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Updating Client Currency on Account - Invoicing Retained with Old Currency.

PretecsChris shared this idea 5 years ago
Under Consideration

If a client requests us to switch their currency on their account, that all previous invoicing remain in the old currency and new invoices will be shown in the new currency. From an accounting purpose, this is a huge issue with the archived information not matching what currency they paid in, and this should be retained for perpetuity.

It would also be helpful if the client could set on a product level, not on a client level, what currency they wish to pay in.

Comments (45)

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HI WHMCS Dev.

Thanks for explaining, while I do understand your perspective I think you perhaps need to have a dev meeting and consider a different approach and business needs over development complexity.

Your assumption that an exchange rate needs to be stored against every invoice and transaction is not right, you are allowed to attribute gains or losses against exchange rates within your returns as such all you actually need to do is have a table that stores the daily rates for each accepted currency which relativity speaking is tiny, it is 1 table that is updated daily and is available for reference.

Additionally, you are working on the basis that this is an all or nothing change, it is not, hostbill for example will store invoices and transactions in multiple currencies and has included the very basic feature exactly as I described above for years, example: https://imgur.com/a/RjGmCoG as does Blesta and client exec, only WHMCS lacks this feature, all bias for your own product asside, you need to ask yourself why this is, consider the possibility you may be locked in an echo chamber.

Having a bang up to date currency is not a big issue accounting wise.

I hope this provides some further insight and I think you as the dev team need to sit in a meeting with someone from your accountancy department and understand that you are way over thinking it from a code perspective.

This is a bug, not a feature, it needs to be fixed.

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Hostbill is a complete mess. It does not even match the numbers correctly and I would not trust anything with that software. Nothing really works properly. Its just a ripped old WHMCS version they started to hack around. This is why some things are similar but nothign really works, as its not WHMCS anymore.

As for Blesta they designed it to be that way from day one. If you design the whole core in a software to take into account how it process currencies, invoices, etc, its very different. WHMCS would require a whole software rewrite in order to do that. Its very complex indeed, but there are work arounds that don't require messing with WHMCS accounting features.

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Host bill supports invoices in multiple currencies, "being a mess" does not negate the fact that it works in this regard, blesta has been released less time than this bug report/request has been out, there is no real excuse.

It would not require a whole rewrite, because the FACT is that when required I CAN do this manually, on a case by case basis, there fore it is capable, the only thing I bring in to the mix is a reference exchange rate base from the day which is publicly available in about 200 places and already pulled daily in to WHMCS anyway, it needs a table, that is it.

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As the starter of this feature request what I find interesting in how WHMCS manages this is that the fact that you CAN change the currency and that the user (us) is left with the impression that this is something that CAN be changed. It's only after you make the change that you realize the impact it has on reporting/invoices/etc.

While updating the currency on the account would be the ideal solution, I know from real world experiences (inside and outside of hosting) that a currency generally is hard coded and cannot be changed, and if an error was made when signing up that another account needs to be created. What this then runs in to an issue of course is that because an email address needs to be unique for each account and then this feature request bumps in to this one:

https://requests.whmcs.com/topic/multiple-billing-accounts-using-one-login

So IF WHMCS has no plans to implement this beyond marking it for future consideration when it sounds likely they have no desire to move this forward, the following needs to be addressed:

  • Updating a currency should have a big warning flag if you are trying to update it. A BIG warning flag
  • There should be an administrator role for changing currency. This goes beyond "Edit Clients Details" as updating an address is much different than allowing a staff to potentially create a HUGE accounting issue that needs to be unraveled later.
  • The last option would be to hard code the currency as un-editable. This would be the least desirable outcome as there are situations that would make changing the currency is the best route (someone just signs up and realizes they made a mistake on the currency). But this function should be limited as per internal policies and roles.

When there is zero indication or warning that changing this currency will result in further issues, it is VERY easy to see someone may think that this is not going to cause further issues.

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Right here

never designed or intended to be used for the purposes of changing an existing clients currency once they have billing and transaction activity

What WHMCS should do is make it so that IF account is empty, this is accessible from Profile view, if account has been used, invoice generated or service added, disable this.. Just make it no longer possible at least since you don't really convert everything in the account. That way people can't make the mistake thinking they can swap out currency since you obviously don't have that feature.

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Hello,

I'm really surprised to see this major invoicing issue being discussed as a "Feature request" since 5 years and some other low priority stuff with less voting get implemented... This problem should have been taken into consideration as soon as WHMCS provided multi currency support.

Let's start by the invoices alone, without thinking about currencies. Once invoices are sent to the client these are legal documents that should not change, especially after being paid. It means that even in 10 years, exporting the invoice should be exactly the same as today no matter what happened on the client configuration (here we only talk about currency but names and addresses should also be frozen). Changing them not only cause problem to us but to our clients as well. You need to edit a paid invoice? Cancel it and create a new one as it should normally be done.

First idea to have a quick workaround without even touching the currency implementation would be to have an option to freeze invoices. It solves the actual reported problem on the invoices side. Here is a quick and basic idea on how I would implement it.

Settings

- Add an option like "Freeze Paid Invoice", disabled by default.

UI

- Use the invoice currency instead of client currency for all invoices

- If option enabled and status = Paid, block editing the invoice (many possibilities: readonly fields, remove the "Save changes" button, etc.).

DB and coding

- Add a field "currency" to tblinvoices. This will contain the currency code and not the id! Reason: if you remove the currency, your invoice changes as currency is not found. [1] [2]

- CreateInvoice: currency_id = current client currency

- UpdateInvoice: if option enabled and status = 'Paid' = frozen invoice = do nothing (throw error?).

Just with this idea, you solve the biggest part of the problem raised by this feature request: invoice won't change in the future (and more as it might help from a legal/audit perspective too).

Same idea for the transactions: keep the currency the transaction was made with.

Now for the currency change, as I said it's something that should have been in mind as soon as the idea of allowing multiple currency at the same time was introduce. Some clients need to change their account currency. It's rare but it happens. Creating new accounts is another workaround but add complexity for the client (multiple accounts to check) and internal staff (more work).

Let's say the client want to switch from USD to EUR.

1. He has to contact us first (I would not advise automation because of potential abuse risks)

2. As someone already gave the idea, we have 2 choices when starting the currency change process:

- convert related orders/services/etc. pricing of this client with the current conversion rate

- keep the same value

3. If convert option is selected, convert everything to the new currency, including credits.

Everything before the switching date will keep the old currency reference. It means that refund for old invoices will be done with the old currency for example. New invoices/orders will be done

That's all for the main/basic idea. I know that it's easier said than done.

[1] This will trigger another problem with currencies: WHMCS allows everything as currency code when adding a currency. Currency code must be ISO 4217 compatible. It's simple to solve this as it "only" requires :

- remplace the text input by a select input with all available ISO 4217 currency codes

- OR let the text input but throw an error if the code is not a ISO 4217 valid one...

[2] I would even go further and adding client name/address and our company address too in the frozen data so invoice are 100% the same any time.