Creating Non-Budgeted CAPEX Requests and Importing Them Into Budget Proposals

This guide explains how to create non-budgeted CAPEX requests during the year and later import them into the new fiscal year’s budget proposal. This feature is helpful for organizations that want to plan projects early without immediately submitting them for approval.

Overview

During the year, users may want to create CAPEX requests for next year’s budget, even though:

• The request is not approved yet
  
• The budget for next year is not prepared
  
• The amount is only preliminary
  

To handle this, CapEx Plan allows you to:

1. Create non-budgeted CAPEX requests
   
2. Tag them with a special status type
   
3. Import them directly into a budget proposal
   
4. Automatically convert them into budgeted CAPEX once the budget is approved
   

This avoids early approvals and keeps planning organized.

Step 1 — Enable Required Setting

Before creating non-budgeted requests, enable a system-wide setting:

1. Go to Basic Settings → Additional Settings

2. Find the option:Allow to add non-budgeted CAPEX in proposed budget group based on status type

3. Turn this setting ON

This allows requests with certain status types to be imported into the budget proposal.

Step 2 — Create a New Status Type

Next, create a special status type that marks requests intended for next year’s budget.

1. Go to Advanced Settings → Asset Types → Status Type List

2. Add a new status type name

• Example: Projects for Next Year

3. Click Save
   

This custom status helps differentiate these requests from system-defined types such as budgeted, forecasted, etc.

Step 3 — Create a Non-Budgeted CAPEX Request

Now create the CAPEX request that will be imported into the future budget.

1. Go to CAPEX Request and click New Request

2. Choose the correct Business Unit (important — must match the unit used in the budget proposal)
   
   • Example used: Z6

3. Select the Status Type → Projects for Next Year

This step is critical. If you skip this, the request will NOT appear in the budget proposal.

4. Fill in basic details such as:

• CAPEX Name
  
• Subcategory (optional at this stage)
  
• Reason (e.g., Cost Reduction)
  
• Amount (e.g., $100,000)

• Description
  
• Is this already budgeted? → No

This record is a placeholder — a minimal structure for use in the next budget cycle.

You do not need:

• A request number
  
• Final details
  
• Attachments
  

Those can be completed later once the project is officially approved.

Step 4 — Create a Budget Proposal

Now create the budget proposal for the following fiscal year.

1. Open the Budget section

2. Select the same business unit used for the request

• Example: Z6
  

3. Create a new proposal (e.g., Proposal A)

4. Click Save

At this point, the proposal is empty — no budget lines yet.

Step 5 — Load “Projects for Next Year” Into the Budget

Inside the budget proposal:

1. Confirm that you are adding items to the correct year
   
   • Example: Load into 2026 even though the request was created in 2025

2. Click Load Projects for Next Year

3. Select the new status type you created
   
4. Click the blue button to load (important!)

You will now see your non-budgeted request appear in the proposal.

If your layout includes fields like CAPEX, subcategory, reason, expense description, etc., they will automatically populate.

Move Amount to the Correct Year

Since this proposal is for 2026:

1. Select the 2026 row
   
2. Click the grey dot to load the amount into 2026

Now your $100,000 request appears under the 2026 budget.

Step 6 — Approve the Budget Proposal

Once the proposal is ready:

1. Change the proposal status to Proposed

2. Start the approval flow

3. Approvers review and approve
   
4. When complete, the proposal becomes Approved

You can verify this in the Activity Log, where all approval actions are recorded.

In the approved budget view, you will now see the $100,000 equipment line under 2026.

Step 7 — Verify the CAPEX Request Update

Return to the CAPEX request you created earlier.

Scroll to Is this request budgeted? It now shows: Yes

This means:

• The request is now fully tied to the approved 2026 budget
  
• The non-budgeted placeholder has become a proper budgeted CAPEX request
  

You may now:

• Complete remaining fields
  
• Add attachments
  
• Add more detailed descriptions
  
• Select Finalize and Send to Approval

Once approved, it becomes a normal CAPEX request aligned with next year’s financial plan.