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Accounts and contacts

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Description

In Visma Severa, Accounts are companies and Contacts are people who work at those companies. The ability to create, view and edit accounts is based on Access rights.

Accounts usually represent customers, and are structured to facilitate project management, customer relationship management (CRM) and invoicing. Accounts are also used to represent consultants, partners and your own company.

Contacts are often only a few main representatives, such as the billing contact, decision maker and project leader. However, for consultants, partners and your own company it's common to enter all employees that might be working on projects in order to maintain and access details about those people.

Cases always belong to an account, and the Account contact is identified in the Billing details section of the case. Just like cases, accounts are numbered upon creation. Account numbering is managed through Settings, and can be edited on an account.

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Getting started

Locate an existing account through the top menu using Search (by account name, account number, case name, case number or keyword), History (lists the last 10 pages within Visma Severa that you visited), Browse or Reports. And click to open it.

At the top of the page, under the breadcrumb, are a series of five stars. Click to highlight one, two, three, four or five stars to rate the account. Generally the rating is based on customer satisfaction, but can be used to indicate other factors relevant to your company.

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Account information

It's possible to Delete accounts that don't have cases or invoices. Once an account has either cases or invoices it can't be deleted, but can be made Inactive.

Accounts in Visma Severa are either Active or Inactive. The buttons on the dark gray Account information title bar indicate the current state of the case with color, so that a green Active button or red Inactive button is visibly prominent. Click one or the other button to change the state of the account.

Inactive accounts are basically closed, but still archived in the system for review. Cases can't be created for inactive accounts, and in general inactive accounts don't appear in default searches because of the Account status filter.

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Basic details about the account are listed for review. Information can be updated using the Edit button on the title bar. Please see the Managing accounts and contacts article for more information.

  • Account name: The name of the customer's company.
  • Account owner: The account manager in your company. The drop-down menu lists all users in the system.
  • Industry: The business field of the customer. The drop-down menu lists all active industries in the system.
  • Annual revenue: The customer's annual revenue.
  • Email: The main company email address.
  • Website: The URL of the customer's Internet site.
  • Headquarters: The address of the customer's main offices.
  • Notes: Any additional information.
  • VAT number: The customer's registered business identification number.
  • Account number: The number assigned to identify the account in Visma Severa. Numbering is managed through settings.
  • Number of employees: The number of people the customer employs.
  • Time zone: The time zone of the customer's main office or headquarters.
  • Price list: The default pricing associated with customer cases. This can be changed on the case if necessary.
  • Currency: The default currency associated with customer cases. This can be changed when creating a new case if necessary.

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Billing details

Billing details like invoice template and invoice language can be defined on account level. Information can be updated using the Edit button on the title bar.

  • Invoice template: The default invoice template for customer invoices. Please see the Invoice template article for more information.
  • Language: The language used on customer invoices.
  • Payment term: The default invoicing period for customer invoices. This can be changed on individual invoices if necessary.
  • Overdue interest: The default overdue interest for customer invoices. This can be changed on individual invoices if necessary.
  • Reverse charge: This can be changed on the Config tab of an individual invoice if necessary.
  • Invoicing VAT: The default VAT% used for customer invoices. This can be changed on individual invoices if necessary.

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Contact information

Contacts related to the account are listed by address. Add a New contact or New address using the buttons on the title bar. There might be only one location that serves as the Office, Billing and Postal address or there can be multiple locations that serve the same function. Contacts are then associated with an address. Please see the Managing accounts and contacts instructions for more information.

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Account segmentation

Segments or groups identify accounts with common characteristics so that marketing and sales efforts can be targeted to address the needs of the customer. If your company uses segmentation, click to select the appropriate groups for an account in the Account grouping section.

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This section lists all segments defined through the system settings. Please see the Market segments article for more information.

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Cases

Cases that belong to the account are listed in report style with select columns totaled at the bottom. On the section title bar, click the New case button to create a new case which includes information from the current account.

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Please see the Anatomy of a case and Add a case articles for more information.

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Invoices

Invoices that belong to the account are listed in report style. On the section title bar, click the New invoice button to create a new invoice for the account.

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Please see the Invoices article for more information.

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Activities

Activities can belong directly to the account and document customer relationship management (CRM) efforts.

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Existing activities are listed in report style, and clicking on an empty section of an activity row expands the details for further review.

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On the section title bar, click the New activity button to create a new activity for the account. Please see the Activities & Phases.

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