Rolling up Estimated, Committed, and Actual Costs for an Event
To enable accurate budget allocations across various events using the same budget, three expense stages keep track of costs for both estimates and expenses: estimated, committed, and actual. When estimates, expenses, and budgets are enabled and used together, the values for each of these stages are stored in fields of the following records:
- em_budget__v
- em_event_budget__v
- em_event__v
- expense_estimate__v
- expense_header__v
- expense_line__v
When end users enter either estimated expenses, committed expenses, or actual expenses alongside a budget associated with their event, their entered value automatically rolls up to the event-specific em_event_budget__v record and the associated em_budget__v record.
Who can use this feature?
- Browser, iPad Users
- Users require an Events Management License
- End Users
Configuring Event Budgets for
End Users
To configure this feature:
- Ensure Configuring Events Management is complete.
-
Ensure the appropriate features are enabled, based on what types of expense or estimate related records end users should be able to add to their events:
Marking Estimate, Committed, and Actual Fields as Read-Only
To ensure correct expense tracking, each stage of expenses should only be entered in specific records:
- Estimate values should only be entered on an em_expense_estimate__v record
- Committed and actual expense values should only be entered on an em_expense_line__v record
The Estimate, Committed, and Actual fields should be marked as read only when added to layouts of other objects. When entered in these places, the expense values roll up to all budgets above them.
Rolling Up Expenses to Budgets as
End Users
To ensure accurate reporting when using estimates or expenses with budgets, the Estimate, Committed, and Actual fields automatically roll up to the appropriate em_event_budget__v record, which in turn rolls up to the appropriate child em_budget__v records, and so on.
For example, when entering an estimate for travel, the specific expense estimate, along with any other estimates on the event automatically roll up to the estimate__v field of the corresponding em_event_budget__v record. This value, along with the estimate_v fields of other em_event_budget__v records, automatically rolls up to the estimate__v field of the corresponding em_budget__v record, along with any parent budgets in the hierarchy. The same process applies to committed and actual expenses entered on an expense line.
