Multi-Entity and Multi-Currency — FAQs and Troubleshooting

Use this page for customer questions and troubleshooting related to entity management, entity access, multi-currency configuration, exchange rates, foreign currency reporting, and conversion-only currencies in Yarken.

Understanding Multi-Entity and Multi-Currency

Q: What is Multi-Entity and Multi-Currency in Yarken?

A: Multi-Entity and Multi-Currency are two connected platform capabilities that help organizations manage technology spend across complex structures:

These capabilities are not isolated settings. They affect reporting, analytics, planning, Cost Explorer, cloud, budgets, forecasts, Ask Yarken, and user access. Together, they make Yarken suitable for enterprise environments where spend, accountability, and reporting cannot be managed from a single flat view.

Multi-Entity

Q: What are entities in Yarken?

A: Entities are organizational structures that help segment data within a single Yarken instance. Entities can represent:

• Legal entities

• Regions

• Business units

• Operating divisions

With entities, you can separate financial visibility by organization, control user access by entity, attribute spend and cloud data correctly, filter dashboards and reports by entity, and maintain a single Yarken instance across multiple structures.

Q: What is the Default entity and can it be removed?

A: Yarken always includes a Default entity that ensures backward compatibility and supports environments where entity is not explicitly used:

If your organization does not use multiple entities, the Default entity handles everything transparently.

Q: Can I edit or delete an entity?

A: Yes, with some restrictions:

Restrictions:

• The Default entity cannot be deleted

• Deleting an entity removes it from filters, reporting, and access control immediately

Before deleting, ensure:

• No spend records reference the entity

• No budgets or forecasts are assigned to the entity

• No users are assigned to the entity

• No upload rules depend on the entity

If dependent records exist, reassign them to another entity before deleting.

Entity access

Q: How does entity access work?

A: Entity access controls what data users can see across the platform:

Entity access affects all data across the platform: spend, cloud, budgets, forecasts, dashboards, reports, Analytics, entity filters, and chargeback.

Q: What happens if a non-admin user has no assigned entities?

A: If a non-admin user has no assigned entities:

• Yarken displays an entity access error at login

• The user cannot sign in or access the application

• An admin must assign at least one entity before the user can proceed

This is a security safeguard that ensures users only access data they are authorized to see.

Entities in spend, cloud, and planning

Q: How are entities assigned to spend, cloud, and planning data?

A: Entity assignment depends on the data type:

For cloud uploads, the entity assignment hierarchy is:

1. Entity provided in the upload file

2. Default entity applied (if none provided)

3. Entity overridden by an upload rule (if configured)

Q: Can entities be used in allocation rules and Designer mappings?

A: Yes. Entity is available for use in allocation logic:

• Entity can be used in allocation conditions

• Entity can be used in Designer mappings

• Entity can drive cost distribution by entity

Entity is not part of the default mapping strategies, but it is available under Any Attribute. This means you can create entity-specific rules that distribute spend differently by region, business unit, or legal entity.

Entity filters in reporting

Q: How does the entity global filter work across the platform?

A: The Entity global filter is available across dashboards, reports, Analytics, Cost Explorer, and chargeback:

To report on a specific entity, you must intentionally refine the filter selection.

Multi-Currency

Understanding currencies

Q: What is the base currency and how does it work?

A: Each Yarken environment has one Base Currency that serves as the financial reference point. The current behavior of the base currency:

• All converted values are stored in the base currency

• Always available for reporting

• Cannot be turned off or removed

• Appears at the top of currency selection lists

The base currency is the single source of truth for financial calculations. All foreign currency values are converted to the base currency for consistent analysis.

Q: What is the difference between actual exchange rates and planning exchange rates?

A: Yarken separates exchange rates into two categories to preserve financial integrity:

This separation ensures that approved budgets do not change when actual exchange rates fluctuate.

Q: What are conversion-only currencies?

A: Conversion-only currencies allow you to use a currency for data conversion without making it available for reporting:

Use conversion-only currencies when you need to convert cloud or budget data into a specific currency but do not want users selecting that currency in dashboards or reports. This provides flexibility without increasing reporting complexity.

Configuring exchange rates

Q: How do I configure planning exchange rates for budgets and forecasts?

A: Planning exchange rates follow the same process as actual rates but use the Planned tab:

1. Go to Admin → Settings → Currency Exchange Rates

2. Select the Planned tab

3. Click + ADD NEW

4. Enter: Year, Month, From Currency, To Currency, Exchange Rate

5. Click SAVE

Bulk upload:

1. Select the Planned tab

2. Click UPLOAD

3. Upload the planning exchange rate CSV file

4. Review entries in the grid

Q: Can I update exchange rates on an active budget or forecast?

A: Yes, with conditions:

Configuring foreign currencies

Q: How do I enable or disable foreign currencies for reporting?

A: To manage foreign currency availability:

1. Go to Settings → Foreign Currency Selection

2. In Available Currencies, select the currencies you want to enable

3. Move them to Selected Currencies

4. In the Selected Currencies list, use the toggle for each currency:

   • On → Available for reporting

   • Off → Conversion-only

5. Click SAVE

Base currency behavior:

• The base currency is clearly marked in the currency list

• It is always available for reporting

• It cannot be disabled

Reporting in different currencies

Q: How do I change my reporting currency?

A: You can select a reporting currency from your user profile:

1. Click the profile icon

2. Under Settings → Foreign Currency, select your preferred reporting currency

The currency selection list displays the base currency first, then other currencies in alphabetical order. It includes only currencies that are enabled for reporting by an administrator.

Q: Where do foreign currency values appear in the platform?

A: Foreign currency values and fields are available in:

For spend uploads, three additional columns are available: Foreign Amount, Exchange Rate, and Foreign Currency — these track the original source values for traceability.

Multi-currency in budgets and forecasts

Q: Can I enter budget and forecast line items in different currencies?

A: Yes. You can enter budget and forecast line items in any supported currency:

• A currency selector is available in the budget/forecast line item editor

• Line items are stored in their original currency

• Values are automatically converted to base currency using the configured budget planning exchange rate

• Both values are visible: original currency + amount and converted base currency amount

Each budget or forecast has its own planned exchange rates. Budget planning rates are copied from the planned exchange rates at the time of creation.

Cloud spend currency handling

Q: How does currency conversion work for cloud uploads?

A: During cloud file uploads:

• Costs are converted to base currency using the month- and year-specific exchange rate, based on the cloud charge period start date and billing currency

• If no exchange rate is found during upload, a default rate of 1 is applied

• After upload, cloud spend data is available in dashboards and reports using the converted values

Troubleshooting Multi-Entity and Multi-Currency

Non-admin user cannot log in — "No entities assigned" error

Cause: Entity access is required for non-admin users. If no entities are assigned, Yarken blocks login and displays an entity access error.

Resolution:

1. An Admin must navigate to Admin → User Management → Entity Access

2. Select the affected user from the Users list

3. Move one or more entities from Available Entities to Assigned Entities

4. Click SAVE

5. The user can now log in immediately

Spend appearing as zero in dashboards for foreign currency data

Cause: Exchange rates are missing for the transaction currency and month combination.

Resolution:

1. Navigate to Admin → Settings → Currency Exchange Rate

2. Verify exchange rates are entered for every month in which foreign currency data exists

3. If rates were added after data was loaded, trigger a cube refresh

4. If no exchange rate is found during cloud upload, a default rate of 1 is applied — verify whether this default is causing inaccurate values

5. Check whether the currency is configured as conversion-only — conversion-only currencies do not appear in reporting views and selecting them is not possible

6. Verify the currency is enabled for reporting in Settings → Foreign Currency Selection — if the toggle is off, the currency is conversion-only

User can only see partial data — missing entities in filters and reports

Cause: The user does not have access to all required entities, or the entity filter is restricting the view.

Resolution:

1. Check the user's entity access in Admin → User Management → Entity Access — verify all required entities are in the Assigned Entities panel

2. If entities are missing, move them from Available Entities to Assigned Entities and click SAVE

3. Check the Entity global filter on the current dashboard or report — ensure the correct entities are selected (all entities are selected by default, but the user or a previous filter change may have narrowed the selection)

4. Remember that Admin users see all entities automatically — if only specific users are affected, the issue is entity access, not a data problem

Data uploaded without entity code — all records going to Default entity

Cause: The upload file does not include the Entity Code column, or the column is empty. Yarken automatically assigns records without an entity to the Default entity.

Resolution:

1. Verify the upload file includes an Entity Code column with the correct entity codes for each record

2. If the entity should be assigned programmatically, configure an upload rule that overrides or sets the entity based on other data fields

3. For cloud uploads, check the entity assignment hierarchy:

   • Entity in the upload file takes priority

   • Default entity applied if none provided

   • Upload rule can override the entity

4. If data was already uploaded without entity codes, you may need to reload the file with correct entity codes, or manually update the records

Cannot delete an entity — deletion blocked

Cause: The entity has dependent records — spend, budgets, forecasts, user assignments, or upload rules reference it.

Resolution:

1. Check for spend records that reference the entity — reassign them to another entity before deleting

2. Check for budgets or forecasts assigned to the entity — reassign or complete them first

3. Check for users assigned to the entity in Admin → User Management → Entity Access — reassign users to other entities

4. Check for upload rules that depend on the entity — update or remove them

5. Once all dependencies are cleared, retry the deletion

Currency not appearing in user's reporting currency dropdown

Cause: The currency has not been enabled for reporting, or it is configured as conversion-only.

Resolution:

1. Navigate to Settings → Foreign Currency Selection

2. Verify the currency is in the Selected Currencies list — if not, move it from Available Currencies

3. Check the toggle for the currency:

   • On → Available for reporting (should appear in the dropdown)

   • Off → Conversion-only (will not appear in the reporting currency dropdown)

4. Turn the toggle On if the currency should be available for reporting

5. Click SAVE

6. The user may need to refresh the application for the change to take effect

Budget or forecast amounts incorrect after currency conversion

Cause: Planning exchange rates are incorrect, missing for some months, or were not refreshed after a rate change.

Resolution:

1. Navigate to Admin → Settings → Currency Exchange Rates → Planned tab

2. Verify planning exchange rates exist for all months covered by the budget or forecast

3. If rates were recently updated, check the budget/forecast status:

   • Draft / In Progress: Select Update Currency Exchange Rate on the forecast to recalculate amounts

   • Submitted: Planning exchange rates are locked and cannot be changed — this preserves budget integrity

4. Verify the correct From Currency and To Currency are set — a reversed pair will produce inverted conversion values

5. Compare the original currency amount and converted base currency amount on the line item to confirm the rate was applied correctly

Exchange rates uploaded but values still showing as zero in reports

Cause: Exchange rates were added after data was loaded, and the cube has not been refreshed. Or the exchange rate month/year does not match the data period.

Resolution:

1. Verify exchange rates exist for the exact year and month of the data showing zero values

2. Navigate to the Cube Refresh page and check for pending cubes — refresh if needed

3. Confirm the From Currency and To Currency match the data's currency and the base currency (or the user's reporting currency)

4. If the Pre-Aggregations toggle is available (Admin only), disable it to query directly from the database to confirm the data exists

5. After confirming the data is correct, refresh the affected cubes

6. If values still show as zero, verify the currency is enabled for reporting (not conversion-only) in Settings → Foreign Currency Selection

Related content

• Multi-entity

• Create and manage entities

• Multi-Currency

• Configure exchange rates and currencies