Budgeting
You know why you define an entry once in a settings dialog before you apply it, where each settings dialog opens, and what hiding an entry and the In Use column do.
In a settings dialog, you define an entry once: a company, an effect, a tax, a unit, a tag, a currency, a variable, a fringe, a supplement or an extra cost. You then apply the entry to the accounts that need it. The definition alone does not change the budget. You define each rate in one place. When you change it later, KOSMA recalculates every line that uses it, and you do not have to apply it again.
You apply fringes, supplements and extra costs in a dialog of their own, which you open from the **Account Details** panel. Its title starts with **Fringes & Supplements:** or **Extra Costs:**, followed by the name of the account. The settings dialog has the same title without the account name. You apply companies, effects, taxes and tags by choosing them in the **Account Details** panel. For the panel, see [how account details work](/kb/article/how-account-details-work).
In the **Account Details** panel, click . KOSMA opens the **Settings** menu. It lists the settings dialogs for the entries the selected row can have: **Companies**, **Effects**, **Fringes & Supplements**, **Extra Costs**, **Taxes**, **Tags** and **DFFF**. Three settings dialogs open elsewhere:
- **Units**: in the **Unit** cell of an account, open the list and click **Edit**. - **Currencies**: in the **Price/Unit** cell, open the currency list and click **Edit**. - **Variables**: in the toolbar, click  **Variables**.
Apart from three dialogs described further down, every settings dialog has an **In Use** column. It shows how often an entry is used, so you know how many places a change affects before you make it. It also shows which entries are not used anywhere.
In the demo project, the fringe Social Charges at 22% has 22 under **In Use**. If you change its percentage, KOSMA changes all 22 accounts.
In **Fringes & Supplements**, **Extra Costs** and **Variables**, the entries are sorted into groups. When you apply fringes, supplements or extra costs, you can tick a group to tick every visible entry in it at once.
Hide an entry that no longer applies but that you might need again, such as last year's rate. To hide it, click  in its row. The row then shows ; click it to show the entry again. Every line that already uses the entry stays unchanged.
| Hidden entry | No longer offered in | | --------------------------------- | ------------------------------------------------- | | Effects | the effects list in the **Account Details** panel | | Variables | the list of variables in a formula | | Fringes, supplements, extra costs | the dialog in which you apply them | | Currencies | the currency list in the toolbar |
Hidden companies, taxes, tags and units still appear in their lists. A hidden currency still appears in the currency list of the **Price/Unit** cell.
If you delete a fringe, a supplement or an extra cost that is in use, KOSMA shows the same confirmation as for an unused entry and does not list where it is used. KOSMA then removes it from every account it was applied to.
For other entries in use, KOSMA lists where the entry is used. You can still delete it with **Delete anyway**. KOSMA does not delete some entries while they are in use, such as the default currency. For every case, see [why some things can't be deleted](/kb/article/why-some-things-cant-be-deleted).
**DFFF Parameters**, **Alternate Budget Grids** and **Payment Cycle Presets** have no **In Use** column, and you cannot hide entries in them. You open **DFFF Parameters** with **DFFF** in the **Settings** menu of the **Account Details** panel. You open **Alternate Budget Grids** from the list of budget grids in the print dialog, and **Payment Cycle Presets** with **Edit cycle presets** in the dialog in which you set the cash flow rule of an account.
In **Fringes & Supplements** and **Extra Costs**, the column **Collect In Budget Account** sets the account in which the cost appears. For taxes, the column is **Collect Remainder In Account**, and it applies only when **Refund** is below 100%. See [how collect-in accounts work](/kb/article/how-collect-in-accounts-work).
If you cannot edit the budget, for example on a **Free** licence or in a budget shared with you for reading only, the controls in the settings dialogs are greyed out. You can still open every settings dialog and read its entries and the **In Use** column. As a guest, you can change settings only if the budget is shared with you for editing and your licence covers Budgeting. For what each licence lets you edit, see [what your licence includes](/kb/article/what-your-licence-includes).
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