The budget overview provides insight into spending and the remaining budget per department. This lets you monitor training costs and take timely action when budgets are at risk of being exceeded.
Requirements
- You need the Rapportage_Budget&Kosten_Budget right to open the budget overview.
- The Charge training costs to department budgets portal setting must be set to Yes.
Open the budget overview
Go to Reports > Budget & Costs > Budget and costs to open the overview.
Overview per department
The overview shows the following for each department:
| Column | Description |
|---|---|
| Department | The name of the department. |
| Budget | The total available budget for the selected year. |
| Spent | The total amount spent on trainings. |
| Remaining | The budget that is still available. |
| Percentage | The percentage of the budget that has been spent. |
Filter
You can filter the overview by:
- Year — Select the required budget year.
- Department — Filter by a specific department or sub-department.
Export
Click Export to download the budget overview as an Excel or CSV file.
Cost types report
For a detailed overview of costs per type:
- Go to Reports > Budget & Costs > Cost types.
- Filter by period and department.
- The overview shows the distribution of costs across the configured cost types.
Budget check when selecting participants
When registering participants for a training through the manager or HR employee pages, participants with insufficient budget are automatically shown in grey when the training setting Check employee budget in catalogue is enabled. These participants cannot be selected for the training. This prevents you from registering employees when the department budget is insufficient.
Frequently asked questions
How often is the budget overview updated?
The overview is updated in real time. As soon as a training cost is charged, it is processed in the overview immediately.
Can I view the budget per user?
Yes, the Budget tab in the user profile shows the individual budget overview. Administrators, managers and HR employees with the appropriate rights can view this tab.
Why can I not select a participant when registering?
If a participant is shown in grey in the selection list, they do not have enough budget available (for trainings where Check employee budget in catalogue is enabled). Check the budget overview and adjust the budget if necessary.
How do I set up cost types?
Go to Management > Costs > Cost types to create and manage cost types.