Currency conversion and third-party total expense aggregation
Summarize
Summary of Currency conversion and third-party total expense aggregation
ServiceNow’s Digital Resilience Third-party Information Register application, part of the Vendor Management Workspace, supports regulatory reporting under the Digital Operational Resilience Act (DORA). During report generation, the Register of Information (RoI) standardizes contract annual expenses by converting amounts to a base currency and aggregating totals per eligible third-party provider or engagement. These features apply only to exported reports and help ensure consistent, regulator-compliant financial data presentation.
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Key Features
- Currency Conversion: Converts contract annual expenses into a single base currency using historical European Central Bank (ECB) exchange rates based on a Reference Date, typically the last day of the reporting period. This conversion is visible only in exported reports; source records remain unchanged. Enables standardized currency reporting when contracts use multiple currencies.
- Third-party Total Expense Aggregation: Consolidates annual expenses across all contracts for the same third-party provider or engagement into a single total within the exported report. Aggregation occurs only if eligibility criteria are met, including contract structure suitability and currency alignment (all amounts must be in or converted to the base currency).
- Administrator Controls: Administrators maintain currency rates, which update daily automatically, and validation rules to ensure compliance with regulatory requirements.
- Configurable Options per Export: Both currency conversion and aggregation are optional features enabled or disabled per export request on the Excel download/upload page. They are disabled by default.
- Reporting and Validation: When enabled, conversion produces a Currency Conversion Summary Report and a Detail Report for any failures. Aggregation produces an Aggregation Summary Report and a Skipped Contracts Detail Report explaining ineligible providers. Manual entry values serve as fallback data for providers not qualifying for aggregation.
Practical Considerations for ServiceNow Customers
- Enable currency conversion when contracts span multiple currencies or a standardized reporting currency is required.
- Enable aggregation to consolidate expenses per third-party provider, ensuring contracts meet eligibility rules including currency alignment.
- Set the Reference Date carefully (e.g., end of reporting period) and verify ECB exchange rates are available for accurate conversion.
- Perform small test exports to validate conversion and aggregation results before large data runs.
- Keep manual entry values updated for providers that do not meet aggregation criteria to ensure complete and accurate reporting.
- Understand that currency conversion and aggregation operate independently but can be combined; failed conversions block aggregation for that provider.
- Reports and exported data packages comply with regulator specifications and support audit and validation needs.
During report generation, the Register of Information (RoI) can standardize contract annual expenses by converting amounts to a base currency and aggregating totals per eligible third-party provider or engagement. The RoI is a regulatory reporting requirement under the Digital Operational Resilience Act (DORA) and is supported by the Digital Resilience Third-party Information Register application in the Vendor Management Workspace application.
Currency and aggregation overview
The DORA Register of Information Digital Resilience Third-party Information Register provides two optional features during report generation: currency conversion and third-party total expense aggregation. These features standardize and consolidate annual expense data in the Plain-CSV reporting package and the Excel Master Template.
You enable these options per export request on the Excel download/upload request page when generating an Excel Master Template or a Plain-CSV Reporting Package. Both features are disabled by default and apply only to exported reports, not to the underlying contract or third-party records.
Administrators maintain the currency rates and validation rules. Currency rates populate automatically using a daily scheduled job once the instance is activated. Administrators or DORA administrators can update currency rates and validation rules to align with regulator requirements by navigating to or DPM Business Validation Rules.
Currency conversion
Currency conversion converts each contract’s annual expense into a single base currency using historical exchange rates from the European Central Bank (ECB). The Reference Date on the report determines which exchange rate is used. Converted amounts appear only in the generated reporting package; source records remain unchanged.
Enable conversion when contracts span multiple currencies, when reporting requires a standardized currency, or when you plan to aggregate provider totals but contract currencies are inconsistent. Disable it when all amounts already use the base currency or when preserving original currencies is required.
When conversion is enabled, the system produces a Currency Conversion Summary Report and, if any conversion fails (for example, because a rate is unavailable or a currency code is invalid), a Currency Conversion Detail Report.
General guidelines:
- Set the Reference Date to the last day of the reporting period (for example, 2025‑12‑31).
- Ensure ECB exchange rates are available in the platform for the selected date.
- Validate results with a small test export before running large data sets.
Third-party total expense aggregation
Aggregation consolidates annual expenses across all contracts that belong to the same third-party provider or third-party engagement. The result appears as a single combined value in the exported reporting output. Aggregation runs only when all eligibility criteria for a provider are satisfied.
Eligibility rules:
- Contract structure: Certain contract configurations, such as multi-provider contracts, can make a provider ineligible for aggregation (for example, when split ratios are not defined).
- Currency alignment: All contract amounts must be in the base currency or successfully converted.
- If conversion is enabled, every required conversion must succeed.
- If conversion is disabled, all contracts must already use the base currency.
If aggregation is disabled on the request or if any eligibility rule is not met, the system reports manual entry values for that provider. Manual entry serves as the fallback for providers that do not aggregate.
When aggregation is enabled, the system produces an Aggregation Summary Report and, when providers are ineligible, a Skipped Contracts Detail Report explaining why aggregation did not occur.
Relationship between conversion and aggregation
Currency conversion and aggregation operate independently but can be combined. Successful conversion can enable aggregation when a provider’s contracts use different currencies. Any failed conversion for a provider prevents aggregation for that provider.
Reports and exports
When you generate a Plain-CSV reporting package, the platform produces a ZIP package structured to regulator specifications, containing the required CSV files and supporting metadata.
When enabled, the package also includes consolidated reports that summarize currency conversion results, aggregation outcomes, and validation findings.
Conversion-related reports appear only when currency conversion is enabled. Aggregation-related reports appear only when aggregation is enabled.