Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Call_Reporting_2/Executing/Post/Expenses.htm

## Capturing Expenses on the Call Report

Users can capture expenses incurred during a call on the call report. This enables users to record all expenses associated with a specific interaction in one place, for easy expense tracking.

**Who can use this feature?**

* End Users — Browser, iPad, iPhone, Windows
* [Using Expenses on the Call Report](#Using)
* Users do not require an additional license

### Configuring Expenses on the Call Report for

[![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

To configure this feature, ensure [Configuring Call Reporting](../../ConfiguringCR.htm) is complete.

#### Tracking Expenses by Attendee

By default, expenses are split across all attendees on the call report. To enables users to associate expenses with individual attendees for tracking in Vault CRM or in external systems, complete the following configuration:

1. Navigate to **Admin > Users & Groups > Permission Sets**.
2. Select the appropriate permission set.
3. Select the **Objects** tab.
4. Grant end users Edit permission to the following fields on the call2\_\_v object:

* expense\_attendee\_type\_\_v - This picklist can be used to match attendee types to values in external expense systems, or to categorize attendees for tracking within Vault CRM. Create custom picklist values for the field, as needed.
* incurred\_expense\_\_v - This checkbox enables users to indicate which call attendees incurred expenses. By default, the checkbox is selected for all attendees.

5. Navigate to **Admin > Configuration > Objects > call2\_\_v**.
6. Select the **Layouts** tab.
7. Add the **Expenses** section control to the call2\_\_v layout.
8. Create a detail form section on the call2\_\_v layout with the following information:

   * Section Label - Attendee Specific Fields
   * Section Name - attendee\_specific\_fields\_\_c
9. Place the following fields in the **attendee\_specific\_fields\_\_c** section:

* expense\_attendee\_type\_\_v
* incurred\_expense\_\_v

Attendee-Specific Fields are not supported for Browser users.

#### Excluding Expense Types

To match their organization’s classification of expenses, business admin users can optionally add, modify or deactivate the picklist values in the expense\_type\_\_v field on the expenses\_\_v object.

To exclude an expense type so users cannot select it on the call report:

1. Navigate to **Admin > Users & Groups > Permission Sets**.
2. Select the appropriate permission set for business admin users.
3. Select the **Objects** tab.
4. Grant business admin users Edit field permission for the **exclude\_from\_\_v** field on the expense\_type\_\_v object.
5. Navigate to **Business Admin > Objects > expense\_type\_\_v**.
6. Enter the value **call\_\_v** in the exclude\_from\_\_v field on the appropriate expense\_type\_\_v records to be excluded from the call report.

Ensure there are expense\_type\_\_v records for the appropriate expense categories. If expense\_type\_\_v records do not exist, users are not able to select a value for the required expense\_type\_\_v picklist on the call report.

### Using Expenses on the Call Report as

[![Closed](../../../../../Skins/Default/Stylesheets/Images/transparent.gif)End Users](#)

To capture expenses on the call report:

1. Navigate to the **Expenses** section of the call report.

   ![](../../../../Resources/Images/Integration/Concur/ConcurExpense/MultiExpense1cropped.PNG)

   For [unique activity group calls](../Activities/UniqueActivities.htm), call expense is only available on the parent call report. If the expense\_amount\_\_v field is added to a unique person fields section or other child activity section on a unique activity call, the field does not display on the call report and users are not able to record expenses.
2. Select **Add Line**.
3. Populate the following fields:

* transaction\_date\_\_v – Defaults to the call\_datetime\_\_v or call\_date\_\_v value
* expense\_type\_\_v – Select the appropriate active expense\_type\_\_v record. Expense types with an exclude\_from\_\_v field containing call\_\_v do not display for selection.
* amount\_\_v – Enter the expense amount
* description\_\_v – Enter a description for the expense. This field is optional.

![](../../../../Resources/Images/Integration/Concur/ConcurExpense/MultiExpense2cropped.PNG)

4. Select **Add Line** again and repeat this process to enter multiple expense lines. To remove an expense, select the Delete icon.

   ![](../../../../Resources/Images/Integration/Concur/ConcurExpense/MultiExpense3cropped.PNG)

Expenses are saved when users submit the call report.

![](../../../../Resources/Images/Integration/Concur/ConcurExpense/MultiExpense4cropped.PNG)

### Related Topics

[Adding Call Attendees](../Activities/Attendees.htm)

[Attaching Expense Receipts for Call Reporting with SAP Concur](../../../Integration/Concur_Integration/CallExpenses/ConcurReceipts.htm)