Difference between revisions of "Vendor user manual"
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'''Protemos is a project management system for translation agencies and freelancers.''' | '''Protemos is a project management system for translation agencies and freelancers.''' | ||
− | Vendors of translation agencies receive and upload their jobs | + | Vendors of translation agencies receive and upload their jobs, check their invoices and payments. |
This Vendor Manual is intended for the users registered as vendors within the translation agency accounts. | This Vendor Manual is intended for the users registered as vendors within the translation agency accounts. | ||
− | If you have your own account, please read Protemos '''<U>[[Quick start guide]]</U>'''. | + | If you have your own account, please read Protemos '''<U>[[Quick start guide to Protemos|Quick start guide]]</U>'''. |
− | =='''How to | + | =='''How to register the vendor account'''== |
− | 1. The translation agency you cooperate with adds your vendor account in the system. You receive the invitation email | + | 1. The translation agency you cooperate with adds your vendor account in the system. You receive the invitation email: |
− | [[File: | + | [[File:1em.png|border|500px]] |
− | 2. Accept the invitation by clicking the first link in the received | + | 2. Accept the invitation by clicking the first link in the received email. The following window will appear: |
− | [[File: | + | [[File:Complete registration with invitation link.png|border|1070px]] |
− | 3. | + | 3. Create your own username and password and press '''"Submit"'''. |
4. Your account will be created. | 4. Your account will be created. | ||
− | For more info, please see our video tutorial [[File: | + | For more info, please see our video tutorial [[File:2ag.png|40px|link=https://youtu.be/nwr43my7GLY]] |
[[File:Redirect.jpg|40px|link=Vendor user manual]] Back to the '''table of contents'''. | [[File:Redirect.jpg|40px|link=Vendor user manual]] Back to the '''table of contents'''. | ||
− | ==='''How to | + | ==='''How to submit a vendor application'''=== |
− | + | Please click the Vendor application URL to submit your application. It will open the '''Vendor application form''' page. | |
− | + | Please select the '''Type ID''' to identify whether you represent a company or you are a freelancer and provide the required information. You may also upload your CV, certificates, etc. | |
− | + | Having filled in the form, solve the CAPTCHA and click '''"Submit"''': | |
− | + | [[File:VAForm on site.png|border|500px]] | |
− | + | After an assigned manager considers your application, you will be informed of the result by email. | |
− | + | If the company accepts your application, you will receive an invitational email containing instructions on how to join their corporate account as a vendor: | |
− | + | [[File:Invitation email.png|border|700px]] | |
− | [[File: | + | Follow the link, fill in your username and password, choose the time zone, read and accept the Privacy policy, Terms of service, Agreement with a company, and click "Submit": |
+ | |||
+ | [[File:Complete registration.png|border|1000px]] | ||
+ | |||
+ | If the company rejects the application, you will be informed of the rejection. | ||
+ | |||
+ | =='''Vendor profile settings'''== | ||
− | + | On the '''Vendor Profile''' page you can update your personal information, change your username and account password. | |
− | + | To do so, go to the '''Vendor profile''' menu: | |
− | + | [[File:Newprof.png|border|1000px]] | |
− | For more | + | For more detailed information, please check the <U>[[My profile|Profile]]</U> page. |
+ | |||
+ | [[File:Redirect.jpg|40px|link=Vendor user manual]] Back to the '''table of contents'''. | ||
=='''Get started with vendor account'''== | =='''Get started with vendor account'''== | ||
Line 57: | Line 65: | ||
There are several main sections that you need to focus on: | There are several main sections that you need to focus on: | ||
− | [[File: | + | [[File:Tttabs.png|border|1000px]] |
− | *''' | + | *'''Jobs'''—the list of jobs assigned to you. |
− | *''' | + | *'''Tenders'''—the list of potential jobs. |
− | *''' | + | *'''Receivables'''—the amount you earn for each job. |
− | *''' | + | *'''Invoices'''—the invoices due to be paid or already paid by the translation agency. |
− | + | *'''Payments'''—the payments paid by the translation agency. | |
− | + | =='''Dashboard'''== | |
− | [[File: | + | [[File:Veda.png|border|350px]] |
− | + | Here you can see summary of your jobs and tenders: | |
− | + | [[File:Vendor portal. dashboard.PNG|border|1050px]] | |
+ | |||
+ | [[File:Vendor portal. dashboard, tenders.PNG|border|1050px]] | ||
+ | |||
+ | =='''Receiving and accepting the jobs'''== | ||
+ | |||
+ | 1. Whenever the manager assigns jobs to you via Protemos, you will be notified by email: | ||
+ | |||
+ | [[File:Job_offer.png|border|500px]] | ||
+ | |||
+ | Here you can accept or reject a job right from the email by clicking the corresponding links (you need to log into the system). | ||
+ | |||
+ | Or you may open the job page in Protemos. To do so, click the job code, and you will see the '''Job''' page. | ||
===''' Job details section '''=== | ===''' Job details section '''=== | ||
− | + | On '''Job''' page you can see the conditions: | |
+ | |||
+ | [[File:Vendor job.png|border|750px]] | ||
+ | |||
+ | 2. Make sure you accept the job conditions and confirm it by pressing the '''"Accept"''' button: | ||
+ | |||
+ | [[File:Accept vendor job.png|border|750px]] | ||
+ | |||
+ | If you do not accept the job conditions, you may decline it by pressing '''"Reject"'''. You will need to write the reason for declining though. | ||
+ | |||
+ | [[File:Vendor reject.png|border|750px]] | ||
− | + | In both cases, your manager will be notified by email. | |
− | Over the job details table, you can | + | Over the job details table, you can see the progress chart describing the workflow of the job: |
− | [[File: | + | [[File:Vendor job workflow.png|border|750px]] |
The job may have the following statuses: | The job may have the following statuses: | ||
− | ''' | + | '''Offered to vendor''' — the job has been proposed to the vendor i.e. the manager has instructed the vendor to start working. |
− | ''' | + | '''Offer accepted''' — the vendor has confirmed that they take the job. |
− | ''' | + | '''Offer rejected''' — the vendor has rejected the job. |
− | ''' | + | '''Started''' — the manager started the job manually after the vendor accepted it (Auto start on vendor acceptance is not marked), or the vendor has confirmed that they take the job after you propose it (Auto start on vendor acceptance is marked). |
− | To get an idea how it looks from Manager’s side, please have a look at '''<U>[[Job view#Job statuses| Job view]]</U>''' page. | + | '''Completed''' — the vendor has delivered and completed the job. |
+ | |||
+ | '''Completion accepted''' — the manager has checked the delivery and accepted it. | ||
+ | |||
+ | '''Completion rejected''' — the manager has checked the delivery and rejected it. | ||
+ | |||
+ | To get an idea of how it looks from the Manager’s side, please have a look at '''<U>[[Job view#Job statuses| Job view]]</U>''' page. | ||
===''' Receivables section'''=== | ===''' Receivables section'''=== | ||
Line 103: | Line 139: | ||
Here you can see the job volume and price: | Here you can see the job volume and price: | ||
− | [[File: | + | [[File:Receivables11.png|border|900px]] |
==='''Job input files section'''=== | ==='''Job input files section'''=== | ||
− | In this section you can download the files you need to work with: | + | 3. In this section you can download the files you need to work with by pressing one file by one or "'''Download all as ZIP'''" and complete the job: |
+ | |||
+ | [[File:Input file.png|border|900px]] | ||
− | + | ==='''Job output files section'''=== | |
− | + | 4.Having completed the job, use the job output files section on the '''Job''' page for uploading finalized files or links to files, by pressing the '''"Upload files"''' or the '''"Add file URLs"''' button: | |
− | [[File: | + | [[File:Fo.png|border|900px]] |
− | + | Here you can also delete the file or link in case you have uploaded the wrong one by mistake and then upload the correct one. | |
− | + | ==='''Delivering the job'''=== | |
− | + | 5. Make sure that files or links with the completed job are uploaded into the system and press the "'''Complete'''" button: | |
− | + | [[File:Complete job new.png|border|1000px]] | |
− | + | If the job has a checklist, you will also have to check all the items on the checklist before submitting a job: | |
− | + | [[File:Checklist vendor view.png|border|1000px]] | |
− | = | + | <span style="color:orange">'''Note:'''</span> You will not be able to complete the job until all the items on the checklist are checked. To open the checklist, click the "'''checklist tasks'''" link: |
− | + | [[File:Checklists tasks.png|border|1000px]] | |
− | |||
Here you may also download the PO issued by your manager by pressing the "'''Download PO'''" button: | Here you may also download the PO issued by your manager by pressing the "'''Download PO'''" button: | ||
− | [[File: | + | [[File:Download PO.png|border|1000px]] |
− | 6. The manager will be notified by email that you have completed the job, accept it | + | 6. The manager will be notified by email that you have completed the job, then accept or reject it. The job is considered closed once the manager accepted it. |
[[File:Redirect.jpg|40px|link=Vendor user manual]] Back to the '''table of contents'''. | [[File:Redirect.jpg|40px|link=Vendor user manual]] Back to the '''table of contents'''. | ||
+ | |||
+ | =='''Claim and apply for tenders'''== | ||
+ | |||
+ | When your manager creates a tender, you will receive an email containing the job proposal. | ||
+ | |||
+ | If you are interested in the tender, you may claim it or apply for it depending on the tender type. | ||
+ | |||
+ | For more information, please see the '''<U>[[Create job tenders#Guidance for vendors on how to claim and apply for tenders|How to claim and apply for tenders]]</U>''' section. | ||
=='''Invoicing'''== | =='''Invoicing'''== | ||
Line 145: | Line 190: | ||
Both you and the translation agency can create invoices for the jobs completed by you. | Both you and the translation agency can create invoices for the jobs completed by you. | ||
− | To view the list of invoices, click the ''' | + | To view the list of invoices, click the '''Invoices''' menu on the top panel: |
− | [[File: | + | [[File:Ivv.png|border|450px]] |
− | If the translation agency creates an invoice by itself, you will be notified by email from the system asking to see if | + | If the translation agency creates an invoice by itself, you will be notified by email from the system asking to see if everything is correct. |
If the translation agency asks you to create invoices on your own, please do the following: | If the translation agency asks you to create invoices on your own, please do the following: | ||
− | 1. Click the ''' | + | 1. Click the '''Receivables''' menu on the top panel: |
− | [[File: | + | [[File:Rcv.png|border|450px]] |
The list of the receivables will be displayed. | The list of the receivables will be displayed. | ||
− | 2. Select the amounts you want to include in the invoice and press the "'''Invoice selected | + | 2. Select the amounts you want to include in the invoice and press the "'''Invoice selected'''" button: |
− | [[File: | + | [[File:Screenshdot 2.png|border|900px]] |
− | 3. Your invoice will be stored in your and | + | Or you can press '''"Invoice all"''' and all the receivables that are in the jobs with the '''"Completion accepted"''' status will be invoiced. |
+ | |||
+ | 3. Your invoice will be stored in your and the manager's database. All you have to do is just to wait for the payment. | ||
If you would like to see the details of this invoice, go to the '''Invoices''' page and choose the respective invoice from the list by clicking the invoice code: | If you would like to see the details of this invoice, go to the '''Invoices''' page and choose the respective invoice from the list by clicking the invoice code: | ||
− | [[File: | + | [[File:Invlist.png|border|1100px]] |
− | It will open the invoice page where you can see the invoice details, receivables and linked payments in the corresponding sections of the page | + | It will open the invoice page where you can see the invoice details, receivables, and linked payments in the corresponding sections of the page. |
− | + | On this page, you may also download the invoice as a PDF file by pressing the "'''Download as PDF'''" button: | |
− | + | [[File:Of the invoice details.png|border|1250px]] | |
− | + | ==='''Uploading external files to invoices'''=== | |
− | + | You can also upload files (for example, your invoices generated outside of the system) to attach them to an invoice using the "Upload" button in the "Additional files" section on the corresponding invoice page: | |
− | [[File: | + | [[File:Extfiles.jpg|border|1250px]] |
+ | |||
+ | ==='''Add custom code'''=== | ||
+ | |||
+ | In needed, you can add a custom code for the specific invoice. Click '''"Update"''' on the invoice page: | ||
+ | |||
+ | [[File:Update invoice.png|border|1070px]] | ||
+ | |||
+ | Enter the code and click '''"Update"''': | ||
+ | |||
+ | [[File:Add custom code.png|border|1070px]] | ||
[[File:Redirect.jpg|40px|link=Vendor user manual]] Back to the '''table of contents'''. | [[File:Redirect.jpg|40px|link=Vendor user manual]] Back to the '''table of contents'''. | ||
+ | |||
+ | <span style="color:red">'''Note:'''</span> Custom codes have priority over the system codes. | ||
+ | |||
+ | The system keeps both codes which you may see in the '''Invoice details''' section: | ||
+ | |||
+ | [[File:Invoice codes.png|border|1070px]] | ||
+ | |||
+ | But only the custom code is displayed on the '''Invoices''' page: | ||
+ | |||
+ | [[File:Invoices page.png|border|1070px]] | ||
+ | |||
+ | and on the invoice PDF file (i.e. the custom code replaces the system code): | ||
+ | |||
+ | [[File:Invoice with custom code.png|border|1000px]] | ||
=='''Payments'''== | =='''Payments'''== | ||
Line 187: | Line 258: | ||
When the translation agency has entered the payment sent to you in its database, you will be notified by email. | When the translation agency has entered the payment sent to you in its database, you will be notified by email. | ||
− | + | Click the '''Payments''' menu on the top panel: | |
− | [[File: | + | [[File:Pmv.png|border|450px]] |
− | It will bring you to the | + | It will bring you to the '''Payments list''': |
− | [[File: | + | [[File:Paymlist.png|border|1000px]] |
− | + | Now choose the respective payment from the list by clicking on the payment code. | |
It will open the payment page where you can see the payment details and linked invoices in the corresponding sections: | It will open the payment page where you can see the payment details and linked invoices in the corresponding sections: | ||
− | [[File: | + | [[File:Payment itself.png|border|1250px]] |
[[File:Redirect.jpg|40px|link=Vendor user manual]] Back to the '''table of contents'''. | [[File:Redirect.jpg|40px|link=Vendor user manual]] Back to the '''table of contents'''. | ||
Line 207: | Line 278: | ||
Each page has filters you can use to display the necessary entries in the tables. | Each page has filters you can use to display the necessary entries in the tables. | ||
− | === ''' | + | === '''Jobs filter'''=== |
The jobs filter looks as follows: | The jobs filter looks as follows: | ||
− | [[File: | + | [[File:Job's filters.png|border|1250px]] |
*'''Job code''': filters the jobs by a specific code. | *'''Job code''': filters the jobs by a specific code. | ||
Line 217: | Line 288: | ||
*'''Job name''': filters the jobs by a specific name. | *'''Job name''': filters the jobs by a specific name. | ||
− | *''' | + | *'''Language pair''': filters the jobs by a specific language pair. |
+ | |||
+ | *'''Specialization''': filters the jobs by a specific specialization. | ||
+ | |||
+ | *'''Service''': filters the jobs by a specific service. | ||
− | *'''Start date''': filters the jobs by | + | *'''Statuses''': filters the jobs by a specific status (Proposed to vendor, Confirmed by vendor, Declined by vendor, Completed, Rejected by manager, Accepted by manager, Canceled, On tender). |
+ | |||
+ | *'''Primary manager''': filters the jobs assigned by a specific project manager. | ||
+ | |||
+ | *'''Note to vendor''': displays only the jobs with notes containing the specified symbols combination. | ||
+ | |||
+ | *'''Start date''': filters the jobs by specific start date. | ||
*'''Deadline date''': filters the jobs by a specific deadline date. | *'''Deadline date''': filters the jobs by a specific deadline date. | ||
− | *'''Primary manager''': | + | *'''Overdue''': displays overdue or not overdue jobs in accordance with the filter value applied (Yes, No). |
+ | |||
+ | *'''Free of charge''': displays jobs marked or unmarked as free of charge in accordance with the filter value applied (Yes, No). | ||
+ | |||
+ | *'''Has receivables''': displays jobs with or without receivables in accordance with the filter value applied (Yes, No). | ||
+ | |||
+ | === '''Tenders filter'''=== | ||
+ | |||
+ | Go to the '''Tenders''' menu to monitor proposed tenders. | ||
+ | |||
+ | You can hide or display some tenders in the list using filters: | ||
+ | |||
+ | [[File:Job'stenders filters.png|border|1250px]] | ||
+ | |||
+ | *'''Tender code''': displays only the tenders with the codes containing entered symbols sequence. | ||
+ | |||
+ | *'''Tender type''': displays only the tenders of the specified type (First claimer, Selected by manager (fixed price), Selected by manager (negotiable price)). | ||
+ | |||
+ | *'''Primary manager''': displays only the tenders created by the selected primary manager. | ||
− | *''' | + | *'''Tender start date''': displays only the tenders which were started during the specified period. |
− | *''' | + | *'''Vendor application deadline date''': displays only the tenders with deadlines during the specified period. |
− | *''' | + | *'''Job code''': displays only the jobs with the codes containing entered symbols sequence. |
− | *''' | + | *'''Language pair''': displays only the tenders with the selected language pair. |
− | *''' | + | *'''Vendor application statuses''': displays only the tenders with the specified vendor application status (Open, Closed). |
− | ==='''Receivables'''=== | + | ==='''Receivables filter'''=== |
The filter looks as follows: | The filter looks as follows: | ||
− | [[File: | + | [[File:Receivables filters vendor.png|border|1250px]] |
− | *''' | + | *'''Receivable code''': displays only the amounts with the code containing specific characters. |
− | *''' | + | *'''Project manager''': displays only the receivables for the jobs added by a project manager. |
− | *'''Job statuses''': displays only the amounts for the jobs with the specified status ( | + | *'''Job statuses''': displays only the amounts for the jobs with the specified status (Proposed to vendor, Confirmed by vendor, Declined by vendor, Completed, Accepted by manager, Rejected by manager, Canceled). |
− | + | *'''Job deadline date''': displays only the amounts for the jobs with a specified deadline time span. | |
− | *''' | + | *'''Is invoiced''': displays only the receivables which have been or have not been invoiced in accordance with the filter value applied (Yes, No). |
− | *''' | + | *'''Note''': displays the receivables with notes containing the specified symbols combination. |
− | ==='''Invoices'''=== | + | ==='''Invoices filter'''=== |
The filter looks as follows: | The filter looks as follows: | ||
− | [[File: | + | [[File:Is sent.png|border|1250px]] |
+ | |||
+ | *'''Code''': displays the invoices with a specific code. | ||
+ | |||
+ | *'''Total''': displays the invoices within the specified amount of money range. | ||
− | *''' | + | *'''Currency''': displays the invoices with a specific currency. |
− | *'''Creation date''': displays | + | *'''Creation date''': displays the invoices created within a specific period of time. |
*'''Due date''': displays the invoices with the due date within the specified date range. | *'''Due date''': displays the invoices with the due date within the specified date range. | ||
− | *'''Overdue''': displays only the overdue | + | *'''Note''': displays the invoices with notes containing the specified symbols combination. |
+ | |||
+ | *'''Overdue''': displays only the invoices which are overdue or not in accordance with the filter value applied (Yes, No). | ||
− | *''' | + | *'''Has linked payments''': displays only the invoices with or without linked payments according to the filter value applied (Yes, No). |
− | *''' | + | *'''Fully covered''': displays only the fully covered or partially/not covered invoices in accordance with the filter value applied (Yes, No). |
− | ==='''Payments'''=== | + | ==='''Payments filter'''=== |
The filter looks as follows: | The filter looks as follows: | ||
− | [[File: | + | [[File:Payment's filters.png|border|1250px]] |
*'''Code''': displays only the payments with a specific code. | *'''Code''': displays only the payments with a specific code. | ||
+ | |||
+ | *'''Note''': displays the payments with notes containing the specified symbols combination. | ||
+ | |||
+ | *'''Amount''': displays the payments with the specified amount. | ||
+ | |||
+ | *''' Currency''': displays the payments with specified currency. | ||
*'''Creation date''': displays only the payments created within a specific period of time. | *'''Creation date''': displays only the payments created within a specific period of time. | ||
Line 283: | Line 394: | ||
*'''Paid at date''': displays only the payments made within a specific period of time. | *'''Paid at date''': displays only the payments made within a specific period of time. | ||
− | *''' | + | *'''Has linked invoices''': displays only the payments with or without linked invoices according to the filter value applied (Yes, No). |
− | *''' | + | *'''Is fully covered''': displays only the payments which are fully covered or partially/not covered with invoices according to the filter value applied (Yes, No). |
+ | |||
+ | =='''Messages'''== | ||
+ | |||
+ | You can communicate with your managers directly on Protemos, instead of exchanging emails or instant messages. | ||
+ | |||
+ | This feature is available for the following vendors' objects: | ||
+ | |||
+ | *Jobs | ||
+ | *Invoices | ||
+ | *Payments | ||
+ | |||
+ | To send a message to the manager, open a needed job, invoice, or payment page and scroll down to the '''Messages''' section. Enter the text and click '''"Send message to manager"''': | ||
+ | |||
+ | [[File:Send message to manager.png|border|1070px]] | ||
+ | |||
+ | Your messages and messages you receive from the manager will be displayed in this section: | ||
+ | |||
+ | [[File:Sent messages.png|border|1070px]] | ||
+ | |||
+ | Vendors and managers also get email notifications when they receive messages on Protemos. You can read the message and reply straight from the email: | ||
+ | |||
+ | [[File:New message notification.png|border|600px]] | ||
+ | |||
+ | By clicking '''"Reply to this message"''', you will be redirected to the '''"Messages"''' section of the respective object. | ||
=='''Export data to excel'''== | =='''Export data to excel'''== | ||
− | On every page of the | + | On every page of the following menus you can export the tables into .xls files: |
− | + | [[File:RIP vendor.png|border|450px]] | |
− | [[File: | + | To do so, go to the required menu and press the "'''Export to Excel'''" button: |
+ | |||
+ | [[File:Exe.png|border|150px]] | ||
[[File:Redirect.jpg|40px|link=Vendor user manual]] Back to the '''table of contents'''. | [[File:Redirect.jpg|40px|link=Vendor user manual]] Back to the '''table of contents'''. | ||
=='''Additional information'''== | =='''Additional information'''== | ||
− | The system supports all | + | The system supports all 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 the interface may change and look a little bit different from the one described above. | |
− | |||
− | That’s why | ||
However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us. | 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= | + | [[File:Redirect.jpg|40px|link=Vendor user manual]] Back to the '''table of contents'''. |
Latest revision as of 14:15, 27 October 2023
Contents
Introduction
Protemos is a project management system for translation agencies and freelancers.
Vendors of translation agencies receive and upload their jobs, check their invoices and payments.
This Vendor Manual is intended for the users registered as vendors within the translation agency accounts.
If you have your own account, please read Protemos Quick start guide.
How to register the vendor account
1. The translation agency you cooperate with adds your vendor account in the system. You receive the invitation email:
2. Accept the invitation by clicking the first link in the received email. The following window will appear:
3. Create your own username and password and press "Submit".
4. Your account will be created.
For more info, please see our video tutorial
Back to the table of contents.
How to submit a vendor application
Please click the Vendor application URL to submit your application. It will open the Vendor application form page.
Please select the Type ID to identify whether you represent a company or you are a freelancer and provide the required information. You may also upload your CV, certificates, etc.
Having filled in the form, solve the CAPTCHA and click "Submit":
After an assigned manager considers your application, you will be informed of the result by email.
If the company accepts your application, you will receive an invitational email containing instructions on how to join their corporate account as a vendor:
Follow the link, fill in your username and password, choose the time zone, read and accept the Privacy policy, Terms of service, Agreement with a company, and click "Submit":
If the company rejects the application, you will be informed of the rejection.
Vendor profile settings
On the Vendor Profile page you can update your personal information, change your username and account password.
To do so, go to the Vendor profile menu:
For more detailed information, please check the Profile page.
Back to the table of contents.
Get started with vendor account
There are several main sections that you need to focus on:
- Jobs—the list of jobs assigned to you.
- Tenders—the list of potential jobs.
- Receivables—the amount you earn for each job.
- Invoices—the invoices due to be paid or already paid by the translation agency.
- Payments—the payments paid by the translation agency.
Dashboard
Here you can see summary of your jobs and tenders:
Receiving and accepting the jobs
1. Whenever the manager assigns jobs to you via Protemos, you will be notified by email:
Here you can accept or reject a job right from the email by clicking the corresponding links (you need to log into the system).
Or you may open the job page in Protemos. To do so, click the job code, and you will see the Job page.
Job details section
On Job page you can see the conditions:
2. Make sure you accept the job conditions and confirm it by pressing the "Accept" button:
If you do not accept the job conditions, you may decline it by pressing "Reject". You will need to write the reason for declining though.
In both cases, your manager will be notified by email.
Over the job details table, you can see the progress chart describing the workflow of the job:
The job may have the following statuses:
Offered to vendor — the job has been proposed to the vendor i.e. the manager has instructed the vendor to start working.
Offer accepted — the vendor has confirmed that they take the job.
Offer rejected — the vendor has rejected the job.
Started — the manager started the job manually after the vendor accepted it (Auto start on vendor acceptance is not marked), or the vendor has confirmed that they take the job after you propose it (Auto start on vendor acceptance is marked).
Completed — the vendor has delivered and completed the job.
Completion accepted — the manager has checked the delivery and accepted it.
Completion rejected — the manager has checked the delivery and rejected it.
To get an idea of how it looks from the Manager’s side, please have a look at Job view page.
Receivables section
Here you can see the job volume and price:
Job input files section
3. In this section you can download the files you need to work with by pressing one file by one or "Download all as ZIP" and complete the job:
Job output files section
4.Having completed the job, use the job output files section on the Job page for uploading finalized files or links to files, by pressing the "Upload files" or the "Add file URLs" button:
Here you can also delete the file or link in case you have uploaded the wrong one by mistake and then upload the correct one.
Delivering the job
5. Make sure that files or links with the completed job are uploaded into the system and press the "Complete" button:
If the job has a checklist, you will also have to check all the items on the checklist before submitting a job:
Note: You will not be able to complete the job until all the items on the checklist are checked. To open the checklist, click the "checklist tasks" link:
Here you may also download the PO issued by your manager by pressing the "Download PO" button:
6. The manager will be notified by email that you have completed the job, then accept or reject it. The job is considered closed once the manager accepted it.
Back to the table of contents.
Claim and apply for tenders
When your manager creates a tender, you will receive an email containing the job proposal.
If you are interested in the tender, you may claim it or apply for it depending on the tender type.
For more information, please see the How to claim and apply for tenders section.
Invoicing
Both you and the translation agency can create invoices for the jobs completed by you.
To view the list of invoices, click the Invoices menu on the top panel:
If the translation agency creates an invoice by itself, you will be notified by email from the system asking to see if everything is correct.
If the translation agency asks you to create invoices on your own, please do the following:
1. Click the Receivables menu on the top panel:
The list of the receivables will be displayed.
2. Select the amounts you want to include in the invoice and press the "Invoice selected" button:
Or you can press "Invoice all" and all the receivables that are in the jobs with the "Completion accepted" status will be invoiced.
3. Your invoice will be stored in your and the manager's database. All you have to do is just to wait for the payment.
If you would like to see the details of this invoice, go to the Invoices page and choose the respective invoice from the list by clicking the invoice code:
It will open the invoice page where you can see the invoice details, receivables, and linked payments in the corresponding sections of the page.
On this page, you may also download the invoice as a PDF file by pressing the "Download as PDF" button:
Uploading external files to invoices
You can also upload files (for example, your invoices generated outside of the system) to attach them to an invoice using the "Upload" button in the "Additional files" section on the corresponding invoice page:
Add custom code
In needed, you can add a custom code for the specific invoice. Click "Update" on the invoice page:
Enter the code and click "Update":
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Note: Custom codes have priority over the system codes.
The system keeps both codes which you may see in the Invoice details section:
But only the custom code is displayed on the Invoices page:
and on the invoice PDF file (i.e. the custom code replaces the system code):
Payments
When the translation agency has entered the payment sent to you in its database, you will be notified by email.
Click the Payments menu on the top panel:
It will bring you to the Payments list:
Now choose the respective payment from the list by clicking on the payment code.
It will open the payment page where you can see the payment details and linked invoices in the corresponding sections:
Back to the table of contents.
Filters
Each page has filters you can use to display the necessary entries in the tables.
Jobs filter
The jobs filter looks as follows:
- Job code: filters the jobs by a specific code.
- Job name: filters the jobs by a specific name.
- Language pair: filters the jobs by a specific language pair.
- Specialization: filters the jobs by a specific specialization.
- Service: filters the jobs by a specific service.
- Statuses: filters the jobs by a specific status (Proposed to vendor, Confirmed by vendor, Declined by vendor, Completed, Rejected by manager, Accepted by manager, Canceled, On tender).
- Primary manager: filters the jobs assigned by a specific project manager.
- Note to vendor: displays only the jobs with notes containing the specified symbols combination.
- Start date: filters the jobs by specific start date.
- Deadline date: filters the jobs by a specific deadline date.
- Overdue: displays overdue or not overdue jobs in accordance with the filter value applied (Yes, No).
- Free of charge: displays jobs marked or unmarked as free of charge in accordance with the filter value applied (Yes, No).
- Has receivables: displays jobs with or without receivables in accordance with the filter value applied (Yes, No).
Tenders filter
Go to the Tenders menu to monitor proposed tenders.
You can hide or display some tenders in the list using filters:
- Tender code: displays only the tenders with the codes containing entered symbols sequence.
- Tender type: displays only the tenders of the specified type (First claimer, Selected by manager (fixed price), Selected by manager (negotiable price)).
- Primary manager: displays only the tenders created by the selected primary manager.
- Tender start date: displays only the tenders which were started during the specified period.
- Vendor application deadline date: displays only the tenders with deadlines during the specified period.
- Job code: displays only the jobs with the codes containing entered symbols sequence.
- Language pair: displays only the tenders with the selected language pair.
- Vendor application statuses: displays only the tenders with the specified vendor application status (Open, Closed).
Receivables filter
The filter looks as follows:
- Receivable code: displays only the amounts with the code containing specific characters.
- Project manager: displays only the receivables for the jobs added by a project manager.
- Job statuses: displays only the amounts for the jobs with the specified status (Proposed to vendor, Confirmed by vendor, Declined by vendor, Completed, Accepted by manager, Rejected by manager, Canceled).
- Job deadline date: displays only the amounts for the jobs with a specified deadline time span.
- Is invoiced: displays only the receivables which have been or have not been invoiced in accordance with the filter value applied (Yes, No).
- Note: displays the receivables with notes containing the specified symbols combination.
Invoices filter
The filter looks as follows:
- Code: displays the invoices with a specific code.
- Total: displays the invoices within the specified amount of money range.
- Currency: displays the invoices with a specific currency.
- Creation date: displays the invoices created within a specific period of time.
- Due date: displays the invoices with the due date within the specified date range.
- Note: displays the invoices with notes containing the specified symbols combination.
- Overdue: displays only the invoices which are overdue or not in accordance with the filter value applied (Yes, No).
- Has linked payments: displays only the invoices with or without linked payments according to the filter value applied (Yes, No).
- Fully covered: displays only the fully covered or partially/not covered invoices in accordance with the filter value applied (Yes, No).
Payments filter
The filter looks as follows:
- Code: displays only the payments with a specific code.
- Note: displays the payments with notes containing the specified symbols combination.
- Amount: displays the payments with the specified amount.
- Currency: displays the payments with specified currency.
- Creation date: displays only the payments created within a specific period of time.
- Paid at date: displays only the payments made within a specific period of time.
- Has linked invoices: displays only the payments with or without linked invoices according to the filter value applied (Yes, No).
- Is fully covered: displays only the payments which are fully covered or partially/not covered with invoices according to the filter value applied (Yes, No).
Messages
You can communicate with your managers directly on Protemos, instead of exchanging emails or instant messages.
This feature is available for the following vendors' objects:
- Jobs
- Invoices
- Payments
To send a message to the manager, open a needed job, invoice, or payment page and scroll down to the Messages section. Enter the text and click "Send message to manager":
Your messages and messages you receive from the manager will be displayed in this section:
Vendors and managers also get email notifications when they receive messages on Protemos. You can read the message and reply straight from the email:
By clicking "Reply to this message", you will be redirected to the "Messages" section of the respective object.
Export data to excel
On every page of the following menus you can export the tables into .xls files:
To do so, go to the required menu and press the "Export to Excel" button:
Back to the table of contents.
Additional information
The system supports all 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 the interface may change and look a little bit different 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.