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Daily Exchange Rate

1. Overview

This section defines the process for entering daily exchange rates for various foreign currencies used in foreign exchange transactions within the hotel’s Property Management System (PMS).

2. Daily Exchange Rate Entry

2.1 Form Fields and Descriptions

  1. Date:

    • Description: The effective date for the exchange rates being entered.
    • Validations: Required field, date format (YYYY-MM-DD), must not be a future date.

  2. Currency List:

    • Description: A list of currencies that have been previously set up in the system.
    • Validations: Automatically populated from the system’s currency setup.

  3. Exchange Rate for the Day:

    • Description: The exchange rate for each currency against the local currency (e.g., NPR).
    • Validations: Required field for each listed currency, numeric, must be greater than 0.
2.2 Detailed Breakdown of Currency Fields

For each currency in the system, the following fields will be presented:

  • Currency Code:

    • Description: The ISO code for the currency (e.g., USD, EUR).
    • Validations: Read-only, displayed from the system’s currency setup.

  • Currency Name:

    • Description: The name of the currency (e.g., US Dollar, Euro).
    • Validations: Read-only, displayed from the system’s currency setup.

  • Exchange Rate:

    • Description: The rate at which the foreign currency can be exchanged for the local currency.
    • Validations: Required field, numeric, minimum value 0.0001, maximum value 99999.9999, precision up to 4 decimal places.
2.3 Additional Functional Requirements

  • Submit Button: Save the entered exchange rates for the selected date.

    • Validations: Ensure all required fields are filled and valid before submission.

  • Clear Button: Clear all entered exchange rates.

    • Functional Requirement: Reset all exchange rate fields to empty.

  • Previous Rates Button: Display previously entered exchange rates for reference.

    • Functional Requirement: Fetch and display exchange rates for the last entered date.

3. Validation Details

3.1 General Validation Rules
  • Required Fields: Ensure all exchange rate fields for the listed currencies are filled.
  • Numeric Validation: Validate numeric entries to allow only valid numbers.
  • Positive Rates: Ensure exchange rates are positive numbers greater than zero.
3.2 Specific Validation Scenarios
  • Future Dates: Prevent entry of exchange rates for future dates.
  • Duplicate Entries: Prevent duplicate entries for the same date.

4. User Interface Design

4.1 Daily Exchange Rate Entry Form

  • Layout:

    • Date selector at the top.
    • A scrollable list of currencies with columns for Currency Code, Currency Name, and Exchange Rate.
    • Submit, Clear, and Previous Rates buttons at the bottom.

  • Error Messages: Inline error messages for invalid entries.

  • Save Confirmation: Confirmation prompt upon successful save of exchange rates.

  • Design Considerations: Ensure the form is mobile-friendly and accessible.

This setup ensures a streamlined process for entering daily exchange rates, crucial for accurate foreign exchange transactions. The detailed form fields and validation rules maintain data integrity and ease of use for hotel staff, ensuring compliance with NRB policies.

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