Approving the plan

This page allows you to approve a plan. Tell me more.

Select the “Approve Plan” link under the “Budget” business component. Alternatively, select the hyperlinked plan number in the multiline of the same page.

The “Approve Plan” page appears.

Enter the following field in the “Plan Details” group box, if you wish to approve a plan other than the plan selected in the previous page:

Plan No.	The plan to be approved (Alphanumeric, 30).
	Press <Enter>. The system retrieves the details of the plan.
The system retrieves the following details:
Plan Date	The date on which the plan is created.
Status	The status of the proposal, which can be “Fresh”.
Financial Year	The financial year for which the plan was created.
Start Date	The starting date of the current financial year as defined in the “Create Calendar” activity under the “Accounting Setup” business component of Ramco Corporate Solutions.
End Date	The ending date of the current financial year as defined in the “Create Calendar” activity under the “Accounting Setup” business component of Ramco Corporate Solutions.

Enter the following field:

Plan Amt.	The amount that is planned towards the expenditure for the location (Decimal). Mandatory. Ensure that the plan amount is not negative.
The system displays the following field:
Planning Group	The planning group that is responsible for creating the plan. The system displays the planning group of the apex location.
Approved By	The login ID of the user who approved the plan. The system displays the login ID of the current user, by default.

Enter the following field:

Description	The description of the plan (Alphanumeric, 150).
	Zoom facility available

Enter the following fields in the “Copy Allocations From Earlier Plans” group box:

Earlier Plan No.	The plan from which you wish to copy the allocation details (Alphanumeric, 30). Ensure the following:
	The plan has already been defined in the “Create Plan” activity and is in the “Approved”,“Superseded” or “Closed” status.
	The plan number entered in this field is not the same as the plan number entered in the “Plan No” field in the “Plan Details” group box.
	If the “Allow Copying Of Plan and Allocations” field has been set as “From same Financial Year” in the “Option Settings” activity, ensure that the financial year of the plan entered in this field is the same as the financial year of the plan entered in the “Plan No” field in the “Plan Details” group box.
	If the “Allow Copying Of Plan and Allocations” field has been set as “From all Financial Year” in the “Option Settings” activity, then allow copying of plan from any plan created previously.
	Allocations have already been made for the plan entered in this field.
	Leave this field blank, if you have set the option for “Allowing Copying Of Plan and Allocations” as “Do not allow copy” in the “Option Settings” activity.
	Help facility available
	The system retrieves the plan amount, plan date and status of the plan.
Copy Allocations	Use the drop-down list box to select the mode by which the allocations must be copied. The system leaves this field blank, if the “Allow Copying Of Plan and Allocations” option has been set as “Do not allow copy” in the “Option Settings” activity. Otherwise the system provides the following options:
	No – Select this option to indicate that you do not wish to copy the allocations.
	Copy as it is – Select this option to indicate that you wish to copy the allocation details as per the plan. Before selecting this option ensure that the plan amount entered in the “Plan Amount” field in the “Plan Details” group box is greater than or equal to the plan amount in the “Copy Allocations From Earlier Plans” group box.
	Copy Proportionately – Select this option to indicate that you wish to copy the allocation details proportionately to the current year.
	The system displays “No”, by default.
	To know more about the various options of allocation, refer to the example.
The system displays the following fields:
Plan Amt.	The amount that is planned for the year.
Plan Date	The date on which the plan was created.
Status	The status of the plan.
The system displays the following fields in the “Proposal Details” group box:
Apex Loc.	The location for which the plan was created.
Proposal No.	The number of the proposal that was created for the apex location.
Proposal Date	The date on which the proposal was created.
Total Proposed Amt	The total amount that is proposed for the apex location.

Click the “Approve” pushbutton to approve the plan.

Note: If there already exists a plan in the “Approved” status for the selected financial year, the system sets the status of the previously “Approved” plan as "Superceded".

The system displays the following fields in the “Record Statistics” group box:

Created By	The login ID of the user who created the plan.
Created Date	The date and time at which the user created the plan.
Last Modified By	The login ID of the user who last modified the plan.
Last Modified Date	The date and time at which the user last modified the plan.

To proceed, carry out the following

Select the “View Proposal Details” link at the bottom of the page to view the proposal details that has been defined for the location.
Select the “View Allocations” link from the bottom of the page to view the allocations made for the plan.
Select the “View Apportionments” link from the bottom of the page to view the apportionments made for the plan.

Example for the options available for allocation

Suppose there are four locations, namely “Location 1”, “Location 2”, “Location 3” and “Location 4” and allocation must be done for the locations for a plan amount of $120. Presume that the plan amount defined for the plan entered in the “Earlier Plan No” field is $ 100 and the amount that has been allocated for the locations are:

Location	Allocated Amount ($)
Location 1	$ 30
Location 2	$ 20
Location 3	$ 25
Location 4	$ 25

The system copies the allocations of the previous plan to the current plan depending on the option that has been chosen in the “Copy Allocations” field:

When it is set as “Copy as it is”:

The system copies the allocation details of the earlier plan exactly to the current plan. The excess amount of $20 is considered as the buffer amount.

When it is set as “Copy Proportionately”:

The system copies the allocation as follows:

The proportion is calculated as – The current plan amount / The earlier plan amount = 120/100 = 1.2

The allocation is done for the various locations as:

Location 1	30 * 1.2 = $ 36
Location 2	20 * 1.2 = $ 24
Location 3	25 * 1.2 = $ 30
Location 4	25 * 1.2 = $ 30

If the plan amount of the earlier plan is greater than the current plan amount, the system does not allow you to copy the allocations if the option that has been set as “Copy as it is”.

What you can do in this page

Copy the allocation details from an already existing plan.

Specify the option for copying allocation details.

Copy the allocation details from an already existing plan.

You can copy the allocation details from an already existing plan.

Enter the plan from which you wish to copy the allocation details in the “Earlier Plan No.” field.
Enter the option for copying in the “Copy Allocations” field.
Click the “Approve” pushbutton.

Specify the option for copying allocation details.

You can specify the option for copying the allocation details from an existing plan.

Set the “Copy Allocations” field as “No” if you do not wish to copy the allocation details.
Set the “Copy Allocations” field as “Copy as it is” if you wish to copy the allocation details as it is from the previous plan to the current plan.
Set the “Copy Allocations” field as “Copy Proportionately” if you wish to copy the allocation details proportionately to the current plan.

Approving the plan – An overview

This page allows you to approve a plan. You can approve a plan selected in the previous page. You can also enter a plan in this page and approve it. You can also modify the plan amount and its description before approving the plan.

You are also provided with the facility of copying the allocation details from another plan. If you copy the allocation details using this facility, the system allocates the plan amount among all the locations by copying the allocation details from another plan. The system allows this facility provided you have set the option of copying from another plan in the “Option Settings” activity.

Note: The following options can be set in the “Option Setting” activity:

if the “Allow Copying Of Plan and Allocations” field has been set as “From same Financial Year” in the “Option Settings” activity, the system allows you to copy the allocation details from a plan that has been created in the same financial year.

if the “Allow Copying Of Plan and Allocations” field has been set as “From All Financial Year” in the “Option Settings” activity, the system allows you to copy the allocation details from the plans that have been created in any financial year.

You can either copy the allocation details exactly as it was allocated for the previous plan. In such a case, if the amount allocated for the previous plan is lessthan the current plan amount, the system allocates the additional amount as a buffer amount for any additional expenditure. You can also copy the allocation details proportionately. For more details regarding the various allocation options refer to the example.

The system approves the plan and sets the status of the plan as “Approved”. If there was already a plan in the “Approved” status for the selected financial year, the system sets the status of the previously approved plan as "Superceded".

Prerequisite

Create Plan