The Period management settings in Capex Management allow administrators to control when financial periods (e.g., months) are closed or reopened for editing. Closing a period ensures that actual values are treated as finalized and can no longer be edited unless the period is reopened.

What is a period group?

A period group lets you define separate period closing rules for different sets of requests, for example, those tied to different production units, ERP systems, or business entities.

📌 Note: Each period group can have its own closure behavior, actuals and forecast handling rules.

Example use case

You may have one group of requests linked to SAP in Germany and another group using Oracle in Sweden. With period groups, each can follow its own period closing timeline and actuals handling logic.

Creating and editing period groups

To set up period-based behavior, you first need to create or edit a period group.

1. Go to Admin → Capex Management → Period Management.

2. Click “+ Add period group” to create a new one, or click the ✏️ pen icon next to an existing group to edit it.

Once a period group is created, you’re able to configure how actuals and forecast deltas are handled during period closure.

Period closure settings

These settings control what happens when a financial period is closed for the group:

Actuals handling on period close when actuals are not imported

When closing a period, the system checks for actuals (imported via file, SFTP, or API). If actuals are missing, you can choose how the system should respond:

• Set actuals to zero (default)
  → Assume no financial activity occurred in the period.

• Use forecast as actuals
  → Treat forecasted values as if they were actuals.

This only applies if actuals are missing when a period is closed.

What happens during period closure when actuals are available?

If actuals are available, the following occurs when a period is closed:

1. The system aggregates all actual transactions for each expenditure line (by external ID).

2. The total actual amount is applied to that expenditure line for the closed month.

3. The forecast start date is moved to the first day of the next open period.

4. All outlays in the closed period are locked from further editing.

This ensures that closed periods reflect finalized actuals and are protected from unintended changes.

Delta adjustments

Delta adjustments allow the system to automatically correct future forecasts when there is a difference between forecasted and actual values at the time of period closure. Or to maintain the accrual-cash balance with a delta adjustment.

• Forecast delta adjustment
  → Recalculate future forecasts based on differences between forecast and actuals.

• Accrual-cash balancing adjustment
  → Maintain consistency in total amounts in the accrual focus and cash focus views.

• Prevent negative future forecast NEW IN 5.3.5
  → Zero the future forecast instead of letting a forecast delta adjustment push it below zero.

Forecast delta adjustment

Enable this option to have the system recalculate future forecasts when closing a period, based on deviations between the original forecast and actuals.

This helps ensure that any over- or under-spending in a closed period is accurately reflected in future forecasts - preserving the overall project budget while improving accuracy.

How the forecast delta adjustment works

When this setting is enabled:

• The system compares the actual amount for the closed period with the forecasted amount.

• The difference (delta) is then applied as an adjustment to a future forecast period.

📌 Note: The adjustment does not change the total plan, it simply shifts the forecasted values to account for real-world deviations.

Where the adjustment is applied

You can configure where the delta adjustment should be posted:

• Next open period
  → The adjustment is applied immediately in the next available open month.

• Last period of the fiscal year
  → The adjustment is held until the final period of the current fiscal year.
  → Or the delta is rolled forward into the first month of the following year (if closing the last period of the current fiscal year).

Prevent negative future forecast NEW IN 5.3.5

Location: Admin → Capex Management → Period Management → ⚙️ cogwheel icon on the period group → Period closure settings

Default: Off

When a period closes with a forecast delta adjustment, an overspend in the closed period is subtracted from the future forecast. If the overspend is larger than what remains forecasted, the future forecast turns negative and the overspend is effectively absorbed into a reduced plan. Enable Prevent negative future forecast to have Weissr Capex set the future forecast to zero in those cases instead, so the budget position is shown as it really is.

🔧 Dependency: This setting only has an effect when Forecast delta adjustment is enabled for the period group. The check is applied to the forecast that results from the delta adjustment.

What happens when the setting is enabled

At period closure, Weissr Capex calculates the forecast delta adjustment as usual, then checks the resulting future forecast, meaning the forecast in the forecast start date month and every month forward. If that future forecast is negative, it is set to zero in the forecast start date month and forward.

Which figure is checked, and what gets zeroed, depends on whether the period group uses a separate delta expenditure row.

📌 Note: With a separate delta expenditure row, a single negative expenditure request is not a problem as long as the request total stays at or above zero. The check is on the total, not on the individual line.

Example without a separate delta expenditure row

A capex request in monitoring has one expenditure with a forecast of 100 in each of four months. The first month closes with actuals of 500, so the delta is 400 more than forecast. The forecast start date moves to the second month.

With the setting off, the delta of -400 lands in the next open period and pushes it to -300. With the setting on, the expenditure’s own future forecast is negative, so months 2 to 4 are zeroed.

Example with a separate delta expenditure row

Same request, but the period group posts delta adjustments to a separate expenditure row, and the actuals of 500 arrive on an aggregated actual cost row rather than against the individual expenditures. The delta of -400 is posted to the delta row in month 2. The total future forecast for months 2 to 4 is 300 on the original expenditures plus -400 on the delta row, so -100, which is negative. The delta row is therefore zeroed from month 2 forward.

The forecast of 100 in each of months 2, 3 and 4 stays on the original expenditure rows. Nothing is cleared there. The request therefore shows 500 in actuals plus 300 still forecast against an original plan of 400, and that visible total of 800 is the point: the project is 400 over and the figures say so.

📌 Note: The forecasts on the other expenditure rows are never cleared. Only the delta expenditure row is zeroed. When actuals arrive on an aggregated actual cost row, Weissr Capex cannot know which of the individual expenditures, typically the ones planned pre-decision, the actuals belong to, so it does not touch their forecasts. Adjust the forecasts on those expenditure rows manually once you know where the spend actually landed.

📌 Note: Forecast deltas accumulate onto the value already present in the target period, so the check always looks at the resulting future forecast rather than at the delta on its own. A later period close starts from the zeroed values.

Where the zeroing is visible

The zeroing is recorded through the standard expenditure value logging, so you can follow it in the capex request’s audit log on the Capex tab. There is no separate period log entry for it.

For each zeroed expenditure request, the log shows:

• The forecast start date month: the value it had, then the negative delta value, then 0.

• Every other zeroed month: the value it had as the old value, and 0 as the new value.

How to enable Prevent negative future forecast

1. Go to Admin → Capex Management → Period Management.

2. Locate the period group where you want to enable the setting.

3. Click the ⚙️ cogwheel icon for that period group.

4. Make sure Forecast delta adjustment is enabled.

5. Enable the checkbox labeled Prevent negative future forecast.

6. Click Save.

Use a separate expenditure row for forecast adjustments

If enabled, delta adjustments are posted to a separate expenditure row, making them clearly identifiable and easier to track.

Once enabled, during period closure, the system calculates the delta by summing the forecasts across all expenditure lines (excluding deleted ones) and subtracting the total actuals received. The resulting adjustment is then posted to the designated forecast expenditure row.