Home Currency

It is the primary currency that your organization uses for its business. Often this is the currency used to generate annual reports and calculate the company's income. The Home Currency is most relevant for multinational companies that do business in multiple currencies. For example, a company may have offices in Japan, India, and Spain, but its headquarters office is in the US. So, the financial figures for this company are expressed in terms of US Dollars. Here, the Home Currency is US dollars.

Active Currency

These are the currencies in which your organization does business. Only active currencies can be entered in opportunities and other items.

Inactive Currency

These are the currencies that your organization no longer uses. Once deactivated, these currencies will not be deleted. They will still be listed under Currencies.

Exchange Rates

It is the rate at which one currency can be exchanged for another. In your Recruit account, the exchange rate is used to convert an amount in one currency to the home currency used by your organization.

Record Currency

This is the currency for each record. All the currency values for a record will be based on the selected record currency.

Important Notes:

Please go through the following before you start using the multi-currency feature.

• Only users with an Administrator profile can activate this feature and add currencies.
  
• Once activated, this feature cannot be deactivated.
  
• The administrator can add multiple currencies but only 10 currencies can be active in the Recruit account.
  
• You cannot mass update the record's currency (i.e. Currency field) for the records.
  
• The Multi-Currency feature is not supported in the Forecasts module.
  

Scenario

The company headquarters is located in Canada. There are hiring and development offices in Canada, Mexico, Japan, China, India, Singapore, and Australia. Offices in each country have their respective Recruiting Managers and also Recruiters who work for specific regions and report to their respective Regional Recruitment officials.

The CEO and Senior Vice President of recruitment in Canada receive monthly reports from their offices across the world. They run reports in Canadian Dollars (Company's Home Currency) that help them estimate the profit and loss in terms of recruitment. The VP of recruitment in Asia works from the Japan office. He/She consolidates data from offices in China, India, Singapore, and Japan to run a report in Canadian Dollars. Similarly, the VP in Australia and Mexico collects the data and reports it in Canadian Dollars too.

Administrator Functions

Only the users with Zoho defined Administrator profile can perform the following in the organization's Recruit account:

Activate Multi-Currencies & Add Home Currency

Users with an Administrator profile need to first activate this feature and then add the home currency. Please note that once activated, you cannot deactivate this Multi-Currency feature. Once activated:

• The system will take a few minutes (based on the number of records in your account) to apply Home Currency as the record's Currency for all the existing records in the Recruit account.
  
• The exchange rates for your default currency will be set as 1 by default.
  
• An email will be sent to all the users with the Administrator profile.
  

To activate multi-currency & add home currency

1. Go to Setup > General > Company Details.
   
2. In the Company Details page, go to Currencies tab
   
3. Select the required Home Currency from the drop-down list.
   Note that the home currency cannot be changed. The format of the selected currency will be shown.
   
   
4. Click the  Customize link to change the following:
   
   • Select the Thousand Separator from the drop-down list.
     
   • Select the Decimal Places from the drop-down list.
     
   • Select the Decimal Separator from the drop-down list.
     
   • Click OK.
     
5. Click Confirm.
   

 Add Multiple Currencies

After activating the feature by adding the home currency, the administrator can add other currencies that the company uses for business. Other users will then be able to select these currencies to use them as record currency while creating candidates, contacts, job openings etc.

Note: The Currency field will not be available once you add the home currency. It will be available only if you add another currency other than the Home Currency.

To add multiple currencies

1. Click Setup > General > Company Details > Currencies > Add Currency.
   
2. In the  Add Currency pop-up box, do the following:
   
   • Select a Currency from the drop-down list that will be set as the home currency.
     Based on the currency that you select, the currency Format will be populated.
   • Click the Customize link to change the currency format.
     
   • Select the Thousand Separator, Decimal Places, and Decimal Separator.
     
   • Enter the Exchange Rate for the currency that you are adding.
     
3. Click Save.
   
   

Change the Exchange Rate

The exchange rate is specified while adding multiple currencies. Each record will have the Zoho defined field named Exchange Rate with the conversion value based on the record currency. This is added to keep a note of the rate of conversion at the time of record creation. When the multi-currency feature is activated, the home currency will be set as the record currency for all the existing records. As a result, the exchange rates for the existing records will be set as 1.

Note: Changing the exchange rates will not affect the existing records.

1. Click Setup > Organization Settings > Currencies .
   
2. Click on the currency for which you want to change the exchange rate.
   
3. In the Edit Currency pop-up box, modify the Exchange Rate for the currency.
   
4. Click Save.
   

Deactivate Currency

To deactivate currencies

1. Click Settings > Setup > Organization Settings > Currencies .
   
2. Click on the currency that the organization no longer uses.
   
3. In the Edit Currency pop-up box, select the Mark as Inactive check box.
   
4. Click Save.
   

Activate Currency

Activate the inactive currencies added in your Recruit account whenever you want. Only a maximum of 10 currencies can be active in your company's Recruit account.

To activate currencies

1. Click Settings > Setup > Organization Settings > Currencies .
   
2. Click on the currency that you want to activate.
   
3. In the Edit Currency pop-up box, select the Mark as Active checkbox.
   
4. Click Save.
   

 User Functions

• Specify Record Currency while creating records.
  
• Create quotes and invoices in the currency
  
• Import records that have value in various currencies.
  

Usage of Multi-Currency in Zoho Recruit

In Records

Note: The Currency field will be available in the records only after the multi-currency is activated.

1. Click the [Module] tab and click the + icon.
2. You will find the Currency field under the Basic Info section. Click on the drop down and select your currency preference 
   
3. Click Save.
   

In Reports

By default, the value in a report will be displayed in Home Currency.

 In List View

The List View filters out and displays records in a module based on criteria. For example, you can create a list view to filter out and see the candidates. While specifying criteria, using a currency field, the value can be specified only in the home currency.

The columns in these list views can be customized to add the currency fields. See Also Customize Columns in List View. When you click on the currency column header in a list view, the records with different currencies will be sorted in ascending or descending order based on the Home Currency value.

 While Importing

In Zoho Recruit, you can easily import records with multiple currencies. There are two import options: Import My Records and Import My Organization Records.

• When a record's Currency field is not mapped, the Home Currency will be set as the Currency.
  
• When a Record Currency field is mapped but the value differs in the import file and Recruit, the Home Currency will be set as the Currency.
  

 While Specifying Criteria

In features like List View, Workflow Rules, Reports, etc, you have the option to specify the criteria. While using multi-currency, the criteria using the currency fields can be set only in Home Currency.

 In Dashboards

The Dashboard in Zoho Recruit is where you can add pictorial representations of your custom reports which gives a real-time snapshot of your organization's key metrics. It will also help you easily visualize the patterns, and trends in recruitment. The amount in the dashboard components will be displayed in the Home Currency.

 Find and Merge

When you have 2 or 3 similar records with different Currency, then you can use the Find and Merge feature to merge the duplicate records. The Master record's Exchange Rate and Currency field values will be taken and the selected amount from other records will be converted accordingly to be merged as one record.

 In Web Forms

There are two cases for using the Currency field in your web form:

1. You create a web form with the Currency field. The visitor, completing the form, will select the currency and specify the amount and the same will be added in Zoho Recruit.
   
2. You create a web form with the Currency field and modify the HTML code to hide the field and provide a single value for the Currency field. For example, you generate a web form with a hidden field, Currency, whose value is specified as INR. When the form is published and a visitor fills the form, the amount will be taken as INR and will be added in Zoho Recruit.
   

Note: If the Currency field is not added in the web form, the amount will be considered in Home Currency.

In Forecasts

Multiple Currencies support is not available in the Forecast module. The amount in forecasts will be listed in Home Currency.

 In Candidate Conversion

Each candidate record will have a record currency in your account. When a candidate is converted, an interview, contact, and job opening is created. These new records will have a converted candidate's currency.