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Invoice notes and free text fields with automated tags

Visma Severa invoice has three different free text fields and they all behave differently. These fields are called Notes, Invoice free text before invoice rows and Invoice free text after invoice rows.

When using an interface for transferring invoices from Visma Severa to a third party software, there can be limitations of which of the free text fields are transferred.

When invoice status is not read only, the text in each notes field can be edited by clickingicon_edit.pngicon in front of the section.

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Notes -field

Notes is an invoice specific field. When text is typed into the field directly on an invoice, it is visible on that invoice only. Text that appears on notes can also be defined on a case, in Billing details.

When notes are added to a case, the text will appear on each invoice of that case. NOTE: Text formatting options (such as font colour, size, etc.) are not available in Notes field.

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Invoice free text before invoice rows -field

Invoice free text before invoice rows is a free text field with many features. This is a great field to let your customer know details about the project that invoice refers to by using automated tags. With automated tags you can for example show a case name and number that is not otherwise visible on the invoice. It is also possible to add a link that your customer can use to view invoices online.

The content of this field can be defined on invoice template. When text is added into this field on invoice template, text will be visible on all invoices using that specific template. If content is changed (edited/removed) on invoice, custom template is created and the modified text will be visible on all invoices created afterwards. If See Invoice template article for more information.

Small amount of text formatting tools are also available to be used for text in this field. For example you can bold, italicize or underline text by using the tools provided in the top of the field. Formatted text can also be added using HTML-coding.

NOTE! Sometimes when text is copied from Word or Internet etc. into this field, formatting and styling of the text gets also copied. This formatting might not be visible when viewing the text in design mode but will be revealed when changing to HTML mode.

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Invoice free text after invoice rows -field

Invoice free text after invoice rows is a free text field similar to Invoice free text before invoice rows, without the automated tags option. Text written in this field behaves otherwise similarly.

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Automated tags

Automated tags can be used in the Invoice free text before invoice rows -field to retrieve content. Because text in this field is copied from one invoice to another through the organization, these tags help showing the correct data related to that specific invoice.

For example: if you would type manually a case name "Project A" into the Invoice free text before invoice rows -field, the information wouldn't be correct when creating an invoice to a Project B, so you would have to change the case name again manually. What the automated tag does, is that it looks for the case name of the invoice and then shows the correct name automatically. This way all the invoices will always have the correct case name without editing.

Automated tags are specific words surrounded by brackets. Tags can be added to the Invoice free text before invoice rows -field from the bottom of the field, when it is in edit mode. Just click the tag you wish to use and it's added into the text area where your cursor is at the moment.

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When the field is in edit mode, you will see the only tag but when you save and return to normal view, you'll see the data that tag fetches.

You can have both written text and tags mixed in the free text field to improve sentence structure or clarify information.. For example "Project name: [Case name]".

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Available tags and what they show:

  • [Account contact] = Shows the account contact name of the invoice, if selected on the invoice
  • [Account name] = Shows the account name of the invoice
  • [Account number] = Shows the account number of the invoice's account
  • [Billed] = Shows the amount of billing including the current invoice in the currency of the invoice.
    • If invoice has many cases, amount of billing is shown from each case separately and case name is added in front of each amount as "case name: value". For example: "case name 1: 1500,00 €, Case name 2: 854,00 €"
  • [Billing contact] = Shows the billing contact name of the invoice, if selected on the invoice
  • [Billing forecast] = Shows the total amount of billing forecast from the case of the invoice
    • If invoice has many cases, billing forecast is shown from each case separately and case name is added in front of each amount as "case name: value".
  • [Case name] = Shows the case name of the invoice
    • If invoice has many cases, all names are shown and separated by comma as "case name 1, case name 2"
  • [Case number] = Shows the case number of invoice's case
    • If invoice has many cases, all case numbers are shown and separated by comma as "case number 1, case number 2"
  • [Case owner] = Shows the current case owner of the case on the invoice
    • If invoice has many cases, all the case owner names are shown separately with case number and case name added in front of each case owner name "Case number 1 Case name 1 Case owner name 1, Case number 2 Case name 2 Case owner name 2"
  • [Expected value] = Shows the sales value of the case
    • If invoice has many cases, sales value is shown from each case separately and case name is added in front of each amount as "case name: value".
  • [Invoice online code] = Shows the code that is needed when accessing invoice via online URL
  • [Invoice online URL] = Shows the URL to view invoice online
  • [Our reference] = Shows "Our reference" information if given on the invoice
  • [Remaining billing] = Shows how much can still be invoiced from the customer. The value is calculated: Billing forecast - Billing
    • If invoice has many cases, amount of remaining billing is shown from each case separately and case name is added in front of each amount as "case name: value"
  • [Remaining hours] = Shows how many hours can still be entered for the case. The value is calculated: Hours estimated - hours worked. The value can be negative, if amount of hours entered exceeds the estimated
    • If invoice has many cases, amount of remaining hours is shown from each case separately and case name is added in front of each amount as "case name: value"
  • [Total hours worked] = Shows total hours entered for the case
    • If invoice has many cases, amount of total hours is shown from each case separately and case name is added in front of each amount as "case name: value"
  • [Work hour estimate] = Shows total hours estimated for the case
    • If invoice has many cases, amount of total hours estimated is shown from each case separately and case name is added in front of each amount as "case name: value"
  • [Your reference] = Shows "Your reference" information if given on the invoice

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