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

## 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?**

* End Users - Browser, iPad
* [Rolling Up Expenses to Budgets](#Rolling)
* Users require an Events Management License

### Configuring Event Budgets for

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

To configure this feature:

1. Ensure [Configuring Events Management](../Configuration/Config.htm) is complete.
2. 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:

   * [Managing Event Budgets](ManageBudgets.htm)
   * [Managing Expense Estimates](ExpenseEstimates.htm)
   * [Managing Expense Headers and Expense Lines](CreateEditExpenses.htm)

#### 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

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

### Related Topics

[Managing Event Budgets](ManageBudgets.htm)

[Managing Expense Estimates](ExpenseEstimates.htm)

[Managing Expense Headers and Expense Lines](CreateEditExpenses.htm)