Manual Currency Conversion in Keka PSA

Introduction

Manual Currency Conversion in Keka PSA allows finance teams to define and manage custom conversion factors between client currencies and the organization’s base currency. These conversion factors are then used across projects, dashboards, analytics, and reports, ensuring reliable and comparable financial data.

In this article, you’ll learn:

• What manual currency conversion is
• How it helps finance and leadership teams
• How to set it up and manage conversion factors in Keka PSA

What Is Manual Currency Conversion?

Manual currency conversion lets you explicitly define conversion rates between a client’s currency and your organization’s base currency, instead of relying on automatic or real-time exchange rates.

Each conversion rate:

• Is defined per currency pair (for example, USD → INR)
• Has an effective date, allowing historical accuracy
• Can have multiple versions over time, without overwriting past data

When Keka calculates revenue, cost, or margins, it uses the conversion factor applicable for that specific date.

How Manual Currency Conversion Helps

• Ensures revenue, cost, and margins are calculated accurately across different client currencies.

• Applies the correct conversion rate to historical time entries, invoices, and project data.

• Keeps dashboards, analytics, and reports consistent by converting everything into one base currency.

• Gives finance teams control over stable, approved conversion rates instead of fluctuating forex values.

Who Can do this?

You can access and manage manual currency conversion if you:

• Are a PSA Admin, or
• Have the Manage all project financials permission

Steps to Set Up Manual Currency Conversion

Go to Currency Settings

1. Navigate to Projects → Policies & Settings
2. Open the Currency Settings tab
   
   

Select Base Currency

• If no base currency is set, select one for your account.
• Once selected, the base currency cannot be changed.

Important: Base currency is fixed at the tenant level to ensure consistent financial reporting.

Switch to Manual Conversion

• By default, currency conversion is set to Automatic.
• Click Switch to manual conversion.
  
  

If you have clients using currencies different from the base currency, Keka will prompt you to configure conversion factors for the required currency pairs.

Example:
If your base currency is INR and clients use USD, EUR, and AUD, you’ll be asked to configure:

• USD → INR
• EUR → INR
• AUD → INR

Configure Conversion Factors

1. Click Configure against a suggested currency pair.
2. Enter:
   • Conversion factor
   • Effective date
3. (Optional) Click Add new conversion factor to define future or historical rates.
4. Click Save configuration to return to the suggestions screen.
5. After configuring required pairs, click Save.
   
   

Note : Two conversion factors for the same currency pair cannot have the same 
       effective date.

Add Conversion Factors Manually (Optional)

1. In Currency Settings, click Add new conversion.
2. Select a currency pair.
3. Enter the conversion factor and effective date.
4. Save the configuration.

Manage and Review Conversion Factors

When manual conversion is enabled, you can:

• View all configured currency pairs
• See the latest conversion factor
• Check last updated by and timestamp
• Click Edit to add new conversion factors
• Click History to view all past changes for a currency pair

Disabling Manual Currency Conversion

• Click Disable currency conversion.
• The system will ask for confirmation.
• On confirmation, the system reverts to the previous conversion setup.

Note: Disabling manual conversion does not delete historical conversion data.