Budgeting
You can tell from the buttons of a delete dialog whether KOSMA deletes an item, keeps it or lets you delete it anyway, and you know what then changes in the budget.
Many items you define in a budget are used elsewhere: a currency in accounts, a tax on entries, a variable in formulas. When you delete such an item, KOSMA shows one of three dialogs, and its buttons tell you what happens.
| Buttons | What happens | | --------------------------------------------- | ----------------------------------------------------------------------------------------------------------------- | | **Cancel** and **Ok** | KOSMA asks whether to delete the item. With **Ok** you delete it. | | **Cancel** and **Delete anyway**, with a list | The item is in use, and the list shows where. With **Delete anyway** you delete it and change every entry listed. | | **Ok** alone | KOSMA does not delete the item. With **Ok** you close the message. |
In most settings dialogs, the **In Use** column shows how often each item is used. If it shows 0, KOSMA asks the question with **Cancel** and **Ok**. **Fringes & Supplements** and **Timeline** have no **In Use** column.
| Item | Where you open its dialog | | --------------------------------------------------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | Variable, variable group |  **Variables** in the toolbar | | Currency | The currency list in the toolbar, for example  **EUR**, then **Settings**. KOSMA opens **Currencies** | | Unit | The list in an account's **Unit** cell, then **Edit**. KOSMA opens **Units** | | Company, effect, tag, tax, extra cost, wage fringe or wage supplement | In the account details,  **Settings for account details**, then **Companies**, **Effects**, **Tags**, **Taxes**, **Extra Costs** or **Fringes & Supplements** | | Work phase, milestone |  **Timeline** in the left panel |
When nothing uses the item, KOSMA asks only whether to delete it. With **Ok** you delete the item. For a work phase or a milestone, the button reads **Delete**.
When formulas or entries use the item, the dialog lists them.
With **Cancel** you keep the item. With **Delete anyway** you delete it, and each entry in the list changes as follows:
| Item | After **Delete anyway** | | ---------------------- | --------------------------------------------------------------------------------------------------------------------------- | | Variable | Each formula in the list points at a missing element. | | Company, tag or effect | Each formula in the list points at a missing element, for example a formula with `SUM_COMPANY` or `SUM_TAG`. | | Tax | KOSMA removes the tax from each entry in the list. These can include financing sources and instalments of a financing plan. | | Currency | KOSMA moves each entry in the list to the default currency. | | Unit | KOSMA removes the unit from each entry in the list. |
A long list runs past the bottom of the dialog and does not scroll.
After **Delete anyway**, each formula cell that named the deleted item shows an error. When you point at the cell, KOSMA shows:
Unknown part of expression
Correct each of these formulas; see [write a formula](/kb/article/write-a-formula).
KOSMA shows a message with **Ok** alone in four cases. When you click **Ok**, KOSMA closes it and the item stays.
KOSMA does not delete a variable group while one of its variables is in use:
Some variables within the group are in use. Group cannot be deleted
The message does not name the variables. In **Variables**, the **In Use** column shows which variables of the group are in use.
KOSMA does not delete the default currency:
Currency {name} is the default currency and cannot be deleted.
To delete it, first make another currency the default currency; see [set currencies and the reporting currency](/kb/article/set-currencies-and-the-reporting-currency).
KOSMA does not delete a work phase that a variable, an account or a cash flow rule uses:
This work phase is used in {number} variables, accounts or cash flow rules and cannot be deleted.
KOSMA does not delete a milestone that a cash flow rule uses:
This milestone is used in {number} cash flow rules and cannot be deleted.
In the timeline, a red dot marks a work phase or a milestone that is in use.
KOSMA does not check where a wage fringe, a wage supplement or an extra cost is used. It asks only whether to delete it, with **Cancel** and **Ok**, even when budget items use it.
When you click **Ok**, the budget loses the wage fringe, wage supplement or extra cost everywhere it is applied.
When items of a group of wage fringes, wage supplements or extra costs are in use, KOSMA shows this warning before it deletes the group:
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?
You can still delete the group.
**Clear Budget Data** in the **Edit** menu deletes no items. KOSMA resets quantity, price per unit and factor on all budget items and keeps names and all other details. For the steps, see [clear and renumber a budget](/kb/article/clear-and-renumber-a-budget).
You can undo a deletion in the budget with ⌘Z (Ctrl+Z on Windows). Before you save, you can also choose **Discard**: KOSMA then discards every change since your last save, the deletion included. For details, see [saving, discarding, and why KOSMA makes a budget read-only](/kb/article/save-discard-and-read-only).
In a budget you cannot edit, KOSMA greys out  **Delete** in the toolbar and  in the rows of the settings dialogs. The controls stay visible. This happens in four cases:
- You have a **Free** licence. - The budget is shared with you for reading only. - You are not signed in. - The budget is linked to a cost control set.
When you point at a greyed-out control, KOSMA shows the reason in a tooltip. For a budget linked to a cost control set, the tooltip reads:
This budget is locked because it is linked to a Cost Control set. To make changes, create a copy.
For the other cases, see [what your licence includes](/kb/article/what-your-licence-includes) and [saving, discarding, and why KOSMA makes a budget read-only](/kb/article/save-discard-and-read-only).
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