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Anatomy of a case

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Description

Cases are customer or internal projects that are managed in Visma Severa for improved time, billing and reporting accuracy. Cases are structured to encourage easy management and monitoring of project sales, finances, activities, phases, expenses and billing.

Cases always belong to an account, and are numbered upon creation. Case numbering is managed through Settings, and can be edited through the Overview section of a case.

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Create a case

Go to New - Case to create a new case or open existing account, go to section Cases and create a new case.

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Existing case

Locate an existing case through top menu

  • Search (by case name, account name, case number or keyword)
  • History (lists the last 10 pages that you visited in Visma Severa)
  • Browse > Open cases
  • Reports > Any of the reports containing case name or number

Case of a certain account can also be opened from the account card.

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Sharing

At the top of the case is an icon for Extranet Sharing  sharing.png to share case information with account's contacts. Please see the Extranet sharing article for more information.

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Details

On the Details title bar, locate the following buttons: Create copy, Delete, Open and Closed.

The History button also appears on the title bar if the Action history add-on is in use, and it opens a detailed log listing the date, action and person for changes made to the case. Create copy uses the case that is currently open as a template for creating a new case. See the How to: Use a case as a template article for more information. Delete completely removes the case from the system, however this function is only possible if the case doesn't have work hours, products, travel expenses, activities or invoices. The Open and Closed buttons indicate the current state of the case. Closed cases are still available for review in the system, but may not appear in default searches if a filter to search only open cases has been applied.

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Case status

The Case status section allows you to flag the case with temporary status changes so that other case members visiting the page or viewing a report are aware of the situation. For example a status "Ready for billing" is a good way to inform the billing department that the case can be invoiced. Once a status has been selected, it's possible to enter a description next to it as well. The status can be changed or removed by clicking the status icon. Status changes and descriptions can be viewed by clicking the Status history -link. Case statuses can be defined in the Settings. Please see the Case status article for more information.

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Overview

The case Overview provides basic information about the case, including the name of the Case, Account, Owner, Business unit, etc. as well as Schedule, Completion, Work hours and financial data. The Edit button on the title bar allows you to make changes to basic information on the left.

The Schedule is created and edited by entering a Start date and Deadline through the root phase (case name) in the Activities & Phases section. Case completion is calculated as the number of work hours entered divided by the Work hour estimate specified in the root phase of the Activities & Phases section. Automatic calculation can be disabled by clicking the linked percentage number, manually entering an estimate and saving. Please see the Case completion article for more information.

Work hours are estimated through phases in the Activities & Phases section, and entered by employees through New > Work hours. The number displayed in the Overview is the Entered/Estimated hours for the case. Labor expenses are calculated based on the entered work hours, when cost/hour value has been defined for employees in user management. Expenses are all the other expenses that are gathered from travel expenses and products.

Financial data is calculated automatically when data (work hours, products and travels) is entered for the case and invoiced. Ready to bill is a link to create a new invoice. Please see the Case overview article for more information.

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Activities & Phases

The Activities & Phases section presents the tree structure of the case and it's phases and activites. Using the buttons in the title bar, the tree view can be changed into Gantt chart, New activity and New phase can be added and case members can be edited. Notice that by default only incomplete phases/activities are shown. To view also completed phases/activities open the Show drop-down to select All.

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Case members

Case members are employees that are part of the project team. Before adding activities or phases, it's important to add the Case members because member selection thereafter is limited accordingly. If using the Advanced resourcing add-on, click Preview current allocations to see the workload of selected case members. Please see the Advanced resourcing article for more information. If needed, adjust the cost per hour of individual case members by clicking Case member cost exceptions. The cost of a case member will affect expense calculations on the case. Please see the Edit case members article for more information.

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Phases

The very first phase is called root phase and it has the name of the case. To edit root phase, click the name. Work estimate can be entered, but be aware that the estimates given for sub phases will add up to case work hour estimate. Start date and deadline are the beginning and end date for the whole project. Default Work type used on the work hour entries can be selected, but notice, that this selection is only default and employee can change the work type on the work hour entry form. Limit the available work types in the Work types & Products section of the case.

Use "Lock phase to prevent hour entry" selection if you don't want employees to enter hours for this phase. Notice that system will automatically disable work hour entries for phases that have sub phases.

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Click Add phase to create the case structure. Phases are parts of the projects, that can have different work estimates, deadlines and teams. When adding a phase, it is possible to define to what phase it belongs to to create the tree. If desired, activities can be added to the phase as tasks. For more information, see Add a phase.

Click Add activity to add a task at the case level. Activities can also be added within the Add phase view or through the Calendar.

Once there are several phases and/or activities on the case, it's possible to limit the view with the drop-down menu after Show. Click to select All, Incomplete, My own or To-dos and delimit the tree view of your case accordingly.

It's also possible to move phases by dragging and dropping them on the same tier of the tree structure, however moving a phase doesn't change its dates. Move a phase by clicking on the name and holding while dragging it to another position. Release above or below another phase to reposition it.

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Resource allocations (add-on)

Please see the Advanced resourcing article for information about resource allocations.

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Sales

The Sales section is mainly updated by the salesperson. Keeping the Sales status current is important because it indicates the state of sales negotiations as either In progress, Won or Lost. Probability of sales status can be defined in Tools > Settings > Sales statuses for each sales status. Information of the sales is  used frequently in reporting to provide insight into the current and future state of the project portfolio.

  1. For the Sales status, Salesperson and Lead source, click to select from available options on the drop-down menu.
  2. Enter or edit the Value for the total sales value. Notice that when using proposal add-on, proposals fill in the value
  3. The Probability should be automatically updated with changes to the Sales status, however if needed it can also be manually adjusted.
  4. Type to enter or click the calendar icon to select the Expected order date.

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Proposals (add-on)

Please see the Proposal creation article for information about creating proposals for the customers.

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Products

Products -section can be used to enter different types of items for invoicing or as costs for the case. Visma Severa has a product register managed in Tools > Settings > Products and those products can be added to the case. On the same view it is also possible to add items that are not connect to product register. Both items and products can be used to create invoicing (when row has unit price) and to create costs (when row has unit cost). Billing plan can be changed by editing the row so that it is possible to for example set a date when row is billable.

  1. In the Products section, enter details for each column in the bottom row of the table and click Add. Or, click Add multiple products to access the product directory and simply enter a number for the quantity of several products, and Add.
  2. Update products in the table by clicking on the edit icon icon_edit.png, and then on the pop-up window, adjusting product details such as Date, Quantity, VAT, etc.
  3. When there are many products in the table, as default you can see unbilled product. It's possible to limit the visible results by marking one of the boxes after Show, to display only Billable/Non-bilable or Unbilled/Billable products.

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Travel expenses

Travel expenses are entered by employees through New > Work hours or New > Travel reimbursement. Without Travel reimbursement add-on, everyone can enter travels for cases to be invoiced and to be visible in the case expenses. With the travel reimbursement add-on, employees can also create the travel document required for salary payment purposes. Travel expenses are managed in Tools > Settings > Travel expenses. Entered travel expenses can be edited by clicking the pen icon in front of the row.

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Pricing

The pricing section identifies the current price list and details of the pricing structure associated with the case. Pricing is the best place to start looking if a work hour entry or item is not showing on the invoice.

See Work hour pricing article for more information on how to create price lists and use them on cases.

  1. On the Pricing title bar, click Edit to open the section.
  2. Use the drop-down menu at the top to select a different Price list or create a Custom price list to make a case specific pricing. Selecting an existing price list uses the rates defined therein, but allows you to add additional pricing rules through New row. Creating a Custom price list makes all work rates editable by Person, Work type, Phase, type of Rate and Price.
  3. Select or deselect Overtime multipliers.
  4. Select or deselect whether Travel expenses are billable.
  5. Edit product prices if necessary.
  6. And, click Save.

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Work types & Products

Choose which work types and products can be entered to the case via work hour entry form. As a default all work types and products are available for employee to enter for the case. Default work type means a work type that is defaulted for the employee when he/she choose the case and phase to enter hours to on the work hour entry form.

When all work types are available for the case (default setting hasn't been changed), the default work type on the work hour entry form is selected in the following order:

  1. Work type selected for a phase.
  2. Work type selected for a user in user settings.

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To limit only a certain work types and products to be selectable on the work hour entry form, edit the section and then choose the "case specific" option using the radio button selection. It is not mandatory to change both options to use case specific selection.

For work types a default work type must be selected.

When using case specific work types, the default work type on the work hour entry form is selected in the following order:

  1. Work type selected for a phase.
  2. Work type selected as "default work type" in case's work types & products.

Work types and products can be selected by typing part of the name into the search field, or clicking the cursor into the search field and selecting the name from the list. Notice that selecting product category, will add all the products in that category.

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Billing details

Customer billing information can be managed in billing details of a case. The top part hold the more general information that are used on all of the invoices created for the case. You can for example enter the order number agreed with the customer into "Order number" field, and it's then displayed on all invoices. Changing the details will not affect previously created invoices. 

Sometimes there is a need to send the invoice to other parties than the actual account of the case. The billing customer section is for this purpose. As default the Account of the case will also be the billing customer of the case and more can be added if needed. For each billing customer you can set the default billing address and contact. This information can be changed on invoice if needed.

Invoice is created for the default billing customer when creating invoices from for example "Ready to bill" or "New > Invoice".

When grouping cases to one invoice, then the actual account of the case is always the billing customer.

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Billing & Revenue

The Billing & Revenue displays financial forecast information as well as Actual billing by month and a list of invoices related to the case.

Revenue will display the amount of the invoice, when invoice is set to "Sent" status. Revenue goes for the month which is invoice's date of entry.

Billing forecast and Expense forecast can be entered manually for each month. Forecasts can be compared to actual billing and actual expenses on reports, such as Cases.

If using the Revenue recognition add-on, click the button in the title bar to open the table of revenue and allocations by month.

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Files & Links

The Files & Links section is at the bottom of the page, and the title bar contains the Add file and Add link buttons. Files & Links are available for review and download by other case members. Only 5 megabytes of Visma Severa data storage is provided without extra payment. More data storage space can be purchased from Upgrades.

Its also possible to add files to external services by using File storage integrations.

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