Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Events/EventBusinessRules/ExpenseLimitRules.htm

## Creating Expense Limit Rules

Event Expense Limit rules enable admins to set up guidelines and policies surrounding expense limits. Automating this process results in greater compliance by preventing event organizers from adding estimated and actual expenses to an event based on these restrictions.

Several types of Expense Limit rules exist, each of which can be controlled by country and event type:

* Per Event Expense Limit Rule – Limits the total expenses Per Event Expense Type
* Per Event Attendee Expense Limit Rule – Limits the total expenses of an event that can be attributed to an event attendee
* Per Event Speaker Expense Limit Rule – Limits the expenses of an event that can be attributed to an event speaker
* Attendee Expense Cap Rule – Limits the total expenses attributed to an attendee of a defined event type in a defined time range

  This rule uses Expense Attribution records and only applies to actual expenses, not estimates or committed expenses.
* Cross-Event Attendee Expense Cap Rule – Limits the total expenses attributed to an attendee across all event types in a defined time range

  This rule uses Expense Attribution records and only applies to actual expenses, not estimates or committed expenses.
* Actual Versus Estimate Expense Threshold Rule – Warn users when an actual expense exceeds a related estimate expense by a defined percent threshold

These rules can be configured to either warn event organizers of violations or prevent them from proceeding until violations are addressed.

See [Examples of Expense Limit Rules](ExpenseLimitRulesExample.htm) for detailed examples of each of these types of rules.

**Who can use this feature?**

* Business Admin Users - Browser
* [Creating Expense Limit Rules](#Creating)
* End Users - Browser, iPad
* [Previewing Expense Limit Rules](#Previewi)
* Users require an Events Management License

### Configuring Expense Limit Rules for

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

To configure this feature:

1. Ensure the following features are configured:

   * [Configuring Events Management](../Configuration/Config.htm)
   * [Event Business Rules Overview](EventBusinessRules.htm)
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\_business\_rule\_\_v | CRED | * em\_per\_event\_expense\_limit\_rule\_\_v * em\_per\_event\_attendee\_expense\_limit\_rule\_\_v * em\_per\_event\_speaker\_expense\_limit\_rule\_\_v * em\_attendee\_expense\_cap\_rule\_\_v * em\_cross\_event\_attendee\_expense\_cap\_rule\_\_v * em\_actual\_versus\_estimate\_expense\_threshold\_rule\_\_v | * attendee\_account\_type\_\_v * attendee\_status\_\_v * comment\_required\_\_v * date\_threshold\_type\_\_v * event\_status\_\_v * expense\_category\_\_v * expense\_type\_\_v * global\_rule\_\_v * local\_currency\_\_sys * maximum\_spend\_limit\_\_v * minimum\_spend\_limit\_\_v * percent\_threshold\_\_v * rolling\_period\_\_v * warning\_text\_\_v * warning\_type\_\_v | Edit |
   | em\_business\_rule\_configuration\_\_v | CRED | * em\_business\_rule\_configuration\_\_v | * minimum\_spend\_limit\_\_v * maximum\_spend\_limit\_\_v * maximum\_spend\_limit\_corpv\_\_sys * minimum\_spend\_limit\_corpv\_\_sys | Edit |
   | em\_event\_override\_\_v | CRED | * em\_business\_rule\_soft\_warning\_on\_action\_\_v | * comment\_\_v * comment\_box\_\_v * event\_\_v * event\_action\_\_v * veeva\_id\_\_v * status\_\_v * warning\_text\_\_v | Edit |
   | em\_event\_history\_\_v | CRED | * em\_business\_rule\_history\_\_v | * event\_\_v * em\_business\_rule\_\_v * em\_business\_rule\_configuration\_\_v * em\_business\_rule\_type\_\_v * run\_rule\_type\_\_v * event\_action\_\_v * warning\_type\_\_v * record\_violated\_id\_\_v * record\_violated\_name\_\_v * em\_attendee\_account\_\_v * em\_attendee\_user\_\_v * em\_attendee\_contact\_\_v * platform\_\_v * action\_type\_\_v * action\_datetime\_\_v * user\_\_v | Edit |

#### Configuring Event Format and Location Type in Event Business Rules

To only apply a business rule to certain event formats or location types, improving both efficiency and compliance when planning events:

1. Grant Edit permission to the following **em\_business\_rule\_configuration\_\_v** fields:

   * event\_format\_\_v
   * location\_type\_\_v
2. Navigate to **Admin > Configuration > Objects > em\_business\_rule\_configuration\_\_v > Layouts**.
3. Add the following fields to the appropriate em\_business\_rule\_configuration\_\_v layouts:

   * event\_format\_\_v
   * location\_type\_\_v

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

To configure this feature:

1. Ensure the following features are configured:

   * [Configuring Events Management](../Configuration/Config.htm)
   * [Event Business Rules Overview](EventBusinessRules.htm)
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\_business\_rule\_\_v | R | n/a | * attendee\_account\_type\_\_v * attendee\_status\_\_v * comment\_required\_\_v * date\_threshold\_type\_\_v * event\_status\_\_v * expense\_category\_\_v * expense\_type\_\_v * global\_rule\_\_v * local\_currency\_\_sys * maximum\_spend\_limit\_\_v * minimum\_spend\_limit\_\_v * percent\_threshold\_\_v * rolling\_period\_\_v * warning\_text\_\_v * warning\_type\_\_v | Read |
   | em\_business\_rule\_configuration\_\_v | R | n/a | * minimum\_spend\_limit\_\_v * maximum\_spend\_limit\_\_v * maximum\_spend\_limit\_corpv\_\_sys * minimum\_spend\_limit\_corpv\_\_sys | Read |
   | em\_event\_override\_\_v | CRED | * em\_business\_rule\_soft\_warning\_on\_action\_\_v | * comment\_\_v * comment\_box\_\_v * event\_\_v * event\_action\_\_v * veeva\_id\_\_v * status\_\_v * warning\_text\_\_v | Edit |
   | em\_event\_history\_\_v | CRE | * em\_business\_rule\_history\_\_v | * event\_\_v * em\_business\_rule\_\_v * em\_business\_rule\_configuration\_\_v * em\_business\_rule\_type\_\_v * run\_rule\_type\_\_v * event\_action\_\_v * warning\_type\_\_v * record\_violated\_id\_\_v * record\_violated\_name\_\_v * em\_attendee\_account\_\_v * em\_attendee\_user\_\_v * em\_attendee\_contact\_\_v * platform\_\_v * action\_type\_\_v * action\_datetime\_\_v * user\_\_v | Edit |

#### Configuring Event Format and Location Type in Event Business Rules

To only apply a business rule to certain event formats or location types, improving both efficiency and compliance when planning events, grant Read permission to the following em\_business\_rule\_configuration\_\_v fields:

* event\_format\_\_v
* location\_type\_\_v

### Creating Expense Limit Rules as

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

All Event Rules are created from the Event Business Rules tab. The selected object type of the em\_business\_rule\_\_v record determines which fields admins must populate:

1. Navigate to the **Event Business Rules** tab.
2. Create an Event Rule with the appropriate object type. The object type determines the type of rule:

   * em\_per\_event\_expense\_limit\_rule\_\_v
   * em\_per\_event\_attendee\_expense\_limit\_rule\_\_v
   * em\_attendee\_expense\_cap\_rule\_\_v
   * em\_cross\_event\_attendee\_expense\_cap\_rule\_\_v
   * em\_actual\_versus\_estimate\_expense\_threshold\_rule\_\_v
3. Select **Next**.
4. Populate the following fields:

   * name\_\_v
   * expense\_type\_\_v – Use the lookup field to select the appropriate em\_expense\_type\_\_v record.

     Expense Estimates are not created if the selected Expense Type is not active or is a child of another em\_expense\_type\_\_v record. Per Event Expense Limits and Per Event Attendee Expense Limit rules can use active Expense Types that are children of other Expense Types if the Expense Category is Actual.
   * warning\_type\_\_v – Select either Hard Warning or Soft Warning. See [Warning Text and Tokens](WarningTextTokens.htm) for more information.
   * warning\_text\_\_v – Displays the Veeva Message that displays if this rule is violated. See [Warning Text and Tokens](WarningTextTokens.htm) for more information.
   * comment\_required\_\_v – Displays only if the Warning Type is Soft Warning. Select one of the following options:
   * Required – Organizers must leave a comment when dismissing a soft warning
   * Optional – Organizers may leave a comment when dismissing a soft warning
   * Hidden – The comment box does not display
   * run\_rule\_event\_action\_\_v – Enter the appropriate button name to run the rule whenever the event organizer selects the button. Enter only one button name and do not use any of the following buttons:
   * attendee\_reconciliation\_\_v
   * cancel\_event\_\_v
   * generate\_invitations\_\_v
   * generate\_sign\_in\_\_v
   * manage\_attendees\_\_v
   * manage\_attendees\_hub\_\_v
   * preview\_event\_qr\_code\_\_v
   * record\_a\_call\_\_v
   * reschedule\_\_v
   * schedule\_engage\_\_v
   * send\_email\_\_v
   * start\_webinar\_\_v
   * Submit\_to\_Cvent\_vod
   * view\_signatures\_\_v
5. Populate the following additional fields based on the selected object type:

   | Rule Record Type | Additional Fields | Description |
   | --- | --- | --- |
   | em\_per\_event\_expense\_limit\_rule\_\_v | expense\_category\_\_v | Restricts the rule to either Estimate or Actual Expenses. |
   | event\_status\_\_v | Restricts rule to run only on events in a defined Event Status.  Use the following format:  Status1;;Status2  For example,  approved\_\_v;;pending\_approval\_\_v  Leave this field blank to apply the rule to all events. |
   | em\_per\_event\_attendee\_expense\_limit\_rule\_\_v | expense\_category\_\_v | Restricts the rule to either Estimate or Actual Expenses. |
   | event\_status\_\_v | Restricts rule to run only on events in a defined Event Status.  Use the following format:  Status1;;Status2  For example,  approved\_\_v;;pending\_approval\_\_v  Leave this field blank to apply the rule to all events. |
   | attendee\_account\_type\_\_v | Restricts rule to attendees with matching attendee\_account\_type\_\_v fields on the em\_attendee\_\_v object. |
   | em\_per\_event\_speaker\_expense\_limit\_rule\_\_v | expense\_category\_\_v | Restricts the rule to either Estimate or Actual Expenses. |
   | expense\_type\_\_v | Use the lookup field to select the appropriate em\_expense\_type\_\_v record.  Expense Estimates are not created if the selected Expense Type is not active or is a child of another em\_expense\_type\_\_v record. Per Event Expense Limits and Per Event Attendee Expense Limit rules can use active Expense Types that are children of other Expense Types if the Expense Category is Actual. |
   | event\_status\_\_v | Restricts rule to run only on events in a defined Event Status.  Use the following format:  Status1;;Status2  For example,  approved\_\_v;;pending\_approval\_\_v  Leave this field blank to apply the rule to all events. |
   | em\_attendee\_expense\_cap\_rule\_\_v | attendee\_account\_type\_\_v | Restricts rule to attendees with matching attendee\_account\_type\_\_v fields on the em\_attendee\_\_v object. |
   | attendee\_status\_\_v | Defines which attendees must be included for calculations, based on Event Status and Attendee Status. Use the following syntax:  Attendee Status 1;;Attendee Status 2  For example, attended\_\_v;;signed\_\_v  Leave this field blank to apply the rule to all attendees, regardless of status. |
   | date\_threshold\_type\_\_v | Defines the time frame for thresholds for the rule.  Select one of the following:  * rolling\_\_v – See the rolling\_period\_\_v row for more information * calendar\_month\_\_v – States that the restriction applies to events before and after the scheduled event within the same calendar month * calendar\_year\_\_v – States that the restriction applies to events before and after the scheduled event within the same calendar year |
   | rolling\_period\_\_v | Defines, in days, the rolling period.  This field applies the defined number of days both before the scheduled event and after the scheduled event. The maximum supported value is 200.00.  This field should only be populated if rolling\_\_v was selected for date\_threshold\_type\_\_v. |
   | em\_cross\_event\_attendee\_expense\_cap\_rule\_\_v | attendee\_account\_type\_\_v | Restricts rule to attendees with matching attendee\_account\_type\_\_v fields on the em\_attendee\_\_v object. |
   | attendee\_status\_\_v | Defines which attendees must be included for calculations, based on Event Status and Attendee Status. Use the following syntax:  Attendee Status 1;;Attendee Status 2  For example, attended\_\_v;;signed\_\_v  Leave this field blank to apply the rule to all attendees, regardless of status. |
   | date\_threshold\_type\_\_v | Defines the time frame for thresholds for the rule.  Select one of the following:  * rolling\_\_v – See the rolling\_period\_\_v row for more information * calendar\_month\_\_v – States that the restriction applies to events before and after the scheduled event within the same calendar month * calendar\_year\_\_v – States that the restriction applies to events before and after the scheduled event within the same calendar year |
   | rolling\_period\_\_v | Defines, in days, the rolling period.  This field applies the defined number of days both before the scheduled event and after the scheduled event. The maximum supported value is 200.00.  This field should only be populated if rolling\_\_v was selected for date\_threshold\_type\_\_v. |
   | minimum\_spend\_limit\_\_v | The minimum spending limit. |
   | maximum\_spend\_limit\_\_v | The maximum spending limit. |
   | em\_actual\_versus\_estimate\_expense\_threshold\_rule\_\_v | global\_rule\_\_v | Applies the rule to all countries, regardless of any countries associated via Event Business Rule Configuration records. |
   | percent\_threshold\_\_v | The percent allowable difference between an estimated expense and its corresponding actual expense. |
6. Select **Save**.

#### Creating Expense Limit Rule Configurations

After the event rule is created, admins must associate the event rule with a new em\_business\_rule\_configuration\_\_v record to determine which event type, country, and timespan the rule should apply to.

To associate event rules to em\_business\_rule\_configuration\_\_v records, navigate to the Event Business Rule Configurations section of the appropriate rule.

![](../../../Resources/Images/Events/BusRules/EMBusRuleConfigCreate.png)

Select Create, then populate the following fields:

* event\_business\_rule\_\_v – Automatically populates with the appropriate event rule
* event\_type\_\_v – Enter the appropriate em\_event\_\_v object type the event rule applies to
* country\_\_v – Use the lookup to select the appropriate country\_\_v record. This field does not display if the global\_rule\_\_v checkbox was selected.
* rule\_start\_date\_\_v – Defines the start of the active period of the rule
* rule\_end\_date\_\_v – Defines the end of the active period of the rule
* minimum\_spend\_limit\_\_v – Defines the minimum spend limit. Does not apply to Cross-Event per Attendee Expense Cap and Actual vs Estimate Expense Threshold Limit type rules.
* maximum\_spend\_limit\_\_v – Defines the maximum spend limit. Does not apply to Cross-Event per Attendee Expense Cap and Actual vs Estimate Expense Threshold Limit type rules.

Business admins can create different limits for different countries by creating additional em\_business\_rule\_configuration\_\_v records.

Only one business rule configuration can be active for each combination of event\_type\_\_v, event\_business\_rule\_\_v, and country\_\_v. An error occurs when attempting to save a business rule configuration with a matching event\_type\_\_v, event\_business\_rule\_\_v, and country\_\_v of another active record.

#### Specifying a Format or Location for an Event Business Rule

To specify the format or location an Event Business Rule should apply to:

1. Edit the appropriate em\_business\_rule\_configuration\_\_v record associated with the business rule. The following types of business rules are supported:

   * Per Event Attendee Expense Limit Rule
2. Populate the following fields:

   * event\_format\_\_v – Only applies the business rule to em\_event\_\_v records with matching event\_format\_\_v fields. Multiple values can be specified using a double semicolon delimited list, for example:

     in\_person\_\_v;;virtual\_\_v
   * location\_type\_\_v – Only applies the business rule to em\_event\_\_v records with matching location\_type\_\_v fields. Multiple values can be specified using a double semicolon delimited list, for example:

     in\_office\_\_v;;out\_of\_office\_\_v

   These fields can be used independently or together for even greater specificity.
3. Select **Save**.

### Previewing Expense Limit Rules as

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

Whenever an event organizer creates or updates an expense line or header in an event, all applicable Expense Limit rules run and display warnings of violations. If more than one expense line is saved as part of the expense header, applicable rules run for all expense lines.

If an expense violates a rule, a warning modal displays with the relevant warning text. Organizers can select Continue to continue the save or creation of the expense, or select the X button to dismiss the modal without saving or creating the expense.

Per Event Expense Limit and Per Event Attendee Expense Limit rules defined for estimates do not run in real time and thus do not display warnings.

#### Run Order of Event Expense Limit Rules

Multiple Expense Limit rules may apply to a single event or attendee. When this is the case, rules run in the following order:

* First, all relevant Per Event Attendee Expense Limit rules
* Then, all relevant Attendee Expense Cap rules
* Then, all relevant Cross-Event Attendee Expense Cap rules
* Then, Actual Versus Estimate Expense Threshold Limits
* Then, all relevant Per Event Expense Limit rules

### Related Topics

[Examples of Expense Estimate Creation Rules](ExpenseEstRulesExample.htm)

[Event Business Rules Overview](EventBusinessRules.htm)

[Warning Text and Tokens](WarningTextTokens.htm)