Introduction

As of January 1, 2011, the islands of Bonaire, St. Eustatius, and Saba (known as BES islands), which were part of the Netherlands Antilles, will use US dollars as the standard currency for all transactions. Consequently, BES island users will need to convert the default currency in their databases from Netherlands Antillean Guilders (ANG) to US dollars (USD). To assist you with the conversion exercise, a tool for converting the default currency from ANG to USD is implemented. The conversion tool will ease the conversion process tremendously as it will automatically convert the settings, master data, and transaction details in the database. This conversion tool can be used to convert Exact Globe version 395 database and above. Once the conversions are completed, ANG will remain active. This process is not reversible.

You can automatically convert the default currency in your database by manually executing the conversion tool, which consists of two parts:

• conversion of limited master data, and
• conversion of master and  transactions data.

Conversion of limited master data

Requirements:

1. The conversion is performed for the first time.
2. The currency code USD has been created and activated.
3. All entries made before January 1, 2011 are in the relevant currencies with the relevant rates of exchange.
4. The fixed exchange rate for ANG conversion to USD is defined at 1: 1.79.
5. The Variable currency check box in journals linked to cash instruments using ANG as default currency is selected. If it is not, the conversion tool will automatically select the check box.  
6. All sales and purchase orders before 2011 must be fulfilled and completed. 
7. Create sales or purchase invoices for fulfilled/ received parts of sales or purchase orders. 
8. Partially fulfilled sales and purchase orders must be set to "complete". The unfulfilled or unreceived lines must be registered in the administration using XML export. For more information, see Product Update 392: New Functionality for Exporting XML Files of Incomplete Lines of Sales and Purchase Orders.
9. All sales invoices before 2011 must be processed (final printed).
10. Run financial revaluations of the outstanding items, cash instruments, as well as general ledger balances which are already in USD and have been enabled for revaluation until December 31, 2010, according to the fixed conversion rate of 1: 1.79.
11. Run financial revaluations of the outstanding items, cash instruments, as well as general ledger balances which are in other foreign currencies and have been enabled for revaluation until December 31, 2010, according to their rate of exchange to ANG, considering the fixed USD conversion exchange rate against ANG untill December 31, 2010, has been performed.
12. Run stock valuation until December 31, 2010 to ensure the correct information on stock values at the end of the year.
13. The database is free of any inconsistencies.
14. There are no transactions in the TransactionPending database table.
15. Create a backup of the database to be converted.

The conversion process will change the values in ANG to USD in the following master data:

• Cash instruments and related Bank/Cash journals
• Purchase prices of items per supplier
• Currency code of debtors and creditors
• Currency code of bank accounts linked to debtors and creditors
• The currency code for Netherlands Antilles 

Conversion of master and transactions data

Requirements:
The requirements are the same as that of the limited master data including the following: 

1.  All financial entries before 2011 are processed
2. Perform the year-end procedure and ensure that the Profit & Loss and Balance Sheet reports before 2011 are processed.
3. Final VAT returns before 2011 are printed and processed.
4. Financial periods before 2011 are closed. 

The conversion tool will perform pre-checks for the following:

• The conversion is performed for the first time.
• There are no open sales or purchase orders before 2011.
• All financial entries before 2011 are final processed.
  

The following changes will take place during the conversion process, after all the conditions are met:

• Change the default currency from ANG to USD.
• Change the values in ANG to USD.
• Converting logistic entries — All sales order, purchase order, and invoice entries in 2011 will retain the original currency code and values. This also applies to all recurring and historical entries. The exchange rate and values in default currency shall be converted based on the fixed exchange rate of 1: 1.79. 
• Converting financial transactions and cash flow entries —  The information of all financial entries before January 1, 2011 must be removed from the database. The information of recurring entries must be converted to USD. Each of the transactions tabulated below will be converted based on specific rules:

• Other conversions —  The information of balances will be recalculated and converted to USD according to the converted information in the financial transactions. The data of fixed assets will be converted according to the fixed conversion rate of exchange.  The information of all budget transactions and budget terms will be converted according to specific rules.

Note: User-defined price lists other than standard sales price lists will not be converted.

After this conversion, all transactions in default currency will be in USD. ANG is maintained as a foreign currency.

Converting ANG to USD

1. Ensure that all the requirements are met.
2. Download the conversion tool, esuppCurCnvAN.exe, into the BIN subdirectory of your Exact Globe installation directory.
3. Execute the conversion tool.
4. Perform logistic diagnose checks at System/Checks/Diagnose.
5. Recalculate the Material Requirements Planning (MRP) at System/Checks/MRP calculation.

Downloading the conversion tool

1. Click esuppCurCnvAN.exe to download the tool.
2. At the File download – Security Warning screen, click Save to select a download location.
3. At the Save As screen, select the BIN subdirectory of your Exact Globe installation directory.
4. Click Save to save the tool at the selected location.

Executing the conversion tool

1. Go to the BIN subdirectory of your Exact Globe installation folder and click esuppCurCnvAN.exe.
2. At the File download – Security Warning screen, click Run.
3. At the Open company screen, select a company. Then, click OK to execute the conversion tool.
4. Select the Limited master data conversion check box to convert the limited master data. Once selected, the Master  data conversion/ Transactions data conversion check box and the Start button are enabled. 
5. Select the Master  data conversion/ Transactions data conversion check box to convert the master and transactions data. 
6. Click Start to start the conversion processes, one at a time. 
7. When the conversion of limited master data is completed, the status is indicated at the progress bar.
8. At GL account, type or select a GL account. Then, click OK. 
9. When the conversion of master and transactions data are completed, the status is indicated at the progress bar.
10. Click OK to close the message screen. 
11. Click Close to exit the conversion tool.

Performing logistic diagnostic checks

1. Go to System ➔ Checks ➔ Diagnose and perform the Diagnostic Checks.
2. Click Close to exit.

Recalculating Material Requirements Planning (MRP)

1. Go to System ➔ Checks ➔ MRP calculation and perform the MRP Calculation.
2. Click Close to exit.

Related documents

• Diagnostic Checks
• MRP Calculation
• Product Update 392: New Functionality for Exporting XML Files of Incomplete Lines of Sales and Purchase Orders
• Product Update 399: Conversion of Default Currency from Netherlands Antillean Guilders to US Dollars (Dutch and International Legislations)