Amending acquisition proposal details
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This page allows you to amend the details of an “Active” acquisition proposal. A unique amendment number is generated for every amendment that has been made to the acquisition proposal. An amendment is made for enhancing the values available in the proposal or including a new asset class to the proposal. The system stores the login ID and the system date along with the amendment details.
Select the “Acquisition Proposal” link at the bottom of the “Select Proposal” page.
The “Amend Acquisition Proposal” page appears.
The system displays the following:
Proposal No |
The number identifying the proposal. |
Amendment No |
The number identifying the amendments made to the proposal. |
Status |
The status of the proposal. It must be “Active”. |
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Proposal Date |
The date on which the proposal was created. |
Finance Book |
The code identifying the finance book for which the proposal has been created. |
The system displays the following: |
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Proposal Description |
A textual description of the proposal. |
Zoom facility available |
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Financial Year |
The financial year for which the proposal has been created. |
Budget No |
The number identifying the budget based on which the proposal has been created. |
Asset Class Code |
Use the drop-down list box to select the code identifying the asset class for which the proposal is being amended. 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 the following:
Board Reference |
Any observations made by the board. |
Zoom facility available |
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Board Reference Date |
The date on which the proposal was referred to the board. |
Modify the following field if required:
Cost Center |
The cost center for which the acquisition proposal has to be created (Alphanumeric, 10). Mandatory. |
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. |
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 later than the date on which the proposal was created. |
The system displays the following:
Currency |
The code identifying the currency in which the proposal has been created. |
Exchange Rate |
The exchange rate of the currency in which the proposal has been 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. |
Modify the following field if required:
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. |
The system displays the following:
Committed Amount |
The proposal amount for which purchase orders have been raised. |
Liability Booked |
The amount for which the expenses incurred due to the purchase of the asset has been posted. |
Amount Utilized |
The amount of the proposal for which assets have been capitalized. |
Modify the following fields if required:
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. |
Modify the following fields in the “Asset Information” multiline if required:
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 |
The currency of the proposal. |
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 calculates and displays the total proposed cost in the base currency of the company and the proposed cost including the variances specified.
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. |
Modify the following in the “Attached Document Details” group box if required:
File Name |
The name of the file attached to the proposal document (Alphanumeric, 50).Help facility available.Zoom facility available. |
Click the “View File” link to view the file details.
Click the “Amend Proposal” pushbutton to amend the details of the proposal.
The system saves the modifications made. A unique number identifying the amendment is generated.
The system updates the login ID of the user and the system date in the “Last Modified By” and “Last Modified Date”.
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. |
Last Modified By |
The login ID of the user who last modified the asset proposal. |
Last Modified Date |
The date on which the asset proposal was last modified. |
To proceed, carry out the following
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.
You can amend the details of a proposal that is in the “Active” status.
Modify the details of the proposal.
Click the “Amend Proposal” pushbutton to save the amendments that have been made.
The system generates a unique number identifying the amendment for every amendment made.