> ## Documentation Index
> Fetch the complete documentation index at: https://docs.assetinfinity.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Capex - Approval Note - (P/ S/ F)

> The note a planned Project, Specified or Flexible capex proposal goes to its committee on — raised from Consolidated Planning, written over several sittings, and approved in a workflow of its own.

Capex - Approval Note - (P/ S/ F) is where you write the paper a planned Project, Specified or Flexible capex proposal goes to its committee on — the sanction sought, the background, the costs and benefits, the risks and the recommendation — and send it for approval.

**Approval Note - (P/ S/ F)** is under the **Capex** heading in the **Finance** group of the navigation, for people holding **View the Capex - Approval Note - (P/ S/ F)**. Raising, writing and sending a note needs **Raise, write and send a planned proposal's approval note**.

> [!NOTE]
>
> If you don't see this in your navigation, your administrator can switch the module on under **Administration → Modules** (it is part of **Capex planning**), or it may not be included in your plan.

## Raising a note

A note is not started on this screen. It is raised from the proposal's row on [Consolidated Planning](https://docs.assetinfinity.ai/finance/capex-consolidated-planning.md#raising-an-approval-note), with **Raise Approval Notes** in the row's **⋯**, once the proposal's planning is approved (**Capex Plan Approved**) and its **Category (P/S/C/F)** is Project, Specified or Flexible. The new note opens for you to write.

A proposal may have several notes — a project sanctioned in phases, or a note rejected and written again — and each is numbered among its proposal's notes: **Note 1**, **Note 2** and so on. A new note starts with **Project Name** as the item description, **Tender Committee Applicable** as the proposal's planning answered it, and **None** or **NA** in the headings that usually need nothing more.

## The list

**Search the approval notes**, saved **Views**, **Filter**, **Columns** and **Amounts shown in** work as on any register, and **Export** (needs **Download a plan's proposals and phasing as a spreadsheet**) downloads the rows the list is showing. The list opens on the latest year first, then each division's proposals by Request ID, and a proposal's notes in the order they were raised.

| Column | What it shows |
| - | - |
| **Request ID** | The proposal's ID |
| **Note No.** | Which of the proposal's notes this is |
| **Note Status** | **Draft** until it is sent, **Sent for Approval** while a request holds it, then **Approved** or **Rejected**, with the reason under a rejection |
| **Approval Status** | The note's approval request, which opens it in Approvals |
| **Fiscal Calendar**, **Unit & Location**, **Implementing Unit**, **Category (P/S/C/F)**, **Sub-Category** | What the proposal decided. **Implementing Unit** is the proposal's location, or its unit where it names no location |
| **Tender Committee Applicable**, **Item Description**, **Project Name**, **Policy Relevant to Subject Matter**, **Vendor Selection**, **Consultant Appointment** | What the note says |
| **Last Approved By**, **Last Approved Date** | Who last approved a level of the note, and when |
| **Created By**, **Created Date** | Who raised the note and when |
| **Modified By**, **Modified Date** | Who last changed it and when |

**Columns** also offers the amounts and the bulleted headings of the note, off until you turn them on. Every date and time is written to the second on a 24-hour clock.

Clicking a row opens the note to read, as **View Approval Note**. The row's **⋯** offers **Edit** where you may change the note, and **Send for approval** where you may send it; a note that is not yet complete is not sent, and the screen says **It cannot be sent until these are filled in:** with what is missing.

## Writing a note

**Edit** opens **Edit Approval Note**, with the Request ID, the note's number and its project name under the title. What the proposal and its planning decided — **Request ID**, **Note No.**, **Approval Status**, **Fiscal Calendar**, **Unit & Location**, **Implementing Unit**, **Category (P/S/C/F)**, **Sub-Category**, **Item Description** and **Amount as per Division's capex plan** — is shown and cannot be changed here. Your administrator arranges the form, and can insist on further answers, in [Form Studio](https://docs.assetinfinity.ai/config/form-studio.md), which **Edit form** opens.

| Heading | How it is written | Notes |
| - | - | - |
| **Tender Committee Applicable** | **Yes** or **No** | Copied from the planning when the note is raised. Only a new Project's note may change it; every other note keeps it |
| **Project Name** | Text | Starts as the item description |
| **Policy Relevant to Subject Matter** | Chosen from your organisation's list named **Fixed Policy**, kept on the [Lists](https://docs.assetinfinity.ai/config/administered-lists.md) screen | **Choose the policies**. Several may be chosen |
| **Modification sought to the Policy, if any**, **Sanction/Resolution Sought from the CMC**, **Relevant Board/CMC/DMC Decision on the Matter, if any**, **Projected Annual Cash Inflow & Outflows**, **NPV at current discount rate**, **Key Assumptions in relation to the above**, **Key Financial sensitivities & impact on 'base case' financials**, **Write Offs:**, **Amount and Category under which the proposal is budgeted for in the Division's Capex Plan for the current year:**, **In case of proposals under the 'Projects Category' already approved by the CMC/BOD, please highlight (along with reasons) any:**, **Recommendation** | Bulleted text: a box with **Bullets** and **Numbering**, read back as a list | |
| **Background and Justification**, **Costs and key benefits**, **Rationale for choice of Technology and Vendor Selection**, **Implementation Schedule and project milestone**, **Key risks & sensitivities**, **Negotiation process based on which costs have been estimated**, **Compliance with EHS policy, if applicable**, **Supplementary Information, If any:**, **List of Annexures, if any** | A document editor, with pictures and PDFs, as a proposal's [justification](https://docs.assetinfinity.ai/finance/capex-planning.md#writing-a-justification) is | Pictures and PDFs are sent when you save, with a progress line |
| **Cost of project proposal** | An amount | |
| **Contingency Amount** | An amount | Zero where left empty |
| **Adjusted Amount** | The cost of the project plus the contingency | Worked out |
| **Vendor Selection** | **Single Party** or **Multi Party** | |
| **Consultant Appointment** | Yes or No | Asked only where the tender committee is applicable |

An amount can be at most 9,99,99,999.99. A note is written over several sittings, so nothing is required to save it.

| Button | When | What it does |
| - | - | - |
| **Save as Draft** | The note is not with its approvers | Saves the note |
| **Save & Submit** | The same, for somebody who may send it | Saves the note and sends it for approval. If the send is refused, what you typed is still saved |
| **Save** | The note is with its approvers, for the approver it waits on | Saves the note |

Before a note can be sent or approved it needs **Project Name**, **Policy Relevant to Subject Matter**, **Sanction/Resolution Sought from the CMC**, **Relevant Board/CMC/DMC Decision on the Matter, if any**, **Background and Justification**, **Costs and key benefits**, **Rationale for choice of Technology and Vendor Selection**, **Implementation Schedule and project milestone**, **Key risks & sensitivities**, **Negotiation process based on which costs have been estimated**, **Compliance with EHS policy, if applicable**, **Projected Annual Cash Inflow & Outflows**, **Amount and Category under which the proposal is budgeted for in the Division's Capex Plan for the current year:**, **Cost of project proposal**, **Recommendation** and **Vendor Selection**, and any other heading your organisation insists on in Form Studio. A note still missing any says **Before it can be sent it still needs:** and names them.

## Approving a note

A note is approved in your organisation's approval note workflow, level by level, sent in the name of whoever sends it; a rejection at any level is final. Where no workflow applies, sending it approves it at once.

The approver a note is waiting on opens it from **Approval Status**, or from [Approvals](https://docs.assetinfinity.ai/work/approvals.md). The approval dialog draws the note's form — **The approval note you are approving. Correct what it needs here and save it before you approve.** — with **Save approval note** to save what you changed. **Approve** waits until the note is saved and complete, and says **Before it can be approved it still needs:** with what is missing. Somebody reading a request they raised sees the same form greyed. Once a note is approved or rejected, nobody can change it.

> [card] [Consolidated Planning](https://docs.assetinfinity.ai/finance/capex-consolidated-planning.md)
>
> Where a planned proposal's notes are raised.

> [card] [Change Logs](https://docs.assetinfinity.ai/finance/capex-change-logs.md)
>
> Who changed what on each note, and how it went through approval.


This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.