When you manage documents in multiple currencies, the total displayed at the bottom of your list might not match the visual sum of your invoice amounts exactly. This behavior is completely normal and stems from the system's calculation logic.
Summary:
Why does this difference appear?
Where to find and modify this reference rate?
How does the system calculate this total?
Recommendation
Why does this difference appear?
The total displayed in the invoice list is not calculated based on the exchange rates you enter manually inside each invoice.
To display a unified global total (usually in your main currency, CHF), bexio always uses the standard exchange rate saved in the general settings of your account.
Where to find and modify this reference rate?
Settings > All settings > Features & modules > Currencies and exchange rates
In the list that appears, locate the currency of your choice (for example, the Euro). By clicking on the three dots located to the right of it, you can view or modify the rate used by default by the system.
How does the system calculate this total?
Let's take an invoice of 101.00 EUR (100.00 EUR excl. VAT + 1.00 EUR VAT).
If the rate saved in your general settings for the Euro is 1.05, the system performs this calculation for the list view:
101 Eur * 1.05 (base rate for the Euro) = 106.05 CHF
The system therefore includes 106.05 CHF in the overall total of the list, even if you had overridden it with another rate (for example 0.98) directly inside the document.
What is ignored in this calculation
To display this total in the list, the system never takes into account:
- The exchange rate entered manually in each specific invoice.
- The monthly average rate
Only the rate saved in your general settings applies for the consolidated display of your sales documents (quotes, orders, invoices, etc.).
The impact of a rate change
If you change the reference rate in your settings (for example from 1.05 to 0.9235), the total displayed in your list is immediately recalculated and updated with this new exchange rate.
Recommendation
To get your actual foreign currency balances without the conversion variances of the list view, use your accounting reports directly.
Go to the Accounting tab > Reports > Account ledger.
Learn more about foreign currencies on bexio reports.