CapEx · part of Assets & Maintenance

CapEx Management Software Know how much capital budget is really left before you approve the next CRF.

Department budgets, CapEx requisitions and special budget requests run on approval routes you draw yourself. Each approved CRF is linked to its asset codes and POs, so open orders and cash still to pay stay current.

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The basics

What is CapEx management software?

CapEx management software runs capital spending from end to end: the annual capital budget by department, its review and approval, the CapEx requisition (CRF) raised against a budget line, the approvals on it, the asset code, and the purchase orders that follow. It shows original, committed, consumed and available budget per line, plus open POs and cash still to pay.

Capital budgets usually start as department Excel files that someone consolidates by hand. CRFs get signed on paper or approved by email. So nobody can say for sure how much of a line is committed, which PO belongs to which CRF, or how much cash the plant needs next quarter. Finance finds out a line is overspent after the PO has gone out.

Features

Capital budgeting software, through to the purchase order

CapEx budgeting by department

Open a budget cycle and each department enters its lines: asset class, plant, category, urgency, itemised or lump sum, with tax looked up from your tax matrix. Finance queries and decides each line before the consolidated budget is approved and its baseline locked.

CapEx request form with a live budget check

A CRF raised against an approved line shows that line's available budget as you fill it in. It holds item lines, quotations, commitments such as cost savings or man-hours, and a one-time or milestone payment schedule.

CapEx approval software with your own routes

Approval steps live in a workflow designer, with conditions on amount, plant, department, asset class and budgeted or unbudgeted. Urgent CRFs go to the top of the inbox, requesters never approve their own, and approvers can delegate for a date range.

Special budget requests and carry-forward

Increase a line, add an unbudgeted line or move money between lines with a special budget request. An over-budget CRF raises one for the excess and waits for it. Unused balance can be carried into the next year.

CapEx tracking from asset code to PO

Each CRF item gets one or more asset codes, and PO lines link to it through the asset code. Exceptions flag a code with no PO, a PO above the approved value, and a CapEx PO with no CRF behind it.

Open PO, cashflow and budget reports

Open PO ageing, monthly cashflow built from payment schedules, POs and invoices, budget position by line and a dashboard. Every report filters by department and exports to Excel.

Connected

CapEx doesn't live alone

If you buy in YourBrand, an approved CRF raises a purchase requisition with asset lines, and GRN and invoice values flow back to the CRF. If you buy in SAP, upload the PO and asset extracts and the same linkage and reports work.

Standards and industries

CapEx budgeting and capital expenditure requests, the way finance runs them

Approval routes, urgency lists, categories, tax by budget category and commitment metrics are your own data.

IndustryStandardWhat you get
Finance and managementDelegation of authorityApproval steps by amount, plant, department and asset class, set as workflow conditions
Internal auditSegregation of dutiesRequesters cannot approve their own CRF or special request, and asset code changes need a reason
Statutory and internal auditAudit trailEvery budget, CRF and asset change recorded with who, when and why, in an append-only log
FAQ

CapEx questions people ask

Still unsure? Ask our team.

What is CapEx?

CapEx, or capital expenditure, is money spent on assets the business will use for more than a year: machines, buildings, tooling, IT hardware and vehicles. It goes on the balance sheet and is depreciated over the asset's life, instead of being charged against profit in the year it is spent.

What is the difference between CapEx and OpEx?

CapEx buys or improves long-term assets and is depreciated. OpEx is the day-to-day cost of running the business, such as salaries, power, consumables and repairs, and is charged in the year it is spent. YourBrand manages capital budgets and requests. It does not budget OpEx.

How does a capital expenditure approval process work?

A department proposes a budget line, finance reviews it, and the consolidated budget is approved. When the money is needed, the requester raises a CRF against the line. It goes through approvers such as the HOD, finance, a committee and the MD, and only then are asset codes created and POs raised.

What goes on a CapEx request form?

The budget line it draws on, the items with quantity, rate and tax, quotations, commitments such as savings or man-hours, the payment schedule, and a business owner who confirms the case. YourBrand fills the header from the budget line and checks the available amount as you enter the items.

What happens when a CRF is over budget?

The amount above the line's available budget is treated as unbudgeted, and a special budget request for that excess is raised automatically. The CRF cannot take its final approval until the special request is approved.

Does it work if we raise POs in SAP?

Yes. Set SAP as the PO source and upload the PO, PO history and asset master extracts using the template. Linkage, open PO and cashflow reports read them exactly as they read POs raised in YourBrand. There is no live SAP connection; the upload is the route.

Does it calculate depreciation?

No. YourBrand keeps an asset register of codes linked to CRFs and POs. Capitalisation, depreciation and disposals stay in your accounting system.

Approve your next CRF knowing exactly what is left

We walk through it with your own parts and documents. It takes about 30 minutes.

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