Cybooks

View the gain and loss report

This guide covers how to view realised foreign exchange gains and losses on payments made or received in a foreign currency.

When you create an invoice or bill in a foreign currency and later record payment at a different exchange rate, the difference creates a realised FX gain or loss. The Realised Gains and Losses report shows these differences for all payments within a date range, so you can see the impact of currency fluctuations on your accounts receivable and payable.

View realised gains and losses

  1. In the sidebar, go to Reports > Gains & Losses.

  2. Set the Date range to the period you want to review. It defaults to the current month.

  3. Optionally, filter by Source Type to narrow results to specific accounts:

    • Select one or both of the available accounts (Accounts Receivable, Accounts Payable).
    • If you leave this blank, the report shows both.

  4. Optionally, select a Currency to show only gains and losses for a specific foreign currency.

  5. Click Update to apply your filters and load the report.

The report displays a grid with the following columns:

  • Date -- the date of the payment transaction.
  • Customer/Vendor -- the contact associated with the transaction.
  • Source -- indicates whether the entry is a Receivable Payment (customer payment on an invoice) or Payable Payment (vendor payment on a bill).
  • Reference -- the transaction reference number.
  • Currency -- the foreign currency ISO code of the original document.
  • Amount (Source) -- the amount in your base currency. Negative amounts appear in parentheses.
  • Payment FX Rate -- the exchange rate at the time of payment.
  • Original FX Rate -- the exchange rate at the time the original invoice or bill was created.
  • Realised FX Gain -- the gain or loss in your base currency. Positive values are gains; negative values (shown in parentheses) are losses.

Results are grouped by account (e.g. Accounts Receivable, Accounts Payable), with subtotals for each group and a grand total at the bottom.

Export the report

  1. On the Realised Gains and Losses report page, click the three-dot menu icon to the right of the Update button.

  2. Select Excel to download the report as an .xlsx file.

Frequently asked questions

What is the difference between realised and unrealised gains/losses? A realised gain or loss occurs when a foreign currency payment is actually made or received at an exchange rate different from the rate on the original document. An unrealised gain or loss is a paper difference that exists while an invoice or bill is still outstanding, based on the current exchange rate versus the original rate.

Why do I not see any data in the report? The report requires that payments have been recorded on foreign currency invoices or bills within the selected date range. If no payments with exchange rate differences exist for the period, the report will be empty. Also check that the correct currency and source type filters are applied.

Why is this report not available on my plan? The Realised Gains and Losses report requires the multi-currency feature. If your plan does not include multi-currency support, the report will be blurred out. Upgrade your plan to access this feature.

How is the realised FX gain calculated? The gain or loss is the difference between the base currency amount at the payment exchange rate and the base currency amount at the original document exchange rate, applied to the payment amount.

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