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Foreign Exchange Entry

1. Overview

This section defines the Foreign Exchange Entry form used for recording foreign exchange transactions in a hotel’s Property Management System (PMS). The form captures seller (guest) information and transaction details to ensure compliance with NRB policies.

2. Foreign Exchange Entry Form

2.1 Seller Information (Guest Details)

  1. Transaction Date:

    • Description: The date when the transaction occurs.
    • Validations: Required field, date format (YYYY-MM-DD), must not be a future date., Default=A/C Date

  2. Full Name (Name of Guest):

    • Description: Full name of the guest conducting the transaction., Auto Filled and Editable if searched from Search Guest
    • Validations: Required field, alphabetic, 2-100 characters (As per Guest Profile Standard)
      • Search Guest Button
        • Description: Inhouse/Checked Out, Default=Inhouse
          • Inhouse will further filter the guest list which are currently not in-house status
          • Checked out will further filter the guest list which are currently checked out in status
          • If the Guest Type=Inhouse/Checked Out then pop up will appear with below details for filter and guest list, user will select the guest from the list and all the related information of the Guest like Guest Name, Passport Number, Home Address, Nationality will be filled from the Guest Profile and Related document will be linked to the FEER too.
          • Filter will be same as of Inhouse and Guest History,
            • Inhouse List if Guest Type=Inhouse and Guest History if Guest Type=Checked Out

  3. Local Address:

    • Description: Address of the hotel where the guest is staying.
    • Validations: Required field, alphanumeric, 5-200 characters. Editable and Auto Filed by {Property Name}, {Country}, {State}, {City}, {Street}
    • Copy Hotel Address Feature: Button to auto-fill the hotel's address.

  4. Home Address:

    • Description: Permanent address of the guest.
    • Validations: Required field, alphanumeric, 5-200 characters. Editable and Auto Filled by, Guest Information section with {Country}, {State}, {City}, {Street} if Inhouse/Checked Out

  5. Nationality:

    • Description: Nationality of the guest in DDL
    • Validations: Required field, alphabetic, 2-50 characters, Editable and Auto Filled by, Guest Information section with Respective nationality as per chosen {Country} if Inhouse/Checked Out

  6. Passport Number:

    • Description: Passport number of the guest.
    • Validations: Required field, alphanumeric, 5-20 characters, Editable and Auto Filled by, Guest Information section with Respective nationality as per chosen {Country} if Inhouse/Checked Out

  7. Currency:

    • Description: Currency being exchanged.
    • Validations: Required field, dropdown list populated with predefined currencies.

  8. Rate:

    • Description: Exchange rate of the respective currency.
    • Validations: Required field, numeric, taken from Exchange Rate
2.2 Exchange Entry Details

  1. Type:

    • Description: Type of transaction (Cash/Card/TC).
    • Validations: Required field, dropdown list (Cash, Card, TC).
  2. If Cash

    • Bill (Applicable for Type=Cash):

      • Description: Denomination of the bill. 
      • Validations: Required field for Cash type, numeric, positive integer.

    • Quantity (Applicable for Type=Cash):

      • Description: Quantity of the bills.
      • Validations: Required field for Cash type, numeric, positive integer.

    • Amount (Auto Calculated; Bill*Quantity)

      • Description: Amount in the respective currency.
      • Validations: Required field, numeric, must be greater than 0.

    • Local Amount:

      • Description: Amount in local currency ({Currency Code}).
      • Validations: Required field, numeric, calculated as (Amount * Rate), must be greater than 0.
  3. If Card

    • Amount (Open for Type=Card/TC):

      • Description: Amount in the respective currency.
      • Validations: Required field, numeric, must be greater than 0.

    • Local Amount:

      • Description: Amount in local currency ({Currency Code} with Local Type).
      • Validations: Required field, numeric, calculated as (Amount * Rate), must be greater than 0.
    • Merchant
      • Description: Select Merchant, Merchant DDL from Receivable Profile with Classification=Card
    • Card Type
      • Description: Select Card Type, Card Type from Setup
    • Card Number
      • Description: Enter Card Number, Numeric Field for Card Number as maintained in Settlement
    • Valid Till Date
      • Description: Enter card validation as MM/YY, Calendar as maintained in Settlement
    • Authorization
      • Description: Enter Authorization as in Marchant Slip, same validation as maintained in Settlement
  4. If TC

    • Amount (Open for Type=Card/TC):

      • Description: Amount in the respective currency.
      • Validations: Required field, numeric, must be greater than 0.

    • Local Amount:

      • Description: Amount in local currency ({Currency Code} with Local Type).
      • Validations: Required field, numeric, calculated as (Amount * Rate), must be greater than 0.
    • TC Number
      • Description: Enter TC Number, Alpha numeric field with special characters (50)
    • Valid Till Date
      • Description: Enter card validation as MM/YY, Calendar as maintained in Settlement
2.3 List Section
  • Columns:
    1. S.No: Serial number of the transaction entry.
    2. Type: Type of transaction (Cash/Card/TC).
    3. Amount: Amount in foreign currency.
    4. Local Amount: Equivalent amount in local currency ({Currency Code}).
2.4 Summary Section

  1. Total Amount:

    • Description: Total amount in foreign currency.
    • Validations: Calculated field, sum of all Amount values.

  2. Total Local Amount:

    • Description: Total amount in local currency.
    • Validations: Calculated field, sum of all Local Amount values.

  3. Amount in Words [Local Amount]:

    • Description: Total local amount expressed in words.
    • Validations: Required field, auto-generated from Total Local Amount.

3. Validation Details

3.1 General Validation Rules
  • Required Fields: Ensure all mandatory fields are filled before submission.
  • Date Validation: Prevent future dates for transaction date.
  • Numeric Validation: Ensure numeric fields contain valid numbers.
  • Positive Values: Ensure all amounts and rates are positive numbers.
3.2 Specific Validation Scenarios
  • Conditional Fields: Ensure Bill and Quantity fields are only required for Cash type transactions.
  • Amount Calculation: Automatically calculate and validate the Local Amount based on the exchange rate and foreign amount.

4. User Interface Design

4.1 Foreign Exchange Entry Form
  • Layout:
    • Seller Information section at the top.
    • Exchange Entry Details in the middle with split view for entry and list.
    • Summary Section at the bottom.
  • Error Messages: Inline error messages for invalid entries.
  • Submit and Reset Buttons: Options to submit the form or reset all fields.
  • Design Considerations: Ensure the form is intuitive, mobile-friendly, and accessible.

This Foreign Exchange Entry form setup provides a comprehensive method for capturing all necessary details for foreign exchange transactions in a hotel setting. The detailed form fields and validation rules ensure accuracy, compliance with NRB policies, and ease of use for hotel staff.

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