Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Events/BudgetsExpenses/CreateEditExpenses.htm

## 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?**

* Business Admin Users - Browser
* [Enabling or Disabling the Split Expense Selector](#Enabling)
* [Defining the Expense Line’s Object Type](#Defining)
* End Users - Browser, iPad
* [Creating Expense Headers and Lines](#Creating3)
* Users require an Events Management License

### Configuring Expense Headers and Expense Lines for

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

To configure this feature for business admin users:

1. Ensure [Configuring Events Management](../Configuration/Config.htm) is complete.
2. Navigate to **Admin > Users & Groups > Permission Sets**.
3. Select the appropriate permission set.
4. Select the **Objects** tab.
5. Grant the following permissions:

   | Object | Object Permission | Object Types | Fields | Field Permission |
   | --- | --- | --- | --- | --- |
   | expense\_header\_\_v | CRED | event\_expense\_payment\_\_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 * local\_currency\_\_sys * 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 |
   | * actual\_\_v * committed\_\_v * external\_id\_\_v * mobile\_id\_\_v * name\_\_v | Read |
   | expense\_line\_\_v | CRED | event\_expense\_payment\_\_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 * 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 |
   | * event\_\_v * local\_currency\_\_sys * 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\_header\_\_v * expense\_type\_name\_\_v * name\_\_v * number\_of\_people\_\_v * local\_currency\_\_sys * payment\_date\_\_v * split\_amount\_per\_person\_\_v | Read |
   | em\_event\_layout\_\_v | CRED | event\_layout\_\_v | expense\_related\_list\_fields\_\_v | Edit |

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

To configure this feature for end users:

1. Ensure [Configuring Events Management](../Configuration/Config.htm) is complete.
2. Navigate to **Admin > Users & Groups > Permission Sets**.
3. Select the appropriate permission set.
4. Select the **Objects** tab.
5. Grant the following permissions:

   | Object | Object Permission | Object Types | Fields | Field Permission |
   | --- | --- | --- | --- | --- |
   | expense\_header\_\_v | CRED | event\_expense\_payment\_\_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 |
   | * actual\_\_v * committed\_\_v * local\_currency\_\_sys | Read |
   | expense\_line\_\_v | CRED | event\_expense\_payment\_\_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 |
   | * event\_\_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 |
   | * actual\_\_v * expense\_header\_\_v * expense\_type\_name\_\_v * local\_currency\_\_sys * name\_\_v * payment\_date\_\_v | Read |
   | em\_event\_layout\_\_v | R | event\_layout\_\_v | expense\_related\_list\_fields\_\_v | Read |
6. Navigate to **Admin > Configuration > Objects > expense\_header\_\_v > Layouts**.
7. Place the following fields on the appropriate layouts:

   * split\_lines\_\_v
   * incurred\_expense\_account\_\_v
   * incurred\_expense\_attendee\_\_v

#### 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:

1. 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.
2. Navigate to the appropriate **em\_event\_layout\_\_v** records.
3. 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

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)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:

1. Navigate to **Admin > Configuration > Objects > expense\_header\_\_v**.
2. 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.

   ![](../../../Resources/Images/Events/BudgetsExpenses/CreateExpenseBrowser.png)

   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.
3. 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](../Configuration/DefiningPageLayouts.htm) for more information.

### Defining the Expense Line’s Object Type as

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

Business admin users 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 type do not exist, the default expense\_line\_\_v object type is used instead.

### Creating Expense Headers and Lines as

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

Browser
iPad

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

1. Navigate to the **Expense Headers** related list of the appropriate event.
2. Select **Create**.
3. Select the object type if multiple object types are available.
4. Select **Next**.
5. 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.

   ![](../../../Resources/Images/Events/BudgetsExpenses/CreateExpenseBrowser.png)
6. 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:

1. Populate all appropriate **expense\_header\_\_v** fields.

   ![](../../../Resources/Images/Events/BudgetsExpenses/CreateExpenseBrowser1.png)

   The available values of the payee\_\_v and incurred\_expense\_\_v field are dependent on end users having Edit Field Permission to the various payee and incurred expense fields on the expense\_header\_\_v object.
2. Select the **New Expense Line** button in the Expense Lines section.
3. 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.
4. Select the **New Expense Line** button again to continue adding expense lines to the header, if applicable.
5. 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:

1. Populate all appropriate expense\_header\_\_v fields.
2. Select the **Add Expenses** button in the Expenses section.
3. 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.
4. Select **Add Expenses** again to another expense and repeat the process, if applicable.
5. Select either **Save** or **Save + Create**.

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

1. Navigate to the **Expense Headers** section of the appropriate event.

   ![](../../../Resources/Images/Events/BudgetsExpenses/CreateExpenseiPad.png)
2. Select **+** above the card in the Expense Headers section.
3. Select the object type if multiple object types are available.
4. 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.

   ![](../../../Resources/Images/Events/BudgetsExpenses/CreateExpenseiPad1.png)

   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:

1. Populate all appropriate **expense\_header\_\_v** fields.

   ![](../../../Resources/Images/Events/BudgetsExpenses/CreateExpenseiPad2.png)
2. Select the **+** button in the Expense Lines section.
3. 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.
4. Select the **+** button again to continue adding expense lines to the header, if applicable.
5. 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:

1. Populate all appropriate **expense\_header\_\_v** fields, including the Actual field with the expense amount.
2. 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.

   ![](../../../Resources/Images/Events/BudgetsExpenses/SplitExpenseiPad.png)

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

### Related Topics

[Rolling up Estimated, Committed, and Actual Costs for an Event](EstimateCommittedActual.htm)

[Managing Event Budgets](ManageBudgets.htm)

[Managing Expense Estimates](ExpenseEstimates.htm)