FX tables that age out mid-quarter

AP desks sometimes paste a monthly mid-rate into a spreadsheet and leave it there through March. Travellers meanwhile settle cards at daily bank rates. The gap on a single Osaka hotel stay can be small; across fifty Japan trips it becomes a findings theme.

What our multi-currency review compares

We take the claimed HKD amount, the foreign-currency folio, and whichever rate source your policy names — treasury mid-rate, card settlement, or a published table. Variances outside your tolerance are listed with claim IDs.

Policy wording that helps

Name the rate source and the date rule (transaction date vs statement date). Vague language like “reasonable market rate” forces judgement on every line and slows both AP and auditors.

Timing tip

If you refresh rates monthly, archive each month’s table with a filename that includes the effective date. Auditors will ask for the version that applied to the trip dates, not today’s sheet.