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Case overview

Notes

  • Customization of the case Overview applies to all cases across an organization.
  • Administrator access rights may be required to perform some or all of the following steps related to case Overview.
  • Users are able to view financial data in the case Overview based on Access rights.
  • Financial data available in the case Overview varies when add-ons such as Advanced time tracking, KPI and Revenue recognition are in use.

In brief

The case Overview provides basic information about a case to help you understand the overall situation and status.

Basic details such as the Case name, Account name, Case owner, etc. on the left are usually fairly static information that is always shown, and can be corrected or edited by clicking the Edit button in the section titlebar and making changes to the relevant field.

Financial data such as the Schedule, Work hours, Billing, Revenue, Margin, etc. on the right are progressive calculations based on information and numbers entered elsewhere in the case. Visibility of financial data is determined by Access rights, however it's also possible to select which data is shown in the Overview section to ensure it's relevant for your company. 

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Financial data

The significance of financial data in the case Overview is described below. When referring to tooltips, these are small text boxes with information that displays above an object when the mouse is positioned on top of the object. Links are blue, underlined text that open a pop-up for data entry or redirect the user to another page.

Schedule: The number of days until the project starts, ends (e.g., 163 d left) or is overdue. The number increases or decreases daily. A tooltip on the number of days reveals the actual start date and deadline date (10/29/2012 - 4/25/2012).

The progress bar provides a visual clue about the advancement of days from the start date to deadline. A tooltip on the progress bar shows the percentage of completed days over total days (completed days/total days * 100) (e.g., 8 % completed).

Case completion: The percentage of work hours entered over work hours estimated (work hours entered/work hours estimated * 100). Click the link to manually adjust the percentage, or clear it, based on personal observation. 

The progress bar provides a visual clue about the advancement of work hour entries toward the estimate. A tooltip on the progress bar again shows the percentage of case completion (as calculated above).

Work hours: The number of work hours entered versus the number of estimated work hours (Entered/Estimated) as defined or summed in the root phase (case) of the Activities & Phases section. Click the link to open the Work hours report for the case.

Expenses: The total sum of costs paid for labor, products and travel. Labor expenses are calculated as the number of hours entered times the cost per hour of an employee as specified in their work contract (number of hours * cost per hour). Expenses for products and travel are based on the cost of each item as specified through Tools > Settings > Products or Travel expenses and displayed as the cost of the item in the relevant section of the case.

Labor expenses: The total sum of costs paid for labor. Labor expenses are calculated based on the number of hours entered times the cost per hour of an employee as specified in their work contract.

Billing: The total sum invoiced for labor, products and travel before taxes. Click the link to open the Invoices report for the case.

The progress bar provides a visual clue regarding the advance of actual billing in relation to the billing forecast. A tooltip on the progress bar shows the percentage of actual billing realized (actual billing/billing forecast * 100).

Revenue: Income prior to the deduction of expenses. Revenue is calculated automatically when an invoice status is marked Sent according to the Date of entry. If desired, revenue can be adjusted manually to distribute income over time or recognize income from sources other than sales, but this will override automatic calculation until invoicing surpasses the adjusted revenue.

Margin: The difference between billing and total expenses (billing - expenses). 

The progress bar provides a visual clue about profit in relation to the cost of goods. In retail this can also reflect the markup. A tooltip on the progress bar shows the percentage margin (billing - expenses/billing * 100).

Sales margin: The difference between billing and variable costs (billing - variable costs). Variable costs are considered expenses that fluctuate based on production. In Visma Severa, variable costs are the cost of the products sold or the difference between total expenses and labor expenses (total expenses - labor expenses).

The progress bar provides a visual clue about profit in relation to the variable cost of goods. A tooltip on the progress bar shows the sales margin as a percentage (billing - variable costs/billing * 100).

Ready to bill: The amount of outstanding charges on the case that have yet to be invoiced.

Settings

Specify which financial data is visible in the Overview section of cases through Tools > Settings > Case overview.

Financial data listed on the settings page are in the same order as the information appears in the case Overview. By default, all financial data except Expenses and Labor expenses are shown. Click to mark or unmark checkboxes to identify which information should or shouldn't be displayed. After marking the checkboxes for all finances that you want visible, click Save.

If after making changes you wish to return to the default structure, click Reset to defaults to reinstate the original display selections for all overviews.

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Add-ons

With the following add-ons to Visma Severa it's possible to show more key figures and financial data in the case Overview. To enable these values go to Tools > Settings > Case Overview.

Advanced time tracking

When using the Advanced time tracking add-on with Work hour approval, it's possible to display the breakdown of work hours by Approved, Not approved or Not reviewed status below the normal entered/estimated hours.

The approval status figures are the sum of work hours entered with that status, and the links open the Work hours report delimited to hours with that status. Work hour approval is possible from the report with proper Access rights.

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Please see the Advanced time tracking article for more information.

Revenue recognition

When using the Revenue recognition add-on, it's possible to show additional calculations for Revenue, Margin and Sales margin based on Revenue sources.

caseoverview_revenuerec.png

A new definition of revenue can be calculated and displayed excluding one or the other source, therefore providing information exclusively about In-house (Revenue excluding outsourced = total revenue - outsourced revenue) or Outsourced (Revenue excluding in-house = total revenue - outsourced revenue) revenue.

Likewise, it's possible to calculate and display the margin based on revenue sources. So the In-house margin is the difference between billing for in-house items and in-house costs (in-house billing - in-house costs), and the Outsourced margin is the difference between billing for outsourced items and outsourced costs (outsourced billing - outsourced costs).

The Custom sales margin appears just below the regular Sales margin in the case Overview, and is calculated as the sum of Recognized revenue from (either In-house or Outsourced) and Profit from (either In-house or Outsourced). In other words, custom sales margin is calculated using any combination of revenue source data, where either In-house or Outsourced recognized revenue + either In-house or Outsourced margin.

The Custom margin appears just below the Custom sales margin in the case Overview, and is calculated as the difference between the Custom sales margin and Labor expenses.

Please see the Revenue recognition article for more information.

KPI

When using the Advanced reporting add-on, unique financial data is created from your specifications and displayed in the case Overview. The name and unit you enter is displayed, as well as the calculation results.

Go to Tools > Settings > KPI, and select to Add or click the Edit icon from an existing item in the Case indicators table. Define the indicator, and provide a name and unit. The indicator will display in the case Overview, at the bottom of the financial data column just above Ready to bill, with the given name on the left and the resulting figure and unit on the right.

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