Concept: Currency Rate Overrides on Accounting Journals

Workday enables you to restrict users from overriding currency conversion rates on accounting journals for selected currency rate types when used on manual accounting journals, web service integrations, and spreadsheet imports.

Enforcing system-calculated currency rates helps your organization to:

Eliminate financial risk and compliance exposure by removing unauthorized rate variations.

Adhere strictly to corporate foreign exchange policies.

Lower audit overhead by eliminating time-consuming manual management review steps.

Shift verification from manual audit sampling to automated system-level controls.

Context

By default, users can manually edit currency conversion rates and ledger debit or credit amounts when entering or modifying accounting journals. Configuring currency rate override restrictions allows your organization to enforce automated system-calculated rates, ensuring financial accuracy and consistency across financial transactions.

Enforcement applies universally across UI manual entries, web service integration calls, and spreadsheet imports (EIBs).

Enable Prevent Rate Override

You can configure this restriction on specific currency rate types:

Access the

Maintain Currency Rate Types

View Currency Rate Types

task.

Select the

Prevent Rate Override

check box on the selected currency rate types.

You can enable or disable the Prevent Rate Override configuration at any time by selecting or clearing the checkbox on the relevant currency rate type in the Maintain Currency Rate Types task.

When you select the

Prevent Rate Override

check box for a currency rate type, Workday automatically checks and locks the

Reset Currency Rate

field and transitions these fields on accounting journal lines to a read-only state:

Currency Rate

Ledger Debit Amount

Ledger Credit Amount

This applies to these tasks:

Copy Journal

Create Journal

Create Recurring Journal Template

Edit Journal

Review Journal

Revise Journal

Reporting

You can view locked currency rate types using the

Prevent Rate Override

report field on the Currency Rate Type business object (secured to the Public Reporting Items
domain in the System functional area).

Scope Restrictions and Exceptions

Currency rate overrides on accounting Journals has the following restrictions:

Intercompany Transactions: When creating an intercompany manual journal, the currency rate is determined and locked on the initial journal. The resulting intercompany journals are system-generated based on the details of that initial entry and inherit the locked-down rate.

Accounting Center: Accounting center journals do not support the prevent rate override functionality.

Journal Connector: Journal connector does not support the prevent rate override functionality.

Bulk Import Submit Accounting Journal and Submit Accounting Journal web services: These web services will display a validation message when you attempt to use a locked currency rate type, because they don’t support the prevent rate override functionality.

Journal Types in Scope: Rate override prevention specifically focuses on manual journals and recurring journals.

Validation rules that prevent currency rate overrides apply only to web service template version 47 or higher. To enforce currency rate override prevention on incoming integrations, you must update your web service integrations to version 47 or higher.

Currency Rate, Ledger Debit and Credit Amount fields on web services should be left blank when using a locked rate type.

Limitations and Workarounds

The table lists limitations and workarounds you may encounter.

Cause	Solution
You’re creating, editing, or reviewing a journal that uses a currency rate type with Prevent Rate Override enabled, and you can't resolve a small rounding difference because the Currency Rate, Ledger Debit Amount, and Ledger Credit Amount fields are read-only. Workday doesn't perform automatic rounding correction in Create Journal, Edit Journal, or Review Journal tasks.	Add a new journal line for the rounding difference, posting it to a rounding or currency gain/loss ledger account. Use Import Accounting Journal (EIB or web service) instead of Workday. This automatically applies any rounding difference to the largest line in the journal. If the journal must be balanced in Workday, switch the header's currency rate type to one that doesn't have Prevent Rate Override enabled, which unlocks the line-level fields so you can adjust manually.
You’re posting a journal that includes a realized gain/loss or blended exchange rate adjustment, and you can't enter or adjust the rate or ledger amounts needed to record it.	Use a currency rate type that doesn't have Prevent Rate Override enabled for journals that record realized gain/loss or blended exchange rate adjustments
You migrated historical journal data into Workday throughIntegration Migration, and the currency rates on the resulting journals don't match the rates in your source file.	Before migrating historical journals, confirm which currency rate types are locked, and account for the fact that Workday will apply system rates rather than the rates in your source file. Reconcile migrated balances against this expected behavior.
When you copy a journal or reopen a saved-for-later journal, the Currency Rate Type field displays only rate types that match the original lock status. For example, if a saved-for-later journal uses a locked rate type, Workday does not display unlocked rate types as available options.	If you need to use a currency rate type with a different lock status than the original journal, create a new journal instead of copying or resuming the existing one.

26R2 Feature Release Note: Prevent Currency Rate Overrides on Accounting Journals