Budgeting
You can define extra costs in groups, each with its quantity, price and collect-in account, so that you can apply them to accounts.
You define each extra cost once for the whole budget, with its quantity, its price and the account that collects it. You then apply it to the accounts that need it. See [apply extra costs](/kb/article/apply-extra-costs). For what an extra cost is, see [what extra costs are](/kb/article/what-extra-costs-are). You need a budget open in Budgeting.
In the account details, click  **Settings for account details**. KOSMA opens the **Settings** menu. Choose **Extra Costs**. KOSMA opens the **Extra Costs** settings, with the groups on the left and the extra costs of the selected group on the right. The title shows no account name, because these definitions apply to the whole budget.
In the dialog in which you [apply extra costs](/kb/article/apply-extra-costs) to an account, you can also click  **Settings**. KOSMA then opens the **Extra Costs** settings on top of that dialog and does not offer that account as **Collect In Budget Account**.
Every extra cost belongs to a group. Under **Groups**, click  **Group**. KOSMA adds a group named **New Group**, with its name ready to edit. Type the name of the group.
Select the group and click  **Extra Cost**. KOSMA adds a row named **New Extra Cost** and places the cursor in **Description**. The row starts with **Quantity** 1 and **Price** 0 in the default currency of the budget. As long as you have not selected a group, KOSMA greys out **Extra Cost**. Its tooltip says:
Add group to add a row
Fill in the row:
| Field | What to enter | | ----------------------------- | -------------------------------------------------------------------------------------------------------------------------- | | **Description** | A name for the extra cost. Each name can appear only once within a group. | | **Quantity** | How many units the extra cost normally needs. | | **Price** | The price per unit. You choose its currency in the same cell. If you leave the cell empty, KOSMA enters 0. | | **Collect In Budget Account** | The account in which KOSMA calculates the extra cost. See [how collect-in accounts work](/kb/article/how-collect-in-accounts-work). |
If another extra cost of the group already has the same description, KOSMA shows:
Description must be unique
KOSMA calculates **Total** as **Quantity** × **Price**.
The list of **Collect In Budget Account** does not offer the collect-in accounts of taxes. KOSMA greys out accounts with subaccounts and accounts with wage fringes, supplements or extra costs of their own. If you choose an account that already collects other costs, KOSMA asks:
Add to collection account? This account already collects other calculations. Add this one to it?
If the account already has a calculation of its own, KOSMA asks:
Overwrite calculation? This account already has a calculation. Collecting here will overwrite it. Continue?
Click **Continue** to collect the extra cost in that account.
In **Quantity**, enter what one account normally needs. When you apply the extra cost, you give each account a factor. On an account, the extra cost then amounts to **Price** × **Quantity** × **Factor** of that account, converted into the default currency of the budget.
For a hotel night, for example, enter 1 in **Quantity** and the price per night in **Price**. For a person who stays twelve nights, set **Factor** on that person's account to 12 when you [apply the extra cost](/kb/article/apply-extra-costs). If you entered 12 here, you would need a separate extra cost for every length of stay.
**Quantity** and **Price** each take a number or a formula. A formula can use variables, such as those of the work phases or of your own variable groups, and subtotals. It cannot use a function. When the settings open,  **Show/hide expressions** is on, and **Quantity** and **Price** show their formulas. Click  **Show/hide expressions** to see the calculated values.
If several extra costs use the same rate, such as a per diem, enter the rate once as a variable and use the variable in **Price**. To change the rate, you then edit only the variable. To bring in a whole price list as variables, see [import variables from a spreadsheet](/kb/article/import-variables-from-a-spreadsheet).
When you change the quantity, the price or the collect-in account of an extra cost, KOSMA recalculates every account that uses it at once. The amount moves from the old to the new collect-in account. You do not need to apply the extra cost again.
Click **Ok**. KOSMA saves all changes. To discard every change since you opened the settings, click **Cancel**.
If a row has no **Collect In Budget Account**, KOSMA marks its cell red. You can still click **Ok**. KOSMA then shows:
{{rows}} extra cost(s) have no holder account and are not counted in the budget: {{names}}
**Hide an extra cost from accounts.** To stop offering an extra cost when you apply extra costs to an account, click  **Hide from apply window** in its row. Accounts that already use it keep it, and KOSMA keeps calculating it there. To offer it again, click  **Show in apply window**. To hide all extra costs of a group in the same way, click  **Show/hide group in apply window** in the row of the group.
In the row of the extra cost, click  **Delete**. KOSMA opens **Remove extra cost** and asks:
Are you sure you want to delete extra cost {{description}}?
KOSMA does not check whether the extra cost is in use. When you delete it, KOSMA also removes it from every account it is applied to. **In Use** shows how many accounts that are.
When you confirm, KOSMA removes the row.
To delete a group, select it and click  **Delete** under **Groups**. KOSMA opens **Remove group**. If an extra cost of the group is in use, KOSMA asks:
Some items in this group are in use. Deleting it will have an impact on your budget. Are you sure you want to delete this group?
Otherwise, KOSMA asks:
Are you sure you want to delete this group?
You can delete the group in both cases. Deletions take effect when you click **Ok**; until then **Cancel** brings them back. For the items KOSMA checks before you delete them, see [why some things can't be deleted](/kb/article/why-some-things-cant-be-deleted).
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