Registering expenses in a training action

Important: this article is intended for Endalia HR users with an Administrator / HR..

Important: this article is intended for Endalia HR users with an Administrator profile.

Correctly registering the expenses of a training action is key to keeping the budget up to date and having reliable information about the actual training cost.

• What is an expense?
• Where are expenses recorded?
  • How to register an expense
  • Expense allocation between budgets
• What happens when an expense is registered?
• What should you keep in mind?
  • Usage recommendations
  • Common errors
  • Note

What is an expense?

An expense is an economic record that represents a real cost associated with a training action. For example: provider costs, didactic materials, travel, venue rental, or trainer fees.

Expenses are registered within each training action and allocated to one or more budgets of the period the action is linked to.

Important: in Endalia the correct concept is always expense, not invoice. Expenses are operational cost-control records, not accounting documents.

Prerequisites

To be able to register expenses in a training action, these three conditions must be met:

• The training action must be linked to a period.
• The period must be in Active status (if the period is in Draft, the expense block appears visible but disabled; if it's in Historical, it is read-only).
• There must be at least one budget within that period.

If the training action does not have an associated period, the expense block does not appear in the Economic Data tab.

How to register an expense

Navigation: go to the training action record > Economic Data tab > Expenses block.

1. Click on Add expense.
2. Fill in the expense fields:
   • Category / type (mandatory): select the type of expense from the dropdown (Registration, Catering, Travel, Venue/room, Trainer fees, etc.).
   • Name / description (optional): free text to identify the expense in more detail.
   • Code (optional): internal reference if your organization uses expense coding.
   • Date (mandatory): date when the expense occurred.
   • Amount (mandatory): total expense amount in euros.
3. Define the allocation between budgets (see next section).
4. Save the changes.

Allocation between budgets

Each expense must be distributed among one or more budgets of the period. The sum of all allocations must equal the total expense amount — the system does not allow saving if there's a mismatch.

Example: an expense of €1,000 can be allocated as €700 to the general budget and €300 to the technical training budget.

You can charge the expense to a single budget (100%) or distribute it among several by entering the corresponding amount for each.

If the allocation does not exactly add up to the total expense amount, the system will block saving and display an error message.

Edit and delete expenses

You can edit or delete expenses as long as the associated period is in Active status. If the period moves to Historical, expenses become read-only.

If you try to unlink the training action from its period and it has recorded expenses, the unlink button appears disabled. You must first delete all expenses before you can unlink the action from the period.

What happens when an expense is registered?

When you save an expense correctly:

• The amount is added to the total expense of the training action.
• The amount spent is updated for each budget it was allocated to.
• The available amount in the budget is recalculated.
• The variance of the training action is updated (planned cost − total expenses).
• Changes are reflected in real time on the training dashboard and in the summary block of the record.

Common errors

The training action does not have an associated period. The expense block does not appear. Solution: go to the Economic Data tab and link the action to an active period.

The period is in Draft. The expense block appears but is disabled. Solution: activate the period from the period settings.

The allocation does not match the total amount. The system blocks saving. Solution: ensure that the sum of all allocations is exactly equal to the expense amount.

The expense was charged to the wrong budget. This affects tracking and reports. Solution: edit the expense and correct the allocation while the period is Active.

Note

Registered expenses directly impact:

• budget consumption
• reports
• training analysis