Customers

This guide covers managing the customer registry, adding new customers, as well as reporting and mass updating data. The formulas for KPI figures and the functions related to managing customer cards are described step by step. Open the customer list from the side navigation Customers > Summary.

Update existing customer information, such as industry or account owner, using the mass update feature in the Summary view. Select the customers to be updated, and an action menu opens at the top. Select the desired action from the menu.

At the top of the summary view, you can see preselected KPI figures. The formulas for the KPI figures are explained in the table below:

KPI figure	Description and formula
Margin this year	Difference between billing and total costs this year. Formula is Billing - Total Cost. The number doesn’t include costs added to internal projects.
Billing this month	Compares this month's billing with last month's billing. Invoices included in the calculation are those with status Sent (Sent selection in invoice status settings), have an invoice number, the invoice date is in the relevant month (last/this month), and those you have permissions for.
Active customers	Number of customers with an open sales case or project (excluding internal projects).
Prospects in pipeline	Number of customers who have an active sales case in progress, but the customer has no billing and no sales cases or projects in won status.

Adding a new customer

You can open the view or perform the action by selecting Customers > Summary or Add new > Customer.

1. Enter the customer name and vat number.
2. Open the Address section and fill in the customer address details.
3. Open the Electronic invoicing section and fill in the customer electronic invoicing addresses if the customer uses electronic invoicing.
4. Click Save, and you will be automatically redirected to the customer card where you can complete additional information related to the customer.

Adding a new customer from a public registry

Import customer data from public registries depending on the country (in Norway Bizweb, in Finland YTJ/AvoinData) as follows:

1. Start by typing the customer name (one word) or entering the Vat number.
2. Click the magnifier to search for information.
3. Select the correct customer information from the list that opens to avoid manual data entry.

Customer data reporting

You can open the view or perform the action by selecting Reports > Report creation > Customers.

Create your own personalized reports related to customers and contacts. For example, through the Contacts & addresses report, you can list all contacts with their email addresses on the same report. Download the report in Excel or CSV format by clicking the icons in the upper right corner of the report.

Mass update of customer data

You can open the view or perform the action by selecting Customers > Summary or Reports > Report creation > Customers.

Update information and settings by selecting the desired customers from the checkbox to activate. Once you have selected the desired rows from the customer list, make the following changes to all selected simultaneously:

• Change account owner: Update a new named owner for the selected customers.
• Change industry: Set or change the industry classification for all selected customers at once.
• Change invoice template: Choose which invoice template (e.g., different language versions or layouts) will be used for the selected customers in the future.
• Change default invoicing vat: Change the default value-added tax rate for the selected customers.
• Change status: Change the status of customers (e.g., from active to passive).
• Add market segmentations: Attach selected customers to new groups (previous groups are retained).
• Remove market segmentations: Remove selected customers from certain groups.

Connecting customer cards

Note that in Severa, connecting customer cards is not directly possible. Transfer projects and other information from one customer card to another manually by changing the project customer to another customer card. Note that changing the project customer is only possible if no invoices or proposals have been created for the project yet.

If you accidentally created two customer accounts and want to keep only one of them, inactivate the other customer from the customer card's upper right corner behind the three dots under Inactivate customer.

Frequently asked questions

How can I import customer data directly from YTJ?
Start by typing the name or Vat number in the new customer creation view, click the magnifier, and select the correct company from the list.

Can two separate customer cards be connected into one?
Direct connection is not possible. Transfer projects manually from one customer to another and inactivate the unnecessary customer card. Changing the customer for a project is not possible if the project has already been billed or proposals have been created for it.

How can I list all customer contacts with their email addresses?
Create a Contacts & addresses report in Reports > Report creation > Customers. You can download the list in Excel format.

What information can I change with mass update?
You can update, among other things, the account owner, industry, invoice template, default VAT, customer status, and market segments at once.

Keywords: customer relationship, customer registry, mass update, KPI figure, adding a new customer, public registry, customer data reporting, mass update of customer data, changes to owners, connecting customer cards

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