DTA - Splitting costs of a request

You must choose a budget for every request for an external course. Costs are often split among several budgets. For example, 50% is assigned to the individual budget and 50% to the department budget. 

Or if an in-company course is booked for users from different departments. In this case it is handy if those costs can be split proportionately across the various department budgets.

Splitting a transaction over various budgets:

You can split the transaction after the request has been approved by the provider. When you start a request you must always select one budget. It is not possible at that stage to select several budgets. 

In order to split the costs of a request, go to the section 'Price break-down' in the request and then click on the blue button 'Reallocate costs.'

This takes you to the transaction that is linked to the request. Under 'Reallocate costs' click on 'Reallocate to participants or academy budgets' to add a new line. You can then split the transaction based on a percentage or an exact amount. In the example below the transaction is split between two academy budgets. It is possible to add several lines, as long as the total amount that you want to split is no higher than the costs of the course. 

Then click in the right top corner on 'Reallocate costs.' A pop-up will appear in which you can confirm the cost split. When you click on 'Confirm' the cost split is definite and can no longer be cancelled.

Two new transactions have been created which can be found under 'DTA > Budgets > Transactions'. If (a part of) the split amount is linked to the user, the transaction can also be found under 'Transactions' in the user's  learning progress.

Remark: approval managers of various budgets do not have to approve the cost split; they will receive a notification that a transaction has occurred on their budget.

Customers who make use of the Studytube billing service, can split the costs up to the course start date. After that the provider will often have already sent the invoice, so the change can no longer be processed. We will also see to it that all changes are properly processed in the Billing Service.