange rates remain current without manual intervention.
2️⃣ Additional Company-Level ROE Types
Beyond the System ROE, two additional ROE types can be defined at company level:
🔹 Finance ROE
🔹 Internal ROE
These can be managed manually and are fully configurable.
Finance ROE
Used primarily for:
- Invoices
- Financial postings
In some cases, Finance ROE can be connected via API to:
- A local bank exchange rate
- Another external financial source
This allows financial reporting to align with accounting or regulatory requirements.
Internal ROE
Used for:
- Customs activities
- Internal operational calculations
This rate may differ from Finance ROE depending on company policy.
3️⃣ ROE in Sales Proposals (SP)
The ROE date in a Sales Proposal is determined by:
- The date the SP is created.
You can see:
- The ROE date
- The applicable exchange rate
In the Economics tab of the SP.
This locks the commercial currency logic at the time of quoting.
4️⃣ ROE When Creating CS from SP
When a Customer Shipment (CS) is created from the SP:
- The ROE date remains the same as the SP.
- The exchange rate structure is preserved.
This ensures pricing consistency between quote and operational shipment.
5️⃣ ROE in Shipment Order (SO)
The SO also contains an ROE date (visible in the Basic Information tab).
When generating Orders from the SO:
If the generation date differs from the SO ROE date, the system will display a notice:
“The ROE date of the SO is different from today’s date. Do you want to change it?”
If the user selects Yes:
- The ROE date updates to the order generation date.
- Exchange rates are recalculated accordingly.
This prevents unintended currency discrepancies.
6️⃣ ROE in Invoices
Invoices contain two ROE fields and two dates:
- ROE Date
- Finance Date
These serve different purposes.
Orders in the Invoice
The ROE applied to invoice orders depends on:
- The date in which the orders were generated (if manually updated),
OR - The original ROE date of the CS (pulled from the SP).
Finance Date
The Finance Date determines:
- The invoice ROE
- The official invoice date when status changes to Finance Approved
When issuing the invoice:
- The invoice date is always set to the current date.
This ensures compliance with invoice numbering sequence and legal requirements.
Important Operational Scenario
If:
- The invoice was shared and confirmed earlier,
- But Finance Approval occurs later,
The ROE may need adjustment.
In such a case:
- The ROE can be manually changed before saving the invoice.
- Once saved and approved, the invoice date updates automatically.
- The ROE is pulled according to the final Finance Date.
This maintains both financial accuracy and regulatory compliance.
7️⃣ Structural Flow of ROE Across the System
SP Creation Date → Determines SP ROE
↓
CS Creation → Keeps SP ROE Date
↓
SO Order Generation → Option to update ROE Date
↓
Invoice Finance Date → Determines Final Invoice ROE
Each stage allows controlled adjustment while maintaining traceability.
Key Principles
- System ROE updates automatically daily.
- Finance and Internal ROE are company-controlled.
- SP locks commercial ROE logic.
- CS inherits SP ROE.
- SO may prompt ROE update when generating orders.
- Invoice Finance Date ultimately determines official invoice ROE.
This layered structure balances operational flexibility with financial control.