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Mass update tool

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Description

With mass update tool it is easy and fast to update lots of data at once. The mass update options vary a lot, for example from changing a business unit of a case to printing multiple invoices at once.

Mass update action-menu is always located at the bottom of the report. Each report row has a checkbox in the beginning of the row to control if the row will be updated or not. If there is no checkbox, it means that either user's access rights or row's status do not allow updating. Row's status can be for example invoice's status or work hour's status. To select or deselect all rows, click the checkbox in the subject bar. Only the report results that are visible are changed, which means that mass update is done per report page. One report page can show maximum of 200 rows, so mass update can be done to 200 rows on one go. For some functions the amount is restricted to 50.

Accounts

Change account industry, segmentation, account status (active/inactive) or the invoice template account uses with mass update.

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Change industry

  1. Open an existing Accounts report or create a new one from New - Report menu
  2. Notice that the report has a column on the left with a check box for each result. By default all check boxes are marked and that means all accounts are selected.
  3. Click the check box at the top to deselect or reselect all accounts on the page or click the check box to deselect or reselect individual accounts
  4. Click to open the action drop down menu and select Change industry
  5. Select new industry from drop down

    account_industry.JPG

  6. Click Update
  7. Confirm the change on the pop-up
  8. Confirmation is shown with the number of rows successfully updated

    update_row4.png

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Change segmentation

  1. Open an existing Accounts report or create a new one from New - Report menu
  2. Notice that the report has a column on the left with a check box for each result. By default all check boxes are marked and that means all accounts are selected.
  3. Click the check box at the top to deselect or reselect all accounts on the page or click the check box to deselect or reselect individual accounts
  4. Click to open the action drop down menu and select Change segmentation
  5. Select the function you want to execute: Add or Remove
  6. Select segmentation, i.e. Account type - Customer

    account_segmenatation.JPG

  7. Click Update
  8. Confirm the change on the pop-up
  9. Confirmation is shown with the number of rows successfully updated

    update_row.png

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Changing status

  1. Open an existing Accounts report or create a new one from New - Report menu
  2. Notice that the report has a column on the left with a check box for each result. By default all check boxes are marked and that means all accounts are selected.
  3. Click the check box at the top to deselect or reselect all accounts on the page or click the check box to deselect or reselect individual accounts
  4. Click to open the action drop down menu and select Change status
  5. Select active or inactive status from the Status drop down menu

    account_status.JPG

  6. Click Update
  7. Confirm the change on the pop-up
  8. Confirmation is shown with the number of rows successfully updated

    update_row4.png

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Change invoice template

  1. Open an existing Accounts report or create a new one from New - Report menu
  2. Notice that the report has a column on the left with a check box for each result. By default all check boxes are marked and that means all accounts are selected.
  3. Click the check box at the top to deselect or reselect all accounts on the page or click the check box to deselect or reselect individual accounts
  4. Click to open the action drop down menu and select Change invoice template
  5. Select the invoice template from the Invoice template drop down menu

    account_template.JPG

  6. Click Update

  7. Confirm the change on the pop-up

  8. Confirmation is shown with the number of rows successfully updated

    update_row4.png

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Activities

When using Activity management add-on, it’s possible to reopen activities, mark activities as complete or change activity owner with mass update. NOTE: If you are using calendar synchronization, changing activity owner is not possible.

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Changing the status of an activity

  1. Open an existing Activities report or create a new one from New - Report menu
  2. Notice that the report has a column on the left with a check box for each result. All check boxes that are marked are selected.
  3. Click the check box at the top to deselect or reselect all activities on the page or click the check box to deselect or reselect individual activities
  4. Click to open the action drop down menu and select Change status
  5. Select the new status from drop down (Mark as completed / Reopen)

    activity_status.JPG

  6. Click Update
  7. Confirm the change on the pop-up
  8. Confirmation is shown with the number of rows successfully updated

    update_row.png

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Change the activity owner

  1. Open an existing Activities report or create a new one from New - Report menu
  2. Notice that the report has a column on the left with a check box for each result. All check boxes that are marked are selected by default but you can only change the owner on activities where you are the current owner or participant.
  3. Click to open the action drop down menu and select Change owner.
  4. Click the check box at the top to deselect or reselect all activities on the page or click the check box to deselect or reselect individual activities
  5. Click in the activity owner field and user selection control opens
  6. Select the new owner

    activity_owner.JPG

  7. Click Update
  8. Confirm the change on the pop-up
  9. Confirmation is shown with the number of rows successfully updated

    update_row.png

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Cases

It’s possible to add new keywords for cases, change case business unit, owner, status, cost center, sales status and sales person and change invoice template used for invoices. When Advanced pricing add-on is enabled for your organization, it is possible to increase price list prices by percentage or by fixed amount.

Add keyword

  1. Open an existing Cases report or create a new one from New - Report menu
  2. Notice that the report has a column on the left with a check box for each result. By default all check boxes are marked and that means all cases are selected
  3. Click the check box at the top to deselect or reselect all cases on the page or click the check box to deselect or reselect individual cases
  4. Click to open the action drop down menu and select Add keyword
  5. Select the new keyword from drop down

    add_keyword.JPG

  6. Click Update
  7. Confirm the change on the pop-up
  8. Confirmation is shown with the number of rows successfully updated

    update_row.png

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Change business unit

  1. Open an existing Cases report or create a new one from New - Report menu
  2. Notice that the report has a column on the left with a check box for each result. By default all check boxes are marked and that means all cases are selected
  3. Click the check box at the top to deselect or reselect all cases on the page or click the check box to deselect or reselect individual cases
  4. Click to open the action drop down menu and select Change business unit
  5. Select the new business unit from drop down

    change_business_unit.JPG

  6. Click Update
  7. Confirm the change on the pop-up
  8. Confirmation is shown with the number of rows successfully updated

    update_row.png

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Change case owner

  1. Open an existing Cases report or create a new one from New - Report menu
  2. Notice that the report has a column on the left with a check box for each result. By default all check boxes are marked and that means all cases are selected
  3. Click the check box at the top to deselect or reselect all cases on the page or click the check box to deselect or reselect individual cases
  4. Click to open the action drop down menu and select Change case owner
  5. Select the new case owner using the user selection tool

    change_case_owner.JPG

  6. Click Update
  7. Confirm the change on the pop-up
  8. Confirmation is shown with the number of rows successfully updated

    update_row.png

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Change case status

  1. Open an existing Cases report or create a new one from New - Report menu
  2. Notice that the report has a column on the left with a check box for each result. By default all check boxes are marked and that means all cases are selected
  3. Click the check box at the top to deselect or reselect all cases on the page or click the check box to deselect or reselect individual cases
  4. Click to open the action drop down menu and select Change case status
  5. Select the new case status from the drop down

    change_case_status.JPG

  6. Click Update
  7. Confirm the change on the pop-up
  8. Confirmation is shown with the number of rows successfully updated

    update_row.png

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Change cost center

Cost centers are available in Visma Severa when financial interface is used. Cost centers are visible in the settings if the interface supports them. Cost centers can also be enabled when using Visma Severa API from API parameters. See more from our support portal's Questions & Answers section: How do cost centers work in Severa?.

  1. Open an existing Cases report or create a new one from New - Report menu
  2. Notice that the report has a column on the left with a check box for each result. By default all check boxes are marked and that means all cases are selected
  3. Click the check box at the top to deselect or reselect all cases on the page or click the check box to deselect or reselect individual cases
  4. Click to open the action drop down menu and select Change cost center
  5. Select the new cost center from the drop down

    change_cost_center.JPG

  6. Click Update
  7. Confirm the change on the pop-up
  8. Confirmation is shown with the number of rows successfully updated

    update_row.png

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Change sales status

  1. Open an existing Cases report or create a new one from New - Report menu
  2. Notice that the report has a column on the left with a check box for each result. By default all check boxes are marked and that means all cases are selected
  3. Click the check box at the top to deselect or reselect all cases on the page or click the check box to deselect or reselect individual cases
  4. Click to open the action drop down menu and select Change sales status
  5. Select the new sales status from the drop down

    change_sales_status.JPG

  6. Click Update
  7. Confirm the change on the pop-up
  8. Confirmation is shown with the number of rows successfully updated

    update_row.png

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Change sales person

  1. Open an existing Cases report or create a new one from New - Report menu
  2. Notice that the report has a column on the left with a check box for each result. By default all check boxes are marked and that means all cases are selected
  3. Click the check box at the top to deselect or reselect all cases on the page or click the check box to deselect or reselect individual cases
  4. Click to open the action drop down menu and select Change Sales Person
  5. Select the new sales person from the drop down

    change_sales_person.jpg

  6. Click Update
  7. Confirm the change on the pop-up
  8. Confirmation is shown with the number of rows successfully updated

    update_one_row.jpg

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Change invoice template

  1. Open an existing Cases report or create a new one from New - Report menu
  2. Notice that the report has a column on the left with a check box for each result. By default all check boxes are marked and that means all cases are selected
  3. Click the check box at the top to deselect or reselect all cases on the page or click the check box to deselect or reselect individual cases
  4. Click to open the action drop down menu and select Change invoice template
  5. Select the new template from the drop down

    change_invoice_template.JPG

  6. Click Update
  7. Confirm the change on the pop-up
  8. Confirmation is shown with the number of rows successfully updated

    update_row.png

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Change custom pricing

When Advanced pricing add-on is enabled it is possible to increase price list prices by percentage or by fixed amount. Read more from our support article: Advanced pricing (add-on).

  1. Open an existing Cases report or create a new one from New - Report menu
  2. Notice that the report has a column on the left with a check box for each result. By default all check boxes are marked and that means all cases are selected
  3. Click the check box at the top to deselect or reselect all cases on the page or click the check box to deselect or reselect individual cases
  4. Click to open the action drop down menu and select Change custom pricing
  5. Select the type of price increase (percentage or fixed) from the drop down
    1. Percentage: enter the increase percentage and select if both work hours and product prices are affected. It is possible to round the values to integer or by using two decimals

      change_custom_pricing_percentage.JPG

    2. Fixed: enter the price increase and currency and select if both work hours and product prices are affected.

      change_custom_pricing_fixed.JPG

  6. Click Update
  7. Confirm the change on the pop-up
  8. Confirmation is shown with the number of rows successfully updated

    update_row.png

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Invoices

Invoice mass update has many useful functions making invoice handling faster. Each function is described in detail below. Please notice that access rights and invoice statuses limit the data that user can change with invoice mass update tool.

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Change date of entry

Date of entry defines the month for revenue. Date of entry is located on the "Settings" tab of the invoice and because of this, changing the date of entry using mass update tool is very handy. Date of entry can only be changed to invoices that are editable (invoice status is Draft, or other status that doesn't have "Read-only" setting enabled).

  1. Open an existing Invoices-report or create a new one from New - Report menu.
  2. Open the action drop-down menu from the bottom of the report and select "Change date of entry".
  3. Choose invoices that will be updated using the check box at the beginning of each row.
  4. Select the new date of entry (system suggests the current date).

    mass_entry.PNG

  5. Click Update.
  6. Confirm the change on the pop-up.
  7. Confirmation of update is shown with the number of rows successfully updated.

    update_row4.png

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Change invoice date

Invoice date defines the month for billing and together with payment terms it defines the due date of invoice. Invoice date can only be changed to invoices that are editable (invoice status is Draft, or other status that doesn't have "Read-only" setting enabled).

  1. Open an existing Invoices-report or create a new one from New - Report menu.
  2. Open the action drop-down menu from the bottom of the report and select "Change invoice date".
  3. Choose invoices that will be updated using the check box at the beginning of each row.
  4. Select the new invoice date (system suggests the current date).

    mass_date.PNG

  5. Click Update.
  6. Confirm the change on the pop-up.
  7. Confirmation of update is shown with the number of rows successfully updated.

    update_row.png

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Change payment date

Invoice gets a payment date automatically when invoice status is set to "Paid". Sometimes this automation is wrong, because the date when user changes the invoice status to Paid in Visma Severa is not the real date when customer actually paid the invoice. Payment date is located on the "Settings" tab of the invoice and it cannot be edited on the invoice if the status is "Paid". To avoid the need to change invoice status back to draft, payment date can be changed using mass update tool even when invoice status is Paid.

  1. Open an existing Invoices-report or create a new one from New - Report menu
  2. Open the action drop-down menu from the bottom of the report and select Change payment date
  3. Choose invoices that will be updated using the check box at the beginning of each row
  4. Select the new payment date (system suggests the current date)

    update_payment_date.PNG

  5. Click Update
  6. Confirm the change on the pop-up
  7. Confirmation of update is shown with the number of rows successfully updated

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Change status

Using the invoice mass update tool it is possible to change status of multiple invoices on one go. For example, if in your company project managers create invoices and set them to wait for approval, then person approving invoices can review invoices waiting for approval on a report and change status for all approved invoices at once. Financial administrator can also search for all unpaid invoices and set them to Paid status with couple of clicks.

  1. Open an existing Invoices-report or create a new one from New - Report menu
  2. Open the action drop-down menu from the bottom of the report and select Change status
  3. Choose invoices that will be updated using the check box at the beginning of each row
  4. Select the new status

    mass_status.PNG

  5. Click Update
  6. Confirm the change on the pop-up
  7. Confirmation of update is shown with the number of rows successfully updated

    update_row4.png

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Download invoices as PDF files

Invoices can be downloaded as PDF files and saved to own computer. To download multiple invoices as PDF files, use the mass update tool, which allows downloading 50 invoices at once. When multiple invoices are downloaded, one archive file (.zip file) is created including all the PDF files.

  1. Open an existing Invoices-report or create a new one from New - Report menu
  2. Open the action drop-down menu from the bottom of the report and select Download invoices as PDF files
  3. Choose invoices that will be downloaded as PDF using the check box at the beginning of each row
  4. Click OK

    mass_pdf.PNG

  5. If you have selected more than 50 invoices, there is a pop up asking you to choose 50 or less invoices. Otherwise the pop up asks for a confirmation to download invoices.
  6. Notice that the download can take a little while depending of the amount or content of the selected invoices.
  7. A Zip-file including all selected invoices is saved in to your computer. The location for the saved file is defined in your web browser settings.
  8. In the newer computers it is possible to open the .zip file just by double clicking it as any normal folder and then access the PDF files. If you are not able to open the .zip file, contact your company's IT support for assistance.

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Download invoices for printing

Visma Severa doesn't offer a direct print option to a printer but with mass update tool you can download maximum of 50 invoices into one PDF file, then print that one file to the printer. Please be aware that creating this kind of file can take a little time.

  1. Open an existing Invoices-report or create a new one from New - Report menu
  2. Open the Action drop-down menu from the bottom of the report and select "Download invoices as PDF files
  3. Choose invoices that will be downloaded into one PDF file using the check box at the beginning of each row
  4. Click OK

    mass_print.PNG

  5. If you have selected more than 50 invoices, there is a pop up asking you to choose 50 or less invoices. Otherwise the pop up asks for a confirmation to download invoices.
  6. Notice that the download can take a little while depending of the amount or content of the selected invoices
  7. A PDF file including all selected invoices is saved in to your computer. The location for the saved file is defined in your web browser settings.
  8. Open the PDF file and print it to a printer.

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