Converting foreign-currency donations¶
In short: Open Extra Fields on the receipt, enter the Forex Amount, pick the currency (USD, EUR, GBP, AUD or CAD), and click the convert button (the exchange-arrows icon). ActiveDonor fetches the current rate and fills the receipt Amount in rand. The official receipt amount is always the rand amount; the forex amount and currency are kept as reference.
Overview¶
When a donor gives in a foreign currency, you record the receipt in South African rand but can also store the original foreign amount and currency for reference. ActiveDonor includes a converter that turns the foreign amount into rand at the current exchange rate, so you don't have to look it up yourself. This article explains how to capture a foreign-currency donation and use the converter.
Before you start¶
You'll need:
- The Add Receipt permission (you do this while capturing or editing a receipt).
- To know that the receipt Amount is always stored in rand; the forex amount and currency are extra reference fields.
📌 Note: The forex fields live under Extra Fields on the receipt form. If you can't see the Forex Amount box, click the Extra Fields button to reveal them.
Capturing a foreign-currency donation¶
Step 1: Open the receipt form¶
Start capturing a receipt (click Receipts → Add Receipt), or edit an existing one. See Creating a receipt.
Step 2: Reveal the forex fields¶
Click the Extra Fields button to reveal the foreign-currency fields, including Forex Amount and the currency dropdown.
Step 3: Enter the forex amount and currency¶
In Forex Amount, enter the amount the donor gave in their currency. From the currency dropdown next to it, choose the currency. The currencies offered in the dropdown are: USD, EUR, GBP, AUD, CAD.
Step 4: Convert to rand¶
Click the convert button (the exchange-arrows icon, labelled "Automatically calculate and enter rand amount") next to the currency dropdown. ActiveDonor fetches the current exchange rate and fills the receipt Amount with the equivalent rand value.
Step 5: Check and save¶
Check the rand amount — you can still adjust it by hand (for example to account for bank fees) — then complete and save the receipt as normal.
How the conversion works¶
- The converter looks up the live exchange rate for the currency you chose (against the rand) and converts the forex amount into rand.
- Exchange rates are cached for 24 hours, so repeated conversions on the same day use the same rate.
- The converted figure is placed in the Amount field; you can still adjust it by hand before saving.
- The original Forex Amount and currency are stored on the receipt and displayed on it (for example "USD 100"), so you keep a record of what the donor actually sent.
Which currencies are supported¶
The currency dropdown offers five currencies: USD, EUR, GBP, AUD and CAD. These are the ones designed to be picked and to redisplay correctly on a saved receipt.
⚠️ Adding a different currency (e.g. CHF): The currency control will let you type a custom three-letter code, and the converter may still calculate a rand value for it. However, only the five listed currencies are stored and shown back reliably — a typed code such as CHF is not retained as a selectable option and reverts to USD when you reopen the receipt. Treat the five listed currencies as the supported set. If a donor gave in another currency, convert it yourself and enter the rand Amount by hand.
What this does not do¶
- It does not change the receipt's official amount away from rand. The amount used for Section 18A certificates, statements and reports is always the rand amount; the forex amount is reference only.
- It does not add new selectable currencies. Only USD, EUR, GBP, AUD and CAD are offered, and only those redisplay correctly after saving.
- It does not lock in a historical rate for you automatically beyond the 24-hour cache — for an exact rate on a specific date, enter the rand amount by hand.
Field reference¶
| Field | Required? | Notes |
|---|---|---|
| Forex Amount | No | The amount the donor gave in their own currency. Numeric. |
| Currency | No | Picked from USD, EUR, GBP, AUD or CAD. Stored on the receipt as reference. |
| Amount (rand) | Yes | The official receipt amount, in rand. Filled by the converter but editable by hand. |
Common issues & solutions¶
| What you see | What it means | How to fix it |
|---|---|---|
| I can't see the Forex Amount box. | The forex fields are hidden under Extra Fields. | Click the Extra Fields button on the receipt form to reveal Forex Amount and the currency dropdown. |
| The convert button does nothing / an error appears. | The exchange-rate lookup may be temporarily unavailable. | Enter the rand amount manually, or try again later. |
| "Invalid currency". | The currency isn't one the converter can find a rate for. | Use one of USD, EUR, GBP, AUD or CAD, or enter the rand amount by hand. |
| I typed CHF but it changed back to USD. | A typed (non-listed) currency isn't retained as a selectable option and reverts to the first listed currency on reload. | Use one of the five listed currencies, or convert the amount yourself and enter the rand Amount directly. |
FAQ¶
How do I add the forex amount to a receipt? Click Extra Fields, enter the Forex Amount, pick the currency, and click the convert (exchange-arrows) button to fill the rand Amount — see How do I record a donation in a foreign currency? for the steps.
Why can't I see the forex box? It's hidden under Extra Fields. Click that button to reveal the Forex Amount input and currency dropdown.
Which currencies can I use? USD, EUR, GBP, AUD and CAD are offered in the dropdown and stored reliably.
Can I add a new currency like CHF? Not as a fully supported option. The field may let you type a code and even convert it, but a non-listed currency such as CHF reverts to USD when you reopen the receipt, so it isn't retained. For other currencies, convert the amount yourself and enter the rand Amount by hand.
Does the converter change the receipt's official amount to a foreign currency? No. The receipt's official amount is always in rand — used for certificates, statements and reports. The forex amount and currency are reference only.
Can I adjust the converted rand amount? Yes. The converted figure goes into the Amount field, which you can edit by hand before saving (for example for bank fees).
Related¶
- How do I record a donation in a foreign currency?
- Creating a receipt
- Receipt fields and the Section 18A toggle
- Editing or deleting a receipt
Need a hand?¶
If the converter won't return a rate, enter the rand amount by hand and contact ActiveDonor support if it keeps failing — let them know which currency you were converting.