Plan - Fund management

Introduction

Fund management is a native capability in Plan Campaigns that connects budget allocation with campaign item workflows. It gives national admins and finance managers a structured way to define and distribute funds to dealerships, and gives dealers live visibility into their available budget before they submit a request. The two sides, admin setup and dealer-facing widget, are tightly integrated: changes to fund allocations update in real time across all affected items.

How it works

Admin setup: defining a fund

Fund management is accessed via the Fund management tab in Planner settings. The tab is only visible to admin users with the corresponding privilege.

When creating a fund, you configure:

• Name - a label for the fund shown to dealers in the widget
• Type - either time-limited or rolling. Time-limited funds have a defined start and end date; rolling funds carry over unused balance indefinitely. The type cannot be changed after the fund is created.
• Currency - selected from the currencies configured in General settings. This overrides the currency selector in any item where the fund is in use.
• Fund period - required for time-limited funds. Funds past their end date no longer appear in the item widget and cannot receive new injections.
• Cost element - the Shared Number or Money element, or a Calculation result in Planner whose value is deducted from the fund when a claim is approved. This links the fund to the actual claim amount entered by the dealer.

Overview of the existing funds

Setting up a new fund

Uploading fund allocations

Funds are distributed to dealerships via Excel file upload. When uploading, you map three columns from your file:

• Location identifier - the column containing the local unit ID (e.g. Dealer ID), matched against the unit hierarchy in Unit Manager
• Injection value - the column containing the allocation amount for each dealership
• Additional information (optional) - a column for comments or reference data

You do not need to predefine column names before uploading; the mapping happens at the time of import. After upload, the system distributes the allocation to the matching units automatically.

Each upload is recorded in the fund's import history, showing the timestamp, status, column mapping used, and the name of the user who ran the import.

Things to know about uploads:

• A fund can receive multiple injections over its active period. Each upload adds to the running total.
• Negative injection values reduce the allocation.
• If a Dealer ID in the file does not exist in Unit Manager, those rows fail and are listed in a downloadable error log.
• Duplicate Dealer IDs within the same file block the import entirely.
• If the location or injection column is missing from the file, the import is blocked.

Manual adjustments

If a single dealership needs an additional allocation, you can adjust their fund directly from the Fund management tab without re-uploading the full file. All affected item widgets update in real time.

Uploading a fund file

Uploads overview

Fund allocations

Fund updates

Dealer experience: the Fund overview widget

In item detail, dealers interact with fund management through the Fund overview widget. The widget is added to item layouts in the template builder and can be connected to up to 10 fund definitions, with the display order configurable per widget.

For each connected fund, the widget shows:

• Total budget - the full allocation for the dealership
• Remaining budget - what is available before the current request
• Current request - the value currently in the Cost element
• Remaining after request - the projected balance if the item is saved and approved

This gives dealers a clear picture of where they stand before submitting anything. If any connected fund is overdrawn, a warning is displayed in the widget. If a fund period has expired, that fund no longer appears.

The widget resolves values based on the Local Owner assigned to the item, so each dealer always sees their own fund data.

Fund status workflow

Inside the Fund overview widget, there is a separate Fund status dropdown that controls the approval and deduction workflow. This is independent of the main item status.

Deduction behaviour:

• Deductions are not cumulative. If a claim is approved, then moved back to Needs change, the deduction is fully reversed. Re-approval deducts only the current Cost element value at that point in time.
• If the approval would result in a negative fund balance, the system automatically sets the status to Pending funds and sets the Cost element value to 0. Once the admin injects additional funds, the dealer can save the item again and the correct value will load into the Cost element.

Fund widget in Item detail

Using fund status elsewhere in Plan Campaigns

Fund status values are available in several other places in the product:

• As filter criteria in list view
• In the sub-items widget
• As automation triggers

This means you can build automation rules based on fund status changes, filter campaign lists to show items pending fund approval, and surface fund status alongside sub-item data in overview layouts.