This document outlines the Capital Expenditure (CapEx) purchasing process specifically for the HT ownership group. All other ownership groups now manage CapEx items via Workday.1. Overview

This solution manages the CapEx purchasing process for the HT ownership group from request initiation to final invoicing. It provides a structured workflow for submitting purchase orders (POs), obtaining approvals based on cost thresholds, and processing HT-specific invoices.2. Glossary

3. Form Sections

The form is organized into sections to collect necessary data for HT requests:

• Message - Moving to Workday: Shown conditionally to clarify the transition for other groups.

• HHM Cap PO: Captures initial property and PO details (Required: Property Selection, GL Code).

• PO Info: Collects details including vendor, title, and type (Required: PO Title, PO Type, Vendor Name/Lookup).

• Items for Purchase (Table): A list of items with descriptions, categories, quantities, and costs.

• Expense: Gathers financial justification and budget info.

• Delegate your Invoicing: Allows assigning invoice uploads to another user.

• IT PO Type: Used for IT-related HT purchases, capturing shipping and tracking info.

• HT Invoicing: Specifically for uploading invoices related to the HT group.

• Invoicing Progress: Includes sections for the Invoicing Due Date, Invoices 1-5 (conditional), and Invoicing Complete.

• Workflow Snapshot & Attachments: Provides progress tracking and general document storage.

4. Workflow Steps

The workflow routes HT requests through a multi-level approval chain based on cost and PO type.Initial Reviews & Thresholds

1. Start: The user submits the request.

2. RDO Review: Sent to the Regional Director of Operations if specific RDO approval is flagged.

3. Over $5,000: Sent to a Threshold Approver if the total exceeds $5,000.

4. Department Manager: Sent to the assigned Department Manager.

5. Engineering Threshold: Required if engineering costs exceed $3,000.

Multi-Level CapEx Approvals

Requests move through up to 10 levels of CapEx approval (CapExApproval1 through CapExApproval10) depending on the field conditions set for the HT group.Post-Approval & HT Invoicing

After approvals are finalized, the workflow utilizes parallel branches:

• IT PO Branch: If the request is IT-related, it routes to IT approvers for ordering and confirmation.

• Final Notifications: Automated notifications are sent specifically for the HT ownership group.

• HT Invoicing Branch: This branch handles the specific invoicing needs for HT, including invoice uploads (by the initiator or delegate) and review by the purchasing team.

The process concludes once all HT-specific invoicing and entry tasks are finished.5. FAQ (HT Specific)

• Does this apply to all ownership groups? No. This Kissflow process is now exclusively for the HT group. All other groups have moved to Workday.

• How are approvers determined? The system automatically routes HT requests based on cost, department, and PO type.

• Can I delegate invoicing? Yes, use the "Delegate your Invoicing" section to assign someone else to upload the HT invoices.

  HT Invoicing Checklist

  
  

  The following steps and requirements are specific to the HT ownership group’s invoicing workflow within Kissflow:

  • Delegation (Optional): If you are not uploading the invoices yourself, use the Delegate your Invoicing section to assign the task to another person.

  • Monitor Due Date: Check the Invoicing Due Date section to see the calculated deadline for your submissions.

  • Upload to HT Section: Ensure all invoices are uploaded specifically within the HT Invoicing section of the form.

  • Provide Invoice Details: For each individual invoice (up to five), fill out the corresponding Invoice 1–5 sections as they appear.

  • Purchasing Team Review: Once uploaded, the invoices will be routed to the purchasing team for review.

  • Printing for Upload: The workflow includes a step for the purchasing team to print the documentation for final upload.

  • Final Confirmation: Use the Invoicing Complete section to confirm that all required invoicing tasks have been finished.

  The process is officially closed once the purchasing and AP teams complete all final entry tasks.

  
  

  
  

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