Budgeting
You can apply extra costs to an account and set how many units of each cost this person needs.
You add extra costs such as flights, hotel nights and per diems to an account. For each cost, you set how many units the person on the account needs. You need one account selected in Budgeting.
In the account details of the selected account, click  **Edit extra costs** in the **Extra Costs** panel. KOSMA opens the dialog for this account, with the account's name in the title. If the account has no extra costs yet, you can also click the panel's heading **Extra Costs**.
Under **Extra Costs Groups**, expand a group and tick each cost this person incurs. When the dialog opens, all groups are collapsed. To expand them all at once, click  **Expand all**. To collapse them again, click  **Collapse all**. Each group shows its total in brackets. When you tick or untick a group, KOSMA ticks or unticks every cost in it.
Each row shows **Description**, **Value**, **Factor** and **Total**. **Value** appears on every row, whether it is ticked or not. When you point at **Value**, KOSMA shows where it comes from:
The value of this extra cost is set in extra costs settings
When you tick a row, KOSMA fills in **Total** with **Value** times **Factor**.
KOSMA lists only the groups and costs that are not hidden in the settings. If a cost you need is missing, click  **Settings**. KOSMA opens the **Extra Costs** settings on top of this dialog. There, the list **Collect In Budget Account** does not offer the account you are working on. When you close the settings, you return to this dialog. It now lists the updated definitions. See [define extra costs](/kb/article/define-extra-costs).
If this person needs more or fewer units than the definition covers, enter the number in **Factor**. **Factor** starts at 1. For example, the definition Hotel covers one night at 95.00 EUR, and this person stays 35 nights. Set **Factor** to 35. KOSMA shows 3,325.00 EUR in **Total**. If you enter a factor on a row you have not ticked, KOSMA ticks the row. When you untick a row, KOSMA removes its factor. When you tick the row again, its factor starts at 1.
In **Factor**, you can enter a formula instead of a number. A formula can use work-phase variables, your own variables and subtotals other than `GT`. It cannot use a function. See [what the factor does](/kb/article/what-the-factor-does). **Factor** shows the results of the formulas. To see the formulas, click  **Show/hide expressions**. Click it again to see the values.
Click **Ok**. KOSMA saves the extra costs on this account. To discard everything you changed since you opened the dialog, click **Cancel** or close the dialog.
To remove every extra cost from this account, click **Reset**. KOSMA removes them without asking. Until you click **Ok**, you can undo this: click **Cancel**, and KOSMA restores them.
If several accounts get the same extra costs, for example a crew on location, save the combination once as a preset. In the dialog, open **Select Preset...** and choose **Save as Preset**. KOSMA saves the ticked costs and their factors. To apply the preset to another account, open that account's dialog, open **Select Preset...** and choose the preset. KOSMA replaces the extra costs on that account with those of the preset. Once a preset exists, **Select Preset...** also offers **Edit Presets**. Extra costs have their own list of up to ten presets, separate from the presets of fringes and supplements. To name and edit presets, see [save and reuse a fringe preset](/kb/article/save-and-reuse-a-fringe-preset).
You can also apply a preset without opening the dialog. The **Extra Costs** panel in the account details shows  **Apply Preset** only when a preset exists and you can edit the account. Click it. KOSMA lists the presets under **Extra Cost Presets**, each with a checkbox. When you tick a preset, KOSMA applies it to the account.
**If you selected a subaccount or several rows.** With a subaccount selected, KOSMA greys out the **Extra Costs** panel. Select the account itself. With several rows selected, the panel does not show  **Edit extra costs**. Select one account.
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