Event Expense Limit Rules

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Event Expense Limit rules enable admins to set up guidelines and policies surrounding expense limits. Automating this process results in greater compliance by preventing event organizers from adding estimated and actual expenses to an event based on these restrictions.

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

  • Per Event Expense Limit Rule – Limits the total expenses Per Event Expense Type    
  • Per Event Attendee Expense Limit Rule – Limits the total expenses of an event that can be attributed to an event attendee
  • Attendee Expense Cap Rule – Limits the total expenses attributed to an attendee of a defined event type in a defined time range

    This rule uses Expense Attribution records and only applies to actual expenses, not estimates or committed expenses.

  • Cross-Event Attendee Expense Cap Rule – Limits the total expenses attributed to an attendee across all event types in a defined time range

    This rule uses Expense Attribution records and only applies to actual expenses, not estimates or committed expenses.

  • Actual Versus Estimate Expense Threshold Rule – Warn users when an actual expense exceeds a related estimate expense by a defined percent threshold

These rules can be configured to either warn event organizers of violations or prevent them from proceeding until violations are addressed.

For example, the admin at Verteo BioPharma created an internal list of business processes for running events, pulling from both external compliance regulation and internal best practices. Sarah Jones plans a Speaker Program with expenses exceeding $1000. This violates one of the defined rules, so an error displays when she attempts to save the expense informing her that her expenses cannot exceed $1000. Sarah is prevented from saving the expense estimate until she reduces the expenses of her event.

See Examples of Expense Limit Rules for detailed examples of each of these types of rules.

Prerequisites

Configuring Expense Limit Rules

To configure this feature:

  1. Grant admins the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    EM_Business_Rule_vod

    CRUD

    • EM_Per_Event_Expense_Limit_Rule_vod
    • EM_Per_Event_Attendee_Expense_Limit_Rule_vod
    • EM_Attendee_Expense_Cap_Rule_vod
    • EM_Cross_Event_Attendee_Expense_Cap_Rule_vod
    • EM_Actual_Versus_Estimate_Expense_Threshold_Rule_vod
    • Expense_Category_vod
    • Expense_Type_vod
    • Event_Status_vod
    • Attendee_Account_Type_vod
    • Attendee_Status_vod
    • Date_Threshold_Type_vod
    • Rolling_Period_vod
    • Minimum_Spend_Limit_vod
    • Maximum_Spend_Limit_vod
    • Global_Rule_vod
    • Percent_Threshold_vod
    • Warning_Type_vod
    • Warning_Text_vod
    • Comment_Required_vod

    Edit

    EM_Business_Rule_Configuration_vod

    CRUD

    • EM_Business_Rule_Configuration_vod
    • Minimum_Spend_Limit_vod
    • Maximum_Spend_Limit_vod

    Edit

    EM_Event_Override_vod

    CRUD

    • EM_Business_Rule_Soft_Warning_On_Action_vod
    • Comment_vod
    • Comment_Box_vod
    • Event_vod
    • Event_Action_vod
    • Veeva_ID_vod
    • RecordTypeId
    • Status_vod
    • Warning_Text_vod

    Edit

    EM_Event_History_vod

    CRUD

    • EM_Business_Rule_History_vod

    • Event_vod
    • EM_Business_Rule_vod
    • EM_Business_Rule_Configuration_vod
    • EM_Business_Rule_Type_vod
    • Run_Rule_Type
    • Event_Action_vod
    • Warning_Type_vod
    • Record_Violated_ID_vod
    • Record_Violated_Name_vod
    • EM_Attendee_Account_vod
    • EM_Attendee_User_vod
    • EM_Attendee_Contact_vod
    • Platform_vod
    • Action_Type_vod
    • Action_Datetime_vod
    • User_vod

    Edit

  2. Grant end users the following permissions:

    Object

    OLS

    Record Types

    Fields

    FLS

    EM_Business_Rule_vod

    R

    n/a

    • Expense_Category_vod
    • Expense_Type_vod
    • Event_Status_vod
    • Attendee_Account_Type_vod
    • Attendee_Status_vod
    • Date_Threshold_Type_vod
    • Rolling_Period_vod
    • Minimum_Spend_Limit_vod
    • Maximum_Spend_Limit_vod
    • Global_Rule_vod
    • Percent_Threshold_vod
    • Warning_Type_vod
    • Warning_Text_vod
    • Comment_Required_vod

    Read

    EM_Business_Rule_Configuration_vod

    R

    n/a

    • Minimum_Spend_Limit_vod

    • Maximum_Spend_Limit_vod

    Read

    EM_Event_Override_vod

    CRUD

    • EM_Business_Rule_Soft_Warning_On_Action_vod

    • Comment_vod

    • Comment_Box_vod

    • Event_vod

    • Event_Action_vod

    • Veeva_ID_vod

    • RecordTypeId

    • Status_vod

    • Warning_Text_vod

    Edit

    EM_Event_History_vod

    CRUD

    • EM_Business_Rule_History_vod

    • Event_vod

    • EM_Business_Rule_vod

    • EM_Business_Rule_Configuration_vod

    • EM_Business_Rule_Type_vod

    • Run_Rule_Type

    • Event_Action_vod

    • Warning_Type_vod

    • Record_Violated_ID_vod

    • Record_Violated_Name_vod

    • EM_Attendee_Account_vod

    • EM_Attendee_User_vod

    • EM_Attendee_Contact_vod

    • Platform_vod

    • Action_Type_vod

    • Action_Datetime_vod

    • User_vod

    Edit

  3. Grant admins and end users access to the following Apex classes:

    • VeevaEmBusRuleModel
    • VeevaEmBusRuleUtils
    • VeevaEmBusRuleExpense

    Admins require access to these Apex classes, as well as the VeevaEMBusRuleAttendee Apex class, in order to use Event Attendance Rules.

Creating Expense Limit Rules

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

  1. Navigate to the Event Business Rules tab.
  2. Create an Event Rule with the appropriate record type. The record type determines the type of rule:

    • EM_Per_Event_Expense_Limit_Rule_vod
    • EM_Per_Event_Attendee_Expense_Limit_Rule_vod
    • EM_Attendee_Expense_Cap_Rule_vod
    • EM_Cross_Event_Attendee_Expense_Cap_Rule_vod
    • EM_Actual_Versus_Estimate_Expense_Threshold_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. Per Event Expense Limits and Per Event Attendee Expense Limit rules can use active Expense Types that are children of other Expense Types if the Expense Category is Actual.

    • Warning_Type_vod – Select either Hard Warning or Soft Warning. See Warning Text and Tokens for more information.
    • Warning_Text_vod – Displays the Veeva Message that displays if this rule is violated. See Warning Text and Tokens for more information.
    • Comment_Required_vod – Displays only if the Warning Type is Soft Warning. Select one of the following options:
    • Required – Organizers must leave a comment when dismissing a soft warning
    • Optional – Organizers may leave a comment when dismissing a soft warning
    • Hidden – The comment box does not display
    • 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

    EM_Per_Event_Expense_Limit_Rule_vod

    Expense_Category_vod

    Restricts the rule to either Estimate or Actual Expenses.

    Event_Status_vod

    Restricts rule to run only on events in a defined Event Status.

     

    Use the following format:

     

    Status1;;Status2

    For example,

    Approved_vod;;Pending_Approval_vod

     

    Leave this field blank to apply the rule to all events

    EM_Per_Event_Attendee_Expense_Limit_Rule_vod

    Expense_Category_vod

    Restricts the rule to either Estimate or Actual Expenses.

    Event_Status_vod

    Restricts rule to run only on events in a defined Event Status.

     

    Use the following format:

     

    Status1;;Status2

    For example,

    Approved_vod;;Pending_Approval_vod

     

    Leave this field blank to apply the rule to all events

    Attendee_Account_Type_vod

    Restricts rule to attendees with matching Attendee_Account_Type_vod fields on the EM_Attendee_vod object.

    EM_Attendee_Expense_Cap_Rule_vod

    Attendee_Account_Type_vod

    Restricts rule to attendees with matching Attendee_Account_Type_vod fields on the EM_Attendee_vod object.

    Attendee_Status_vod

    Defines which events must be included for calculations, based on Event Status and Attendee Status. Use the following syntax:

     

    ;;Event Status 1:Attendee Status 1,Attendee Status 2;;Event Status 2:Attendee Status 1;;

     

    For example, ;;Closed_vod:Attended_vod,Signed_vod

     

    Leave this field blank to apply the rule to all attendees, regardless of status.

    Date_Threshold_Type_vod

    Defines the timeframe for thresholds for the rule.

     

    Select one of the following:

     

    • Rolling_vod – See Rolling_Period_vod for more information

    • Calendar_Month_vod – States that the restriction applies to events before and after the scheduled event within the same calendar month

    • Calendar_Year_vod – States that the restriction applies to events before and after the scheduled event within the same calendar year

    Rolling_Period_vod

    Defines, in days, the rolling period.

     

    This field applies the defined number of days both before the scheduled event and after the scheduled event.

     

    This field should only be populated if Rolling_vod was selected for Date_Threshold_Type_vod.

    EM_Cross_Event_Attendee_Expense_Cap_Rule_vod

    Attendee_Account_Type_vod

    Restricts rule to attendees with matching Attendee_Account_Type_vod fields on the EM_Attendee_vod object.

    Attendee_Status_vod

    Defines which events must be included for calculations, based on Event Status and Attendee Status. Use the following syntax:

     

    ;;Event Status 1:Attendee Status 1,Attendee Status 2;;Event Status 2:Attendee Status 1;;

     

    For example, ;;Closed_vod:Attended_vod,Signed_vod

     

    Leave this field blank to apply the rule to all attendees, regardless of status.

    Date_Threshold_Type_vod

    Defines the timeframe for thresholds for the rule.

     

    Select one of the following:

     

    • Rolling_vod – See Rolling_Period_vod for more information

    • Calendar_Month_vod – States that the restriction applies to events before and after the scheduled event within the same calendar month

    • Calendar_Year_vod – States that the restriction applies to events before and after the scheduled event within the same calendar year

    Rolling_Period_vod

    Defines, in days, the rolling period.

     

    This field applies the defined number of days both before the scheduled event and after the scheduled event.

     

    This field should only be populated if Rolling_vod was selected for Date_Threshold_Type_vod.

    Minimum_Spend_Limit_vod

    The minimum spending limit.

    Maximum_Spend_Limit_vod

    The maximum spending limit.

    EM_Actual_Versus_Estimate_Expense_Threshold_Rule_vod

    Global_Rule_vod

    Applies the rule to all countries, regardless of any countries associated via Event Business Rule Configuration records.

    Percent_Threshold_vod

    The percent allowable difference between an estimated expense and its corresponding actual expense.

  6. Select Save.

Creating Expense Limit Rule Configurations

After the event rule is created, admins must create an associated 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 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. This field does not display if the Global_Rule_vod check box was selected.
  • Rule_Start_Date_vod – Defines the start of the active period of the rule
  • Rule_End_Date_vod – Defines the end of the active period of the rule
  • Minimum_Spend_Limit_vod – Defines the minimum spend limit. Does not apply to Cross-Event per Attendee Expense Cap and Actual vs Estimate Expense Threshold Limit type rules.
  • Maximum_Spend_Limit_vod – Defines the maximum spend limit. Does not apply to Cross-Event per Attendee Expense Cap and Actual vs Estimate Expense Threshold Limit type rules.

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

Run Order of Event Expense Limit Rules

Multiple Expense Limit rules may apply to a single event or attendee. When this is the case, rules run in the following order:

  • First, all relevant Per Event Attendee Expense Limit rules
  • Then, all relevant Attendee Expense Cap rules
  • Then, all relevant Cross-Event Attendee Expense Cap rules
  • Then, Actual Versus Estimate Expense Threshold Limits
  • Then, all relevant Per Event Expense Limit rules

Previewing Expense Limit Rules

Whenever an event organizer creates or updates an expense line or header in an event, all applicable Expense Limit rules run and display warnings of violations. If more than one expense line is saved as part of the expense header, applicable rules run for all expense lines.

If an expense violates a rule, a warning modal displays with the relevant warning text. Organizers can select Continue to continue the save or creation of the expense, or select the X button to dismiss the modal without saving or creating the expense.

Per Event Expense Limit and Per Event Attendee Expense Limit rules defined for estimates do not run in real time and thus do not display warnings.

Expense headers submitted to Concur are locked. Organizers cannot correct violations on locked headers or their associated expense lines. Organizers should resolve any hard warning violations before submitting an expense header to Concur.