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Change currency in award records

Change currency in award records

Jul 15, 2024

Symptom:

Users will request AMS Support to change currency. 

Cause:

This happens if they entered a wrong currency or if the donor wants to switch currencies at proposal or agreement stage.

Currency can be modified by the users themselves until the Agreement workflow is started. 

Once the award becomes Agreement/ Awaiting Approval then the currency field gets locked. The Currency also gets locked when  a PAL workflow has started (or if a PAL was ever approved for that award).

Business Rule:

Currency can not be changed in Active awards.

Currency can also not be changed if there is an active PAL against that SOF

Currency can not be changed if the Agreement has been sent for approval.

Exception: In certain cases we allow the currency to be changed. This is for member managed awards only. I.e. where the Lead implementing office is not an SCI office - such as Member domestic programs. In such cases, the Member Super user needs to confirm that there are no adverse impacts on their Member financial systems. Once confirmation is received, please escalate the ticket to L2.

Solution:

Check:

a. is the award active?

b. is there an active PAL?

 

If answer to any of the above two is 'Yes', then we cannot change the currency at all. Otherwise this would have impacts on Agresso. Users will need to:

  • recreate a new record with the correct currency,

  • start relevant workflows,

  • and then request finance to re-class the expenses to the new code. 

  • The old record (with incorrect currency) will have to be closed by reducing the award value to 0, amending the end date to a date in the past. This will change the status to pre-close out and the close out workflow can be run.

If answer to both the question is No, then reassign the ticket to Level 2 Business Support.

 

If the award status is either Agreement/Awaiting Approval or Agreement/ Fund Summary awaiting activation; and if there is no PAL against that award, then one of the pending approvers can reject the workflow; users can then change the currency themselves and re-run the workflow with the correct data in it. If a PAL was previously approved, then the currency cannot be changed.

 

**For Requests related to changing currency on Partner Agreements please refer to the page "Updating information on an Active Partner Agreement"