Expenditures (Capex & Opex)
The expenditure grid is where you enter the investments in a request and their projected spending over time. This page covers editing, required fields, depreciation, outlays, your own layout settings and the actions in the grid toolbar.
Expenditure grid overview
Each row in the grid is an expenditure line item. The columns hold fields such as name, category, expense type (Capex or Opex), useful life and the outlay for each period.
Editing expenditure data
You edit values directly in the grid, without opening each line item.
Editable cells have a slightly darker background. Outside the outlay columns, a pencil icon appears when you hover over them.
Click a cell to edit it, and press Tab to move to the next field.
Actual months and locked cells NEW IN 5.3.7
Cells in the outlay columns of the expenditure grid have three looks. You can see them without hovering over or clicking a cell.
Look | What it means |
|---|---|
Editable | You can change the value. This look is unchanged from earlier versions. |
Locked | The cell has a grey background. You cannot change the value, and it is not an actual. |
Actual | The cell has its own background colour. The month holds an actual figure, and actuals cannot be edited. |
A month is actual when it holds an actual figure on a post-decision expenditure. This is an actual imported from your ERP system, or a month that was frozen when the forecast start date moved past it. A quarter or year column is only shown as actual when every month in it is actual.
A cell is locked when you cannot edit it and it is not an actual, for example:
A month before the forecast start date that has no actual figure.
A quarter or year column that contains the forecast start date.
The year total of an expanded year.
An outlay cell on a row that is not cash editable.
The looks are the same in the cash and accrual perspectives. When the whole grid is read-only because of the request state or your permissions, only the actual look is shown.
📌 Note: A pre-decision expenditure never shows the actual look. Its months before the forecast start date hold planned outlay.
When fields are read-only
A field can be read-only because of:
The data type, for example system-generated or calculated values.
The approval state of the request.
Your user role or permissions.
The forecast start date, which closes the outlay months before it.
Hover over a column header to see a short description of the field.
Required expenditure information
System-required fields
A new expenditure line item needs a Name, Category, In use date, Expense type (Capex or Opex) and Useful life. Depreciation, reporting and integrations depend on them. Your administrator can prefill or hide some of these fields in the layout, and the values still apply.
Organization-required fields
Your organization can add its own required fields. A required field must be visible in your layout before you can create a line item, so the grid asks you to add any you have hidden.
Depreciation details
Weissr calculates straight-line depreciation for every expenditure line item with the expense type Capex. The calculation uses:
Useful life, the number of years the asset is depreciated.
In use date, when the asset starts being used.
Expenditure amount and outlay timing, how the cost is spread over time.
Salvage value (optional), which is deducted from the depreciable amount. Without it, the full cost is depreciated.
🔧 Configuration: Administrators choose whether depreciation is calculated monthly or annually. See the depreciation settings documentation.
Expenditure outlays
You enter outlays per year, quarter or month. The outlays add up to the request's total requested, forecast and actual amounts, depending on the phase of the project.
Planned and actual outlays
The Forecast start date (property ID 41) of the request splits the outlays. Months before it are actuals and read-only. Months from it onward are planned and editable.
In integrated environments, the date is set automatically when actuals are imported from the ERP system.
Otherwise, users with the right permissions update it manually.
The date is not shown in the grid. You find it on the request form and in Power Mode.
A quarter or year column that contains the forecast start date is read-only as a whole. For example, with a forecast start date of 1 May 2025, January to April 2025 are read-only, and so are the Q2 2025 and 2025 columns. Expand the year to monthly resolution to edit May and June.
Managing the outlay view
Your resolution settings are saved per user and per request for one year. They follow the relative year position (1st year, 2nd year), not calendar years. If a request has more years than your saved view, all years are shown.
Selecting visible outlay years
Click Outlay years in the toolbar and select the years to show. The available years come from the analysis period length of the project. Your selection is saved per user and per request.
Changing resolution
Click the magnifying glass icon on a year column to switch that year between monthly, quarterly and yearly resolution.
Use the Expand and Collapse resolution buttons in the toolbar to change all years at once.
Expanding many years to monthly resolution can take a moment in requests with a long analysis period.
Year total in an expanded year NEW IN 5.3.7
When you expand a fiscal year to quarters or months, the year keeps a Total column at the start of its band, with the year figure on every row. Each expanded year has its own column. The Total column at the far right still covers the whole request.
The year total is read-only while the year is expanded, because a year can mix actual and forecast months. Collapse the year to edit the year value. The figure is always the sum of the months, so the expanded column, the collapsed column and the footer always agree.
Totals while you edit NEW IN 5.3.7
The year totals, the Total column and the footer sums update as you type, before you save. This works at every resolution, so you see how a change to one month affects the year and the whole request.
Contingency
You can keep contingency as a line item in the expenditure grid. If the actual costs cannot be split onto separate line items, and you want to show how the contingency is used in a chart, record the starting contingency and each overspending, saving and provision in the Contingency drawdown chart in the request's Charts area. Weissr calculates the remaining contingency and shows it as a waterfall chart.
👉 Learn more about project contingency drawdown
Personalizing the expenditure grid
You can adjust the grid to the way you work. Each setting below says how long it is kept.
Fixed column positions
Fix a column to keep it visible while you scroll sideways, for example the expenditure name on the left and the totals on the right.
Right-click the column header.
Select Set column position.
Choose Left, Right or Sticky.
Left and Right pin the column to that edge of the grid.
Sticky keeps the column in place while it is within the visible area of the grid.
Sorting and search
Click a column header to sort ascending or descending.
Right-click more headers to sort by several columns. Each header shows its position in the sort order.
Use the free-text search to find line items. It searches the fields visible in your layout.
Sorting and search are kept per request until your session ends.
Grouping
Right-click a column header and select Group by This Column. Each group shows its subtotals.
To remove grouping, right-click a group row and select Ungroup or Ungroup All.
Grouping is saved per request.
Column widths and field visibility
Drag the edge of a column header to resize the column.
Click Fields in the toolbar to show or hide columns.
Drag a column header to move the column.
These changes are saved per user and apply to all requests. The pre-decision and post-decision grids share the same layout.
Screen resolution and layout controls
How many toolbar buttons fit depends on your screen size and zoom level. Buttons that do not fit are in the context menu on the right of the toolbar.
Reset to default
Click the three-dot menu in the toolbar.
Select Reset layout.
This clears sorting, grouping, search, column widths, visible fields and outlay resolution in both the pre-decision and post-decision grids. The grid returns to the default layout set by your administrator.
Action buttons in the expenditure grids
The toolbars of the pre-decision and post-decision grids hold the actions for expenditure line items. Create expenditure, Fields, Outlay years and Expand/Collapse resolution are always available. Duplicate and Delete need one or more selected line items. The post-decision grid can have more actions, depending on your workflow and integrations. Administrators can rename buttons, so your labels may differ.
Deleting expenditures
You cannot delete a line item while its External mapping ID (property ID 68) is filled in. The ID connects the row to an external system that may send actuals to it. To delete the row, clear the External mapping ID first.
Transactional data
With a transactional data integration, the post-decision grid has a Transactional data button. Select one or more line items and click it to see the transactions behind the spent amount of each period. The button is only enabled when a selected line item has transactional data.
The columns come from your organization's data feed, for example financial period, amount, currency, Capex ID, PO number, GL account and cost center.
Commitments
When the integration also sends commitments, and an administrator has added the Commitment property to the expenditure layout, the post-decision grid has a Commitments button. It works like Transactional data and shows the purchase orders and reserved funds behind the commitment amount of each selected line item.