Cost Control
You can book a cost on an account or a markup before accounting posts it, and KOSMA counts it towards Expected.
Accounting books a cost only when it has the invoice. You often know the cost earlier, for example from a quote you accepted or a deal you agreed on the phone. Add it by hand, and KOSMA counts it towards **Expected** on the account.
In the cost control grid, select the account or the markup row the cost belongs to. KOSMA opens the **Cost Items** panel directly under that row.
In the panel, click  **Cost Item**. KOSMA adds a row named New Cost Item with today's date and opens its **Date** cell for editing.
To edit a cell, double-click it. To leave it, press Enter, Esc or Tab, or click another cell.
| Field | What to enter | | --------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Date** | Keep today's date, or type another one in your language's date format. KOSMA sorts the items by date, so the row moves when you change it. If you clear it, KOSMA keeps the old date. | | **Description** | What the cost is for. If you clear it, KOSMA keeps the old text. | | **Reference** | The accounting reference, if you already have one | | **Expected** | The amount. Type it in the empty box on the left. The currency dropdown is on the right. Press Enter to confirm the amount, or press Tab to move on to the currency. |
The tooltip of **Expected** says which amount goes in:
**Message:** Expected amount before it is paid (net if you are subject to VAT)
Leave **Paid** and **Pay Date** empty. KOSMA counts an item without a paid amount towards **Expected**. When you enter an amount in **Expected**, KOSMA clears **Paid** and **Pay Date**. If **Free** on the account shows 0.00, the whole forecast is already booked. A new expected amount then raises **Forecast** by the same amount. **Variance** falls by it and can turn negative. See [how a forecast is formed](/kb/article/how-a-forecast-is-formed).
**When the invoice arrives.** The accounting import matches a line to an existing item only when reference, description, paid amount and pay date are all equal. Your item has no paid amount yet, so the import does not match it by itself. In the import's **Options** step, untick **Copy Cost Control Dataset**, which is ticked by default. Otherwise KOSMA imports into a new set and ignores what you drag. Then, in the **Matching** step, drag the imported line onto your item. KOSMA updates the item from the line and clears its **Expected**. If you do not drag it, your item and the imported line both stay on the account, and both count. For the Matching step, see [re-import a period](/kb/article/re-import-a-period). To record the payment without an import, see [mark a cost item as paid](/kb/article/mark-a-cost-item-as-paid).
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