Keep your training budgets accurate across multiple legal entities by assigning costs where they belong. With multi-entity training costs, you can split a training group's costs by legal entity, track spending more precisely, and export detailed budget data for reporting.
This feature is available for companies with One and Training enabled.
Overview
If a training group includes participants from different legal entities, you can allocate the group's costs across those entities instead of assigning the full amount to a single one.
When multi-entity costs are enabled:
- Costs are automatically split by participant headcount for each legal entity
- You can edit the allocated costs for each legal entity at any time
- The total group cost is calculated automatically as the sum of all legal entity costs
- Budget views and exports include the legal entity for every cost, making it easier to analyse and filter spending
When to use it
Use multi-entity costs when a training group includes participants from more than one legal entity and you need to:
- Track training expenses accurately for each legal entity.
- Manage budgets by legal entity.
- Filter and report training spending by legal entity.
- Export detailed budget information for finance or reporting purposes.
How to use
- In your sidebar, go to Training
- Open a training
- In the Training groups tab, choose a training group
- Go to the Costs tab
- If the group includes participants from multiple legal entities, enable the Costs by legal entity toggle
- Review the automatically generated cost rows for each legal entity
- The initial amounts are calculated based on participant headcount
- Edit the cost values for any legal entity as needed
- To return to a single group cost, disable the Costs by legal entity toggle
- See the per-entity breakdown in the budget detail view (legal-entity column + filter + side panel) and in training budget exports
The initial allocation is based on participant headcount. If the cost allocation doesn't match the actual expenses, you can manually edit the cost assigned to each legal entity after enabling multi-entity costs.
If the group total cannot be edited, this is expected behaviour. The total is calculated automatically from the individual legal entity costs and is read-only.
Tips and best practices
- Review the automatically generated allocations before saving to ensure they match your internal accounting practices
- Update individual legal entity costs whenever actual expenses differ from the initial headcount-based allocation
- Use the legal entity filter in the budget view to monitor spending for each entity independently
- Export budget data regularly if your finance team requires detailed cost reporting
FAQ
-
How are costs initially distributed?
When you enable multi-entity costs, the system automatically distributes the costs based on the number of participants in each legal entity.
-
Can I change the automatically calculated amounts?
Yes. After the initial allocation, you can edit the cost for each legal entity at any time.
-
Can I switch back to a single group cost?
Yes. Disable the Multi-entity costs toggle to collapse the breakdown into a single total.
-
Where can I see the legal entity breakdown?
The breakdown is available in the Training budget detail view, where each cost includes its legal entity. You can also filter by legal entity and view the information in budget exports.