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Tracking Marketing Expenses and Associating Invoices with Expenses

Siebel Marketing allows you to track the detailed expenses for your marketing tactics and associate invoices and invoice items with expenses. This section contains the following topics:

Adding Expenses for Programs, Campaigns and Events

Using the Expense views for programs, campaigns, event plans and events, you can add the type and amount for each budget expense along with information such as the purchase order number and invoice details. After you add expenses, the total forecast and actual values are calculated and displayed in the parent marketing plan for the tactic.

To add expenses for a campaign

  1. Use the step in the following list that applies to your product:
    • In Siebel Marketing, navigate to the Campaigns screen.
    • In other Siebel applications, navigate to the Campaign Management screen.
  2. In the Campaigns list, drill down on the campaign name.
  3. Click the Plan view tab
  4. In the Plan link bar, click Expenses.
  5. Click New and complete the fields. Table 6 contains descriptions of some fields you might use.
Table 6.  Expense Fields for Campaigns, Programs, and Events
Field
Description

Actual # Units and Actual Unit Cost

Typically, the Actual amount indicates the cost of the expense after the actual quote or invoice is received.

The Actual Expense column is automatically calculated by multiplying Actual # Units by Actual Unit Cost. If you selected Fixed as the type for the Expense, the # Units will default to 1. If you selected Per Unit as the type, you will need to enter the Basis # Units for the expense.

Event

(Optional for event expenses). Associates the expense with a specific event.

Expense

A reference name for the expense.

Expense Date

Determines the correct exchange rate, if your application spans multiple currencies.

Forecast # Units and Forecast Unit Cost

Typically, the Forecast amount indicates the expected cost of the expense before the actual quote or invoice is received for the expense.

The Forecast Expense column is automatically calculated by multiplying Forecast # Units by Forecast Unit Cost. If you select Fixed as the type for the Expense, the # Units defaults to 1. If you select Per Unit as the type, you need to enter the Basis # Units for the expense.

Invoice Id

The number under which this expense was billed your company. The Invoice will only be available if your company stores invoice information in the Siebel application.

Purpose (or Cost Type)

The category for the expense.

Session

(Optional for event expenses). Associates the expense with a specific session.

Unit

Indicates if the expense is a fixed or per unit (variable) cost.

To add program expenses

  1. Navigate to the Programs screen.
  2. In the Programs list, drill down on the program name.
  3. Click the Plan view tab.
  4. In the Plan link bar, click Expenses.
  5. Click New, and complete the fields.

    Table 6 contains descriptions of some fields you might use.

  6. If appropriate, associate the expense to a specific campaign by selecting the campaign in the Campaign Name field.

To add event expenses

  1. Navigate to the Events screen.
  2. In the Events list, drill down on the event name.
  3. Click the Plan view tab.
  4. In the Plan link bar, click Expenses.
  5. Click New, and complete the fields.

    Table 6 contains descriptions of some fields you might use.

To add event plan expenses

  1. Navigate to the Events screen > Event Plan view.
  2. In the Event Plan list, drill down on the event name.
  3. Click the Plan view tab.
  4. In the Plan link bar, click Expenses.
  5. Click New, and complete the fields.

    Table 6 contains descriptions of some fields you might use.

Associating Invoices and Invoice Items with Expenses

Invoice values are available only if your company stores invoice information in the Siebel application.

To associate invoices and invoice items with expenses

  1. Navigate to the Campaigns, Programs, or Events screen.
  2. Drill down on the campaign, program, or event name.
  3. Click the Plan view tab.
  4. In the Plan link bar, click Expenses.
  5. In the Expenses list, locate the expense record with which you want to associate the invoice and Invoice item.
  6. Click the Invoice Id # select button, query for the invoice number, and click OK.

    NOTE:  Only Invoices with a type of Payable appear.

  7. Scroll down to the Invoice Line Items list, and click Add.
  8. In the Pick Line Items dialog box, select one or more line items to associate with the expense.
  9. Click Update Actual Cost to update the Actual Expense field on the expense record.

    NOTE:  You can associate different line items from the same invoice to different expense records.

    
Siebel Marketing User Guide