Source: https://vaultcrmhelp.veeva.com/doc/Content/CRM_topics/Events/Speakers/ProductCaps.htm

## Designating Speaker Caps by Product

Business admins can allocate a portion of a speaker's annual cap for a specific product. This enables tracking a speaker’s yearly spending and utilization on a product-specific level, since speakers may speak on behalf of more than one product.

After a product-specific cap is defined and a speaker speaks at an event for that product, any speaker-related expenses are automatically deducted from that product-specific cap. Business admins can monitor the speaker's yearly spend for that product and reallocate the speaker’s total cap among product-specific caps, if necessary.

**Who can use this feature?**

* Business Admin Users - Browser
* [Creating Speaker Caps for a Product](#Creating)
* End Users - Browser, iPad
* [Using Speakers with Product Caps](#Using)
* Users require an Events Management License

### Configuring Speaker Caps by Product for

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

To configure this feature:

1. Ensure the following features are configured:

   * [Managing Speaker Caps and Utilization](SpeakerCaps.htm) – Ensure [Configuring a Speaker’s Cap for the Next Year](SpeakerCaps.htm#Configur) is also complete
   * [Managing Event Budgets](../BudgetsExpenses/ManageBudgets.htm)
   * [Managing Expense Headers and Expense Lines](../BudgetsExpenses/CreateEditExpenses.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\_speaker\_\_v | RE | All applicable object types | next\_year\_annual\_cap\_\_v | Edit |
   | predicted\_spend\_\_v | Read |
   | em\_speaker\_cap\_\_v | CRE | product\_cap\_\_v | * speaker\_\_v * product\_\_v * starting\_year\_\_v * annual\_cap\_\_v * start\_date\_\_v * end\_date\_\_v * year\_to\_date\_spend\_\_v * upcoming\_committed\_costs\_\_v * predicted\_spend\_\_v * year\_to\_date\_utilization\_\_v | Edit |
   | * predicted\_spend\_\_v * cap\_remaining\_\_v * cap\_remaining\_committed\_\_v | Read |
   | em\_event\_\_v | R | All applicable object types | product\_\_v | Read |
6. Navigate to **Admin > Configuration > Objects > em\_speaker\_\_v > Layouts** and edit the appropriate layout.
7. Add the **Speaker Caps** related object section to the layout.
8. Place the **predicted\_spend\_\_v** field on the layout. This step is optional and enables business admin users to view the sum of the speaker's actual spend and upcoming committed costs.

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

To configure this feature:

1. Ensure the following features are configured:

   * [Managing Speaker Caps and Utilization](SpeakerCaps.htm) – Ensure [Configuring a Speaker’s Cap for the Next Year](SpeakerCaps.htm#Configur) is also complete
   * [Managing Event Budgets](../BudgetsExpenses/ManageBudgets.htm)
   * [Managing Expense Headers and Expense Lines](../BudgetsExpenses/CreateEditExpenses.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\_event\_\_v | R | All applicable object types | product\_\_v | Read |
   | em\_speaker\_\_v | R | All applicable object types | * next\_year\_annual\_cap\_\_v * predicted\_spend\_\_v | Read |
   | em\_speaker\_cap\_\_v | R | product\_cap\_\_v | * speaker\_\_v * product\_\_v * starting\_year\_\_v * annual\_cap\_\_v * start\_date\_\_v * end\_date\_\_v * year\_to\_date\_spend\_\_v * upcoming\_committed\_costs\_\_v * predicted\_spend\_\_v * cap\_remaining\_\_v * cap\_remaining\_committed\_\_v * year\_to\_date\_utilization\_\_v | Read |
6. Navigate to **Admin > Configuration > Objects > em\_event\_\_v > Layouts** and edit the appropriate layout.
7. Place the **product\_\_v** field on the layout.

### Creating Speaker Caps for a Product as

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

To create a speaker cap for a specific product:

1. Navigate to the **Speaker Caps** section of the appropriate em\_speaker\_\_v record.
2. Select **Create**.
3. Select **Product Cap** as the object type.
4. Select **Next**.
5. Populate the following fields:

   * product\_\_v – Select the appropriate product the cap applies to
   * starting\_year\_\_v – Select the year the cap applies to
   * annual\_cap\_\_v – The annual cap for the selected product
6. Select **Save**. The following additional fields automatically populate based on the fields populated by the business admin:

   * start\_date\_\_v – The components of the start date are based on the following fields:
   * Year – Populates based on the starting\_year\_\_v field
   * Month – Populates based on the associated em\_speaker\_\_v record’s year\_to\_date\_reset\_month\_\_v field
   * Day – Populates based on the associated em\_speaker\_\_v record’s year\_to\_date\_reset\_day\_\_v field
   * end\_date\_\_v – Calculates as one day before one year into the future from the start\_date\_\_v field

     For example, if the start date is January 2, 2024, the end date is January 1, 2025

   ![](../../../Resources/Images/Events/Speakers/ProductCaps.png)

After an em\_speaker\_cap\_\_v record is created, only the annual\_cap\_\_v field can be updated. If the end\_date\_\_v field is in the past, the record cannot be edited.

Repeat this process for all appropriate product-specific speaker caps.

![](../../../Resources/Images/Events/Speakers/ProductCaps1.png)

Business admins are prevented from creating em\_speaker\_cap\_\_v records when one of the following is true:

* Another em\_speaker\_cap\_\_v record for that speaker already exists with the same product\_\_v and starting\_year\_\_v fields
* The sum of the annual\_cap\_\_v field for all other em\_speaker\_cap\_\_v records exceeds the speaker’s annual cap
* If the em\_speaker\_cap\_\_v record’s starting\_year\_\_v is the current year, the sum is compared to the speaker’s annual\_cap\_\_v field
* If the em\_speaker\_cap\_\_v record’s starting\_year\_\_v is the next year, the sum is compared to the speaker’s next\_year\_annual\_cap\_\_v field

#### Updating Speakers with Product Speaker Caps

If a speaker has active em\_speaker\_cap\_\_v records, business admins are prevented from saving edits to the Annual Cap and Next Year Annual Cap fields if the edits result in exceeding cap limits.

Business admins are warned when saving edits to either the year\_to\_date\_reset\_month\_\_v or year\_to\_date\_reset\_day\_\_v field on an em\_speaker\_\_v record that editing these fields will also update the start and end dates of active em\_speaker\_cap\_\_v records. The following calculated fields update to reflect expenses incurred by the speaker during the newly defined time period:

* upcoming\_committed\_costs\_\_v
* year\_to\_date\_spend\_\_v
* year\_to\_date\_utilization\_\_v
* predicted\_spend\_\_v
* cap\_remaining\_\_v
* cap\_remaining\_committed\_\_v

Business admins are prevented from editing the annual\_cap\_\_v and next\_year\_annual\_cap\_\_v fields of an em\_speaker\_\_v record if the sum of active related em\_speaker\_cap\_\_v records for that year exceeds the new annual\_cap\_\_v or next\_year\_annual\_cap\_\_v.

### Using Speakers with Product Caps as

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

When end users perform one of the following actions, the corresponding em\_speaker\_cap\_\_v record is updated:

* Creating, updating, or deleting an expense\_header\_\_v record on the event, where both of the following are true:
* A related expense\_line\_\_v record has an expense\_type\_\_v field included in the speaker’s cap
* The incurred\_expense\_account\_\_v or incurred\_expense\_speaker\_\_v fields are populated
* Creating, updating or deleting an expense\_line\_\_v record where both of the following are true:
* The expense\_type\_\_v field is included in the speaker’s cap
* The record’s related expense header has a populated incurred\_expense\_account\_\_v or incurred\_expense\_speaker\_\_v field
* Updating one of the following em\_event\_\_v fields:
* product\_\_v – The em\_speaker\_cap\_\_v record’s product\_\_v field must match this field
* start\_time\_\_v – This field must be between the start\_date\_\_v and end\_date\_\_v fields of the em\_speaker\_cap\_\_v record
* status\_\_v – Events with a status of Canceled are not included in Speaker Caps

The following fields on the matching em\_speaker\_cap\_\_v record automatically update to reflect the new matching expenses:

| Field | Update Behavior |
| --- | --- |
| upcoming\_committed\_costs\_\_v | Updates with the values of the committed\_\_v fields of matching expense lines.  Expense lines must have an empty actual\_\_v field for the committed\_\_v field to be added. |
| year\_to\_date\_spend\_\_v | Updates with the values of the actual\_\_v field of matching expense lines. |
| year\_to\_date\_utilization\_\_v | Represents the total number of times the speaker spoke about the product in the defined time period.  By default, only em\_event\_speaker\_\_v records with a status\_\_v of either signed\_\_v or attended\_\_v count towards utilization. However, admins can customize which statuses count towards utilization. See Speaker Utilization for more information. |
| predicted\_spend\_\_v | upcoming\_committed\_costs\_\_v + year\_to\_date\_spend\_\_v |
| cap\_remaining\_\_v | annual\_cap\_\_v - year\_to\_date\_spend\_\_v |
| cap\_remaining\_committed\_\_v | cap\_remaining\_\_v - upcoming\_committed\_costs\_\_v |

If the event’s product\_\_v or start\_time\_\_v fields are updated resulting in a different em\_speaker\_cap\_\_v matching, both the new match and the previously associated match update accordingly.

### Related Topics

[Managing Speaker Caps and Utilization](SpeakerCaps.htm)

[Using the Speaker Tab](SpeakerTab.htm)

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