Path: Transactions > Capital Requests > Capital Requests
The Capital Requests window is used to establish a Capital Budget and indicate the individual Work Elements that have been funded. If funding is pulled later, the window indicates any Funded Work Elements that have lost funding. You can use the Capital Request Revisions window to adjust a Closed Capital Request record and view the adjustments on the Revisions Tab.
The window is used in conjunction with the Capital Planning module.
The following fields are available for Capital Planning only:
- Funded
- Requested
- Enacted
- Available
Capital Requests Identity Tab
A Capital Setup record is required to save Capital Requests records.
While in the Pending state, Work Elements can be added or removed as needed. The Target field shows a rough estimate of the worth of this record.
Once the details have been established, the record can be submitted. When you submit a Capital Requests record, the list of Work Elements is fully locked in the Submit state. Individual Work Elements can be marked as funded provided funds are available.
When a record is marked as Closed, the window is fully locked. Any un-funded Work Elements are marked as released, which allows these Work Elements to be linked to other Capital Requests.
Since a Closed Capital Request is permanently locked, any modifications must be made using a revision record (Transactions > Capital Requests > Capital Request Revisions).
Details Tab (Capital Planning Only)
Path: Transactions > Capital Requests / Details Tab
The Capital Request / Details Tab is only enabled for the Capital Planning module.
In Edit mode on the Details Tab, you see links to Add Work Elements and Fund Records. The Fund Records link is not considered true funding because more dollars can be requested than are available. Clicking this link processes the rows in order (based on the current sort order) and funds each in turn providing there are enough funds available to cover the cost of the line item. Grouped items are processed together in the same way as if they were checked manually. The function does not alert you if funds are not sufficient to cover an entire batch.
When the record has a Pending status, a work element can be added or deleted.
Once the Capital Request is Submitted, any rows in the list are given the yellow shield. This indicates that the Work Element was present at the time the Request was submitted. These rows cannot be deleted.
A check in the $ column indicates that the Work Element has been funded. Work Elements cannot be
funded until the Capital Request is Active.
The (X) column indicates that a Work Element has been inactivated. This column is only visible after the Capital Request has been Closed. This allows a client to unfund a previously funded Work Element.
When a Funded Work Element is inactivated, the Project Task is updated, and the associated Work Element is closed as Work Not Done. For example, Work Elements are funded, but during the course of the project, the funds are re-prioritized and a Work Element is unfunded later.
Grouped Work Elements act in concert. When one member of a group is funded / unfunded, all members of that group act in unison.
A Work Element cannot be funded unless there are enough available funds to cover the cost.
Work Elements in Capital Requests
The Work Element Selection dialog opens wherever Work Elements are selected in batch form. It is a fully expandable dialog.
To be eligible for inclusion in a Capital Request:
- Work Elements must belong to the same Capital Setup
- Work Elements must not currently belong to another Capital Request
- The Work Element’s Schedule Date Year must not exceed the Budget Year on the Capital Request
- Work Elements must be unfunded and not associated with a Project
When a Work Element that belongs to a Group is added to the Capital Budget Request, all members of the Group are added automatically.