Multi-currency and settled amounts

Multi-currency and settled amounts

You buy from retailers in more than one currency, but your spend totals only make sense in one. Seller Oracle handles this by giving your account a single home currency and converting everything else into it. This page explains how that conversion works, what the tilde (~) next to a figure means, and why some orders sit out of your spend totals for a while.

Your home currency

Your home currency is set once, during onboarding. You pick from GBP, EUR, or USD. Every spend total in the app (the dashboard, the analytics charts, your spend targets) is expressed in this currency.

Each order and each expense keeps its own original currency, which is the currency the retailer charged in. That is separate from your home currency. A UK seller on GBP can still hold a EUR order from Amazon.de; the order stays in EUR, and Seller Oracle converts it to GBP for the totals.

Home currency is read-only after onboarding. In Settings you will see it under Business details with the note "Contact support to change your home currency." Changing it would invalidate every settled amount and spend target you have, so it is a support-only change rather than a self-serve toggle.

How conversion works

When an order or expense is in a currency other than your home currency, Seller Oracle converts the amount using a daily exchange rate. The rates come from the European Central Bank and refresh once a day.

The conversion is an estimate. It uses the rate for the order's date, and if no rate exists for that exact date (weekends and bank holidays have none) it falls back to the most recent rate before it. The estimate gives you a usable home-currency figure straight away, without waiting for your bank statement.

What the tilde means

The tilde marks an estimate. A figure like ~£112.34 is converted from the daily rate, so it is approximate. A figure with no tilde is a real amount, typed by you or taken from a card export you uploaded.

You will see the home-currency figure in a few places:

• On the orders and expenses lists, a smaller secondary figure sits next to the original total for any cross-currency row, for example €130.88 ~£112.34.
• On an order's or an expense's page, Settled in GBP (or whatever your home currency is) shows the home-currency amount. It only appears when the original currency differs from your home currency.

Entering the settled amount

The settled amount is what your bank actually charged you, in your home currency, once the foreign transaction cleared. It is usually a little different from the estimate because of the bank's own rate and any FX fee.

To enter it, open the order or expense, find Settled in GBP, type the figure your statement shows, and save. While the figure is an estimate, the box starts empty with the estimate shown in grey, so Save only ever records a figure you typed. The tilde disappears and the number becomes the real amount you paid. Seller Oracle never overwrites a settled amount you have entered, so a later rate update will not touch it, and a card export upload doesn't either.

Until you enter a settled amount, the estimate stands in for it everywhere, including your spend totals. You do not have to enter settled amounts for the app to work; they just make your totals match your bank to the penny.

Upload your card export

If you pay with a Capital on Tap card, you can fill in many settled amounts at once. Open Action Centre and the Confirm amounts tab, and press Upload card export. In Capital on Tap, open Transactions, click Export transactions, pick the dates you want and download the file as CSV. Then choose that file. Don't download a statement instead: a statement doesn't show what each purchase cost in euros or dollars, so it can't be matched.

Seller Oracle reads the euro and dollar purchases in the file and looks for the order or expense you already have for each one, by its amount and date. When it finds one, it sets the settled amount to what your card charged in pounds, and the tilde goes. It never creates an order or an expense, and it never changes a settled amount you typed yourself. A purchase it can't match exactly may be checked by our AI providers, and anything it still can't place is listed for you to look at.

When the upload has been checked, its results page shows what changed, what needs a look and what isn't matched yet. A purchase that isn't matched yet, for example because its order email hasn't arrived, is tried again at your next upload, or when you press Check again. Uploading the same dates twice is fine: purchases already uploaded are skipped.

Seller Oracle doesn't keep the file. It keeps the euro and dollar purchases from it (their dates, merchant and amounts), never your card number or name. Only Capital on Tap exports work for now, and only for accounts whose home currency is pounds.

Deleting an upload

If you uploaded the wrong file, press Upload card export on Confirm amounts, then Card exports at the top of the page, and open that upload. Press Delete this upload, and a pop-up says what will change before anything does. Its purchases are removed, and every settled amount it set goes back to the estimate, unless you have changed that figure by hand since. An order you filled with the same amount from one of them keeps your figure too. Each order or expense it puts back says so in its history. This takes a minute or so: until it is done the upload shows as being deleted, and a new export can't be uploaded.

If a later export you uploaded covers some of the same dates, upload that file again afterwards. Purchases it skipped because they were already uploaded go with the upload you deleted, and uploading it again matches them.

The same amount for a group's orders

When you buy the same thing several times in one go, each order is often charged the same. After you save a settled amount on an order in a group, Seller Oracle looks for the group's other orders that are the same purchase: the same currency, the same total to the penny, and the same items and quantities, still on an estimate or with no settled amount yet. Items that are cancelled, returned or refunded aren't counted. Every other item on both orders needs an ASIN and a quantity, or the orders can't be compared. Orders that are cancelled, returned, refunded or hidden, and drafts, are never offered. If there are any, Fill the same amount? opens and lists them, with what each shows now and what it will be. Fill 2 orders gives them your amount, so they count as confirmed and leave Confirm amounts. Not now leaves them as they are. The message says how many were filled, for example "Filled 2 orders with £49.63.", and each filled order's History says which order it was copied from. An order that changed while you were deciding is left as it is.

This works on the Orders list and the order page. After a card export upload, the upload's page lists Groups with orders still on an estimate, each with Fill group…, which opens the same question.

Orders excluded from spend totals

A conversion needs a rate. If a foreign-currency order or expense lands before Seller Oracle has a rate that covers its date, there is no home-currency figure to add to your totals yet, so it is left out for the moment.

When this happens, the dashboard and analytics show a short note. On the analytics page it can include both orders and expenses, for example "3 orders and 2 expenses excluded from spend totals (no exchange rate available yet)." It is temporary. Once the next daily rate fetch runs, the estimates fill in and those orders and expenses join your totals automatically. You do not need to do anything.

If you would rather not wait, entering the settled amount yourself counts that order or expense in straight away, because a settled amount needs no rate.

Quick reference

• Home currency is set at onboarding and changed only by support.
• A tilde (~) means an estimated conversion from the daily rate.
• No tilde means a settled amount you entered by hand, or one taken from your card export.
• Excluded from spend totals means there is no rate yet; it resolves on the next daily fetch, or as soon as you enter a settled amount.