Protemos Wiki - User contributions [en]

Freelance edition user manual

2018-10-12T12:14:06Z

Zoya: /* Taxes list */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:FE_My_Prof.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System settings'''==

'''You can change and set system settings in the Settings menu''':

[[File:FE_SETTINGS.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FE AC INF.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FE UPD ACC DET.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:FE ACC DEL.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:FE DEF VAL.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:FE ACC CH DEF VAL.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:FE DEDL REMIN.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:FE_OBJ_CODES.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:FE_Set_Sys_Val.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:FE_Sett_paym_method.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE SETT TAX.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:FE_TAX_LIST.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-12T12:04:51Z

Zoya: /* Taxes list */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:FE_My_Prof.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System settings'''==

'''You can change and set system settings in the Settings menu''':

[[File:FE_SETTINGS.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FE AC INF.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FE UPD ACC DET.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:FE ACC DEL.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:FE DEF VAL.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:FE ACC CH DEF VAL.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:FE DEDL REMIN.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:FE_OBJ_CODES.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:FE_Set_Sys_Val.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:FE_Sett_paym_method.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE SETT TAX.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:FE TL.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-12T11:55:32Z

Zoya: /* Settings=>Taxes */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:FE_My_Prof.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System settings'''==

'''You can change and set system settings in the Settings menu''':

[[File:FE_SETTINGS.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FE AC INF.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FE UPD ACC DET.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:FE ACC DEL.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:FE DEF VAL.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:FE ACC CH DEF VAL.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:FE DEDL REMIN.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:FE_OBJ_CODES.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:FE_Set_Sys_Val.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:FE_Sett_paym_method.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE SETT TAX.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-12T11:47:34Z

Zoya: /* System settings */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:FE_My_Prof.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System settings'''==

'''You can change and set system settings in the Settings menu''':

[[File:FE_SETTINGS.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FE AC INF.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FE UPD ACC DET.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:FE ACC DEL.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:FE DEF VAL.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:FE ACC CH DEF VAL.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:FE DEDL REMIN.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:FE_OBJ_CODES.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:FE_Set_Sys_Val.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:FE_Sett_paym_method.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-12T11:41:54Z

Zoya: /* My profile settings */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:FE_My_Prof.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System settings'''==

'''You can change and set system settings in the Settings menu''':

[[File:FE Settings SV.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FE AC INF.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FE UPD ACC DET.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:FE ACC DEL.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:FE DEF VAL.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:FE ACC CH DEF VAL.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:FE DEDL REMIN.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:FE_OBJ_CODES.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:FE_Set_Sys_Val.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:FE_Sett_paym_method.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-12T11:23:38Z

Zoya: /* Settings=>System Values */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System settings'''==

'''You can change and set system settings in the Settings menu''':

[[File:FE Settings SV.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FE AC INF.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FE UPD ACC DET.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:FE ACC DEL.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:FE DEF VAL.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:FE ACC CH DEF VAL.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:FE DEDL REMIN.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:FE_OBJ_CODES.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:FE_Set_Sys_Val.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:FE_Sett_paym_method.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-12T10:12:31Z

Zoya: /* Settings=>Payment methods */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System settings'''==

'''You can change and set system settings in the Settings menu''':

[[File:FE Settings SV.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FE AC INF.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FE UPD ACC DET.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:FE ACC DEL.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:FE DEF VAL.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:FE ACC CH DEF VAL.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:FE DEDL REMIN.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:FE_OBJ_CODES.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:Settings SV FE.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:FE_Sett_paym_method.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-12T09:19:54Z

Zoya: /* Settings=>Deadline reminders */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System settings'''==

'''You can change and set system settings in the Settings menu''':

[[File:FE Settings SV.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FE AC INF.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FE UPD ACC DET.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:FE ACC DEL.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:FE DEF VAL.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:FE ACC CH DEF VAL.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:FE DEDL REMIN.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:FE_OBJ_CODES.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:Settings SV FE.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-12T07:39:42Z

Zoya: /* Object codes */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System settings'''==

'''You can change and set system settings in the Settings menu''':

[[File:FE Settings SV.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FE AC INF.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FE UPD ACC DET.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:FE ACC DEL.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:FE DEF VAL.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:FE ACC CH DEF VAL.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:FE_OBJ_CODES.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:Settings SV FE.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-12T06:52:19Z

Zoya: /* General info */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System settings'''==

'''You can change and set system settings in the Settings menu''':

[[File:FE Settings SV.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FE AC INF.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FE UPD ACC DET.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:FE ACC DEL.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:FE DEF VAL.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:FE ACC CH DEF VAL.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:Settings SV FE.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-11T16:02:44Z

Zoya: /* Settings=>Default values */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System settings'''==

'''You can change and set system settings in the Settings menu''':

[[File:FE Settings SV.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FE AC INF.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:FE ACC DEL.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:FE DEF VAL.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:FE ACC CH DEF VAL.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:Settings SV FE.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-11T15:58:40Z

Zoya: /* Settings=>Default values */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System settings'''==

'''You can change and set system settings in the Settings menu''':

[[File:FE Settings SV.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FE AC INF.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:FE ACC DEL.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:FE DEF VAL.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File: FE ACC CH DEF VAL:.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:Settings SV FE.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-11T15:41:22Z

Zoya: /* Settings=>Default values */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System settings'''==

'''You can change and set system settings in the Settings menu''':

[[File:FE Settings SV.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FE AC INF.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:FE ACC DEL.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:FE DEF VAL.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:Settings SV FE.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-11T15:16:00Z

Zoya: /* Account deletion */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System settings'''==

'''You can change and set system settings in the Settings menu''':

[[File:FE Settings SV.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FE AC INF.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:FE ACC DEL.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:Settings SV FE.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-11T14:58:47Z

Zoya: /* Settings=>Account */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System settings'''==

'''You can change and set system settings in the Settings menu''':

[[File:FE Settings SV.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FE AC INF.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:Account deletion.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:Settings SV FE.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-11T14:25:14Z

Zoya: /* System settings */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System settings'''==

'''You can change and set system settings in the Settings menu''':

[[File:FE Settings SV.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FA gen info section.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:Account deletion.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:Settings SV FE.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-11T14:13:38Z

Zoya: /* System settings */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System settings'''==

'''You can change and set system settings in the Settings menu''':

[[File:FE System settings.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FA gen info section.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:Account deletion.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:Settings SV FE.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-11T12:38:46Z

Zoya: /* Settings system values */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Settings system values'''==

'''You can change and set system values in the System menu''':

[[File:FE SM SV.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FA gen info section.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:Account deletion.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:FA SM SV.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-11T11:20:09Z

Zoya: /* Settings system values */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Settings system values'''==

'''You can change and set system values in the System menu''':

[[File:F SM SV.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FA gen info section.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:Account deletion.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:FA SM SV.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-11T09:09:24Z

Zoya: /* Settings=>System Values */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Settings system values'''==

'''You can change and set system values in the System menu''':

[[File:F SV.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FA gen info section.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:Account deletion.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:FA SM SV.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-11T09:07:44Z

Zoya: /* Settings=>System Values */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Settings system values'''==

'''You can change and set system values in the System menu''':

[[File:F SV.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FA gen info section.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:Account deletion.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:FA ST SV.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-11T08:15:38Z

Zoya: /* System values settings */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Settings system values'''==

'''You can change and set system values in the System menu''':

[[File:F SV.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FA gen info section.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:Account deletion.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:FA SM SV.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-10T14:58:00Z

Zoya: /* Creating quote */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System values settings'''==

'''You can change and set system values in the System menu''':

[[File:F SM.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FA gen info section.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:Account deletion.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:FA SM SV.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. There are two ways to create a quote:

Press the '''Quotes''' menu on the top panel and then click '''New quote''':

[[File:Quotes menu new Q.jpg|border|200px]]

2. Or you may go to '''Quotes=>Quotes list''':

[[File:Quotes menu Q list.jpg|border|200px]]

Then press the "'''New quote'''" button:

[[file:New quote button.jpg|border|1000px]]

In both cases, it will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-10T14:53:33Z

Zoya: /* Creating quote */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System values settings'''==

'''You can change and set system values in the System menu''':

[[File:F SM.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FA gen info section.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:Account deletion.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:FA SM SV.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. To create a quote, click the '''Quotes''' menu on the top panel and then press the "'''New quote'''" button:

[[file:Quotes list.jpg|border|1000px]]

It will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-10T11:27:13Z

Zoya: /* Settings=>Integrations=>SmartCAT */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System values settings'''==

'''You can change and set system values in the System menu''':

[[File:F SM.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FA gen info section.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:Account deletion.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:FA SM SV.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Integrations=>SmartCAT''' ===

[[file:FA Settings Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. To create a quote, click the '''Quotes''' menu on the top panel and then press the "'''New quote'''" button:

[[file:FA new quote button plus SC.jpg|border|1000px]]

It will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-10T11:12:53Z

Zoya: /* Taxes list */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System values settings'''==

'''You can change and set system values in the System menu''':

[[File:F SM.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FA gen info section.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:Account deletion.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:FA SM SV.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''Settings=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''System=>Integrations=>SmartCAT''' ===

[[file:FA SM Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. To create a quote, click the '''Quotes''' menu on the top panel and then press the "'''New quote'''" button:

[[file:FA new quote button plus SC.jpg|border|1000px]]

It will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-10T09:11:58Z

Zoya: /* System=>System Values */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System values settings'''==

'''You can change and set system values in the System menu''':

[[File:F SM.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FA gen info section.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:Account deletion.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>System Values''' ===

This menu screen contains several submenus:

[[File:FA SM SV.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''System=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''System=>Integrations=>SmartCAT''' ===

[[file:FA SM Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. To create a quote, click the '''Quotes''' menu on the top panel and then press the "'''New quote'''" button:

[[file:FA new quote button plus SC.jpg|border|1000px]]

It will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-09T15:04:09Z

Zoya: /* Default clients taxes set */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System values settings'''==

'''You can change and set system values in the System menu''':

[[File:F SM.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FA gen info section.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:Account deletion.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''System=>System Values''' ===

This menu screen contains several submenus:

[[File:FA SM SV.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''System=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:Def clien tax set FE.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''System=>Integrations=>SmartCAT''' ===

[[file:FA SM Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. To create a quote, click the '''Quotes''' menu on the top panel and then press the "'''New quote'''" button:

[[file:FA new quote button plus SC.jpg|border|1000px]]

It will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-09T14:58:15Z

Zoya: /* Taxes list */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System values settings'''==

'''You can change and set system values in the System menu''':

[[File:F SM.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FA gen info section.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:Account deletion.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''System=>System Values''' ===

This menu screen contains several submenus:

[[File:FA SM SV.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''System=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:Add tax butt.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:F SM Taxes set.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''System=>Integrations=>SmartCAT''' ===

[[file:FA SM Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. To create a quote, click the '''Quotes''' menu on the top panel and then press the "'''New quote'''" button:

[[file:FA new quote button plus SC.jpg|border|1000px]]

It will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-09T14:54:29Z

Zoya: /* Settings=>Taxes */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System values settings'''==

'''You can change and set system values in the System menu''':

[[File:F SM.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FA gen info section.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:Account deletion.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''System=>System Values''' ===

This menu screen contains several submenus:

[[File:FA SM SV.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:FE Taxes.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''System=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:F SM Taxes set.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''System=>Integrations=>SmartCAT''' ===

[[file:FA SM Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. To create a quote, click the '''Quotes''' menu on the top panel and then press the "'''New quote'''" button:

[[file:FA new quote button plus SC.jpg|border|1000px]]

It will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

Freelance edition user manual

2018-10-09T14:51:47Z

Zoya: /* Taxes list */

=='''Get started with Protemos'''==

'''To start working with Protemos, create your account in the system by completing the following steps:'''

1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button at the website ''' [https://protemos.com www.protemos.com] '''

[[File:Create Protemos account.PNG|border|440px]]

2. Go to the ''' [https://cloud.protemos.com/account/create Create Account] ''' page:

[[File:create freelance account plus phone page.jpg|border|440px]]

3. Select your account type:

[[File:freelance account type selection.jpg|border|440px]]

'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''

''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''

'''''Freelance''': This is a light and free version of the system. It will suit those who complete all the work on their own and do not pass it to other vendors.

''The interface does not have the capability to assign projects to subcontractors. Also, other users can’t be added. Upgrade to Enterprise version is possible if desired.''

3. Fill in all the boxes and tick the "I'm not a robot" checkbox.

Please read our '''Privacy policy''' and '''Terms of service'''. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "'''Sign up'''" button:

[[File:Accept PP.jpg|border|440px]]

4. After pressing the "'''Sign up'''" button, the account will be set up and you will see a welcome screen to start working with the system.

5. Press the "'''OK, let’s get started!'''" button:

[[File:welcome page n.jpg|border|440px]]

The system setup wizard will be displayed:

[[File:Wizard.jpg|border|1000px]]

6. Enter data for each menu entry:

'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

'''Language pairs''' are your language pairs.

'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.

'''Specializations''' are your specializations.

'''Currencies''' are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.

To navigate in the menu entries, use a dedicated navigation menu:

[[File:system setup wizard navigation.jpg|border|1000px]]

Don’t worry if you select something wrong. You’ll be able to change these values in [[System|'''System settings''']].

7. Having completed all the entries, press the "'''Complete wizard'''" button:

[[File:complete wizard button.jpg|border|440px]]

8. The following screen will be displayed:

[[File:FE you can start.jpg|border|540px]]

This means that your account has been created and you can start working with Protemos.

However, before you start working with the projects, add your clients in the system.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''My profile settings'''==

On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, change your username and account password, and link your ProZ.com account.

To do so, go to the '''My profile''' menu:

[[file:My profile menu FA.jpg|border|1100px]]

For more detailed information, please see the '''[[My profile|My profile]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''System values settings'''==

'''You can change and set system values in the System menu''':

[[File:F SM.jpg|border|200px]]

Each menu screen is described below.

==='''Settings=>Account''' ===

On the "'''Account'''" page you can complete or update general information, logo,

default settings, deadline email reminders, configure custom SMTP server and update object codes.

===='''General info'''====

Here you can amend user account information.

To edit general information press the "'''Update'''" button:

[[File:FA gen info section.jpg|border|800px]]

Confirm the changes by clicking "'''Update'''" or call off them with the "'''Cancel'''" button after editing:

[[File:FA update account gen info.jpg|border|440px]]

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Company logo image'''====

Here you may upload a logo image which will be displayed

in all documents generated by the system: invoices, POs, Quotes etc.

Press the "'''Upload new'''" button to upload a logo:

[[File:COMPANY LOGO.jpg|border|1000px]]

'''Note:''' Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

===='''Account deletion'''====

You can immediately and permanently delete all your account data and files from the server.

To do so, press the '''"Delete account"''' button:

[[File:Account deletion.jpg|border|1000px]]

More details '''[[Delete account|here]].

==='''Settings=>Default values'''===

In the "'''Default values'''" menu you can define the following settings:

'''Default time zone for new users''': the time zone that will be added by default to all newly created client profiles (unless you don't indicate the different one).

'''Default currency''': the currency you are using for balances and reporting. For more info, please see the '''[[Currencies]]''' page.

'''Default payment method''': the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.

'''Default payment terms''': standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.

'''Default PDF page size''': here you can set the size of the PDF page for invoices generated by the system.

'''Default PDF page orientation''': here you can set the PDF page orientation for invoices generated by the system.

'''Default PDF locale''': here you may specify the default locale (language,date and time) of invoices for all newly created clients. You may also define it individually for a '''[[Client default settings#PDF locale of client invoices|'''particular client]]'''.

To change any of the above settings, click "'''Update'''":

[[File:Account default settings.jpg|border|800px]]

It will open the "'''Change account default settings'''" page:

[[File:Change account DV freelance.jpg|border|500px]]

Having completed all the entries, press the "'''Update'''" button.

For more info, please see the''' [[Account default settings change]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Deadline reminders'''===

The system notifies you by email about overdue projects and invoices. You can switch these notifications off/on by clicking "'''Update'''":

[[File:DER update button.jpg|border|800px]]

For more info on deadline email reminders, please see '''[[Update deadline reminders settings|Deadline reminders settings]]''' page.

==='''SMTP Server'''===

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "'''Update'''":

[[File:SMTP server.jpg|border|900px]]

For more details, please see the [[Update SMTP server configuration|'''SMTP server configuration''']] page.

===='''Object codes'''====

On this page, you can set the number of your next invoice, project, payment etc.

To update the next object identification numbers or the object code prefixes press the "'''Update next IDs'''" or "'''Update code prefixes'''" button correspondingly:

[[File:SAS object codes.jpg|border|800px]]

For more details, please see the [[Update object codes|'''Object codes''']] page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''System=>System Values''' ===

This menu screen contains several submenus:

[[File:FA SM SV.jpg|border|350px]]

Each of them is described below.

===='''Language pairs'''====

On this page, you can add, update or delete the language pairs you work with:

[[File:Language pairs page.jpg|border|800px]]

[[Language pair creation|"'''New language pairs'''"]] – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

[[Language pair update|"'''Update'''"]] – opens the language pair update page where you can change languages for the particular language pair.

"'''Delete'''" – deletes the language pair.

'''Note:''' You can’t delete pairs of languages you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Services'''====

Use this menu to add, update or delete the services you provide:

[[File:SS services.jpg|border|800px]]

 [[Service creation|"'''New service'''"]] – opens the service creation menu. Here you can create as many services as you wish.

 [[Service update|"'''Update'''"]] – opens the services update page where you can change the name of the particular service.

"'''Delete'''" – deletes the service.

'''Note:''' You can’t delete services that you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Specializations'''====

On this page, you can add, update or delete the specializations you work with:

[[File:specialization list page.jpg|border|800px]]

 [[Specialization creation|"'''New specialization'''"]] – opens the specialization creation menu. Here you can create every possible specializations you may wish.

 [[Specialization update|"'''Update'''"]] – opens the specialization update page where you can change the name of the particular specialization.

"'''Delete'''" – deletes the specialization.

'''Note:''' You can’t delete specializations you have already used in the system ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Units'''====

Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).

Here you can add, update or delete any measurement units you need:

[[File:units list page.jpg|border|800px]]

 [[Unit creation|"'''New unit'''"]] – opens the unit creation menu where you can create as many measurement units as you need.

 [[Unit update|"'''Update'''"]] – opens the unit update page. Here you can change the name of the particular unit.

"'''Delete'''" – deletes the unit.

'''Note:''' You can’t delete units that you have already used in the project ''("Yes" in the column "Іn use" and no "Delete" button)''.

===='''Currencies'''====

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.

[[file:currencies list page.jpg|border|800px]]

[[Currencies#Adding currencies|"'''Add currency'''"]]- opens the menu, where you can add desired currency. You can add as many currencies as you need.

[[Currencies#Exchange rates history|"'''Exchange rates history'''"]]- shows the exchange rates on the selected date.

[[Currencies#Setting a currency as default|"'''Set as default'''"]] - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in the new default currency.

[[Currencies#Disabling and deleting currencies|"'''Disable'''"]] - disables the currency.

[[Currencies#Disabling and deleting currencies|"'''Delete'''"]] - deletes the currency. You can't delete the currency that is already in use in the system

but you can disable it in case this currency no longer needed.

'''Note''': Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Payment methods''' ===

Enter your payment details here so the clients can pay you.

[[file:F SM Payment methods.jpg|border|200px]]

On this page, you can: add various payment methods, change the default payment method and terms, update, disable or delete them.

[[file:Payment methods page.jpg|border|900px]]

[[Payment method creation|"'''Add payment method'''"]] - opens the menu where you can create a new payment method.

[[Default payment method change|"'''Change default payment method and terms'''"]] - on this page, you can select the default currency, payment method, PDF page size for your invoices, and define in how many days invoices should be paid.

[[Payment method update|"'''Update'''"]] - opens the page where you can renew payment method details.

"'''Disable'''" - disables the payment method.

"'''Delete'''" - deletes the payment method.

'''Note''': You can’t delete payment methods you have already used in the system ''("Yes" in the column "Іn use" and no the "Delete" button).''

 But you can disable them in case these payment methods no longer needed.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Settings=>Taxes''' ===

You can define several taxes in the system, link them to the clients, and add taxes to your invoices.

This menu screen contains several submenus:

[[file:Taxes list FE.jpg|border|400px]]

Each of them is described below.

===='''Taxes list'''====

To create a list of taxes, go to '''System=>Taxes=>Taxes list:'''

[[file:Taxes list FE.jpg|border|400px]]

Here you may define the necessary number of taxes that will be used in the system.

To add a new tax, press the '''"New tax"''' button:

[[file:.jpg|border|1000px]]

Enter a name of the tax and specify its sort order in invoices:

[[file:New tax creation.jpg|border|700px]]

Press '''"Create"''' to add the new tax to the list.

For more info, please see the '''[[Taxes#Taxes list|Taxes list]]''' section.

===='''Default clients taxes set'''====

To create a default clients taxes set, go to '''System=>Default clients taxes set''':

[[file:F SM Taxes set.jpg|border|400px]]

Then press the '''"Add default tax"''' button:

[[file:SM Taxes default clients add button.jpg|border|700px]]

Select the tax name from the drop-down list (first, it should be created in: '''[[Taxes#Taxes list|System => Taxes => Taxes list]]''').

Enter its default value and press '''"Create"''':

[[file:New default client tax2.jpg|border|700px]]

You may add as many taxes as you need.

The system will be adding this set of taxes to each client when you issue invoices.

For more info, please see the '''[[Taxes#Default clients taxes set|Default clients taxes set]]''' section.

 '''Note ''': Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.'''

For more info on individual sets creation, please see the '''[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''System=>Integrations=>SmartCAT''' ===

[[file:FA SM Integrations.jpg|border|350px]]

Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.

On this page, you can enable, update or disable SmartCAT integration for your account:

[[file:SmartCAT API.jpg|border|1000px]]

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Enable'''"]] - opens the '''SmartCAT intergation details''' page where you can enter your API credentials.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Update'''"]] - here you can update the integration details if necessary.

[[SmartCAT integration#Enabling SmartCAT integration in Protemos|"'''Disable'''"]] - disables the integration.

The "'''Update'''" and "'''Disable'''" buttons will appear after you enable SmartCAT integration for your account.

If you do not have SmartCAT account you can register it directly from the '''SmartCAT integration''' page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click on the corresponding links:

[[File:SmartCAT links.jpg|border|900px]]

For more info on SmartCAT integration, please see the '''[[SmartCAT integration]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Linking users in Protemos with one ProZ.com account'''===

*You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

*In case you have several Freelance and(or) Vendor accounts in Protemos, you can link them all with your ProZ.com account, and '''[[ProZ.com integration#Switch users without re-login|switch between your accounts without re-login]]'''.

For more details, please see the '''[[ProZ.com integration#Linking Vendor and Freelance accounts in Protemos with one ProZ.com account|Linking Vendor and Freelance accounts in Protemos with one ProZ.com account]]''' section.

=='''Add clients'''==

You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.

==='''Adding clients manually'''===

To add a new client, click the '''Clients''' menu on the top panel and then press the "'''New client'''" button:

[[file:FA clients adding.jpg|border|800px]]

Enter information about your client in the displayed screen. It consists of two sections.

*Use the '''General info''' section to enter general information about the client:

[[file:new client general info section.jpg|border|440px]]

*Use the '''Primary user''' section to enter the client’s contact person:

[[file:new client primary user section.jpg|border|440px]]

Press "'''Save'''" to display the client entry.

This page is intended for viewing and entering various client data and has the following tabs:

[[file:Client profile.jpg|border|1000px]]

On the '''General info''' tab you may view, '''[[Update client details|update]]''' client info or '''"Delete"''' the client.

'''Note''': You can’t delete clients involved into recorded projects, invoices or payments.

Here you may also change your client's '''[[Client default payment terms|default payment settings]] ''':

[[file:Client default settings.jpg|border|1000px]]

On the '''[[Client view page – Primary user tab|Primary user]]''' tab, you can view and edit client's primary contact details.

On the '''[[Client view page – Contact persons tab|Contact persons]]''' tab, you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

If the client has several contact persons, they can all be entered in the '''Contact persons''' tab.

On the '''[[Client view page – Prices tab|Prices]]''' tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.

On the '''[[Taxes#Custom taxes set for individual client|Taxes]]''' tab, you can create a custom taxes set for this client. Here you may also define which taxes set should be applied (whether custom or default one) for this particular client.

On the '''[[Client view page – Documents tab|Documents]]''' tab, you can upload and delete files related to the client.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Import clients from Excel file'''===

If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.

Go to the '''[https://cloud.protemos.com/client/index Client list] ''' page and press the "'''Import from Excel'''" button:

[[file:clients import from xls.jpg|border|800px]]

For more info on clients data import, please see the '''[[Import clients from Excel]]''' page.

On this page, you can also export all the displayed list of clients to Excel by pressing the "'''Export to Excel'''" button:

[[file:clients export to xls.jpg|border|800px]]

For more info on clients data export , please see the '''[[Clients list#Export to Excel| Export clients data to excel]]''' page.

For more info on clients, please see the '''[[Clients]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new quote'''==

Quote is a potential project. Let's assume that your client has sent you translation request, but first, he would like to know how much it will cost, time frames for implementation etc.

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

==='''Creating quote'''===

1. To create a quote, click the '''Quotes''' menu on the top panel and then press the "'''New quote'''" button:

[[file:FA new quote button plus SC.jpg|border|1000px]]

It will open the '''New quote''' page where you can specify all basic details for a new quote:

[[file:FA new quote creation.jpg|border|500px]]

Confirm all details with the "'''Create'''" button.

2. It will bring you to the "'''Quote'''" page that consists of the following sections:

==='''Quote details section'''===

[[file:FA Quote details section.jpg|border|1000px]]

On this page, you can do the following::

*'''Send''': opens the [[Quote sending|'''Quote sending ''']] page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.

*'''Mark as sent''': if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

*'''Convert to project''': by pressing this button you begin creating a new project with this quote.

*'''Reject''': if the client doesn't accept this quote conditions, you may press the "'''Reject'''" button to remember that rejection.

*'''Update''': opens the '''[[Update quote page|Update quote ]] ''' page on which you can edit the quote.

*'''Delete''': deletes the quote.

==='''Files section'''===

Here you can upload the files you received from your client (if any):

[[File:Qoute files section.jpg|border|1000px]]

==='''CAT logs section'''===

In this section you can upload CAT log files (if needed):

[[File:Quote upload Cat section.jpg|border|1000px]]

==='''Receivables section'''===

Here you can enter receivables to indicate the amount to be charged from the client:

[[File:Quote res section.jpg|border|1000px]]

==='''Delivering the quote'''===

Having checked all the quote data, you can send the quote to the client. Go to the '''Quote details''' section and press the "'''Send'''" button:

[[File:quote details section send button.jpg|border|1000px]]

For more info on quotes, please see the ''' [[Quotes]] ''' page.

==='''Create SmartCAT-related quotes'''===

*You can create SmartCAT-related quotes in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related quotes in Protemos|Creating SmartCAT-related quotes in Protemos]]''' section.

*You may also create Protemos quotes from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos quotes from SmartCAT projects|Creating Protemos quotes from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Add new project'''==

After setting up the system and entering the clients in it, you can start new projects.

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English to French asking to complete it in 2 weeks. Let’s add this project in the system.

==='''Creating project'''===

1. To create a project, click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:

[[file:FA new project button plus SC.jpg|border|800px]]

2. Enter your project information and press the "'''Create'''" button:

[[file:FA new project creation page.jpg|border|540px]]

3. The project page will be displayed with the following tabs:

[[file:FA project tabs.jpg|border|340px]]

==='''Project receivables'''===

4. Next, enter the volume of work and the receivable from the client. To do so, go to the '''Finances''' tab:

[[file:FA project new receivable button.jpg|border|800px]]

Press the "'''New receivable'''" button and choose the base:

[[file:New receivable base.jpg|border|200px]]

The "'''Flat rate'''" – if you just need to enter the amount of receivable without entering volumes and rates.

The "'''Unit based'''" – if you have to enter the volume and rate for calculating the price.

The "'''CAT log based'''" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.

Enter the work volume, price and, if needed, extra charge and discount for the client:

[[file:UBased receivable.jpg|border|440px]]

Enter the purchase order number sent from the client in the '''PO number''' box. If the client has not provided such number, you may leave this box unfilled.

Check the "'''All prices'''" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

[[file:Cl relevant prices.jpg|border|600px]]

You can enter several receivables for a project.

For more details, please see '''[[Receivable creation/editing|Receivable creation]] ''' page.

==='''CAT logs'''===

5. If necessary, you may upload a CAT log file to your project.

To do so, go to the '''Cat logs''' tab and press the "'''Upload CAT log'''" button:

[[file:FA project creation CAT log uploading.jpg|border|800px]]

For more info on uploading of CAT log files, please see the '''[[Project details, CAT logs tab]] ''' page.

6. The project has been created.

==='''Project input/output files'''===

7. You may upload all the necessary files to the system.

This will allow you not to lose the files after you close the project.

Go to the '''Files''' tab and upload the files received from your client by pressing the "'''Add input files'''" button:

[[file:FA project input files.jpg|border|800px]]

Then scroll down to the '''Project Output''' section and upload the translated files by pressing the "'''Add output files'''" button:

[[file:FA project output files adding.jpg|border|800px]]

==='''Project completion'''===

8. Now you can complete the project.

You may send the translated files to the client or client’s manager by email.

9. Having delivered all the files, go to the '''Project details''' tab and press the "'''Complete'''" button:

[[file:FA project complete button.jpg|border|800px]]

Congratulations! You have completed the project.

 '''Note''': The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using '''[[Projects list#Search projects with filters|Filters]]'''. 

For more info on projects, please see the '''[[Projects]]''' page.

==='''Create SmartCAT-related projects'''===

*You can create SmartCAT-related projects in Protemos. For more detailed instructions, please see the '''[[SmartCAT integration#Creating SmartCAT-related projects in Protemos|Creating SmartCAT-related projects in Protemos]]''' section.

*You may also create Protemos projects from SmartCAT projects. For more detailed instructions, please see the '''[[SmartCAT integration#Creating Protemos projects from SmartCAT projects|Creating Protemos projects from SmartCAT projects]]''' section.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Create CAT log template'''===

Use this menu to add weighted word count templates for the CAT tools you are using.

To do so, go to '''Projects=>CAT log templates''':

[[file:FA SM Templates.jpg|border|350px]]

It will bring you to the '''CAT log templates''' page.

Here you can add, update or delete templates:

[[file:FA CAT log templates.jpg|bprder|800px]]

[[Weighted word count templates#Adding templates|"'''Add template'''"]] - opens the page where you can add word count template.

[[Weighted word count templates#Deleting templates|"'''Delete'''"]] - deletes the template.

You may also [[Weighted word count templates#Updating templates|"'''Update'''"]] the template if necessary.

For more info on templates, please see '''[[Weighted word count templates]] '''page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Clients prices'''==

To display the list of all clients' prices, go to '''Finances=>Prices''':

[[file:FA TPM fin prices.jpg|border|240px]]

It will open the '''Client prices''' page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

[[file:FA client prices list.jpg|border|800px]]

*''' New price''' - opens the '''New client price''' creation page. On this page, you can '''[[Clients prices list#New price creation|create prices]]''' for a definite client, service, language pair and specialization.

'''Note:''' Here you may also create general prices without reference to the particular client or type of service, specialization etc. 

*'''Import from Excel''' - opens the '''[[Import clients from Excel|Import clients from Excel]]''' page where you may import the list of all clients' prices from Excel.

*'''Export to Excel''' - exports the list of clients' prices to Excel.

*'''Update''' - opens the '''[[Clients prices list#Price editing|Update client price]]''' page. Here you can update the price for the client.

*'''Delete''' - deletes the price.

For more info on clients' prices, please see the '''[[Clients prices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Create invoices for clients and control their payment'''==

1. To create an invoice for a client, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

2. The list of all the receivables will be displayed. Select the desired rows and press the "'''Invoice selected on this page'''" button:

[[file:FA client receivables list.jpg|border|1000px]]

3. The system will create an invoice and will display its page.

For more info on client invoices, please see the '''[[Clients receivables list#Invoice creation|Client invoice creation]]''' page.

The '''Client invoice''' page consists of the following sections:

==='''Client invoice details section'''===

[[file:Client invoice details section new.jpg|border|1000px]]

In this section you can do the following:

'''Send''' — opens the [[Client invoice sending|'''Client invoice sending page''']] which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

'''Resend''' — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

'''Mark as sent''' — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

'''Download as PDF''' — pressing this button downloads the invoice in PDF format.

'''Discount and Extra Charge''' — you may add a '''[[Client invoice Discount & Extra charge update|discount and an extra charge]]''' to the invoice by pressing this button.

'''Write off''' — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

'''Mark as unsent''' — this button appears if the invoice has been sent. Pressing it deletes the date of sending.

'''Update''' — opens [[Client invoice update|'''Client invoice update page''']] on which you can edit the invoice.

'''Delete''' — deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the '''[[Client invoice view#Action buttons|Action buttons]]''' page.

==='''Client invoice taxes section'''===

In the taxes section of client invoice page, the set of taxes is displayed according to the system and client's profile settings:

* [[Taxes#Default clients taxes set|'''Default clients taxes set''']] - is displayed by default.

* [[Taxes#Custom taxes set for individual client|'''Custom taxes set''']] - will be displayed if you apply and '''define''' a custom taxes set for the particular client.

* [[Taxes#Custom taxes set for individual client|No taxes]] - will be displayed if you apply the custom taxes set, but '''don't define ''' any tax values for the client.

But in any case, you can add new taxes, edit or delete displayed ones by pressing corresponding buttons:

[[file:Cl inv tax sect.jpg|border|1200px]]

For more info, please see the '''[[Taxes]]''' page.

==='''Client invoice receivables section'''===

Here you can view, add and remove receivables in unsent invoices.

To add receivables press the "'''Add receivables'''" button:

[[file:Cl inv receiv section.jpg|border|1000px]]

For more info on adding receivables, please see the '''[[Client invoice view#Removing and adding receivables|Adding and removing receivables]] page.

==='''Client invoice linked payments section'''===

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

[[file:Cl inv linked payments sect.jpg|border|1000px]]

For more info on client linked payments, please see the '''[[Client invoice view#Linked payment creation|Linked payment creation]] page.

Alternatively, the payments can be created on the [[Client payments list#Creating payments|'''Client payments''']] page.

The difference is that on the '''Client invoices''' page you can enter the payment covering only the invoice itself, while on the '''Client payments''' page, you can enter the payment covering multiple invoices.

To find out how to create payments on the '''Client payments''' page, please read the section below.

==='''Clients payments'''===

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

It will bring you to the '''Client payments''' page.

In order to add a new client payment press "'''New payment'''":

[[file:client new payment button.jpg|border|1000px]]

It will open the '''New payment from client''' page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

[[file:FA new payment from client.jpg|border|1000px]]

Press "'''Save'''" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the ''' [[Client payment creation]] ''' page.

==='''Clients invoices list'''===

You may view the list of all the invoices in '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

This way you can track all the invoices from your clients and control their payment.

For more details, please see the '''[[Client invoices list]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Filters'''==

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.

==='''Quotes filter'''===

Click the '''Quotes''' menu on the top panel to display the list of quotes:

[[file:FA TPM quotes.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA quotes filter.jpg|border|1000px]]

*'''Quote code''' — displays only the quotes with the code containing the entered value.

*'''Quote name''' — displays only the quotes with the name containing the specified text.

*'''Description''' — displays only the quotes with the description containing the specified text.

*'''Statuses''' — displays only the quotes with the specified status (Active, Rejected, Converted to project).

*'''Start date''' — displays only the quotes which were started in the specified period of time.

*'''Deadline date''' — displays only the quotes with deadlines in the specified period of time.

*'''Client''' — displays only the quotes for a specific client.

*'''Receivable PO''' — displays only the quotes containing the entered PO number determined by the client.

*'''No receivables''' — displays only the quotes without receivables.

*'''Unsent'''— displays only the unsent quotes.

For more info on quotes filter, please see the '''[[Quotes list#Search quotes with filters|Search quotes with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Projects filter'''===

Click the '''Projects''' menu on the top panel to display the list of projects:

[[file:FA TPM projects.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA Projects filter.jpg|border|1000px]]

*'''Project code''' — displays only the projects with the code containing the entered value.

*'''Client''' — displays only the projects for a specific client.

*'''Statuses''' — displays only the projects with the specified status (Active, Completed, Canceled).

*'''Start date''' — displays only the projects which were started in the specified period of time.

*'''Deadline date''' — displays only the projects with deadlines in the specified period of time.

*'''Completion date''' — displays only the projects which were completed in the specified period of time.

*'''Project name''' — displays only the projects with the name containing the specified text.

*'''Description''' — displays only the projects with the description containing the specified text.

*'''Specialization''' — displays only the projects with the specified specialization.

*'''Receivable PO''' — displays only the projects containing the entered PO number determined by the client.

*'''Overdue''' — displays only the overdue projects.

*'''Free of charge''' — displays only the projects marked as free of charge.

*'''Chargeable without receivables''' — displays only the projects with no receivables entered to pay by the client.

*'''Created from quote''' - displays only the created from quote projects.

For more info on projects filter, please see the '''[[Projects list#Search projects with filters|Search projects with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients filter'''===

Click the '''Clients''' menu on the top panel to display the list of your clients:

[[file:FA TPM clients.jpg|border|1000px]]

The following filter is provided for that list:

[[file:FA clients filter.jpg|border|1000px]]

*'''Code''' — displays only the clients with the code containing the specified symbols combination.

*'''Company name''' — displays only the clients with the company name containing the specified symbols combination.

*'''Primary user''' — displays only the clients with the primary user name containing the entered symbols combination.

*'''Email''' — displays only the clients with the email containing the specified symbols combination.

*'''Statuses''' — displays only the clients with the specified status (Potential, Active, Inactive, Blacklisted).

*'''Country''' — displays only the clients from the specific country.

*'''Types''' — displays only the clients of the specified type (Company, Individual).

For more info on clients filter, please see the '''[[Clients list#Search clients with filters|Search clients with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients prices filter'''===

Go to '''Finances=>Prices''' to display the list of all clients' prices:

[[file:FA TPM fin prices.jpg|border|240px]]

The following filter is provided for that list:

[[file:client prices filter.jpg|border|1000px]]

*'''Client''' - displays only the prices for the selected client.

*'''Service''' - displays only the prices with the selected service.

*'''Language pair''' - displays only the prices with the selected language pair.

*'''Specialization''' - displays only the prices with the specified specialization.

*'''Unit''' - displays only the prices with the specified measurement unit.

*'''Price range''' - displays only the prices within the specified price range.

*'''Currency''' - displays only the prices with the specified type of currency.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients receivables filter'''===

To display the list of all the clients' receivables, go to '''Finances=>Project receivables''':

[[file:FA TPM fin proj receivables.jpg|border|240px]]

The following filter is provided for that list:

[[file:client receivables filter.jpg|border|1000px]]

*'''Receivable code''' — displays only the receivables with the specified symbols in the code.

*'''PO number''' — displays only the receivables with the entered PO number.

*'''Client''' — displays only the receivables for the selected client.

*'''No PO number''' — displays only the receivables with no PO number entered.

*'''No invoice''' — displays only the receivables with no invoice.

*'''Project name''' — displays only the receivables for the projects with the specified name.

*'''Primary manager''' — displays only the receivables for the projects added by a specific primary manager.

*'''Project statuses''' — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).

*'''Project deadline date''' — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the '''[[Clients receivables list#Search receivables with filters|Search receivables with filter]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients invoices filter'''===

To display the list of all the clients' invoices, go to '''Finances=>Invoices''':

[[file:FA TPM fin invoices.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients invoices filter.jpg|border|1000px]]

*'''Code''' — displays only the invoices with the code containing the specified symbols combination.

*'''Creation date''' — displays only the invoices created within the specified date range.

*'''Due date''' — displays only the invoices with the due date within the specified date range.

*'''Client''' — displays only the invoices of a certain client.

*'''Overdue''' — displays only the overdue invoices.

*'''Not sent''' — displays only the invoices which have not been sent.

*'''No linked payments''' — displays only the invoices which have no linked payments.

*'''Not fully covered''' — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the '''[[Client invoices list#Search invoices with filters|Search invoices with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients payments filter'''===

To display the list of all the clients' payments, go to the '''Finances=>Payments''' menu:

[[file:FA TPM fin payments.jpg|border|240px]]

The following filter is provided for that list:

[[file:clients payments filter.jpg|border|1000px]]

*'''Code''' — displays only the payments with the code containing the specified symbols combination.

*'''Creation date''' — displays only the payments created within the specified date range.

*'''Paid at date''' — displays only the payments received within the specified date range.

*'''Client''' — displays only the payments from the specified client.

*'''No linked invoices''' — displays only the payments which have no linked invoices.

*'''Not fully covered''' — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the '''[[Client payments list#Search payments with filters|Search payments with filters]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Reports'''==

There are several reports in the system enabling you to analyze the financial results of your activity for a defined period.

Click the '''Reports''' menu on the top panel and choose the required item:

[[file:FA TPM Reports.jpg|border|240px]]

Each of these menu screens is described below.

==='''General finances'''===

These reports show income dynamics and how finances by projects, invoices and payments change over months.

To view the '''General finances''' reports, go to '''Reports=>General finances''':

[[file:FA TPM Reports general finances.jpg|border|240px]]

It will open '''Monthly finances by project balances, invoices and payments''' page.

You can select the period of time for reporting:

[[file:GF filter.jpg|border|600px]]

On this page, you can see the following reports:

===='''Monthly finances by project balances'''====

This report shows the income dynamic based on receivables in your projects:

[[file:Rep MonFin by project balances.jpg|border|800px]]

===='''Monthly finances by invoices'''====

This report shows the income dynamic based on client invoices:

[[file:FA Rep mon fin by inv.jpg|border|800px]]

===='''Monthly finances by payments'''====

This report shows the income dynamic based on client payments:

[[file:Rep MF by payments.jpg|border|800px]]

For more info on general finances reports, please see the '''[[Reports – General finances|General finances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

==='''Clients'''===

This menu screen contains several submenus:

[[file:Reports menu Clients.jpg|border|440px]]

Each of them is described below.

===='''Income by project balances'''====

To view the '''Income by project balances''' reports, go to '''Reports=>Clients=>Income by project balances''':

[[file:Reports menu Clients by project balances.jpg|border|440px]]

Here you may see your finances reports for each client based on the receivables.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and clients:

[[file:Rep Clients by project balances filter.jpg|border|600px]]

====='''Monthly income per client by project balances'''=====

This report shows the income per client based on receivables in their projects:

[[file:Rep Cl Mon Inc by project balances.jpg|border|800px]]

====='''Monthly income share per client by project balances'''=====

This report shows how the income share of the client was changing each month:

[[file:Rep Cl Mon Inc share by project.jpg|border|800px]]

====='''Income share per client by project balances'''=====

On this report you may see the shares of income each your client brings over the selected period:

[[file:Rep Cl Inc share by project.jpg|border|800px]]

====='''Monthly income per client by project balances summary table'''=====

This table shows all income amounts per each client monthly:

[[file:Rep Cl Mon Inc by project balances summary table.jpg|border|440px]]

For more info on these reports, please see the '''[[Reports – Clients – Finances by project balances|Finances per client by project balances reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by invoices'''====

To view the '''Income by invoices''' reports, go to '''Reports=>Clients=>Income by invoices''':

[[file:Reports menu Clients income by invoices.jpg|border|440px]]

Here you may see your finances reports for each client based on the client invoices.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:FA Rep inc by invoices filter.jpg|border|440px]]

====='''Monthly income per client by invoices'''=====

Here you can see the income per client based on the invoices you issued for them:

[[file:FA Rep mon income by invoices.jpg|border|800px]]

====='''Monthly income share per client by invoices'''=====

This report shows how the share of invoices per clients was changing monthly:

[[file:FA Rep mon income share by invoices.jpg|border|800px]]

====='''Income share per client by invoices'''=====

This report shows the share of invoices per clients over the selected period of time:

[[file:FA Rep income share by invoices.jpg|border|800px]]

====='''Monthly income per client by invoices summary table'''=====

This table shows all invoice amounts per client and month:

[[file:FA Rep mon income by invoices table.jpg|border|340px]]

For more info on these reports, please see the '''[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

===='''Income by payments'''====

To view the '''Income by payments''' reports, go to '''Reports=>Clients=>Income by payments''':

[[file:FA TPM Reports clients fin by payments.jpg|border|440px]]

These reports show how the clients were paying you.

All amounts are converted to the default currency of your account.

You can select the period of time for reporting and the clients:

[[file:rep cl mon income by payments filter.jpg|border|440px]]

====='''Monthly income per client by payments''' =====

Here you can see the amounts of payments per each client monthly:

[[file:FA Rep mon income by payments.jpg|border|800px]]

====='''Monthly income share per client by payments'''=====

Here you can see how the share of payments per client was changing monthly:

[[file:FA Rep mon income share by payments.jpg|border|800px]]

====='''Income share per client by payments'''=====

This diagram shows the share of each client in payments received over the specified period of time:

[[file:FA Rep income share by payments.jpg|border|800px]]

====='''Monthly income per client by payments summary table'''=====

This table shows all payment amounts per client monthly:

[[file:FA Rep mon income by payments table.jpg|border|440px]]

For more details, please see the '''[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]''' page.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.

=='''Export data'''==

'''On every page (quotes, projects, invoices, payments etc.) you can export the tables into xls.'''

Let’s take the
 [https://cloud.protemos.com/project/index '''Projects'''] page as example:

[[File:Projects export to excel button.jpg|border|800px]]

If you press "'''Export to Excel'''", you will get the file with exported data and will be able to use it for backup, analysis,

import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

*'''[[Quotes list#Export to Excel|Export quotes data to excel]]'''

*'''[[Projects list#Export to Excel|Export projects data to excel]]'''

*'''[[Clients list#Export to Excel|Export clients data to excel]]'''

*'''[[Clients prices list#Export to Excel|Export clients prices to excel]]'''

*'''[[Clients receivables list#Export to Excel|Export clients receivables to excel]]'''

*'''[[Client invoices list#Export to Excel|Export clients invoices to excel]]'''

*'''[[Client payments list#Export to Excel|Export clients payments to excel]]'''

*'''[[Reports – General finances#Export data to Excel|Export general finances reports data to excel]]'''

=='''Additional information'''==
The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.