Expense Estimate Creation Rules

  • iPad
  • Online

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
    • Currency_vod

    When using multi-currency orgs, this field must also be placed on the appropriate page layout.

    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
    • Currency_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.

Creating Expense Estimate Creation Rules

  • Online

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
  • Online

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:

Field

Value

EM_Event_vod

References Sarah’s event

Estimate_vod

Uses the following formula to calculate the cost:

Estimate_vod = Cost_vod = 350.00

Expense_Type_vod

The same expense type referenced from the Estimate Travel rule

Event_Business_Rule_vod

References the Estimate Travel event rule

Event_Business_Rule_Parameter_vod

Car

Event Budget_vod

References the budget associated with Sarah’s event

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:

Field

Record One

Record Two

Record Three

EM_Event_vod

References Sarah’s event

Estimate_vod

Uses the following formula to calculate the cost:

Estimate_vod = Cost_vod *
Days of Event
Estimate_vod = 100.00 * 2 = 200.00

Uses the following formula to calculate the cost:

Estimate_vod =
Cost_vod * (Event End Time -
Event Start Time for the two days)
Estimate_vod = 20.50 * 16 = 328.00

Uses the following formula to calculate the cost:

Estimate_vod = Cost_vod
Estimate_vod = 300.00

Expense_Type_vod

The same expense type referenced from the event rule

Event_Business_Rule_vod

Estimate Microphone Expense

Estimate Projector Expense

Estimate Video Camera Expense

Event_Business_Rule_Parameter_vod

Microphones Projectors Video Cameras

Event Budget_vod

References the budget associated with Sarah’s event

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:

Field

Value

EM_Event_vod

References Sarah’s event

Estimate_vod

Uses the following formula to calculate the cost:

Estimate_vod = Cost_vod * Nights of Event
Estimate_vod = 150.00 * 2 = 300.00

Expense_Type_vod

The same expense type referenced from the event rule

Event_Business_Rule_vod

Speaker Lodging Estimate

Event_Business_Rule_Parameter_vod

Hotel

Event Budget_vod

References the budget associated with Sarah’s event