Budgeting
You can switch between the budgets of a project, see all of them in the Budgets Manager and tell from its columns who works on a budget, which status it has and why it is locked.
A project can hold several budgets, for example an approved version and a variant. You switch between them in the budget dropdown in Budgeting. The **Budgets Manager** lists every budget of the project with its state.
In Budgeting, open the budget dropdown and choose a budget. The dropdown lists your own budgets under **My Budgets** and budgets others share with you under **Budgets Shared With Me**. Templates are not listed here or in the **Budgets Manager**; see [save a budget as a template](/kb/article/save-a-budget-as-a-template).
If the open budget has unsaved changes, KOSMA asks in **Unsaved changes** before it switches:
You have unsaved changes. Do you want to save them?
**Don't Save** discards the unsaved changes. This cannot be undone.
**Save** keeps the changes. **Cancel** keeps the current budget open.
A dot after a budget's name means it has not reached the server yet; see [how your work is saved and synced](/kb/article/how-your-work-is-saved-and-synced). A budget that is on the server but not on this device shows:
Listed here, not on this device
To copy the open budget, click  **Copy this budget** beside the dropdown (⌘⇧N on a Mac, Ctrl+Shift+N on Windows), as described in [duplicate a budget for comparison](/kb/article/duplicate-a-budget-for-comparison). If the project has no budget yet,  **Budget** appears beside the dropdown instead. It creates a budget, as described in [create a budget from a template](/kb/article/create-a-budget-from-a-template).
With a Free licence or an expired trial, **Manage Budgets** is greyed out, except in the demo project. You can still switch budgets in the dropdown.
In the budget dropdown, click **Manage Budgets**. KOSMA opens the **Budgets Manager**.
A budget a guest created and has not shared with you is not in the list, even if you own the project. It appears when the guest shares it with you. If the guest leaves the project, it appears too, and you can edit, share and delete it.
In the **Budgets Manager**,  **Budget** creates a new budget. With a Free licence or while you are signed out, **Budget** is greyed out. Hover over it to see why.
Every change in the list takes effect at once. **Close** closes the dialog and does not undo a change.
Click the heading of a column to sort the list by that column, and click the same heading again to reverse the order.
| Column | Shows | | --------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Name** | The name of the budget | | **Comment** | Your note on the budget, for example what sets it apart | | **Created by** | **you** if you created the budget, otherwise the name of the person who did. Hover over it to see the name and email address | | **Status** | The status of the budget as a coloured dot and its name: **Final**, **Working**, **Snapshot** or **Archived**. A budget without a status shows **Working**. If the budget is locked, **Status** also shows the symbol  or the symbol . See [Why a budget is locked](#why-a-budget-is-locked) | | **People** | One dot per person involved: whoever created the budget, everyone it is shared with, and anyone who has opened it. A filled dot means that person has the budget open now, and a count such as **1 here** beside the dots shows how many have it open. Up to five dots appear; a number such as **+2** shows how many more people there are. Hover over a dot to see the name | | **You can** | Your access: **edit** or **view**. You can edit a budget you created and one shared with you for editing | | **Last change** | When the budget last changed and who changed it, for example **2 minutes ago · you**. Empty until the budget is first saved. When the **Budgets Manager** opens, the list is sorted by this column, newest first |
A dash in **People** has two possible causes: only one person is involved, or KOSMA cannot yet tell who is. While you are offline, **People** shows this for a shared budget:
Offline — read-only until you reconnect
For a budget you created, or one shared with you for editing, click the **Name** or **Comment** cell and type, even when **Status** shows the symbol . Give each budget a name that says what sets it apart, for example *Approved 15-03* or *Without second unit*. Put anything longer in **Comment**. If another budget in the project already has the name, KOSMA shows:
Name must be unique.
While someone else is changing the name, comment or status of the same budget, KOSMA closes the cell you clicked and shows:
{name} is editing this row.
For a shared budget, KOSMA also closes the cell while there is no connection to the project. A budget that is not shared stays editable without a connection.
You can set your own order only while the list is unsorted. Click the heading of the sorted column until the sort is cleared, then drag a row by  **Drag to reorder**.
In the **Budgets Manager**, click the **Status** cell and choose a status. You can do this if:
- you created the budget or it is shared with you for editing, - the budget is on this device, and - **Status** does not show **Not uploaded**.
With the budget open, you can also change its status in the left rail: under the grand total, open the dropdown after **Status:** and choose a status. Below the line in the same dropdown, **Lock** locks the budget and **Unlock** unlocks it. **Lock** and **Unlock** are only in this dropdown. If you can only view the open budget, or your licence or a sign-out stops you editing, the left rail shows its status as text.
If a budget did not reach the server, **Status** shows **Not uploaded** and **retry**. Click **retry** to send it again. If the server refused it for good, **Status** shows **Not uploaded · refused**. What both mean and what you can do is in [how your work is saved and synced](/kb/article/how-your-work-is-saved-and-synced).
If a budget is locked, **Status** shows the symbol  or the symbol . Hover over the symbol to see the reason. The symbol  appears when someone locked the budget with **Lock** or it is linked to a cost control set. You can still change its name, comment and status, but not its contents.
For a budget that is linked to a cost control set, see [saving, discarding and why a budget is read-only](save-discard-and-read-only.md#the-budget-is-linked-to-a-cost-control-set). If someone locked the budget with **Lock**, KOSMA shows:
This dataset is locked. Unlock it to make changes.
To unlock the budget, see [Change the status of a budget](#change-the-status-of-a-budget).
If the account of the project's owner is inactive, or the project is no longer on the server, every budget shows the symbol  in **Status**, and KOSMA shows one of these messages:
Archived: this project's owner's account is inactive.
No longer available on the server
Here, “Archived” refers to the project, not to a budget's status. In such a project, **Budget**, **Copy Budget** and **Delete** are greyed out, and you cannot change **Name**, **Comment** or **Status**. See [how sharing works](/kb/article/how-sharing-works) and [delete a project](/kb/article/delete-a-project).
If you can only view a budget, **Status** shows no symbol, because **You can** already says **view**. **Status** shows no symbol either when your licence or a sign-out stops you editing. See [what your licence includes](/kb/article/what-your-licence-includes). You cannot copy a budget you can only view: its  **Copy Budget** is greyed out. Ask its owner for editing rights.
Each row has these controls:
-  **Open** opens the budget. -  **Delete** deletes the budget, see [Delete a budget](#delete-a-budget). -  **Copy Budget** opens **Copy Budget** for the budget.
To share a budget you created, open it and click  **Share…** at the foot of the left rail, as described in [how sharing works](/kb/article/how-sharing-works).
Only the person who created a budget can delete it. For other budgets, **Delete** is greyed out. If the creator has left the project, the project owner can delete it.
Click  **Delete** in the row of the budget. This works on a locked budget too. KOSMA asks you to confirm in **Delete Budget** and lists the plans in other modules that are built on the budget.
**Delete** deletes the budget and every plan listed with it. This cannot be undone.
Click **Delete** to confirm, or **Cancel** to keep the budget. If you delete the open budget, KOSMA switches the window to another budget. Deleting a budget that is already on the server needs a connection. If you are offline, KOSMA keeps the budget and shows this message with the code KOSMA-E-2034:
The server did not confirm the delete, so nothing was deleted. Try again when you are online.
Markdown