Creating acquisition proposals
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This page allows you to enter the details of an acquisition proposal. Tell me more.
Select the “Acquisition Proposal” link at the bottom of the “Create Proposal” page.
The “Create Acquisition Proposal” page appears.
Enter the following fields:
Proposal No |
A unique number identifying the proposal (Alphanumeric, 18). Mandatory. This number will be automatically generated if the “Numbering Type” in the “Numbering Class” business component is not set to “Manual”. The number is displayed with the corresponding prefix and suffix of the numbering type selected in the “Numbering Type” field. This number is incremented from the last number available in the “Numbering Class” business component. |
Note: This field must not be left blank if “Manual” is selected in the “Numbering Type” field.
Cost Center |
The cost center for which the acquisition proposal has to be created (Alphanumeric, 10). Mandatory. |
The system displays the following:
Status |
The status of the proposal. It could be “Fresh” or “Active”. |
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Note: This field must not be left blank if “Manual” is selected in the “Numbering Type” field.
Proposal Date |
The date on which the proposal is created (Date Format). Mandatory. This date must be a valid date within the financial year and within the financial period. This date must not be later than the system date. |
Finance Book |
Use the drop-down list box to select the code identifying the finance book for which the proposal is being created. All the finance books that are deployed for the company will be available for selection. The system displays “All” by default on launch of the page. |
Numbering Type |
Use the drop-down list box to select the numbering type for the login organization unit and for the “Acquisition Proposal” transaction type. The numbering types must have already been defined in the “Create Numbering Class” activity of the “Document Numbering Class” business component and must be in “Active” status. The system displays the numbering type set as default for the transaction in the “Document Numbering Class” business component. |
You can also select “Manual” if you want to enter a budget number of your own. |
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Proposal Description |
A textual description of the proposal (Alphanumeric, 40). Mandatory. |
Zoom facility available |
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Financial year |
Use the drop-down list box to select the financial year for which the proposal is being created. The “Financial Year” and the corresponding “Financial Period” must be defined in the “Create Calendar” activity of the “Accounting Setup” business component. All the “Open” financial years defined for the finance book will be available for selection in the ascending order. The “Provisionally Closed” financial years present in the selected finance book will also be available for selection. The earliest “Open” financial year is displayed by default on launch of the page. |
Financial Period |
Use the drop-down list box to select the financial period for which the proposal is being created. This field defaults to the earliest “open” financial period for the selected financial year. Ensure that the financial period selected falls within the financial year specified. |
The system displays the following:
Budget No. |
The unique number identifying the budget. This budget number must have been defined for the same finance book and must be in “Active” status. |
Board Reference |
Any observations received from the board. |
Zoom facility available |
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Board Reference Date |
The date on which the proposal or budget was referred for comments to the board. |
Enter the following fields:
Asset Class Code |
Use the drop-down list box to select the code identifying the asset class for which the proposal is being created. The “Asset Class” must have been defined in the “Create Asset Class” activity of the “Asset Type Definition” business component and must be in “Active” status. All the asset classes that have been defined for the company will be available for selection. The system displays “All” by default on launch of the page. |
Expiry Date |
The date on which the proposal expires (Date Format). Mandatory. This date could exist in the forthcoming financial years also. The date entered in this field must be after the date on which the proposal was created. |
Currency |
Use the drop-down list box to select the code identifying the currency in which the proposal is being raised. All the currency codes that have been mapped to the company will be available for selection in the ascending order. The currency must have been defined in the “Create Country and Currency” activity of the “Organization Setup” business component and must be in “Active” status. The system displays the base currency of the company by default on launch of the page. |
The system displays the following:
Exchange Rate |
The exchange rate of the currency in which the proposal is being created. This exchange rate will be displayed if the currency is different from the base currency of the company. If both the currencies are the same, “1” is displayed by default. |
Enter the following fields:
Exchange Rate Variance % |
A percentage of variance that can be considered for the proposal (Integer). The value entered in this field must be greater than zero and lesser than 100. |
Cost Variance % |
The percentage of variance that can be considered in the cost of the asset (Integer). The value entered in this field must be greater than zero and lesser than 100. |
Analysis # |
The Analysis Code for which the Asset Acquisition Proposal is created. Help facility available. |
Sub Analysis # |
The Sub Analysis Code of the Asset Acquisition Proposal. Help facility available. |
User Defined 1 |
Use the drop-down list box to specify the user defined detail of the Asset Acquisition Proposal. The system lists all the quick codes defined under the Entity ‘Asset Proposal-User Detail’ in the “Create Quick Codes” activity of the “Finance Setup” business component. |
User Defined 2 |
Additional user defined details of the Asset Acquisition Proposal, in textual form. |
User Defined 3 |
Additional user defined detail of the Asset Acquisition Proposal, in textual form. |
Enter the following fields in the “Asset Information” multiline:
Asset Description |
A textual description of the asset (Alphanumeric, 40). Mandatory. This field must not be left blank. |
Number of Units |
The number of units of the asset that is to be purchased (Integer). |
Currency |
Use the drop-down list box to select the code identifying the currency in which the cost of the asset is entered. All the currency codes that have been mapped to the company will be available for selection in the ascending order. The currency must have been defined in the “Create Country and Currency” activity of the “Organization Setup” business component and must be in “Active” status. |
Proposed Cost |
The cost of the asset (Decimal). Mandatory. The value entered must be greater than zero. |
The system displays the following in the “Asset Information” multiline:
Cost in Base Currency |
The proposed cost of the asset in the base currency of the company. |
Click the “Compute Total Proposed Cost” pushbutton to calculate the total proposed cost.
The system displays the following:
Total Proposed Cost in Base Currency |
The sum total of the asset proposed costs in the base currency of the company. |
Note: The value entered in the “Proposed Cost” field will be displayed if the currency of the proposed cost is the same as the base currency of the login company.
Proposed Cost Incl Variances |
The sum total of the asset proposed cost considering the percentage of variance that has been entered. |
Enter the following in the “Attach Document Details” field:
File Name |
The name of the file to be attached to the proposal document (Alphanumeric, 50). Help facility available. Zoom facility available. |
Click the “View File” link to view the details of the file Attached.
Click the “Create Proposal” pushbutton to create the proposal.
The status of the proposal is updated as “Fresh”.
The login ID of the user and the system date is updated in the “Created By” and “Created Date” fields.
Click the “Create and Authorize” pushbutton to create a proposal and authorize it.
The status of the proposal is updated as “Active”.
The login ID of the user and the system date is updated in the “Created By” and “Created Date” fields.
The system displays the following:
Created By |
The login ID of the user who has created the asset proposal. |
Created Date |
The date on which the asset proposal was created. |
To proceed, carry out the following
Select the “Edit Proposal” link at the bottom of the page to modify the proposal details.
Select the “View Budget” link at the bottom of the page to view the budget details.
Select the "Attach Notes" link at the bottom of the page for attaching notes.
Select the "Upload Documents” link at the bottom of the page to upload the associated documents.
Select the “View Associated Doc. Attachments” link at the bottom of the page to view the associated documents attached.
Creating acquisition proposals – An overview
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This page allows you to enter the details of an acquisition proposal. You can enter details like the date on which the proposal was created and the date on which it would expire. You can also set the percentage of variance to handle the cost and exchange rate fluctuations especially when the proposal spans over certain number of financial years. The proposal is created based on the “Active” budget available for the financial year. You can also enter asset information like the description of the asset, the number of units required, the currency and the cost that would be incurred for the purchase of the asset. The proposed cost would also be calculated and stored in the base currency of the company if the currency in which the proposed amount has been entered is other than the base currency. The status of a newly created proposal is updated as “Fresh”.
The proposal will be valid till its expiry date and will relate to the cost center for which fixed assets are to be acquired.
This page also allows you to authorize the proposal immediately after creation. The status of the proposal is updated as “Active”.
Calculate the total proposed cost
Calculate the total proposed cost
You can calculate the sum total of the defined proposed costs. The system calculates and displays the sum total of the proposed costs in the base currency of the company.
Enter the amount in the “Proposed Cost” field.
Click the “Compute Total Proposed Cost” pushbutton to calculate the total proposed cost.
The system calculates and displays the total proposed cost in the “Total Proposed Cost in Base Currency” field.
