Examples of Expense Limit Rules

This topic contains detailed examples for each type of Event Expense Limit Rule.

Per Event Expense Limit Rule

The admin wants to warn event organizers if a planned Speaker Program in the US’s total estimated Expenses for AV equipment exceeds $1000.

To implement this restriction:

1. Navigate to the Event Business Rules tab.
2. Create an event business rule with a record type of EM_Per_Event_Expense_Type_Limit_Rule_vod.

3. Populate the following fields:

   Field	Value
   Rule Name	AV Equipment Expense Limits
   Run_On_Event_Action_vod	Submit_for_Approval_vod
   Expense_Category_vod	Estimate
   Expense_Type_vod	AV Equipment
   Event_Status_vod	Planned_vod;;
   Warning_Type_vod	Soft Warning
   Warning_Text_vod	EM_RULE_PER_EVENT_EXPENSE_LIMIT (Populated automatically)
   Comment_Required_vod	Required

4. Select Save.

After creating the Event Business Rule, the admin associates the rule to the appropriate Event Type and Country:

1. Navigate to the AV Equipment Expense Limits record.
2. Navigate to the Event Business Rule Configurations related list.
3. Select New.

4. Create an Event Business Rule Configuration record with the following values:

   Field	Value
   Event_Business_Rule_vod	AV Equipment Expense Limits (Populated automatically)
   Event_Type_vod	Speaker_Program_vod
   Country_vod	United States
   Rule_Start_Date_vod	January 1, 2020
   Rule_End_Date_vod	December 31, 2050
   Minimum Spend Limit	Field left empty
   Maximum Spend Limit	1000 USD

5. Select Save.

Sarah Jones plans a speaker program in the US, and adds several estimated AV expenses totaling $1010. When she selects Submit for Approval, the following soft warning displays:

AV Equipment Actual expense for this event must be between USD 0 and USD 1000. Current total is USD 1010.

Sarah enters and submits her comments on why the expense estimate is valid despite it exceeding the limit, then continues the planning process.

Per Event Attendee Expense Limit Rule

The admin wants to warn event organizers when planning an Approved event in the US if the total Actual expense per Professional Attendee for alcoholic beverages does not fall between $20 and $500.

To implement this restriction:

1. Navigate to the Event Business Rules tab.
2. Create an event business rule with a record type of EM_Per_Event_Attendee_Expense_Limit_Rule_vod.

3. Populate the following fields:

   Field	Value
   Rule Name	Attendee Beverage Expense Limits
   Run_On_Event_Action_vod	Check_Expenses_vod
   Expense_Category_vod	Actual
   Expense_Type_vod	Beverages
   Event_Status_vod	Approved_vod;;
   Warning_Type_vod	Soft Warning
   Warning_Text_vod	EM_RULE_PER_EVENT_ATTENDEE_EXPENSE_LIMIT (Populated automatically)
   Comment_Required_vod	Optional

4. Select Save.

After creating the Event Business Rule, the admin then associates the rule to the three relevant Event Types and the Country:

1. Navigate to the Attendee Beverage Expense Limits record.
2. Navigate to the Event Business Rule Configurations related list.

3. Create three new Event Business Rule Configurations with the following values:

   Field	Record 1	Record 2	Record 3
   Event_Business_Rule_vod	Attendee Beverage Expense Limits (Populated automatically)
   Event_Type_vod	Speaker_Program_vod	Lunch_and_Learn_vod	Congress_vod
   Country_vod	United States
   Rule_Start_Date_vod	January 1, 2020
   Rule_End_Date_vod	December 31, 2050
   Minimum Spend Limit	20 USD
   Maximum Spend Limit	500 USD

4. Select Save.

Sarah Jones schedules a speaker program in the US, which is later approved by management. After the event is over, she creates several actual expenses of the event, including meal and alcohol expenses for each attendee. One Professional-type attendee, Clinton Ackerman, has a total of $15 in this category. When Sarah selects Check Expenses, the following soft warning displays:

Total Beverages Actual expense per head for this event must be between 20 and 500. One or more attendees has violated this rule.

Since Dr. Ackerman’s total is close to the minimum limit, Sarah dismisses the soft warning without leaving a comment and continues the planning process.

Attendee Expense Cap Rule

The admin wants to warn event organizers when a Prescriber Attendee’s total meal expenses in a Speaker Program exceeds $1000 within a calendar year, or if the attendees total meal expenses in a Congress exceeds $2000 within a calendar year.

To implement this restriction:

1. Navigate to the Event Business Rules tab.
2. Create an event business rule with a record type of EM_Attendee_Expense_Cap_Rule_vod.

3. Populate the following fields:

   Field	Value
   Rule Name	Prescriber Yearly Meal Expense Cap
   Run_On_Event_Action_vod	Check_Expenses_vod
   Expense_Type_vod	Meal
   Attendee_Account_Type_vod	Prescriber_vod
   Attendee_Status_vod	Closed_vod;;Attended_vod;;Signed_vod;;
   Date_Threshold_Type_vod	Calendar Year
   Warning_Type_vod	Soft Warning
   Warning_Text_vod	EM_RULE_ATTENDEE_EXPENSE_CAP_LIMIT (Populated automatically)
   Comment_Required_vod	Required

4. Select Save.

After creating the Event Business Rule, the admin then associates the rule to the relevant Event Type and the two relevant countries:

1. Navigate to the Prescriber Yearly Meal Expense Cap record.
2. Navigate to the Event Business Rule Configurations related list.

3. Create two new Event Business Rule Configurations with the following values:

   Field	Record 1	Record 2
   Event_Business_Rule_vod	Prescriber Yearly Meal Expense Cap (Populated automatically)
   Event_Type_vod	Speaker_Program_vod	Congress_vod
   Country_vod	United States
   Rule_Start_Date_vod	January 1, 2020
   Rule_End_Date_vod	December 31, 2050
   Minimum_Spend_Limit_vod	0 USD
   Maximum_Spend_Limit_vod	1000 USD	2000 USD

4. Select Save.

Sarah Jones schedules a speaker program in the US with Dr. Ackerman, a Prescriber, as an attendee. After the event is over, she creates meal expenses for all of her attendees. Dr. Ackerman is a frequent attendee of Sarah’s events, so his annual meal expenses at speaker programs is $1150. When Sarah selects Check Expenses, the following soft warning displays:

The total Meal expense attributed to Clinton Ackerman must be between 0 USD and 1000 USD. Current total is 1150 USD.

Sarah enters and submits her comments on why Dr. Ackerman’s total exceeds the yearly limit, dismisses the soft warning, and continues the planning process.

Cross-Event Attendee Expense Cap Rule

The admin wants to prevent organizers from submitting an event when a Prescriber attendee’s total annual meal expenses across all speaker programs, congresses, and lunch and learns exceeds $5000.

To implement this restriction:

1. Navigate to the Event Business Rules tab.
2. Create an event business rule with a record type of EM_Cross_Event_Attendee_Expense_Cap_Rule_vod.

3. Populate the following fields:

   Field	Value
   Rule Name	Cross-Event Prescriber Yearly Meal Expense Cap
   Run_On_Event_Action_vod	Check_Expenses_vod
   Expense_Type_vod	Meal
   Attendee_Account_Type_vod	Prescriber_vod
   Attendee_Status_vod	Requested_vod;;Attended_vod;;Invited_vod;;
   Date_Threshold_Type_vod	Calendar Year
   Minimum_Spend_Limit_vod	Field left empty
   Maximum_Spend_Limit_vod	5000 USD
   Warning_Type_vod	Hard Warning
   Warning_Text_vod	EM_RULE_CROSSEVENT_ATTENDEE_EXPENSE_CAP_LIMIT (Populated automatically)

4. Select Save.

After creating the Event Business Rule, the admin then associates the rule to the three appropriate Event Types and country:

1. Navigate to the Cross-Event Prescriber Yearly Meal Expense Cap record.
2. Navigate to the Event Business Rule Configurations related list.

3. Create three new Event Business Rule Configurations with the following values:

   Field	Record 1	Record 2	Record 3
   Event_Business_Rule_vod	Prescriber Yearly Meal Expense Cap (Populated automatically)
   Event_Type_vod	Speaker_Program_vod	Congress_vod	Lunch_and_Learn_vod
   Country_vod	United States
   Rule_Start_Date_vod	January 1, 2020
   Rule_End_Date_vod	December 31, 2050

4. Select Save.

Sarah Jones schedules a speaker program in the US with Dr. Ackerman, a Prescriber, as an attendee. She creates meal estimates for each of her attendees while planning the event. Dr. Ackerman is a frequent attendee of Sarah’s events, so his annual meal expenses across all speaker programs, congresses, and lunch and learns is $5500. When Sarah selects Check Expenses, the following hard warning displays:

The total Meal expenses attributed to Clinton Ackerman must be between 0 USD and 5000 USD. Current total is 5500 USD.

Sarah is prevented from submitting her event until she adjusts Clinton Ackerman’s meal expenses to not exceed the $5000 threshold.

Actual Versus Estimate Expense Threshold Rule

The admin wants to warn event organizers when any speaker program’s actual meal expenses exceeds the event’s estimated meal expenses by 10% or more.

To implement this restriction:

1. Navigate to the Event Business Rules tab.
2. Create an event business rule with a record type of EM_Actual_Versus_Estimate_Expense_Threshold_Rule_vod.

3. Populate the following fields:

   Field	Value
   Rule Name	Meal Estimate Threshold
   Run_On_Event_Action_vod	Submit_for_Approval_vod
   Expense_Type_vod	Meal
   Percent_Threshold_vod	10%
   Global_Rule_vod	Selected
   Event_Status_vod	Approved_vod;;
   Warning_Type_vod	Soft Warning
   Warning_Text_vod	EM_RULE_ACTUAL_VERSUS_ESTIMATE_EXPENSE_THRESHOLD (Populated automatically)
   Comment_Required_vod	Required

4. Select Save.

After creating the Event Business Rule, the admin then associates the rule to the three relevant event types:

1. Navigate to the Meal Estimate Threshold record.
2. Navigate to the Event Business Rule Configurations related list.

3. Create three Event Business Rule Configurations with the following values:

   Field	Record 1	Record 2	Record 3
   Event_Business_Rule_vod	Meal Estimate Threshold (Populated automatically)
   Event_Type_vod	Speaker_Program_vod	Congress_vod	Lunch_and_Learn_vod
   Rule_Start_Date_vod	January 1, 2020
   Rule_End_Date_vod	December 31, 2050

   Since this is a global rule, the admin does not need to populate the Country_vod field

4. Select Save.

Sarah Jones schedules a speaker program in the US. During the planning process, she creates $500 of estimated meal expenses. After the event is over, Sarah creates more expenses to represent the actual cost of meals, adding up to a total of $600. Since this exceeds the 10% threshold, when Sarah selects Submit for Approval, the following soft warning displays:

Actual expense(s) for meals cannot exceed the Estimated value by 10 percent. Current Actual value is $600.​

Sarah enters and submits her comments on why the actual expenses exceed the threshold. Her event is then submitted for approval.