Difference between revisions of "Vendor user manual"

Latest revision as of 14:15, 27 October 2023

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

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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.

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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.

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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:

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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:

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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.

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