Plan Campaigns - Track fund usage, allocations and upload history

Introduction

Every fund in Plan Campaigns has its own detail page, where you can follow how the budget is being distributed and used. The Reports tab is the core of it: a utilisation report showing how much was allocated, how much has actually been claimed, and who is not using their budget.

Around the report sit several other tabs that answer more specific questions: which injections have been made, how much each location has left, whether your last file import went through cleanly, and exactly which campaign consumed which amount. Everything is built automatically from your fund allocations and live campaign data. There is nothing to configure and nothing to schedule.

How it works

Opening a fund

Go to Fund management in Planner settings and open a fund. The header shows the fund name, whether it is active, its type, currency and period, along with four summary figures for the fund as a whole:

• Total budget: everything injected into the fund so far.
• Consumed: what has been claimed through approved campaigns, with a bar showing the percentage used.
• Remaining: total budget minus consumed.
• Locations: how many locations the fund is distributed to.

From here you can edit the fund or upload a new fund file at any time, and the tabs below take you into the detail.

Reports

This is the main view for tracking utilisation across your organisation.

The report is a hierarchical table. Each row is a location from Unit Manager, and rows can be expanded or collapsed individually or all at once. Values on higher levels, for example a country, are always the sum of everything below them, so you can start at the top and work down to a single location.

Every report contains the same fixed columns:

• Local unit: the location the row represents.
• Total budget: all money allocated to that location in this fund.
• Injections: one column per import, named after the injection, showing what each one contributed.
• Total payments: the sum of all claims approved through the Fund overview widget.
• Remaining: total budget minus total payments.
• Utilisation: total payments as a percentage of total budget.

Only approved claims count towards payments. Requests still under review do not reduce the figures.

Your report may also include extra columns beyond this set. These come from the related elements configured in the Fund overview widget in the template builder. Any Money or Number element can be set as a related element, for example Actual cost or Paid, and it then appears as its own column, aggregated per location in the same way as the standard columns. This is how you bring cost data that sits outside the fund itself into the same view. Which columns you see depends entirely on how your templates are set up.

Reports with many injections or related elements can get wide, so use full screen mode and scroll horizontally to see everything. The report can be exported to xlsx, and the export writes each level of your organisation into a separate column, so the file is ready to use with pivot tables.

Permissions follow your assignment in Unit Manager: you only see locations you are assigned to, both in the table and in the export. Data is always live, so the figures you see are the figures as they stand right now.

Reports tab

Injections

A simple, chronological list of every injection made into the fund, numbered in the order they were applied, with the injection name, the date it was made and the amount added, for example Initial allocation, +1 500 000 EUR.

Use this tab when you want a quick answer to how many times the fund has been topped up and how much each round contributed. It is the fund-level view, so it shows totals rather than a breakdown per location.

Injections tab

Fund allocations

A lightweight overview of where the money sits, one row per location. For each location you see the ID, the name, how much was allocated, how much has been consumed, what is remaining, and a usage bar with the percentage used.

Expanding a row shows the allocation breakdown: every injection that contributed to that location's budget, with the injection name, the column it came from in the imported file, and the amount. This is the fastest way to answer questions such as why one dealership has more budget than another.

Fund allocations tab

Upload history

Every fund file you upload is recorded here, newest first. Each row shows the file name, the import status, when it completed, how long it took, the injection name it created, the column that was used as the injection value, the comment entered at upload, and who uploaded it.

If an import did not go through as expected, this is where you find out why. Failed rows are collected in an error log you can download, which names the problem row by row. The most common cause is a location ID in the file that does not match a unit in Unit Manager, for example a dealer ID that has been renamed or mistyped. Correct the file and upload it again.

Upload history tab

Fund updates

This tab is the full financial history of the fund, down to individual campaigns. Every movement of money appears here, in either direction:

• Increased: money added to a location, either through a fund file import or an injection made directly.
• Decreased: money taken out. This is usually an approved cost in a campaign, but it can also be a negative fund update, which is how you correct an allocation or withdraw budget from a location.

Each row shows whether the value increased or decreased, the entry date, the amount taken from or added to the cost element, any comment, the remaining fund balance after that movement, the campaign the movement relates to, and the location it belongs to.

The campaign name is a link, so you can go straight from a number to the campaign that produced it, without searching for it in the campaign list. Rows created by an import have no campaign attached, since they are not tied to any single item.

Two filters sit above the table, for local unit and time period, which is what makes this tab practical for reconciliation: pick one dealership and one month, and you have every movement for that combination in one place.

Fund updates tab

Settings

An overview of how the fund is configured: its type, currency and period, who created it and when, together with the cost element the fund pays out against. This is the element in your campaign template whose value is deducted when a claim is approved, for example Reimbursement amount.

Nothing here changes on its own, but it is worth checking when figures look unexpected. If the wrong cost element is linked, deductions will not match what your approvers think they are approving.

Settings tab