Tracking Expenditures

Capital Project Management Software

Tracking capital and operational expenditures

Capexplan enables you to track your capital and operational expenditures and conduct project management in an efficient matter. Capex & opex requests that have been approved can be tracked either directly in the software or using data from your ERP software. The tracking process allows you enter into Capexplan software the actual costs related to your expenditures. The objective is to be able to view and better understand how much you have spent per capex request, and to compare those actual expenses to the budgeted amounts. This will also enable you to generate reports on where your capital went. From a project management standpoint, the software can track three level of requests: standalone requests, projects, and envelopes. Standalones are simple requests or groups of simple requests. Projects can include numerous standalones and envelopes can include both projects and standalones. This enables you to conduct better project management and track your expenditures from a standalone, as well as from a project and envelope point of view. If you have a project that includes a number of different standalone requests, you can rapidly identify on your tracking page which standalones are doing well and which ones need more attention.

What to track

The first step of the tracking process is to determine who will do it. Capexplan enables the request initiator to assign a project management assignee. This user will be responsible to track the expenses once the request is approved. By default, the request initiator is the assignee but any user can be assigned the tracking responsibility, even non approvers. Once approved, the request is then ready to be tracked. This means capturing the actual costs of your capital and operational expenditures in the software. To track the approved request, simply enter the vendor invoices which apply to the particular request. You can open the tracking page and manually enter the vendor invoices. You can also automatically import the information from your accounting or ERP system.

Enterprise Resource Planning (ERP) integration

For companies which use Enterprise Resource Planning (ERP) software systems such as SAP, Oracle, Microsoft Dynamics, and others, Capexplan includes interfaces which extract the data from the ERPs in either batch or real-time and populates the required fields in Capexplan.

This avoids double entry and enables you to have access to all your spend information of your capital and operational requests rapidly. You can then generate reports such as spend per reason, budget vs actual, return on investment reports, as well as others, either per business unit or group of business units.