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

## Examples of Expense Limit Rules

This topic contains detailed examples for each type of Event Expense Limit Rule.

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Per Event Expense Limit Rule](#)

The admin wants to warn event organizers if a planned Speaker Program in the US’s total estimated Expenses for AV equipment exceeds $1000.

To implement this restriction:

1. Navigate to the **Event Business Rules** tab.
2. Create an event business rule with a object type of **EM\_Per\_Event\_Expense\_Type\_Limit\_Rule\_vod**.
3. Populate the following fields:

   | Field | Value |
   | --- | --- |
   | name\_\_v | AV Equipment Expense Limits |
   | run\_on\_event\_action\_\_v | submit\_for\_approval\_\_v |
   | expense\_category\_\_v | Estimate |
   | expense\_type\_\_v | AV Equipment |
   | event\_status\_\_v | planned\_\_v;; |
   | warning\_type\_\_v | Soft Warning |
   | warning\_text\_\_v | EM\_RULE\_PER\_EVENT\_EXPENSE\_LIMIT;;EVENT\_BUSINESS\_RULE\_WARNING  (Populated Automatically) |
   | comment\_required\_\_v | Required |
4. Select **Save**.

After creating the Event Business Rule, associate the rule to the appropriate Event Type and Country:

1. Navigate to the **AV Equipment Expense Limits** record.
2. Navigate to the **Event Business Rule Configurations** related list.
3. Select **New**.
4. Create an Event Business Rule Configuration record with the following values:

   | Field | Value |
   | --- | --- |
   | event\_business\_rule\_\_v | AV Equipment Expense Limits  (Populated automatically) |
   | event\_type\_\_v | speaker\_program\_\_v |
   | country\_\_v | United States |
   | rule\_start\_date\_\_v | January 1, 2020 |
   | rule\_end\_date\_\_v | December 31, 2050 |
   | Minimum Spend Limit | Field left empty |
   | Maximum Spend Limit | 1000 USD |
5. Select **Save**.

An event organizer plans a speaker program in the US and adds several estimated AV expenses totaling $1010. When the organizer selects Submit for Approval, the following soft warning displays:

AV Equipment Actual expense for this event must be between USD 0 and USD 1000. Current total is USD 1010.

The event organizer enters and submits comments on why the expense estimate is valid despite it exceeding the limit, then continues the planning process.

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Per Event Attendee Expense Limit Rule](#)

The admin wants to warn event organizers when planning an Approved event in the US if the total Actual expense per Professional Attendee for alcoholic beverages does not fall between $20 and $500.

To implement this restriction:

1. Navigate to the **Event Business Rules** tab.
2. Create an event business rule with a object type of **em\_per\_event\_attendee\_expense\_limit\_rule\_\_v**.
3. Populate the following fields:

   | Field | Value |
   | --- | --- |
   | name\_\_v | Attendee Beverage Expense Limits |
   | run\_on\_event\_action\_\_v | check\_expenses\_\_v |
   | expense\_category\_\_v | Actual |
   | expense\_type\_\_v | Beverages |
   | event\_status\_\_v | approved\_\_v;; |
   | warning\_type\_\_v | Soft Warning |
   | warning\_text\_\_v | EM\_RULE\_PER\_EVENT\_ATTENDEE\_EXPENSE\_LIMIT;;EVENT\_BUSINESS\_RULE\_WARNING  (Populated Automatically) |
   | comment\_required\_\_v | Optional |
4. Select **Save**.

After creating the Event Business Rule, associate the rule to the three relevant Event Types and the Country:

1. Navigate to the **Attendee Beverage Expense Limits** record.
2. Navigate to the **Event Business Rule Configurations** related list.
3. Create three new Event Business Rule Configurations with the following values:

   | Field | Record 1 | Record 2 | Record 3 |
   | --- | --- | --- | --- |
   | event\_type\_\_v | speaker\_program\_\_v | lunch\_and\_learn\_\_v | congress\_\_v |
   | event\_business\_rule\_\_v | Attendee Beverage Expense Limits (Populated automatically) | | |
   | country\_\_v | United States | | |
   | rule\_start\_date\_\_v | January 1, 2020 | | |
   | rule\_end\_date\_\_v | December 31, 2050 | | |
   | Minimum Spend Limit | 20 USD | | |
   | Maximum Spend Limit | 500 USD | | |
4. Select **Save**.

An event organizer schedules a speaker program in the US, which is later approved by management. After the event is over, several actual expenses of the event are recorded, including meal and alcohol expenses for each attendee. One Professional-type attendee, Clinton Ackerman, has a total of $15 in this category. When the event organizer selects Check Expenses, the following soft warning displays:

Total Beverages Actual expense per head for this event must be between 20 and 500. One or more attendees has violated this rule.

Since Clinton Ackerman’s total is close to the minimum limit, the event organizer dismisses the soft warning without leaving a comment and continues the closing process.

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Per Event Speaker Expense Limit Rule](#)

The admin wants to limit estimated expenses related to speaker lodging to between 200 and 300 USD at Speaker Programs and Congresses in the US.

To implement this restriction:

1. Navigate to the Event Business Rules tab.
2. Create an event business rule with a object type of em\_per\_event\_speaker\_expense\_limit\_rule\_\_v.
3. Populate the following fields:

   | Field | Value |
   | --- | --- |
   | name\_\_v | Speaker Lodging Rule |
   | run\_on\_event\_action\_\_v | submit\_for\_approval\_\_v |
   | expense\_category\_\_v | Estimate |
   | expense\_type\_\_v | Lodging |
   | event\_status\_\_v | draft\_\_v;;pending\_approval\_\_v;;requested\_\_v |
   | warning\_type\_\_v | Soft Warning |
   | warning\_text\_\_v | EM\_RULE\_PER\_EVENT\_SPEAKER\_EXPENSE;;EVENT\_BUSINESS\_RULE\_WARNING  (Populated Automatically) |
   | comment\_required\_\_v | Required |
4. Select Save.

After creating the Event Business Rule, associate the rule to the appropriate Event Type:

1. Navigate to the Speaker Lodging Rule record.
2. Navigate to the Event Business Rule Configurations related list.
3. Select New.
4. Create two new Event Business Rule Configuration records with the following values:

   | Field | Record 1 | Record 2 |
   | --- | --- | --- |
   | event\_type\_\_v | congress\_\_v | speaker\_program\_\_v |
   | event\_business\_rule\_\_v | Speaker Lodging Rule  (Populated automatically) | |
   | country\_\_v | United States | |
   | minimum\_quantity\_\_v | 200 | |
   | maximum\_quantity\_\_v | 300 | |
   | rule\_start\_date\_\_v | January 1, 2020 | |
   | rule\_end\_date\_\_v | December 31, 2050 | |
5. Select Save.

An event organizer plans a Speaker Program and estimates $320 of Lodging expenses attributable to the event’s only speaker. When the event is submitted for approval, the following warning displays:

Total Lodging Estimate per speaker for this event must be between 200 and 300. One or more speakers has violated this rule.

The event organizer must enter justification for the additional expenses before selecting Continue and continue planning the event.

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Attendee Expense Cap Rule](#)

The admin wants to warn event organizers when a Prescriber Attendee’s total meal expenses in a Speaker Program exceeds $1000 within a calendar year, or if the attendees total meal expenses in a Congress exceeds $2000 within a calendar year.

To implement this restriction:

1. Navigate to the **Event Business Rules** tab.
2. Create an event business rule with a object type of **em\_attendee\_expense\_cap\_rule\_\_v**.
3. Populate the following fields:

   | Field | Value |
   | --- | --- |
   | rule\_name\_\_v | Prescriber Yearly Meal Expense Cap |
   | run\_on\_event\_action\_\_v | check\_expenses\_\_v |
   | expense\_type\_\_v | Meal |
   | attendee\_account\_type\_\_v | prescriber\_\_v |
   | attendee\_status\_\_v | closed\_\_v;;attended\_\_v;;signed\_\_v;; |
   | date\_threshold\_type\_\_v | Calendar Year |
   | warning\_type\_\_v | Soft Warning |
   | warning\_text\_\_v | EM\_RULE\_ATTENDEE\_EXPENSE\_CAP\_LIMIT;;EVENT\_BUSINESS\_RULE\_WARNING  (Populated Automatically) |
   | comment\_required\_\_v | Required |
4. Select **Save**.

After creating the Event Business Rule, associate the rule to the relevant Event Type and the two relevant countries:

1. Navigate to the **Prescriber Yearly Meal Expense Cap** record.
2. Navigate to the **Event Business Rule Configurations** related list.
3. Create two new Event Business Rule Configurations with the following values:

   | Field | Record 1 | Record 2 |
   | --- | --- | --- |
   | event\_type\_\_v | speaker\_program\_\_v | congress\_\_v |
   | event\_business\_rule\_\_v | Prescriber Yearly Meal Expense Cap (Populated automatically) | |
   | country\_\_v | United States | |
   | rule\_start\_date\_\_v | January 1, 2020 | |
   | rule\_end\_date\_\_v | December 31, 2050 | |
   | minimum\_spend\_limit\_\_v | 0 USD | |
   | maximum\_spend\_limit\_\_v | 1000 USD | 2000 USD |
4. Select **Save**.

An event organizer schedules a speaker program in the US with Clinton Ackerman, a Prescriber, as an attendee. After the event is over, the organizer creates meal expenses for all of the event's attendees. Clinton Ackerman is a frequent attendee of the events, so his annual meal expenses at speaker programs is $1150. When the event organizer selects Check Expenses, the following soft warning displays:

The total Meal expense attributed to Clinton Ackerman must be between 0 USD and 1000 USD. Current total is 1150 USD.

The event organizer enters and submits comments on why Dr. Ackerman’s total exceeds the yearly limit, dismisses the soft warning, and continues the closing process.

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Cross-Event Attendee Expense Cap Rule](#)

The admin wants to prevent organizers from submitting an event when a Prescriber attendee’s total annual meal expenses across all speaker programs, congresses, and lunch and learns exceeds $5000.

To implement this restriction:

1. Navigate to the **Event Business Rules** tab.
2. Create an event business rule with a object type of **em\_cross\_event\_attendee\_expense\_cap\_rule\_\_v**.
3. Populate the following fields:

   | Field | Value |
   | --- | --- |
   | name\_\_v | Cross-Event Prescriber Yearly Meal Expense Cap |
   | run\_on\_event\_action\_\_v | check\_expenses\_\_v |
   | expense\_type\_\_v | Meal |
   | attendee\_account\_type\_\_v | prescriber\_\_v |
   | attendee\_status\_\_v | requested\_\_v;;attended\_\_v;;invited\_\_v;; |
   | date\_threshold\_type\_\_v | Calendar Year |
   | minimum\_spend\_limit\_\_v | Field left empty |
   | maximum\_spend\_limit\_\_v | 5000 USD |
   | warning\_type\_\_v | Hard Warning |
   | warning\_text\_\_v | EM\_RULE\_CROSSEVENT\_ATTENDEE\_EXPENSE\_CAP\_LIMIT;;EVENT\_BUSINESS\_RULE\_WARNING  (Populated Automatically) |
4. Select **Save**.

After creating the Event Business Rule, associate the rule to the three appropriate Event Types and country:

1. Navigate to the **Cross-Event Prescriber Yearly Meal Expense Cap** record.
2. Navigate to the **Event Business Rule Configurations** related list.
3. Create three new Event Business Rule Configurations with the following values:

   | Field | Record 1 | Record 2 | Record 3 |
   | --- | --- | --- | --- |
   | event\_type\_\_v | speaker\_program\_\_v | congress\_\_v | lunch\_and\_learn\_\_v |
   | event\_business\_rule\_\_v | Prescriber Yearly Meal Expense Cap (Populated automatically) | | |
   | country\_\_v | United States | | |
   | rule\_start\_date\_\_v | January 1, 2020 | | |
   | rule\_end\_date\_\_v | December 31, 2050 | | |
4. Select **Save**.

An event organizer schedules a speaker program in the US with Clinton Ackerman, a Prescriber, as an attendee. The event organizer creates meal estimates for each of the event's attendees while planning the event. Dr. Ackerman is a frequent attendee of the events, so his annual meal expenses across all speaker programs, congresses, and lunch and learns is $5500. When the event organizer selects Check Expenses, the following hard warning displays:

The total Meal expenses attributed to Clinton Ackerman must be between 0 USD and 5000 USD. Current total is 5500 USD.

The event organizer is prevented from submitting the event until the organizer adjusts Clinton Ackerman’s meal expenses to not exceed the $5000 threshold.

[![Closed](../../../../Skins/Default/Stylesheets/Images/transparent.gif)Actual Versus Estimate Expense Threshold Rule](#)

The admin wants to warn event organizers when any speaker program’s actual meal expenses exceeds the event’s estimated meal expenses by 10% or more.

To implement this restriction:

1. Navigate to the **Event Business Rules** tab.
2. Create an event business rule with a object type of **em\_actual\_versus\_estimate\_expense\_threshold\_rule\_\_v**.
3. Populate the following fields:

   | Field | Value |
   | --- | --- |
   | rule\_name\_\_v | Meal Estimate Threshold |
   | run\_on\_event\_action\_\_v | submit\_for\_approval\_\_v |
   | expense\_type\_\_v | Meal |
   | percent\_threshold\_\_v | 10% |
   | global\_rule\_\_v | Selected |
   | event\_status\_\_v | approved\_\_v;; |
   | warning\_type\_\_v | Soft Warning |
   | warning\_text\_\_v | EM\_RULE\_ACTUAL\_VERSUS\_ESTIMATE\_EXPENSE\_THRESHOLD;;EVENT\_BUSINESS\_RULE\_WARNING  (Populated Automatically) |
   | comment\_required\_\_v | Required |
4. Select **Save**.

After creating the Event Business Rule, associate the rule to the three relevant event types:

1. Navigate to the **Meal Estimate Threshold** record.
2. Navigate to the **Event Business Rule Configurations** related list.
3. Create three Event Business Rule Configurations with the following values:

   | Field | Record 1 | Record 2 | Record 3 |
   | --- | --- | --- | --- |
   | event\_type\_\_v | speaker\_program\_\_v | congress\_\_v | lunch\_and\_learn\_\_v |
   | event\_business\_rule\_\_v | Meal Estimate Threshold (Populated automatically) | | |
   | rule\_start\_date\_\_v | January 1, 2020 | | |
   | rule\_end\_date\_\_v | December 31, 2050 | | |

   Since this is a global rule, the admin does not populate the country\_\_v field
4. Select **Save**.

An event organizer schedules a speaker program in the US, creating $500 of estimated meal expenses in the planning process. After the event is over, expenses are created to represent the actual cost of meals, adding up to a total of $600. Since this exceeds the 10% threshold, when the event organizer selects Submit for Approval, the following soft warning displays:

Actual expense(s) for meals cannot exceed the Estimated value by 10 percent. Current Actual value is $600.​

The event organizer enters and submits comments on why the actual expenses exceed the threshold. The event is then submitted for approval.

### Related Topics

[Creating Expense Limit Rules](ExpenseLimitRules.htm)

[Event Business Rules Overview](EventBusinessRules.htm)