Creating and Approving Capex Requests

Before creating a Capex Request, confirm that:

• The required expenditure classification has been configured.
• The applicable Capex Approver has been assigned to that classification.
• You know the Branch the expenditure relates to.
• You have an estimated cost excluding GST.
• You have enough information to explain the reason for the expenditure and its expected benefit.
• Any available vendor quotes or supporting documents are ready to attach.

The options available to you depend on your Engage authorities.

1. Go to Expenditure > Capex.
2. Click New Request.
3. Select the Capex Requestor.
4. Enter the expenditure details.
5. Click Add Line.
6. Add further expenditure lines if required.
7. Review the Requested Lines.
8. Click Submit Request.
9. The request moves into the applicable approval process.
10. The approver reviews the request and approves, declines or requests further information.

Capex approval is configured against the applicable Asset Classification.

Go to Assets > Assets Attributes and locate the classification that will be used for the expenditure.

Open the Capex approval settings for that classification.

The Update Capex Approvers window includes:

• Approver 1 – mandatory
• Approver 2
• Approver 3
• Create asset on approval?
• CC on approval notification

Select the employees who are responsible for approving expenditure within that classification and click Save.

Different classifications can therefore be configured with different Capex approval responsibilities.

Go to Expenditure > Capex.

The Expenditure Requests page displays existing Capex Requests and their current status.

The listing includes:

• Capex Number
• Date Created
• Created By
• Requester Branch
• Classification
• Status
• Total Value
• Actions

Requests can also be filtered by date and status.

Current status filters include:

• Not Submitted
• Partially Approved
• Declined
• Awaiting Approval
• Approved

Click New Request to create a Capex Request.

Select the Capex Requestor.

The Capex Requestor identifies the employee the expenditure is being requested for or on behalf of.

Complete the information under Add Request Line.

The current form includes:

• Branch
• Expenditure Type
• Reason for Expenditure
• Details of Expense
• Expected Benefits
• Chosen Vendor
• Estimated Cost (excl GST)
• Has this expense already been budgeted for?
• Quotes from vendors

Fields marked with a red asterisk are mandatory.

Selecting an Expenditure Type can display additional classification levels.

For example:

IT Equipment > Hardware > Laptop

Select whether the expenditure has already been budgeted for using:

• Yes
• No
• Unsure

Vendor quotes or other supporting information can also be attached to the request line.

Once the expenditure information has been entered, click Add Line.

The expenditure is moved into the Requested Lines section.

A single Capex Request can contain more than one requested expenditure line.

Continue entering another line where additional expenditure is required.

Review each line before submitting the request. The available controls alongside a Requested Line can be used to review or amend it before submission.

Once the required lines have been added, use:

• Save to retain the request without sending it for approval.
• Submit Request to start the approval process.

After submission, Engage confirms that the Expenditure Request has been created and that approval is in progress.

The submitted request appears in the Capex listing with a status such as Awaiting Approval.

Open the required Capex Request from the Expenditure Requests listing.

The request contains:

• Basic Details
• Requested Lines
• Change Log

Basic Details include the Capex Number, status, requested date, Expenditure Type and who created the request.

Each Requested Line can display:

• Line Number
• Requester
• Branch
• Expense Details
• Expected Benefits
• Estimated Cost (excl GST)
• Already Budgeted?
• Reason for Expense
• Status
• Current Approver
• Action

Review the expenditure and supporting information before taking an approval action.

The Action controls provide the functions available for the requested line.

Current Actions include:

• View
• Documents
• Update
• Approve
• Decline
• Request More Details
• Additional Note

The Actions available depend on the request status and your Engage authorities.

Select Documents to review supporting documentation associated with the requested expenditure.

This may include supplier quotes or other information attached when the expenditure line was created.

Review supporting information before approving expenditure where required by your organisation’s process.

If more information is required before a decision can be made, select Request More Details.

Use Additional Note where further information needs to be recorded against the request.

These options allow additional context to be captured without immediately approving or declining the expenditure.

Select Approve against the applicable Requested Line.

Engage asks you to confirm the approval before completing the action.

Click Yes to confirm.

Where several Requested Lines are available and you are authorised to approve them, Approve All can be used to approve the applicable lines together.

Select Decline where the requested expenditure should not be approved.

Where applicable, Decline All can be used for the Requested Lines available to you.

The Capex listing includes a Declined status filter so declined expenditure can be reviewed separately.

Once the approval process has been completed, the Capex Request displays Approved.

The Requested Line also displays its final approved status.

Use the Change Log where the history of the request needs to be reviewed.

Capex and Asset Classifications are connected.

The expenditure classification selected on a Capex Request determines the classification associated with that expenditure and allows the applicable Capex approval settings to be used.

This means expenditure for different asset categories can be routed to the appropriate people rather than using a single approval structure for every Capex Request.

Classifying Assets with Asset Attributes →

The Capex listing provides status filters including:

• Not Submitted – saved but not yet submitted for approval.
• Awaiting Approval – submitted and currently in the approval process.
• Partially Approved – part of the request has been approved while further approval lines remain outstanding.
• Approved – the approval process has been completed successfully.
• Declined – the requested expenditure has been declined.

Where a request contains multiple lines, review the status of the individual Requested Lines as well as the overall Capex status.

I cannot create a Capex Request
You may not have the required authority to create Expenditure Requests. Speak with your Engage administrator.

I cannot find the correct Expenditure Type
Check that the required classification has been configured within the Asset Classification structure.

The wrong person is shown as Current Approver
Review the Capex Approvers configured against the applicable Asset Classification.

The request is still Not Submitted
A request can be saved before submission. Open the request, review the Requested Lines and use Submit Request when it is ready to enter the approval process.

The request is Partially Approved
Review the individual Requested Lines to identify which expenditure still requires approval.

The approver needs more information
Use Request More Details rather than approving or declining the request without the information required.

A vendor quote is missing
Review the Documents associated with the Requested Line and add or update the supporting information according to your organisation’s process.

I cannot see the approval Actions
The request may not currently be awaiting your approval, or your Engage authorities may not permit you to perform the approval action.

• Classifying Assets with Asset Attributes
• Creating an Asset
• Managing Expense Claims
• Understanding and Customising Your Dashboard