Managing Expense Estimates

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Managing Expense Estimates

End users can enter estimated expenses for their events. Expense estimates enhance the event approval process by enabling the event approver to gauge an event's estimated expenses prior to approving an event.

Additionally, since expense estimates are a distinct type of record, business admin users can also easily observe and audit the differences between an event's estimated costs and its actual costs.

Who can use this feature?

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

Configuring Expense Estimates for

Business Admin Users

To configure this feature for business admin users:

Ensure the following features are configured:
- Configuring Events Management
- Creating Expense Types

Grant the following permissions:

Object	Object Permission	Object Types	Fields	Field Permission
expense_type__v	CRED	expense_type__v	active__v country__v expense_code__v expense_type_identifier__v external_id__v included_in_speaker_cap__v meal_expense__v name__v parent_expense_type__v	Edit
em_expense_estimate__v	CRED	expense_estimate__v	actual__v committed__v estimate__v event__v event_budget__v event_canceled__v expense_type__v expense_type_code__v expense_type_name__v external_id__v mobile_id__v object_type__v override_lock__v	Edit
em_expense_estimate__v	CRED	expense_estimate__v	local_currency__sys	Read

End Users

To configure this feature for end users:

Ensure the following features are configured:
- Configuring Events Management
- Creating Expense Types

Grant the following permissions:

Object	Object Permission	Object Types	Fields	Field Permission
em_expense_estimate__v	CRED	expense_estimate__v	estimate__v event__v event_budget__v event_canceled__v expense_type__v mobile_created_datetime__v mobile_last_modified_datetime__v mobile_id__v	Edit
em_expense_estimate__v	CRED	expense_estimate__v	actual__v committed__v expense_type_code__v expense_type_name__v	Read

Add the Expense Estimates related list to the appropriate em_event__v layouts.

Entering Expense Estimates as

End Users

To create an expense estimate in the Browser:

Navigate to the Expense Estimates related list of the appropriate event.
Select Create.
Populate the following fields:
- expense_type__v – Select the appropriate expense_type__v record
  
  Only parent expense types display as available. An expense type can only be associated with one expense estimate. If an expense type has already been associated with an expense estimate, the expense type becomes unavailable for selection.
- estimate__v – The estimated cost of the expense
- event_budget__v – Select the appropriate em_event_budget__v record to associate with the estimate. If only one record is available, it is automatically selected.
Select either Save or Save + Create.

To create an expense estimate on the iPad:

Select the + button on the Expense Estimates card of the appropriate event.
Populate the following fields:
- expense_type__v – Select the appropriate expense_type__v record
  
  Only parent expense types display as available. An expense type can only be associated with one expense estimate. If an expense type has already been associated with an expense estimate, the expense type becomes unavailable for selection.
- estimate__v – The estimated cost of the expense
- event_budget__v – Select the appropriate em_event_budget__v record to associate with the estimate. If only one record is available, it is automatically selected.
Select either Save or Save & New.

When the expense estimate is saved, the expense_type_code__v and expense_type_name__v fields of the new record automatically populate with the code and name of the associated expense type.

The estimate__v field of the selected em_event_budget__v automatically updates to add the amount defined in the expense estimate. The estimated_remaining__v also updates accordingly. See Rolling up Estimated, Committed, and Actual Costs for an Event for more information on how estimates roll up to em_event_budget__v and em_budget__v records.