Authorizing acquisition proposal
|
|
|
|
This page allows you to authorize the acquisition proposal. Tell me more.
Select the “Acquisition Proposal” link at the bottom of the “Select Proposal” page.
The “Authorize Acquisition Proposal” page appears.
The system displays the following:
Proposal No |
The number identifying the proposal. |
Status |
The status of the proposal. It must be “Fresh”. |
|
Modify the following field if required:
Proposal Date |
The date on which the proposal is created (Date Format). Mandatory. This date must be a valid date in the financial year and the financial period. This date must not be later than the system date. |
The system displays the following:
Finance Book |
The code identifying the finance book for which the proposal is being modified. |
Modify the following field if required:
Cost Center |
The cost center for which the acquisition proposal has to be authorized (Alphanumeric, 10). Mandatory. |
Proposal Description |
A textual description of the proposal (Alphanumeric, 40). Mandatory. |
Zoom facility available |
The system displays the following:
Financial Year |
The financial year for which the proposal is being authorized. |
Modify the following fields if required:
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. |
Asset Class Code |
Use the drop-down list box to select the code identifying the asset class for which the proposal is being authorized. 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. |
Board Reference |
Any observations made by the board (Alphanumeric, 100). |
Zoom facility available |
|
Board Reference Date |
The date on which the proposal was referred to the board (Date Format). |
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. |
Currency |
Use the drop-down list box to select the code identifying the currency in which the proposal has been 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 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 fields 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:
Budget No |
The number identifying the budget for which the proposal has been created. |
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 details 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. |
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 has been 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. |
Note: This field must not be left blank if a value is available in the “Asset Description” field
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 “Authorize Proposal” pushbutton to authorize the proposal.
The system saves the modifications made and updates the status of the proposal as “Active”.
The login ID of the user and the system date are updated in the “Last Modified By” and “Last Modified Date” field.
Click the “Return Proposal” pushbutton to return the proposal for modification.
The system updates the status of the proposal as “Returned”.
The login ID of the user and the system date are updated in the “Last Modified By” and “Last Modified Date” field.
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 details of the budget.
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.
Authorizing acquisition proposal – An overview
|
You can also modify the details of the proposal if required before authorizing it. You modify the details like the date on which the proposal was created and the date on which it would expire. A proposal can span over financial years. You can also modify the percentage of variance to handle the cost and exchange rate fluctuations especially when the proposal spans over certain number of financial years. You can also modify the 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.
The status of the proposal after authorization is updated as “Active”. An authorized proposal cannot be modified any longer. The system stores the login ID and the system date along with the authorization details.
This page also allows you to return the acquisition proposal to the user who has created it for modification. The status of the acquisition proposal is updated as “Returned”. This proposal can be retrieved again for authorization after the modifications have been made. The system stores the login ID and the system date along with the modified details.
Authorize acquisition proposal
Authorize acquisition proposal
You can authorize an acquisition proposal in this page. While authorizing the proposal you can also modify the details if required. You can authorize an acquisition proposal that is in the “Fresh” status.
Modify the details of the proposal if required.
Click the “Authorize” pushbutton to save the modifications made and authorize the proposal.
The system saves the modifications made and updates the status of the proposal as “Active”. The system also stores the login ID of the user and the system date along with the modified details.
An acquisition proposal is returned to the user who has created it for modification. An acquisition proposal is returned if the user who is authorizing it is unable to handle the modifications. You can return a proposal that is in the “Fresh” status.
Click the “Return Proposal” pushbutton to return the proposal.
The status of the proposal is updated as “Returned”. The system also stores the login ID of the user and the system date along with the modified details.
