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            Expense Management

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            Expense Management

            Monitor and manage financial spending related to an event through expense types, estimated and actual expenses, and expense allocations.

            Required Editions

            Available in: Lightning Experience
            Available in: Enterprise and Unlimited Editions with Life Sciences Cloud, Life Sciences Cloud for Customer Engagement Add-on license, and the Life Sciences Customer Engagement managed package.
            User Permissions Needed
            To create a tab: Life Sciences Commercial Admin permission set
            To configure expense types: Event Management permission set

            Help organizations track expenses in two stages:

            • Estimated Expenses: Assess the event expenditure based on projected numbers.
            • Actual Expenses: Report the actual costs of an event, and allocate the expense amount to the participants.

            Allocation of funds can be through even and uneven distribution modes. Users have the option of allocating the expenses equally to all participants, or of manually distributing different amounts to the participant, based on their individual usages.

            Uneven Allocation Mode

            If partial allocation is enabled, the total allocated cost can be less than the actual expense amount (underallocation), but the total allocated cost can’t be more than the actual expense amount (overallocation). Partial allocation is controlled via the Allow partial expense allocation boolean field in the profile-level admin console configurations.

            If partial allocation isn’t enabled, the total allocated cost must equal the actual expense amount.

            Even Allocation Mode

            In case of even allocation, the total amount allocation always equals the expense amount.

            Prerequisites

            • Make sure the user has create, edit, and delete access to the ExpenseParticipant records. If the user has only read access, they can only view the record.
            • Create field sets to refine the Expense Types filter and search conditions.
              • Expense Type Search Field Set
              • Expense Type Display Field Set
            • Enable the following admin console configurations.
              • Add receipts to expense records: This setting displays the Notes & Attachments option next to each expense row.
              • Allow partial expense allocation: Give users the flexibility to allocate expense in fragments rather than as a whole.
              • Toggle the system-generated expense type filter: Provide users with the option to remove the system-generated expense type filter if needed.
            • To view and add expense types by using advanced search and filter conditions, select the Enable advanced search for lookups checkbox from the Mobile tile's Application Settings page in the admin console. If you deselct this setting, you see all expense types that are available in your org at the time of searching for expense types to add.

            Create an Expense Tab for the Event

            To help users quickly record event expenses, create a tab to add the Expense Management custom component on the Managed Event record page.

            1. From the App Launcher, find and select Managed Events.
            2. Select a record.
            3. In the top right corner of the page, click Gear, and then select Edit Page.
            4. Click on the page’s tabs component.
            5. In the Properties pane, make the following changes.
              1. Click Add Tab.
                A Details tab is added by default.
              2. Click on the Details tab.
                The Tab Label window appears.
              3. In Tab Label, select Custom.
              4. In Custom Label, enter Expenses.
              5. Save and activate your changes.
            6. Click on the Expense tab on the editable part of the page.
            7. Move the Expense Management custom component on the Expenses tab.
            8. Save and activate your changes.

            Create an Expense Type for Estimated Expenses

            Streamline expense planning by defining the different categories in which costs are estimated to be incurred for an event.

            Create an expense type for estimated expenses. Make sure the Parent Expense Type field is left blank.

            1. From the App Launcher, find and select Expense Types.
            2. Click New.
            3. Add a name for the expense type, such as Food.
            4. In Expense Availability Type, select Managed Event.
            5. Enter the effective start and end dates.
            6. For Classification, select Estimated.
            7. To enforce monetary caps for the expense, select Included in Cap.
            8. Save your changes.

            Create an Expense Type for Actual Expenses

            Create an expense type for actual expenses. Associate the actual expense with the parent Estimated expense type record.

            1. From the App Launcher, find and select Expense Types.
            2. Click New.
            3. Add a name for the parent expense type, such as Food and Beverage.
            4. In Expense Availability Type, select Managed Event.
            5. Enter the effective start and end dates.
            6. For Parent Expense Type, select the expense type record for the estimated expense.
            7. For Classification, select Actual.
            8. Select an allocation type.
            9. Save your changes.

            See Also

             
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