Home » Creating Capital Acquisition Requests (CARs) » How to Create and Submit a Capex Request in Capexplan

How to Create and Submit a Capex Request in Capexplan

This guide outlines the process of efficiently creating and submitting a Capex request within Capexplan. Follow these steps to manage your capital expenditure effectively and streamline your financial planning.

Create New Request:

Click the Capex Request.

Select Create/Manage option.

Enter the following information:
1. Select the relevant Entity for the request.
2. Indicate whether the request has already been budgeted by selecting “Yes” or “No.”
3. Provide a name for the Capex Request.
4. Enter a detailed description of the request.
5. Choose the short form with predefined form for your request. If not, select “No (regular form will be used).

Click the “Start” button to proceed with your request for approval.

General Information:

In the General Information Tab, you will find several customizable fields.
Customize fields such as Reason, Type, and Subtype as per your requirements.
Indicate whether the request is Standalone, part of a project, or an envelope.
For the “Reason for Capex” field, select from a list of predefined reasons if they are available.
Other fields, such as Types and Subtype, can also be customized in the same manner following the predefined options if provided.
Click the Next button to proceed further.

Detailed Information:

Navigate to the Detailed Information tab.
Enter the amount requested in the “Amount Requested” field.
Provide a unique request number in the “Request Number” field (you can click the suggest button for auto generate request number).
Optionally, enter an extra tracking number in the “Extra Tracking Number” field.
Assign a priority level to the request in the “Priority” field.
Describe the current issue(s) in the “Current issue(s)” field.
Define the project scope in the “Project Scope” field.
List the benefits of the request in the “Benefits” field.
Provide any alternatives considered in the “Alternatives considered” field.
Offer your recommendation in the “Recommendation” field.
Ensure the total of “Field 1” and “Field 2” is calculated automatically in the “Total fields 1 and 2” field.
Select an option from the “Test dropdown” menu if applicable.
Review all entered information to ensure accuracy before proceeding then click Next.

Cost Breakdown:

Navigate to the Cost Breakdown tab.
Enter detailed information on costs and timelines.
Customize the field names as needed.
Select the cost type from the “Select Cost Type” dropdown menu.
Enter the total amount for the selected cost type.
Choose between using the budget or start/end dates for the disbursement timeline by selecting “Use Budget” or “Use Start/End Dates.”
Select the timeline type from the “Select Timeline Type” dropdown menu (e.g., Monthly).
Click “Add Disbursement Timeline” to enter the details.
Enter the total amount for the disbursement timeline.
Provide an item description for each timeline entry.
Enter the start date for the item.
Enter the end date for the item.
The duration (in days) will be automatically calculated based on the start and end dates.
Click “Add New Item” to include additional timeline entries.
Ensure all entered information is accurate and complete then click Next.

Savings & Increases:

Access the Savings and Grants tab within the request.
Provide details on anticipated savings that the request will generate.
Enter information regarding any grants or incentives associated with the Capex Request.
Specify if there are any anticipated cost increases.
Indicate whether there are additional sales expected due to the request.
Note any potential sales cannibalization resulting from the request.
Choose whether to display assumptions with options “Yes” or “No” for visibility.
Include anticipated annual savings information with options “Yes” or “No”.
Click Next to proceed.

Equipment & Suppliers:

Access the Equipment & Suppliers tab within the request.
Click on the “Add Equipment” button to include details of equipment.
Users can add information for multiple pieces of equipment as needed.
Ensure all necessary details for each equipment entry are completed accurately.
Click Next to proceed.

Financial Details:

Navigate to the Financial Details tab to access information on the return on investment (ROI) of the request.
Users can edit fields to customize the request according to their specific needs.
Use the Detailed Investment Analysis feature to enter detailed information about savings, additional costs, sales, and investments.
This feature consists of two parts:

Creating Types:

Super Users can create various types such as Saving Types, Additional Cost Types, Additional Sales Types, Sales Cannibalization, and Initial Investment Types.
Access General Settings under Advanced Settings to create these types.

Entering Details:

Once types are created, enter specific details related to each type in the Detailed Investment Analysis section.
Ensure all information entered is accurate and relevant to the request’s financial analysis.

Attachments:

Access the Attachments tab to manage document attachments for the Capex request.
Upload any supporting documents relevant to the request.
Approvers will have access to these attached documents during their review process.
Click on “Choose File” to select the document you want to attach.
Optionally, add tags to categorize the attachment for easier search in the Files Warehouse.
You can add up to 5 tags per file.
Provide a brief description of the attachment in the “Attachment Description” field.
The maximum allowed file size for each attachment is 1.95 GB.
Use the form to add multiple supporting documents as needed.
Click Next to proceed.

Approvals:

Access the Approvals tab to manage the approval process for the Capex request.
Review the list of current approvers and observers assigned to the request.
Add additional approvers or observers if necessary.
Click on “Add new approvers to the list” to open a window where you can select additional approvers.
Select the users you want to add as approvers and define their roles if applicable.
Similarly, click on “Add new observers to the list” to select users who will be observers.
Observers can comment on the request but do not have approval or rejection privileges.
Choose the appropriate approval group from the options provided (e.g., Default Approval group).
The requested amount for approval will be displayed based on the request details.
Modifying the default approval structure (adding more users) may revert to default settings if the Capex amount or Entity is changed later.
Ensure the correct amount and Entity are set before making changes to the approval tree to avoid automatic reversion to default settings.
Click Next to proceed.

Budget Summary:

Navigate to the Budget Summary tab to view the financial impact of the request on the budget if it is approved.
The tab displays how the approval of the request will affect the overall budget.
Review the summary to understand the financial implications before finalizing the approval process.
Click Next to proceed.

Energy and Environment:

Environmental Relevance:

Describe the environmental impact or relevance of the Capex request.
Highlight any environmental benefits or considerations associated with the request.

Energy Relevance:

Explain the energy-related aspects or relevance of the Capex request.
Discuss how the request impacts energy consumption, efficiency, or sustainability goals.

Finalize & Summary:

Access the Finalize this Capex tab, which marks the last step of the Capex request process.
Review the request summary displayed on this tab.
Ensure all information is accurate and complete as you will not be able to edit it once finalized.
Click on the “FINALIZE AND SEND TO APPROVERS” button to submit the Capex request for approval.
Before finalizing, thoroughly review the data that will be submitted.
Optionally, save the summary as a PDF or print it for your records.