Consistent Currency Rates Handling Across Main and Sub Orders

The Main Order – Sub Order feature in R2 allows you to group multiple orders under a single Main Order, enabling unified invoicing. When the Main Order is invoiced, all associated Sub Orders are combined into one or more invoices, with charges such as Items, Labor, and other costs consolidated based on the Main Order’s payment settings (e.g., Pay At, Billing Terms, Payment Terms).

This feature is also helpful in operational scenarios where a single order would otherwise become too long and difficult to manage throughout its lifecycle. Splitting such orders into manageable Sub Orders under a Main Order simplifies tracking, fulfillment, and billing.

In multi-currency environments, R2 applies conversion rates from the Conversion Rate master to the orders based on the creation date. These rates are visible on both the Main Order and its Sub Orders. There is an option to enforce consistent currency conversion rates across Main Order and its Sub Orders. This option ensures that Sub Orders automatically inherit conversion rates from the Main Order and the rates remain non-editable in the Sub Orders, maintaining consistency throughout the grouped orders.

How this works?

There is a flag called ‘Default Main Order Info to Sub Order’ in Order > Default screen. Enabling this flag ensures, the Sub Orders to inherit the Main Order conversion rates and conversion rates on sub orders remain non-editable.

Enabling ‘Default Main Order Info to Sub Order’ flag also ensures that many other properties/values are inherited from Main Order like Dates, PO No., etc. However, this topic explains only how this flag controls the behavior of conversion rates.

When ‘Default Main Order Info to Sub Order’ is TRUE on Main Order

Newly created Sub Orders inherit conversion rates from Main Order and sets the Flag ‘Default Main Order Info to Sub Order’ as True on Sub Orders.

Figure 1.1: Main Order having conversion rates as follows

Figure 1.2: Sub Order inherits conversion rates same as Main Order

The Sub Order’s conversion rate fields become read-only.
If the Main Order conversion rate is changed,
- If Sub Order is not in use
  - You will see prompt as sown below
    Figure 1.3: Prompt shown when Conversion rates change on Main Order when Sub Order not in use
  - On clicking ‘Yes’ Recalculate Price Options will be shown and the conversion rate which is applied on main order will be applied to sub order as well. And it recalculates Price, Cost, Tax, Amount, etc. according to option selected accross Min Order and Sub Orders.
- If Sub Order is in use
  - The error message is displayed as follows
    Figure 1.4: Error shown if Sun Order is in use
  - Click on ‘Details’ to see which sub order is sharing this main order rates
    Figure 1.5: Shows details of Sub Order In use

Changing ‘Default Main Order Info to Sub Order’ Flag on Sub Orders

Sub Order’s ‘Default Main Order Info to Sub Order’ flag changed From TRUE → FALSE

Conversion rates on Sub Order remains unchanged.
Conversion rates on Sub Order become editable. Upon editing the conversion rate it will recalculate prices on respective Sub Order only.

Whenever you update Main Order rates, it will no longer effect the rates on Sub Orders where the flag is set to False.

Figure 1.7: Main Order Conversion rates changed

Figure 1.8: Sub Order conversion rates remains same

Sub Order’s ‘Default Main Order Info to Sub Order’ flag changed From FALSE → TRUE

If Main Order is in use → update fails (show error).

Figure 1.9: If you change Sub Orders flag from False to True prompt is shown

If you click yes the below error is shown.

Figure 2.0: Error shown if Main Order is in use

If Main Order not in use:
- Prompt is shown as follows
  Figure 2.1: Flag changes if Main Order not in use
- Sub Order inherits the Main Order conversion rates and displays the Recalculate Price Options dialog.
  Figure 2.2: Recalculate prompt is shown
- On clicking ‘Ok’
- Sub Order values updated as per the option chosen and updated conversion rates.
- Conversion rates become non-editable.
- Whenever Main Order rate changes it affect this Sub Order as well.

Figure 2.4: Sub Order Conversion rates copied with Main Order Conversion rates

When ‘Default Main Order Info to Sub Order’ is FALSE on Main Order

On Sub Order Creation

Flag is auto-set to FALSE and flag becomes non-editable.

Figure 2.5: Sub Order’s Flag becomes false and non editable

Conversion rates are retrieved from master data based on creation date
Rates are independent across Main and Sub Orders.

Figure 2.6: Main Order rates are independent

Figure 2.7: Sub Order rates are independent

Changing Main Order’s Flag from FALSE → TRUE

Prompts to save

Figure 2.8: Changing Main Order from False to True

On confirmation if no Sub Orders with flag = TRUE are in use,
- Copies the Main Order conversion rates to all Sub Orders where Flag is True.
- And shows Recalculate Price Options.
- Recalculates values on Sub Orders whose conversion rates are copied.
- Saves all changes.
If any Sub Order is in use/locked → show error and reverts back Flag to False.

Changing Main Order’s Flag from TRUE → FALSE

No prompt shown.
Manual save required.
Does not immediately change Sub Order flags.
On Main Order closure → flags on all Sub Orders reset to FALSE.
Conversion rate fields on Sub Orders become editable.

Transaction Currency Change on Main Order

Prompt is shown as follows:
Figure 2.9: When Transaction Currency is changed
On confirmation:
- If any Sub Order is in use (regardless of flag), the below error is shown.
  Figure 3.0: Error shown if Sub Order is in use
- If none are in use → shows Recalculate Price Options.
  Figure 3.1: If none are in use Recalculate option is shown
  - Currency and conversion rate updates apply to Main Order and all Sub Orders.
  - Recalculates amounts (Price, Cost, Tax, etc.) and click save.

Site Change on Main Order Quote

You can change the site on Main Order, when all it's Sub Orders are in Quote status.
Upon changing site, if any Sub Order is locked → show error and revert changes.
If no Sub Orders are in use → proceed with update.

If New Site Currency ≠ Old Site Currency

When Main Order flag = TRUE

Site currency updated on Main and Sub Orders.

Figure 3.3: Site Currency updated on Main Order

Figure 3.4: Site Currency updated on Sub Order

Conversion rates reloaded from currency conversion rates master to the Main Order and all the Sub Orders where flag = FALSE.
Conversion rates are copied from Main Order to all the Sub Orders where flag = TRUE.

Figure 3.5: Site Currency rates updated on Main Order

Figure 3.6: Site Currency rates updated on Sub Order

Shows Recalculate Price Options.
Figure 3.7: Recalculate option is shown
Recalculates and saves the updated amounts as per the options chosen.

When Main Order flag = FALSE

Site currency updated.
Conversion Rates on Main Order and all Sub Orders are reloaded from master.
Shows Recalculate Price Options.
Recalculates and saves the updated amounts as per the options chosen.

If New Site Currency = Old Site Currency

When flag = TRUE on Main Order and some/all its sub orders:

Rates reloaded from master on Main Order and on Sub Orders where flag = FALSE.
Rates on Sub orders where flag is TRUE will be copied from Main Order.
Override Pricing prompt appears (regardless of item price/labor group status).
On confirmation, recalculate prices and amounts.

When flag = FALSE on Main Order and its sub orders:

All rates reloaded from master.
Override Pricing prompt appears.
Recalculate and save changes.

Sub Order Linking via Sub Order Maintenance

In R2, you can manually link Sub Orders to a Main Order using the Sub Order Maintenance utility. This explains how the ‘Default Main Order Info to Sub Order’ flag and conversion rates behaves during this linking process:

If the Main Order’s flag is TRUE:
- The system does not override the flag values on the Sub Orders.
- This means each Sub Order retains whatever flag value it already had before linking—TRUE or FALSE.
- This behavior and provides flexibility in cases where only certain Sub Orders follows the Main Order’s rates.
If the Main Order’s flag is FALSE:
- The system automatically sets the flag to FALSE on all Sub Orders being linked.
- This behavior is to maintain consistency: if the Main Order is not controlling Sub Orders, then the Sub Orders not follows its conversion rates.

Linking Sub Orders to a Main Order does not change any conversion rates. The currency rates remain as they were on the Sub Orders. The values will only change if you later edit the conversion rate or toggle the flag after linking.

Upgrade Impact

What happens after R2 is upgraded with this enhancement:

Existing Orders (before upgrade):
- All existing Main Orders and Sub Orders remain untouched by default.
- Their flag statuses and currency conversion rates will not change automatically.
- This is done to preserve historical integrity and avoid unintentional data changes.
After Upgrade – When user performs any action:
- The new behavior is triggered only if:
  - You change the conversion rate on the Main Order or Sub Order,
  - Or you change the flag status (‘Default Main Order Info to Sub Order’) on either the Main or Sub Order.

For your convenience/ ease of understanding here is the table given

Scenario	Main Order Flag	Sub Order Flag	Sub Order Editable?	Conversion Rate Source	Special Behavior / Error
Create Sub Order when Main Order flag = TRUE	TRUE	Auto-set to TRUE	❌ Read-Only	Copied from Main Order	Updates when Main Order changes
Sub Order flag manually changed TRUE → FALSE	TRUE	Changed to FALSE	✅ Editable	Retains last copied values	Further Main Order changes do not affect this Sub Order
Sub Order flag manually changed FALSE → TRUE If Main Order in use	TRUE	Attempt to change → TRUE	❌ Not allowed	—	❌ Error shown; cannot proceed
Sub Order flag manually changed FALSE → TRUE If Main Order not in use	TRUE	Changed to TRUE	❌ Becomes Read-Only	Copied from Main Order	Prompt: Recalculate options shown
Main Order flag = FALSE at time of Sub Order creation	FALSE	Auto-set to FALSE🔒 Non-editable	✅ Editable	From currency master (based on date)	Rates between Main and Sub are independent
Main Order flag changed FALSE → TRUE If Sub Orders not in use	Becomes TRUE	All remain unchanged initially	❌ Read-Only for flag=TRUE Sub Orders	Recalculated from Main Order	Recalculate dialog shown
Main Order flag changed FALSE → TRUE If Some Sub Orders in use	Becomes TRUE	—	—	—	❌ Error shown, changes reverted
Main Order flag changed TRUE → FALSE	Becomes FALSE	No change immediately	✅ Editable after Main Order is closed	From master (if edited later)	On Main Order closure, all Sub Order flags reset to FALSE
Main Order conversion rate changed If Sub Orders with flag=TRUE not in use	TRUE	TRUE	❌ Read-Only	Copied from Main Order	Recalculate prompt shown
Main Order conversion rate changed If Sub Orders with flag=TRUE are in use	TRUE	TRUE	❌ Read-Only	No update	❌ Error shown; list of in-use Sub Orders displayed
Sub Orders linked via Maintenance If Main Order flag = TRUE	TRUE	Sub Orders retain existing values (TRUE or FALSE)	Depends on individual Sub Orders	No change	Flexible behavior (existing design)
Sub Orders linked via Maintenance If Main Order flag = FALSE	FALSE	All Sub Order flags set to FALSE	✅ Editable	Retain original values	Enforced consistency
Transaction Currency changed on Main Order If Main Order flag = TRUE	TRUE	TRUE	❌ Read-Only	From Main Order	Recalculate prompt if Sub Orders not in use; ❌ Error if in use
Transaction Currency changed on Main Order If Main Order flag = FALSE	FALSE	FALSE	✅ Editable	From master (based on currency date)	Prompt shown → Recalculation applies independently
Site Changed (Site Currency ≠ previous) If Main Order flag = TRUE	TRUE	TRUE	❌ Read-Only	Copied from Main Order	Recalculate prompt shown
Site Changed (Site Currency ≠ previous) If Main Order flag = FALSE	FALSE	FALSE	✅ Editable	Loaded from master	Recalculate prompt shown