Session cost management

To manage costs for a training session, a tab on the session form is dedicated, called Accounts.

• All figures on this page are Exclusive of Tax.

• The costs correspond to the expenses incurred in organising this training session.

• They can be:

  • Collective (pedagogical costs for in-house training or room rental)

  • Or individual (e.g. inter-company pedagogical costs or catering costs).

• If the cost line is collective, it is only counted once on the cost of the session.

• If the cost line is individual, it is multiplied by the number of registrations.

Cost characteristics

A Cost section includes:

• Name*

• Cost type * : a list of cost categories must be filled in beforehand (settings menu/cost types)

• Start & End Date *

• Unit price (excl. VAT): this field is an indicative price

• Type:

  • Collective

  • Individual : cost per registrant – 2 possibilities either put a single price in the Unit price field, this price is then set automatically for each registrant by default, or override the price per entry.

• A Supplier section to enter a training organisation or a supplier previously entered in the list of organisations or suppliers or a supplier not referenced in the text field.

• An Invoice section to complete with the supplier invoices received.

• An Accounting section where you can enter a payment date and a possible batch number.

Breakdown of costs

• Definition: This breakdown is the calculation of the cost of registering for a session OR a session.

• This calculation requires a breakdown of collective costs per individual in order to be able to extract cost-per-service analyses, for example.

• It is also possible to break down the costs by face-to-face session (case of a session with several sessions).

• The second operation is optional and depends on the configuration choices.

• There are several ways to do this in the platform :

  • The breakdown is done directly in the case of an addition, deletion or modification of a cost.

  • The breakdown is done when accessing the Accounts page in the case of a modification of registrations to a session (register or unregister users, change session, import registrations to a session),

  • The breakdown is done during batch processing, entitled : Cost Distribution.

To work with the calculated data (cost, session information, session, and so on), use the Costs in Analyses template.

Example of Calculating Cost Per Session & Per Session

Here are some things to illustrate the costs that a manager can capture on a session. Let's take the example of a session with 2 sessions of the same duration (1 hour) + 2 people registered for the sessions.

The items entered at the cost level in the Balance sheet - Costs

Breakdown by session

Consolidated/broken down information by session, extracted from the analysis (5 rows in total).

Breakdown by session

The costs are divided per session, and for each registrant, since the sessions have the same duration, the cost is divided by 2.

 Consolidated/broken down information by sale & by session, extracted from the analysis – 10 rows in total

Example with rounding rule

• Here is the rounding rule for group prices.

• If a price with a collective cost of 1000 euros is defined, with a session of 3 registrants, you will see 3 lines in the price breakdown:

  • Registration 1: €333.33

  • Registration 2: €333.33

  • Registration 3: €333.34

• This is in order to maintain the total : 333.33 + 333.33 + 333.34 = 1000, and to have only 2 decimal places on the amounts. It doesn't matter which of the 3 registrants pays that extra euro cent.