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 its collect-in account. An extra cost counts toward the budget only through its collect-in account. You then apply it to the accounts that need it: see [apply extra costs](/kb/article/apply-extra-costs). For background, 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.
You can also click  **Settings** while you [apply extra costs](/kb/article/apply-extra-costs). KOSMA then does not offer the account you are applying them to as **Collect In Budget Account**.
Every extra cost belongs to a group. Under **Groups**, click  **Group**. KOSMA adds a group named **New Group 1**, 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 one account 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
The **Total** column shows **Quantity** × **Price**: the amount for an account with a factor of 1.
The **Collect In Budget Account** list leaves out accounts that already collect a tax. It greys out accounts with subaccounts, and accounts that have wage fringes, supplements or extra costs applied to them. You can choose an account that is already the collect-in account for other costs. The amounts are then added together, and KOSMA asks:
Add to collection account? This account already collects other calculations. Add this one to it?
If the account has a calculation of its own instead, the collected amount replaces it. 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 how many units one account normally needs.
For example, a hotel night costs €100. Enter 1 in **Quantity** and 100 in **Price**. For a person who stays twelve nights, set **Factor** to 12 on that person's account when you [apply the extra cost](/kb/article/apply-extra-costs). The account then gets 100 × 1 × 12 = €1,200. **Price** and **Quantity** apply to every account; you set **Factor** per account. If you entered 12 in **Quantity**, you would need a separate extra cost for every length of stay. If the price is in another currency, KOSMA converts the amount into the default currency of the budget.
**Quantity** and **Price** each take a number or a formula. A formula can use variables and subtotals, such as the variables of the work phases or of your own variable groups. Budget functions are not available in these two fields. When the settings open, **Quantity** and **Price** show their formulas. To see the calculated values, click  **Show/hide expressions**. Click it again to see the formulas.
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).
If you later change the quantity, price or collect-in account, KOSMA recalculates every account affected and moves the amount 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 in the apply window.** 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}}?
This question is the same whether or not 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. The deletion takes effect when you click **Ok**; until then **Cancel** brings the row back.
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?
When you delete a group, KOSMA deletes every extra cost in it and removes the extra costs that are in use from the accounts they are applied to.
Otherwise, KOSMA asks:
Are you sure you want to delete this group?
You can delete the group in both cases. KOSMA removes it when you click **Ok**. 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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