Prerequisites

• Access to the Configuration > Cost type (TR030) menu.
• Access to the Management > Training planning (TR007) menu.
• Access to the Execution > Training execution (TR009) menu.

Introduction

Costs are training-related expenses, such as those involving transport, meals, accommodation, teaching materials, etc. These records are associated with a training during its planning. 

However, for a cost to be added, a cost type must be created first. Types allow for classifying and better organizing the records.

Below, see how to create a cost type, and then, how to add costs to a training:

Configuring a cost type

1. Access the Configuration > Cost type (TR030) menu.

2. Click on the toolbar button.

3. On the screen that will open, enter its ID # and name.

4. If you wish, in the Upper level type field, click on the button and select a cost type to be hierarchically superior to this one.

5. Lastly, click on the button to save the changes.

Adding costs

1. Access the Management > Training planning (TR007) menu.

2. Select the desired training in the list of records and click on the button.

3. On the screen that will open, go to the Cost tab.

4. Click on the side toolbar button to add a cost.

5. On the cost data screen, specify the cost type through the button in the Cost type field.

6. Check the Fixed section to enter the total value of a training cost, or the Per participant section to enter a value that corresponds to the cost of each participant for the training.

7. Configure the costs in accordance with the checked section. See below how to parameterize the fields:

8. If you wish, use the Description field in the Planned or Actual tab to write notes about the estimated cost or the actual cost, respectively.

9. Finally, click on the button to add a cost.

Adding the actual values of estimated costs 

If an estimated cost is added during the planning step, the actual values of estimated costs can be added in the execution step. Follow the steps below:

1. In the Execution > Training execution (TR009) menu, select a training that has gone through the planning step.

2. Click on the toolbar button.

3. In the Cost tab, select the desired estimated cost and click on the side toolbar button.

4. If you wish, edit the Cost type field on the screen that will open.

5. The Estimated cost field in the Fixed and Per participant sections cannot be edited.

6. Fill in the Actual cost field of the section checked in the planning step.

Importing costs

SoftExpert Training also allows for importing costs via an Excel spreadsheet, through which it is possible to add multiple costs all at once. 

The template spreadsheet that must be used will be available in the Select file step, in the "First time?" section of the import screen. Follow the steps below to import costs:

1. In the Cost tab, click on the side toolbar button.

2. On the screen that will open, click on Start to begin the import.

3. On the import screen, download the template spreadsheet in the First time? section.

3. Open the spreadsheet from the directory and fill out the columns with the ID #s of the training and of the cost type, as well as with the estimated cost and the actual cost; if you wish, also fill out the description columns.

4. Then, after saving the spreadsheet correctly, drag it to the field available in the Send file section to perform the import.

5. Click on Next to move on to the next step.

6. In the Run step, verify the associated costs and, if you wish, delete them using the side toolbar button.

7. Then, click on Next.

8. The View step will display errors, if there is any. If errors occur in the import, click on Previous to return to the Select file step and fix them. If there is none, click on Finish to complete the import.

Conclusion

This is how costs are associated with trainings.