Expense Estimate Creation Rules

• iPad
• Browser

Event organizers frequently incur expenses associated with an event and log estimates for those expenses when planning for the event. Event admins can configure Expense Estimate Creation rules to automate this process whenever the organizer executes an action. This reduces the time required to plan an event and also minimizes user error when creating estimates for these expenses.

Several types of Expense Estimate Creation rules exist, each of which can be controlled by country and event type:

• Meal Estimates
• Speaker Travel Estimates
• Speaker Lodging Estimates
• AV Equipment Estimates
• Flat Fee Estimates

For example, Sarah Jones is scheduling a multi-day event featuring multiple speakers. After Sarah inputs all speaker travel information, equipment used, and meals for her attendees, she selects the custom button Calculate Estimates. Selecting this button triggers event rules configured for each of the expense types Sarah has logged. Expense estimates, each appropriately calculated and associated with the appropriate budget, are automatically created.

See Examples of Expense Estimate Creation Rules for more detailed examples of these rules.

If an event is modified Online and the rule is executed offline, the rule still runs and creates expense estimate records.

Enabling Expense Estimate Creation Rules

To enable Expense Estimation Creation rules:

1. Ensure the Event Business Rules are configured.

2. Grant admins the following permissions:

   Object	OLS	Record Types	Fields	FLS
   EM_Business_Rule_vod	CRUD	Expense_Estimate_Meal_Rule_vod Expense_Estimate_Speaker_Travel_Rule_vod Expense_Estimate_Speaker_Lodging_Rule_vod Expense_Estimate_AV_Equipment_Rule_vod Expense_Estimate_Flat_Fee_Rule_vod	Expense_Type_vod Minimum_Travel_Distance_vod Maximum_Travel_Distance_vod Distance_Unit_Type_vod Rate_Type_vod AV_Equipment_vod Flat_Fee_Expense_vod Meal_Type_vod Speaker_Transportation_Method_vod Speaker_Lodging_Type_vod	Edit
   EM_Business_Rule_Configuration_vod	CRUD	n/a	Cost_vod	Edit
   EM_Event_vod	CRUD	n/a	AV_Equipment_vod Flat_Fee_Expense_vod Meal_Type_vod	Edit
   EM_Event_Speaker_vod	CRUD	n/a	Speaker_Transportation_Method_vod Speaker_Travel_Distance_vod Speaker_Lodging_Type_vod Speaker_Lodging_Nights_vod Distance_Unit_Type_vod	Edit
   EM_Expense_Estimate_vod	CRUD	n/a	Event_Business_Rule_vod Event_Business_Rule_Parameter_vod	Edit

3. Grant end users the following permissions:

   Object	OLS	Record Types	Fields	FLS
   EM_Business_Rule_vod	R	Expense_Estimate_Meal_Rule_vod Expense_Estimate_Speaker_Travel_Rule_vod Expense_Estimate_Speaker_Lodging_Rule_vod Expense_Estimate_AV_Equipment_Rule_vod Expense_Estimate_Flat_Fee_Rule_vod	Expense_Type_vod Minimum_Travel_Distance_vod Maximum_Travel_Distance_vod Distance_Unit_Type_vod Rate_Type_vod AV_Equipment_vod Flat_Fee_Expense_vod Meal_Type_vod Speaker_Transportation_Method_vod Speaker_Lodging_Type_vod	Read
   EM_Business_Rule_Configuration_vod	R	n/a	Cost_vod	Read
   EM_Event_vod	RU	n/a	AV_Equipment_vod Flat_Fee_Expense_vod Meal_Type_vod	Edit
   EM_Event_Speaker_vod	RU	n/a	Speaker_Transportation_Method_vod Speaker_Travel_Distance_vod Speaker_Lodging_Type_vod Speaker_Lodging_Nights_vod Distance_Unit_Type_vod	Edit
   EM_Expense_Estimate_vod	RU	n/a	Event_Business_Rule_vod Event_Business_Rule_Parameter_vod	Edit

4. Place all configured EM_Event_vod and EM_Event_Speaker_vod fields on the appropriate page layouts.

   Since organizers must populate the Speaker Travel Distance field first, Veeva recommends adding the Speaker_Travel_Distance_vod field above the Speaker_Transportation_Method_vod field on EM_Event_Speaker_vod page layouts. When using multi-currency orgs, the CurrencyIsoCode field must also be placed on the appropriate page layout.

Creating Expense Estimate Creation Rules

All Event Rules are created from the Event Business Rules tab. The selected record type of the new EM_Event_Business_Rule_vod object determines which fields admins must populate:

1. Navigate to the Event Business Rules tab.

2. Create a new Event Rule with the appropriate record type:

   • Expense_Estimate_Meal_Rule_vod
   • Expense_Estimate_Speaker_Travel_Rule_vod
   • Expense_Estimate_Speaker_Lodging_Rule_vod
   • Expense_Estimate_AV_Equipment_Rule_vod
   • Expense_Estimate_Flat_Fee_Rule_vod
3. Select Next.

4. Populate the following fields:

   • Name

   • Expense_Type_vod – Use the lookup field to select the appropriate EM_Expense_Type_vod record.

     Expense Estimates are not created if the selected Expense Type is not active or is a child of another EM_Expense_Type_vod record.

   • Run_Rule_Event_Action_vod – Enter the appropriate button name to run the rule whenever the event organizer selects the button. Enter only one button name and do not use any of the following buttons:
   • Attendee_Reconciliation_vod
   • Cancel_Event_vod
   • Generate_Invitations_vod
   • Generate_Sign_In_vod
   • Manage_Attendees_vod
   • Manage_Attendees_Hub_vod
   • Preview_Event_QR_Code_vod
   • Record_a_Call_vod
   • Reschedule_vod
   • Schedule_Engage_vod
   • Send_Email_vod
   • Start_Webinar_vod
   • Submit_to_Cvent_vod
   • View_Signatures_vod

5. Populate the following additional fields based on the selected record type:

   Rule Record Type	Additional Fields	Description
   Expense_Estimate_Meal_Rule_vod	Meal_Type_vod	The picklist value added to an applicable event’s Meal_Type_vod multi-select picklist.
   Expense_Estimate_Speaker_Travel_Rule_vod	Speaker_Transportation_Method_vod	The picklist value added to an applicable Event Speaker’s Speaker_Transportation_Method_vod picklist.
   	Minimum_Travel_Distance_vod	The minimum speaker travel distance required to qualify for this rule.
   	Maximum_Travel_Distance_vod	The maximum speaker travel distance required to qualify for this rule.
   	Distance_Unit_Type_vod	Select either Kilometers or Miles.
   Expense_Estimate_Speaker_Lodging_Rule_vod	Rate_Type_vod	Determines how the estimated cost is calculated. Select one of the following values: Day Event See Using Expense Estimate Creation Rules for more information.
   	Speaker_Lodging_Type_vod	The picklist value added to an applicable Event Speaker’s Speaker_Lodging_Type_vod picklist.
   Expense_Estimate_AV_Equipment_Rule_vod	AV_Equipment_vod	The picklist value added to an applicable event’s AV_Equipment_vod multi-select picklist.
   	Rate_Type_vod	Determines how the estimated cost is calculated. Select one of the following values: Hour Day Event See Using Expense Estimate Creation Rules for more information.
   Expense_Estimate_Flat_Fee_Rule_vod	Flat_Fee_Expense_vod	The picklist value added to an applicable event’s Flat_Fee_Expense_vod multi-select picklist.
   	Rate_Type_vod	Determines how the estimated cost is calculated. Select one of the following values: Hour Day Event See Using Expense Estimate Creation Rules for more information.

   Fields in bold are rule-specific parameters used when validating the event rule. These fields cannot be edited after the record is created.

6. Select Save.

Creating Event Rules Configurations

After the event rule is created, admins must associate the event rule with a new EM_Business_Rule_Configuration_vod record to determine which event type, country, and timespan the rule should apply to.

To associate event rules to EM_Business_Rule_Configuration_vod records, create a new EM_Business_Rule_Configuration_vod record from the Business Rule Configurations related list of the appropriate business rule with the following field values:

• Event_Business_Rule_vod – Automatically populates with the appropriate event rule
• Event_Type_vod – Enter the appropriate EM_Event_vod record type the event rule applies to
• Country_vod – Use the lookup to select the appropriate Country_vod record
• Rule_Start_Date_vod
• Rule_End_Date_vod

• Cost_vod – The cost of each instance of the associated Expense Estimate rule. Used when calculating estimate costs.

  For example, in an AV Equipment Estimate rule with a Rate Type of Hour, Cost_vod represents the estimated cost of one hour of equipment use.

• Currency_vod – Use the picklist to select the appropriate currency. Only necessary in multi-currency enabled orgs.

Only one business rule configuration can be active for each combination of Event_Type_vod, Event_Business_Rule_vod, and Country_vod.

Using Expense Estimate Creation Rules

• iPad
• Browser

Event organizers can use fields on the EM_Event_vod and EM_Event_Speaker_vod page layouts in conjunction with event rules to automatically generate expense estimates. These fields display to event organizers as picklists. The displayed values of these picklists depend on the event matching the Country and Event Type of active event rules of the appropriate record type:

• Meal_Type_vod – Used for Expense_Estimate_Meal_Rule_vod type event rules
• AV_Equipment_vod – Used for Expense_Estimate_AV_Equipment_Rule_vod type event rules
• Flat_Fee_Expense_vod – Used for Expense_Estimate_Flat_Fee_Rule_vod type event rules

For expenses relating to speakers, event organizers can populate the following fields on the appropriate EM_Event_Speaker_vod record:

• Speaker_Travel_Distance_vod – Used to record a speaker’s traveling distance from an event
• Speaker_Transportation_Method_vod – A picklist used in Expense_Estimate_Speaker_Travel_Rule_vod type event rules. The values of this picklist are determined by active event rules where the Speaker_Travel_Distance_vod field is within the range of the event rule
• Speaker_Lodging_Type_vod – A picklist used in Expense_Estimate_Speaker_Lodging_Rule_vod type event rules. The values of this picklist depend on the event type and country matching active event rules.
• Speaker_Lodging_Nights_vod – Automatically populates based on the number of days of the event

After populating all the appropriate fields, event rules run whenever the event organizer selects the button corresponding to the event rule’s Run_Rule_Event_Action_vod field.

Expense Estimates Created from Rules

Whenever an expense estimate creation rule runs, an EM_Expense_Estimate_vod record is created with the following values:

• Event – References the corresponding EM_Event_vod record

• Estimate – Uses the Cost_vod field from the corresponding EM_Business_Rule_Configuration_vod record to calculate a total estimate based on each record type:

  Rule Record Type	Calculation Logic
  Expense_Estimate_Meal_Rule_vod	Also uses the Estimated_Attendance_vod field from the corresponding event: Estimated_Attendance_vod * Cost_vod If the event organizer selects multiple meal types, each meal type is independently calculated.
  Expense_Estimate_Speaker_Travel_Rule_vod	Cost_vod
  Expense_Estimate_Speaker_Lodging_Rule_vod	Also uses the Speaker_Lodging_Nights_vod field from the appropriate Event Speaker. When the Rate_Type_vod of the Event Rule = Day: Cost_vod * Speaker_Lodging_Nights_vod When the Rate_Type_vod of the Event Rule = Event: Cost_vod
  Expense_Estimate_AV_Equipment_Rule_vod	When the Rate_Type_vod of the Event Rule = Hour: Cost_vod * Number of Hours at the Event When the Rate_Type_vod of the Event Rule = Day: Cost_vod * Number of Nights at the Event When the Rate_Type_vod of the Event Rule = Event Cost_vod If the event organizer selects multiple AV equipment types, each type is independently calculated.
  Expense_Estimate_Flat_Fee_Rule_vod	When the Rate_Type_vod of the Event Rule = Hour: Cost_vod * Number of Hours at the Event When the Rate_Type_vod of the Event Rule = Day: Cost_vod * Number of Nights at the Event When the Rate_Type_vod of the Event Rule = Event Cost_vod If the event organizer selects multiple flat fee types, each type is independently calculated.

• Expense Type – The value of the Expense_Type_vod field from the Event Rule used to create the record

  If multiple expense estimates were created with the same expense type, roll ups calculate based on the first created expense estimate record. This record is linked to the expense line record.

• EM Business Rule – References the Event Rule used to create the record
• EM Business Rule Parameter – Displays the rule-specific parameter from the Event Business Rule used to create the record

• Event Budget –References the corresponding EM_Event_Budget_vod record associated with the record’s EM_Event_vod field

  If there is more than one budget associated with the event, this field defaults to the oldest associated budget based on the CreatedDate field. This field remains blank if there are no associated budgets.

If an Expense Estimate Creation rule is deleted, the corresponding picklist option no longer displays to end users, but any EM_Expense_Estimate_vod records created by the rule are not deleted.

Examples of Expense Estimate Creation Rules

Example: Speaker Travel Estimates

The Events Admin wants to create an event rule to automatically calculate an estimated cost to transport a speaker by car:

1. Navigate to the Event Business Rules tab.

2. Create an EM_Business_Rule_vod record with the following properties:

   Property	Entered Value
   Record Type	Expense_Estimate_Speaker_Travel_Rule_vod
   Rule_Name_vod	Estimate by Car
   Expense_Type_vod	The corresponding EM_Expense_Type_vod record
   Run_Rule_Event_Action_vod	A custom button created specifically for this rule: Estimate_Expenses__c
   Speaker_Transportation_Method_vod	Car
   Minimum_Travel_Distance_vod	20
   Maximum_Travel_Distance_vod	120
   Distance_Unit_Type_vod	Miles

3. Select the New button from the event rule’s Event Business Rule Configuration related list.

4. Enter the following field values:

   Field	Entered Value
   Event_Business_Rule_vod	Estimate by Car
   Event_Type_vod	Speaker_Program_vod
   Country_vod	US
   Rule_Start_Date_vod	January 1, 2020
   Rule_End_Date_vod	December 31, 2025
   Cost_vod	350.00

   The event admin is working in a single currency org (USD), so they do not populate the Currency_vod field.

Sarah Jones organizes a Speaker Program with Dr. Ackerman as the speaker, who lives 60 miles away from the event’s location and will travel to the event via car. Sarah records this distance in the Speaker_Travel_Distance_vod field in Dr. Ackerman’s EM_Event_Speaker_vod record.

She also selects the Speaker_Transportation_Method_vod picklist on the EM_Event_Speaker_vod record. Since the event is a Speaker Program and the travel distance is within the range of the Estimate by Car event rule, the picklist renders with one possible value: Car. Sarah selects Car and saves the speaker record.

After Sarah is finished planning the event, she selects the Estimate Expenses button from the event. An EM_Expense_Estimate_vod record is automatically created with the following properties:

Estimate_vod = Cost_vod = 350.00

Example AV Estimates

For example, the Events Admin wants to create an event rule to automatically calculate the estimated cost for renting the following types of AV equipment:

• Microphones
• Projectors
• Video Cameras

1. Navigate to the Event Business Rules tab.

2. Create three EM_Business_Rule_vod records with the following properties:

   Property	Microphone Record	Projector Record	Video Camera Record
   Record Type	Expense_Estimate_AV_Equipment_Rule_vod
   Rule_Name_vod	Estimate Microphone Expense	Estimate Projector Expense	Estimate Video Camera Expense
   Expense_Type_vod	The corresponding EM_Expense_Type_vod record
   Run_Rule_Event_Action_vod	A custom button: Estimate_Expenses__c
   AV_Equipment_vod	Microphones	Projectors	Video Cameras
   Rate_Type_vod	Day	Hour	Event

3. Select the New button from the event rule’s Event Business Rule Configuration related list.

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

   Field	Microphone Record	Projector Record	Video Camera Record
   Event_Business_Rule_vod	Estimate Microphone Expense	Estimate Projector Expense	Estimate Video Camera Expense
   Event_Type_vod	Congress_vod
   Country_vod	France
   Rule_Start_Date_vod	January 1, 2020
   Rule_End_Date_vod	December 31, 2025
   Cost_vod	100.00	20.50	300.00
   Currency_vod	Euro

Sarah Jones organizes a Congress event in France that occurs over the course of two days. She navigates to the AV_Equipment_vod multi-select picklist. Since her event is a Congress in France and is within the timespan of the event rules, three options are available:

• Microphones
• Projectors
• Video Cameras

She selects all three options and selects the Estimate Expenses button. This creates three EM_Expense_Estimate_vod records:

Estimate_vod = Cost_vod *

Days of Event

Estimate_vod = 100.00 * 2 = 200.00

Estimate_vod =

Cost_vod * (Event End Time -

Event Start Time for the two days)

Estimate_vod = 20.50 * 16 = 328.00

Estimate_vod = Cost_vod

Estimate_vod = 300.00

Example: Speaker Lodging Estimates

For example, the Events Admin wants to create an event rule that automatically calculates the expense for lodging an event speaker for two nights.

1. Navigate to the Event Business Rules tab.

2. Create an EM_Business_Rule_vod record with the following properties:

   Property	Entered Value
   Record Type	Expense_Estimate_Speaker_Lodging_Rule_vod
   Rule_Name_vod	Speaker Lodging Estimate
   Expense_Type_vod	The corresponding EM_Expense_Type_vod record
   Run_Rule_Event_Action_vod	A custom button: Estimate_Expenses__c
   Rate_Type_vod	Day
   Speaker_Lodging_Type_vod	Hotel

3. Select the New button from the event rule’s Event Business Rule Configuration related list.

4. Enter the following field values:

   Field	Entered Value
   Event_Business_Rule_vod	Speaker Lodging Estimate
   Event_Type_vod	Speaker_Program_vod
   Country_vod	US
   Rule_Start_Date_vod	January 1, 2020
   Rule_End_Date_vod	December 31, 2025
   Cost_vod	150.00

   The event admin is working in a single currency org (USD), so they do not populate the Currency_vod field.

Sarah Jones organizes a Speaker Program with Dr. Ackerman as the speaker. The event takes place over two days, so the Speaker_Lodging_Nights_vod field on the EM_Event_Speaker_vod record associated with Dr. Ackerman automatically populates with a value of two.

Sarah selects the Speaker_Lodging_Type_vod picklist on Dr. Ackerman’s EM_Event_Speaker_vod record. Since the event is a Speaker Program in the US within the timespan of the Speaker Lodging Estimate event rule, the picklist renders with one value: Hotel. Sarah selects Hotel

After Sarah is finished planning the event, she selects the Estimate Expenses button from the event. An EM_Expense_Estimate_vod record is automatically created with the following properties:

Estimate_vod = Cost_vod * Nights of Event

Estimate_vod = 150.00 * 2 = 300.00

Utilizing Event Format and Location Type in Expense Estimate Creation Rules

Admins can configure the following types of Expense Estimate Creation Rules to only apply to certain event formats or location types, improving both efficiency and compliance when planning events:

• Meal Estimates

By making business rules more specific, admins can avoid creating redundant business rules.

See Utilizing Event Format and Location Type in Event Business Rules for more information.