Capital Budgeting - Edit a Request Form

There are a few things to consider when editing your request forms in capital budgeting. Select the topic below to jump directly to that section of the article:

• Form Panel Options
• Financial Panel Settings
• Financial Panel Columns

Navigate to the Request Manager tab. Then, inside of the Forms sub-tab, follow the instructions below to modify existing forms. 

1. Select the tabs at the top of your form library to filter your forms. Forms fall into three categories: Capital Improvements, Capital Equipment, and Other. If you archive any forms, they will be available in the Archive category here.
2. Select the Settings icon next to the form to rename the form, adjust its short description, change the category it belongs to, or edit the form itself.
3. Select Preview to open a pop-out preview of the Form.
4. Select Edit to enter the form Editor.

Form Panel Options

Inside of a Form, follow the instructions below to modify it. 

1. Select the pencil icon to customize the panel instructions
2. Use the up and down arrows to reorder the panels inside the form
3. Use the checkbox to set a Default option for drop-down selector panels
4. Designate panels For Finance Use Only or as Mandatory. Panels that are for finance use only will not be shown to Contributors or Reviewers
5. Delete unnecessary panels by selecting the trash can icon

Add additional panels using the Add Form Panel button. Insert standard panels, or reuse custom panels you’ve included in other forms.

Follow the steps below to customize a form’s panel layout.

1. Select the Collapse All Panels toggle

2. Use eye icons to hide financial panels that will not be used by collaborators.

   Note: This will only affect new capital requests. Previously submitted requests will not be affected. The Capital Costs panel is mandatory.

3. Use the move icon to drag and drop panels into the preferred order

Financial Panel Settings

All financial panels, including Capital Costs, Funding Sources, Operational Costs, Operational Revenue, and Cost Savings, have an Account ID / Allocation column for item-level account assignment and a Default Account ID field for applying one account ID to all items in that panel. 

1. Select the eye icon to hide the Account ID / Allocations column for Collaborators.
2. Select the eye icon on the Account ID at the bottom of the panel to hide the default Account ID field for that financial panel.
3. If an account ID is entered in the default Account ID field, select the lock icon to make that field not editable by Collaborators.
4. To remove a default Account ID, select the minus sign icon to clear your selection.

Note:  Form updates are automatically saved upon selection and will be applied to all requests created utilizing this form from this point forward; however, these choices do not update or override existing requests

Important: Name all Funding Sources and Cost Categories!! 

Before naming the categories inside of the Capital Cost and Funding Source panels, they will all say Category 1 or Funding Source 1. Select the pencil icon to edit the name of the option, and select + Add Category to include a new category.

Note: Be sure to make these adjustments to every Form. This is important because these categories display on your Capital Budgeting Dashboard, in Reports, and when the budget is shared externally via the Capital Improvement Plan website or planning documents..

After naming the options, the Contributors will be able to select the appropriate option and pair it with the Account ID. 

Compare the screenshots above and below to see the process of customizing Forms. 

Financial Panel Columns

• Historical Column - The historical column is to record already expensed monies that will not be included in the active years of this budget. Note: Historical columns can roll-up into future years if selected when creating the new years budget. 
• Active Years Columns (e.g. FY2025, FY2026, FY2027) - Enter values for at least one active year of this budget. 
• Future Column - Enter in any monies that will be expected in the future, beyond the years of the active Capital Budget. 

Note: If you are in Year 2 or beyond of Capital Budgeting with ClearGov you can select the “Prior Year” button to view all previously submitted amounts. 

Need to Edit Financial Panel columns?

Learn more in this article: Capital Budgeting - Edit Financial Panel Settings