Managing Expense Headers and Expense Lines

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Managing Expense Headers and Expense Lines

As an event accrues expenses, event organizers can create expense headers and expense lines that attribute the expense to one or more participants. Additionally, based on the type of expense, end users can quickly attribute the expense to a single attendee, speaker, or team member, called a payment expense, or divided equally across multiple participants, called a split expense. This enables end users to create and record different types of expenses, based on business and compliance requirements.

When an event is closed or canceled, actual values replace any estimate and committed values in the em_event_budget__v record, which then updates any related em_budget__v records.

Who can use this feature?

Browser, iPad Users
Users require an Events Management License
Business Admin Users, End Users

Configuring Expense Headers and Expense Lines for

Business Admin Users

To configure this feature for business admin users:

Ensure Configuring Events Management is complete.
Navigate to Admin > Users & Groups > Permission Sets.
Select the appropriate permission set.
Select the Objects tab.

Grant the following permissions:

Object	Object Permission	Object Types	Fields	Field Permission
expense_header__v	CRED	event_expense_header__v	vcountry__v event__v incurred_expense__v incurred_expense_account__v incurred_expense_attendee__v incurred_expense_speaker__v incurred_expense_team_member__v incurred_expense_vendor__v incurred_expense_venue__v object_type__v override_lock__v payee__v payee_account__v payee_attendee__v payee_speaker__v payee_team_member__v payee_vendor__v payee_venue__v payment_date__v payment_due_date__v expense_header__status__v split_lines__v transaction_date__v mobile_created_datetime__v mobile_last_modified_datetime__v	Edit
expense_header__v	CRED	event_expense_header__v	actual__v committed__v external_id__v mobile_id__v name__v	Read
expense_line__v	CRED	event_expense_line__v	actual__v committed__v description__v event_budget__v expense_estimate__v expense_type__v expense_type_code__v expense_type_name__v external_id__v mobile_id__v override_lock__v parent_expense_type_code__v parent_expense_type_name__v mobile_created_datetime__v mobile_last_modified_datetime__v	Edit
expense_line__v	CRED	event_expense_line__v	event__v expense_header__v name_v	Read
expense_attribution__v	CRED	event_expense_attribution__v	actual__v expense_line__v incurred_expense__v incurred_expense_account__v incurred_expense_attendee__v incurred_expense_speaker__v incurred_expense_team_member__v incurred_expense_vendor__v incurred_expense_venue__v incurred_expense_type__v mobile_created_datetime__v mobile_last_modified_datetime__v mobile_id__v	Edit
expense_attribution__v	CRED	event_expense_attribution__v	expense_type_name__v name__v number_of_people__v payment_date__v split_amount_per_person__v	Read
em_event_layout__v	CRED	event_layout__v	expense_related_list_fields__v	Edit

End Users

To configure this feature for end users:

Ensure Configuring Events Management is complete.
Navigate to Admin > Users & Groups > Permission Sets.
Select the appropriate permission set.
Select the Objects tab.

Grant the following permissions:

Object	Object Permission	Object Types	Fields	Field Permission
expense_header__v	CRED	event_expense_header__v	country__v event__v incurred_expense__v incurred_expense_account__v incurred_expense_attendee__v incurred_expense_speaker__v incurred_expense_team_member__v incurred_expense_vendor__v incurred_expense_venue__v object_type__v payee__v payee_account__v payee_attendee__v payee_speaker__v payee_team_member__v payee_vendor__v payee_venue__v payment_date__v payment_due_date__v split_lines__v expense_header__status__v transaction_date__v mobile_created_datetime__v mobile_last_modified_datetime__v	Edit
expense_header__v	CRED	event_expense_header__v	actual__v committed__v local_currency__sys	Read
expense_line__v	CRED	event_expense_line__v	actual__v committed__v description__v event_budget__v expense_estimate__v expense_header__v expense_type__v expense_type_code__v expense_type_name__v object_type__v parent_expense_type_code__v parent_expense_type_name__v mobile_created_datetime__v mobile_last_modified_datetime__v	Edit
expense_line__v	CRED	event_expense_line__v	event__v expense_header__v local_currency__sys name__v number_of_people__v split_amount_per_person__v	Read
expense_attribution__v	CRED	event_expense_attribution__v	expense_line__v incurred_expense__v incurred_expense_account__v incurred_expense_attendee__v incurred_expense_speaker__v incurred_expense_team_member__v incurred_expense_vendor__v incurred_expense_venue__v incurred_expense_type__v mobile_created_datetime__v mobile_last_modified_datetime__v mobile_id__v	Edit
expense_attribution__v	CRED	event_expense_attribution__v	actual__v expense_type_name__v name__v payment_date__v	Read
em_event_layout__v	R	event_layout__v	expense_related_list_fields__v	Read

Navigate to Admin > Configuration > Objects > expense_header__v > Layouts.
Place the split_lines__v field on the appropriate layouts.

Defining Expense Header Related List Columns

Business admin users can define which expense_header__v and expense_line__v fields display as columns in the Expense Header’s Related List view from an event:

Create a message__v record with the following properties:
- Message Name = EXPENSE_HEADER_FIELDS
- Category = EXPENSE_FIELDS
- Type = label__v
- Language = en_US
- Text – Enter a semicolon separated list of expense_header__v and expense_line__v fields to define as columns on the Expense Header related list. Use the following format:
  
  Object_API_Name.Field_API_Name1;Object_API_Name.Field_API_Name2;
  
  For example, expense_header__v.transaction_date__v;expense_line__v.actual__v;expense_line__v.committed__v;
  
  Do not include the name__v field in the list as this column is automatically included.
Navigate to the appropriate em_event_layout__v records.
Populate the expense_related_list_fields__v field with EXPENSE_HEADER_FIELDS;;EXPENSE_FIELDS.

Defining the Expense Line Fields

Business admin users can define expense_line__v fields to display in the New Expense Header and Edit Expense Header modals of payment and split expenses, enabling end users to quickly populate the appropriate fields of a new expense line.

Define the expense_line__v fields to display by adding or rearranging fields on the appropriate expense_line__v layout.

Any standard or custom field can be added, though the following fields and field types are not supported:

Any Time type field
The following standard fields:
number_of_people__v
concur_response_timestamp__v
concur_system_id__v
event__v
expense_estimate__v
expense_header__v
expense_type_code__v
expense_type_name__v
external_id__v
mobile_id__v
name__v
override_lock__v
parent_expense_type_code__v
parent_expense_type_name__v
id
global_id__sys
legacy_crm_id__v
split_amount_per_person__v

Users must have Edit permission to a field for it to be considered available. If a field is not supported or if the user does not have sufficient permission, the field does not display. Formula fields display with only read permission.

Defining an Expense Line's Object Type

Admins can define the object type of expense_line__v records created alongside expense_header__v records.

Grant users access to an expense_line__v object type with the same developer name as the selected expense_header__v object type to automatically use that expense_line__v object type.

If matching object types do not exist, the default expense_line__v object type is used instead.

Enabling or Disabling the Split Expense Selector as

Business Admin Users

By default, end users can select whether an expense is a payment expense or a split expense when they create a new expense header via a designated modal during the record creation process. Depending on customer needs, end users may need to be prevented from selecting one of these expense types.

Therefore, admins can control what types of expenses are available to end users by controlling access to values of the split_lines__v picklist:

To define if an expense should display this selector:

Navigate to Admin > Configuration > Objects > expense_header__v.
Edit access to the values of the split_lines__v picklist:
- yes__v – Enables using split expenses for this object type
- no__v – Enables using non-split expenses for this object type
If both values are enabled for the object type, the Split Expense modal displays whenever a new expense_header__v record is created, enabling end users to choose whether the expense is for a split expense or not.

If only one value is enabled for the object type, the Split Expense modal is skipped when creating a new expense_header__v record and the available value is automatically used.
Create em_event_layout__v records for both the expense_header__v and expense_line__v objects linking the object types to the appropriate layouts. See Defining Event Layouts for more information.

Defining the Expense Line’s Object Type as

Creating Expense Headers and Lines as

End Users

To create an expense header and its associated expense lines in the browser:

Navigate to the Expense Headers related list of the appropriate event.
Select Create.
Select the object type if multiple object types are available.
Select Next.
Select a value on the Split Expense selection modal. If there is only one value of the split_lines__v picklist available, this selector is skipped.
Select Next.

Creating Payment Expenses

After selecting a payment expense, the New Expense Header modal displays for end users to populate expense header and expense line details:

Populate all appropriate expense_header__v fields.
Select the New Expense Line button in the Expense Lines section.
Populate all appropriate expense_line__v fields based on the configured layout.

Formula fields display as read only and are calculated after saving the expense.
Select the New Expense Line button again to continue adding expense lines to the header, if applicable.
Select either Save or Save + New.

Creating Split Expenses

After selecting a split expense, the New Expense Header modal displays for end users to populate expense header, expense line, and participant details:

Populate all appropriate expense_header__v fields.
Select the Add Expenses button in the Expenses section.
Populate the following fields for the new expense:
- Expense Type
- Actual
- Participants – Select the Add Participants button to search for and select individual attendees, event speakers, or event team members. Alternatively, select the drop down menu next to the button to display the following options:
- Meal Opt-In – Select this option to add all attendees and speakers on the event who opted into a meal for the event
- Groups from previous split expenses – These options only display if other split expenses exist on the event. These options allow end users to quickly select the same group of participants as other split expenses.
Select Add Expenses again to another expense and repeat the process, if applicable.
Select either Save or Save + Create.

To create an expense header and its associated expense lines on the iPad:

Navigate to the Expense Headers section of the appropriate event.
Select + above the card in the Expense Headers section.
Select the object type if multiple object types are available.
Select a value on the Split Expense selection modal. If there is only one value of the split_lines__v picklist available, this selector is skipped.

Split expenses are currently only supported on the Browser platform.

Creating Payment Expenses

After selecting a payment expense, the New Expense Header modal displays for end users to populate expense header and expense line details:

Populate all appropriate expense_header__v fields.
Select the + button in the Expense Lines section.
Populate all appropriate expense_line__v fields based on the configured layout.

Formula fields display as read only and are calculated after saving the expense.
Select the + button again to continue adding expense lines to the header, if applicable.
Select either Save or Save & New.

Creating Split Expenses

After selecting a split expense, the New Expense Header modal displays for end users to populate expense header, expense line, and participant details:

Populate all appropriate expense_header__v fields, including the Actual field with the expense amount.
Select the + button in the Participants section. The following options display:
- Meal Opt-In – Select this option to add all attendees and speakers on the event who opted into a meal for the event
- Groups from previous split expenses – These options only display if other split expenses exist on the event. These options allow end users to quickly select the same group of participants as other split expenses.
- Select Participants – Select this option to search for and select individual attendees, event speakers, or event team members
The Actual value for each added participant is calculated by dividing the expense line’s Actual cost by the number of added participants.

For example, if the expense line’s Actual cost is $250 and ten participants are added, each participant has an Actual cost of $25.
Select either Save or Save & New.