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

## Allocating Event Expenses Across Multiple Budgets

To support collaboration between multiple event organizers on a single event, users can now define budget allocation percentages between multiple event budgets, automatically associating expenses to each budget based on the allocation percentage. When estimates or expenses are created on the event, the associated cost is distributed among the event’s budgets either evenly or based on user-defined percentages. The estimates and expenses then automatically split based on this percentage, ensuring accurate budget utilization without manual calculations or duplicate records.

**Who can use this feature?**

* End Users – Browser, iPad
* [Defining Budget Allocations](#Defining)
* [Creating Expense Estimates with Multiple Budgets](#estimates-as)
* [Creating Expense Lines with Multiple Budgets](#estimates-as)
* Users require an Events Management License

### Configuring Allocating Event Expenses Across Multiple 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. 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 |
   | --- | --- | --- | --- | --- |
   | em\_event\_\_v | RE | All | budget\_allocation\_enabled\_\_v | Edit |
   | em\_event\_rule\_\_v | R | budget\_allocation\_\_v | * event\_configuration\_\_v * country\_override\_\_v | Read |
   | em\_event\_budget\_\_v | CRED | All | * budget\_allocation\_percent\_\_v * budget\_allocation\_split\_equal\_\_v * budget\_allocation\_numerator\_\_v * budget\_allocation\_denominator\_\_v | Edit |
   | em\_expense\_estimate\_\_v | CRED | All | group\_id\_\_v | Edit |
   | expense\_line\_\_v | CRED | All | group\_id\_\_v | Edit |
6. Navigate to the appropriate **em\_event \_configuration\_\_v** record.
7. Navigate to the **Event Rules** section.
8. Select **Create**.
9. Select **Budget Allocation** for the object type.
10. Select **Continue**.
11. Populate the **country\_override\_\_v** field if necessary.
12. Select **Save**.

### Defining Budget Allocations as

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

Users can assign specific cost-sharing percentages to multiple budgets associated with a single event.

Users cannot add, delete, or modify budget allocations if expense estimates or expense lines already exist for the event.

To define allocation percentages:

1. Navigate to the Event Budgets section of the event.
2. Select **New Event Budget**.
3. Select up to 20 budgets to associate with the event.
4. Select **Save** to display the Budget Allocation modal.
5. Enter the appropriate allocation percentage for the selected budgets using one of the following methods:

   * Select the Allocate Equally toggle to automatically allocate each budget evenly
   * Enter whole number percentages for each budget. Allocations must total 100%.
6. Select **Save**.

End users can redisplay the Budget Allocation modal by selecting the Adjust Allocation button from the Event Budgets section of the event. This button becomes inactive if expense estimates or expense lines already exist for the event.

### Creating Expense Estimates with Multiple Budgets as

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

End users can create a single expense estimate and automatically split the cost across all associated budgets based on the defined allocation percentages.

To enter a shared expense:

1. Navigate to the **Expense Estimates** section of the event.
2. Select **New Expense Estimate**.
3. Populate the **Estimate** field.
4. Select all applicable budgets in the **Event Budgets** multi-select picklist. You must select either a single budget or all budgets associated with the event.
5. Select **Save**.

If all associated budgets are selected, separate Expense Estimate records are created for each budget with the following properties:

* estimate\_\_v – The total amount entered by the user multiplied by the associated budget’s [allocation percentage](#Defining)
* event\_budget\_\_v – References the corresponding budget
* group\_id\_\_v – A system generated ID shared by all other estimates created at the same time as this record
* All other fields – Populate based on user-entered data

Expense estimates created via [Expense Estimate Creation Rules](../EventBusinessRules/ExpenseEstRules.htm) automatically select all budgets associated with the event.

### Creating Expense Lines with Multiple Budgets as

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

End users can create a single expense line and automatically split the cost across all associated budgets based on the defined allocation percentages.

To enter a shared expense:

1. Navigate to the **Expense Lines** section of the appropriate Expense Header.
2. Select **+ Add Expense**.
3. Populate the following fields:

   * Committed
   * Actual
   * Budget - Select all applicable budgets. You must select either a single budget or all budgets associated with the event.
4. Select **Save**.

If all associated budgets are selected, separate Expense Estimate records are created for each budget with the following properties:

* committed\_\_v and actual\_\_v – The total amount entered by the user multiplied by the associated budget’s [allocation percentage](#Defining)
* event\_budget\_\_v – References the corresponding budget
* group\_id\_\_v – A system generated ID shared by all other estimates created at the same time as this record
* All other fields – Populate based on user-entered data

[Expense Limit Rules](../EventBusinessRules/ExpenseLimitRules.htm), [Speaker Attendance by Expense Cap Rules, and Speaker Attendance By Product Cap Rules](../EventBusinessRules/SpeakerRules.htm) evaluate violations based on the sum of the committed\_\_v and actual\_\_v fields of expenses with matching group\_id\_\_v fields.

#### Evaluating Speaker Caps Based on Multi-Budget Expenses

The following fields on [speaker profiles](../Speakers/SpeakerTab.htm) automatically update based on evaluated budget allocation expenses using the total summed values of expenses with matching group\_id\_\_v fields:

* year\_to\_date\_spend\_\_v
* upcoming\_committed\_costs\_\_v
* next\_year\_committed\_\_v
* upcoming\_estimated\_costs\_\_v

### Related Topics

[Managing Expense Estimates](ExpenseEstimates.htm)

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

[Managing Event Budgets](ManageBudgets.htm)