Difference between revisions of "Enterprise edition user manual"

Latest revision as of 10:21, 28 February 2023

For a brief system overview, please check this video:

Get started with Protemos

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

1. Click the "CREATE PROTEMOS ACCOUNT" button on the website www.protemos.com

2. It will bring you to the Create Account page:

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

Please read our Privacy policy and Terms of service, mark the relevant checkbox and click the "Sign up" button:

4. After that, the account will be set up and you will see a welcome screen to start working with the system.

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

The system setup wizard will be displayed:

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 to your clients.

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

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

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My profile settings

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

To do so, go to the My profile menu:

For more detailed information, please see the My profile page.

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Settings

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

Each of these menu screens is described below.

Account

On the "Account" page you can change the account owner, update the account name, update default settings, delete your account.

• The Account info section contains common information about your company.

Here you can update information about your company and change the account owner (available only for the owner of the account):

• Account settings

Here you can define the default legal entity, system currency, time zone for new users, and default templates for quotes, client and vendor invoices, and job POs.

You may also specify a default legal entity, currency and invoice PDF template for each particular client or vendor.

To change any of the above-mentioned settings, click the following buttons:

For more info, please see the Account settings page.

• Account deletion

You can immediately and permanently delete all your account data and files from the server by clicking the "Delete account" button:

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License

When you are registering your account, you get a free one-month trial license. It works just like a normal license, with no limitations.

When the trial period is over, the account owner may request a license by clicking the "Request license" button:

Note: You can add as many managers as you wish, but only the licensed number of them will be able to log in at the same time.

For more info on licensing, please see the License page.

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Legal entities

If you are using more than 1 legal entity for your business, you may enter them all into the system, and then use them in projects, quotes, invoices, etc.

It means that you can set up different document items (logo, address, company name) for different legal entities.

You can add a new legal entity, change default legal entity, update, delete logo, and delete the existing legal entities by clicking the corresponding buttons:

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Access control

This menu screen contains several submenus:

• Roles

You can create a separate account with the necessary level of access rights for each of your managers. Use this page to view the table of the access rights and permissions that are associated with each level:

• Managers

Use this page to view the list of managers added to the system and add new managers. More info here.

• Client pools

You can limit the access of your managers to specific clients by creating client pools and assigning them to managers. For more info, please check the Client pools page.

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System Values

This menu screen contains several submenus:

• Language pairs

Use this menu to add the language pairs you work with, delete, disable or enable them:

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

• Services

Use this menu to add, update or delete the services your company provides:

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

• Specializations

Here you can add, update or delete the specializations your company works with:

Note: You can’t delete specializations that you have already used in the system ("Yes" in the column "Іn use" and no "Delete" button), but you may disable them.

• Units

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

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

On this page, you can add currencies, set currency as default, disable or delete currencies:

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.

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Object codes

On this page, you can set the number of your next quote, project, job, etc.

To update next object ID or update object prefixes, click the corresponding buttons:

For more info, please see the Object codes page.

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Payment methods

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

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

Note: You can’t delete payment methods that you have already used in the system, but you can disable them in case these payment methods no longer needed.

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Taxes

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

You may add taxes whether as a percentage or flat amount by clicking the "New tax" button:

Note: Only the taxes, that are defined in this list, will be displayed in the drop-down list while assigning values to them.

To create a default clients taxes set, go to Settings ⇾ Taxes ⇾ Default clients taxes set:

To do that, please click the corresponding buttons:

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

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 Custom taxes set for individual client section.

To create a default vendors taxes set, go to Settings ⇾ Taxes ⇾ Default vendors taxes set:

Here you can add default percentage and absolute taxes by clicking the corresponding buttons:

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

For more info, please see the Default vendors taxes set section.

To add an individual set of taxes for a particular vendor, please see the Custom taxes set for individual vendor section.

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Reminders

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

For more info, please see the Reminders page.

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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":

For more info, please see the SMTP server page.

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Client portal

Here you can update client portal settings by clicking the "Update" button:

You can define managers as the default recipient of notifications connected with quotes, projects, overdue clients' invoices, payment settings, etc.

For more info, please see the Client portal page.

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Vendor portal

Here you can update vendor portal settings by clicking the "Update" button:

You can update all elements except the Vendor application URL. For more details, please check Vendor application URL page.

In the Agreement with the new vendors' section, you can embed your standard agreement with your vendors into the system, so they will have to accept it before working with you.

Click "Create agreement" to add the agreement:

For more info, please see the Agreement with new vendors section.

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Email templates

You can create your own quote, multi-quote, and client invoice email templates.

To create an email template, go to Settings → Email templates:

• Quote templates

Use this page to create the quote email templates and clone, update and delete the existing ones:

• Multi-quote templates

Use this page to create the multi-quote email templates and clone, update and delete the existing ones:

• Client invoice templates

Use this page to create the client invoice email templates and clone, update and delete the existing ones:

For more info on email templates, please see the Email templates page.

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PDF templates

You can create PDF templates for client invoices, vendor invoices, quotes, and job PO.

To create a template, go to Settings → PDF Templates:

• Client invoice PDF templates

Use the page to create the client invoice PDF templates and clone, update and delete the existing ones:

Note: You cannot delete templates that are in use.

• Vendor invoice PDF templates

Use the page to create the vendor invoice PDF templates and clone, update and delete the existing ones:

Note: You cannot delete templates that are in use.

• Quote PDF templates

Use the page to create the quote PDF templates and clone, update and delete the existing ones:

Note: You cannot delete templates that are in use.

• Job PO PDF templates

Use the page to create the job PO PDF templates and clone, update and delete the existing ones:

Note: You cannot delete templates that are in use.

For more info on PDF templates, please see the PDF templates page.

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Integrations

• memoQ integration

Protemos is integrated with memoQ system — a translation environment tool.

To enable memoQ integration, go to Settings ⇾ Integrations ⇾ memoQ.

Here you can enable, update, disable the integration for your account, manage your memoQ server, create a memoQ account:

More details here: MemoQ integration

• Smartcat integration

Protemos is integrated with SmartCAT system, so you can create projects and quotes in Protemos, and then copy them to SmartCAT (and vice versa).

To enable SmartCAT integration, go to Settings ⇾ Integrations ⇾ Smartcat.

Here you can enable, update, disable SmartCAT integration for your account, get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

For more info on SmartCAT integration, SmartCAT-related project and quotes creation, please see the Smartcat integration page.

• TQAuditor integration

Protemos is integrated with TQAuditor - the system for evaluation and monitoring translation quality.

For more info on TQAuditor integration, please see the TQAuditor integration page.

• QuickBooks integration

Protemos is integrated with QuickBooks, an accounting software system.

For more info on QuickBooks integration, please see the QuickBooks integration page.

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Add new manager

Use this menu to add new managers who will use the system just as you do.

If there are several project managers in your team, you can create a separate account with the necessary level of access rights for each of them.

You can also limit the access of your managers to specific clients by creating client pools and assigning them to managers. For more info, please check the Client pools page.

To add a new manager, go to Settings → Access control → Managers:

Сlick the "New manager" button on the Managers page:

Note: Your manager will not be able to log into the system if you unmark the "Can log in" checkbox.

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How to accept invitation as manager

If your colleagues create a manager account for you, you will receive an invitation email:

Accept the invitation by clicking the link in the received email. The following page will appear:

Fill in your username and password, read and accept the Privacy policy and Terms of service, and click “Submit”.

You will receive an email notification on successful registration and will be logged in to your manager account:

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.

Add clients manually

There are two ways to add new clients manually:

1. Click the Client menu on the top panel and then click New client:

2. Or you may go to Clients and click the "New client" button:

Note: Only clients with marked the "Can log in" checkbox can receive corresponding notification, create quote requests, projects from the system.

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

• On the General info tab you may view, update client info, check client-related objects, add the necessary tags to the client.

• In the Primary user section you can view and edit client's primary contact details, change your client's default settings.

Note: You can’t delete clients involved into recorded projects, invoices or payments. But you can unmark the "Assignable" checkbox in a client profile, and the client will not appear in the drop-down list when creating projects and quotes.

• On the 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 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 tab you can create a custom taxes set for this client. Here you may also define which tax set should be applied (whether custom or default one) for this particular client.

• On the Documents tab you can upload files and/or add links to external files related to the client or delete them.

Import and export clients

On this page, you can Import clients from Excel without the need to enter the required information manually and Export clients data to Excel by clicking the corresponding buttons:

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Add vendors

If you assign jobs to other vendors, you need to add each of them to the system.

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

Add vendors manually

There are two ways to add new vendors manually:

1. Click the Vendors menu on the top panel and then click New vendor:

2. Or you may go to Vendors and click the "New vendor" button:

In both cases, you will be redirected to the New vendor page.

Note: Only vendors with marked the "Can log in" checkbox can receive corresponding notification, and work with you by using the system.

• On the General info tab you can view, update vendor info, manage tags, check vendor-related objects, change the default settings, disable vendor access to the account, and send\resend the invitation to the vendor.

Note: You can’t delete vendors involved into recorded jobs, invoices or payments. But you may disable their access to accounts.

• On the Contact persons tab you can view a list of vendor contacts, edit or delete them, and start creating new contacts. This tab is available only if the vendor is a company, not a person.

• On the Payment methods tab you can create or update payment methods for the vendor, and change the default payment method.

• On the Prices tab you can view the list of prices agreed with the vendor, edit or delete them, and start creating new prices.

• On the Taxes tab you can create a custom taxes set for this vendor. Here you may also define which tax set should be applied (whether custom or default one) for this particular vendor.

• On the Documents tab you can upload files and/or add links to external files related to the vendor or delete them.

• On the Availability chart tab you can see the chart and list of all active jobs assigned to the vendor.

Import and export vendors

On this page, you can Import vendors from Excel without the need to enter the required information manually and Export vendors data to excel to Excel by clicking the corresponding buttons:

Vendor application URL

You can post the vendor application URL on your corporate website or send it to new vendors so that they can submit their applications to you.

For more information, please check the Vendor application URL page.

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Add new quote

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

There are two ways to create a quote:

1. Click the Quotes menu on the top panel and then click the New quote button:

2. Or you may go to Quotes, and click the "New quote" button:

3. Once the quote is created, you can do the following:

Quote sections

• Files section: here you can upload the files you received from your client or add links (file URLs) to external files by clicking the corresponding buttons:

• CAT logs section: here you can upload CAT log files or enter them manually if needed:

• Receivables section: here you can enter receivables to indicate the amount to be charged from the client:

Create Smartcat-related quotes

• You can create Smartcat-related quotes in Protemos. For more detailed instructions, please see the Create Smartcat-related quotes in Protemos section.

• You may also create Protemos quotes from Smartcat projects. For more detailed instructions, please see the Create Protemos quotes from Smartcat projects section.

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Create multi-quote

Multi-quote is a potential project with several options, consisted of several quotes.

To create a multi-quote, you need to create single quotes first.

Having done that, go to the Multi-quotes page and click the "New multi-quote" button:

Or you can create a multi-quote by clicking the "New multi-quote" button in the Multi-quotes menu:

In both cases, it will open the New multi-quote page where you need to select the Legal entity, Client and click "Create":

Then click the "Add option quotes" button:

Select the needed ones, and click "Add selected quotes":

For more information, check the Multi-quotes article.

Add new project

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

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

2. Or you may go to Projects, and click the New project button:

3. In both cases, it will open the New project page where you can enter the required information.

4. The project will be created.

Project sections

5. In the Details tab, you can check the general information of the projects, complete, cancel, update, clone, delete it, and add tags:

6. In the Files tab, you may upload all the necessary files or links to the files (URLs).

7. In the Jobs tab you may assign the translation to a vendor.

8. In the Workflow tab you can build chains of consecutive jobs by linking the existing jobs or by adding predefined job chain templates:

9. In the Finances tab, you may enter the volume of work and create receivable from the client and create payable to the vendor. Click the "New receivable" button first and choose the receivable type:

And to create payables, you need to go to the respective job, scroll down to Payables section and click "New payable" button:

• "Flat rate"—if you just need to enter the amount of a receivable without entering volumes and rates.

• "Unit-based"—if you have to enter the volume and rate for calculating the price.

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

You can enter several receivables and payables for a project.

10. In CAT logs tab, you may upload a CAT log file to your project. To do so, click the "Upload CAT log" button:

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

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Create Smartcat-related projects

• You can create Smartcat-related projects in Protemos. For more detailed instructions, please see the Create Smartcat-related projects in Protemos section.

• You may also create Protemos projects from Smartcat projects. For more detailed instructions, please see the Create Protemos projects from Smartcat projects section.

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Project templates

You can create the project from a template.

To do so, click the Projects menu on the top panel and then click Project templates:

Or you may go to Projects and click the "Templates" button:

You can do it also create the project template directly from the project.

Open the respective project, and on the Details tab click "More actions" and "Save as template":

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CAT log conversion schemes

Use this menu to add CAT log conversion schemes for the CAT tools you are using, update, delete, or clone templates by clicking the necessary template name in the list.

To do so, go to Projects ⇾ CAT log conversion schemes:

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Create invoices for clients

1. To create an invoice for the client, go to Clients ⇾ Receivables:

2. The list of all receivables will be displayed. Select the needed and click the "Invoice selected on this page" button:

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

Client invoice sections

• Details section

In this section, you can download as PDF, send or mark as sent, write off, add a discount and an extra charge. update, and delete the invoice.

• Tax section

In this section, default clients taxes set, custom taxes set or no taxes may be displayed according to the system settings,

In any case, you can edit, add new percentage and absolute taxes, by clicking corresponding buttons:

• Receivables section

Here you can view, add and remove receivables in unsent invoices by clicking the corresponding buttons:

• Linked payments section

If you have received the payment for the invoice, you can record it by clicking the "Create linked payment" button:

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Record clients' payments

When the client pays invoices, create the client payment and link it with the paid invoices.

1. Go to the Clients ⇾ Payments menu and click "New payment":

2. Select the client from the list, enter the required information and click the "Create" button:

3. Having created the payment, scroll down to the Linked invoices section, and click the "Link invoices" button:

By this action, you cover the payment by invoices. Pay attention that invoices with the matched currency and legal entity can only be linked to the payment.

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Clients' prices

To display the Client prices list, go to Clients ⇾ Prices:

Here you can view and create general client prices, import and export the list of all client prices to Excel, and update or delete client prices:

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

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Create vendors' invoices

The vendors can create invoices on their own or you can create their invoices as the company manager.

1. Go to the Vendors ⇾ Payables menu:

The list of payables due to vendors will be displayed. Select the rows to be included in the invoice and click the Invoice selected button:

Note: To create an invoice, select the payment method for the vendor (click the vendor’s name and add the payment method as described on the Vendor view page, Payment methods tab page).

2. The system will create the invoice and send it to your vendor by email.

Note: You can hide finances from a vendor. Thus, they won't receive any financial-related notification from the system.

For more info on vendor invoices, please see the Create vendor invoices page.

Vendor invoice sections

• Details section

In this section, you can download as PDF, write off, add discount and extra charge, update or delete the invoice.

Note: For invoices with linked payments only the "Download as PDF" and "Write off" buttons are available.

To make all buttons available, you need to unlink the payments first. It can be done on the page of the corresponding payment to the vendor.

• Taxes section

In this section, you may see default vendors taxes set, custom taxes set or no taxes.

But in any case, you can add new percentage and absolute taxes, edit or delete еру displayed ones by clicking corresponding buttons:

For more info, please see the Taxes in individual vendor invoice section.

• Payables section

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

• Linked payments section

If you have paid the invoice, you can record it by clicking the "Create linked payment" button:

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Record vendor payments

Having paid the vendor invoices, create the vendor payment and link it with the paid invoice.

1. Go to the Vendors⇾Payments menu and click "New payment" button:

2. Select the vendor from the list, enter the required information and click the "Create" button:

3. Having created the payment, scroll down to the Linked invoices section, and click the "Link invoices" button:

By this action, you cover the payment by invoices.

Note: Invoices with the matched currency and legal entity can only be linked to the payment.

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Vendors' applications

To check the list of submitted applications by your vendors, go to the Vendors⇾Applications menu:

Vendor prices

To display the Vendor prices list, go to Vendors ⇾ Prices:

Here you can view and create prices, import or export the vendor prices from/to Excel, update or delete the particular vendor's price:

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

Messages

You can discuss specific objects with your vendors or clients directly in Protemos, instead of exchanging emails or instant messages:

Please check more details here: "Messages"

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 or find the information you need faster.

Let’s take the Clients' payments filters as an example:

Enter the necessary data into the appropriate fields and click the "Apply" button.

For further instructions on how to search the required data with filters, please click the corresponding link:

• Search quotes with filters

• Search projects with filters

• Search project templates with filters

• Search jobs with filters

• Search files with filters

Clients:

• Search clients with filters

• Search clients receivables with filter

• Search clients invoices with filters

• Search clients payments with filters

• Search client contacts with filters

• Search clients prices with filters

Vendors:

• Search vendors with filters

• Search vendors payables with filters

• Search vendors invoices with filters

• Search vendors payments with filters

• Search vendor contacts with filters

• Search vendors prices with filters

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Reports

You can generate various business reports in the system. In this way, you can analyze the financial results of your activity for a defined period of time.

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

Each of these menu screens is described below.

General finances

These reports show the dynamics of how income, expenses and profit change over months.

On these pages, you can see the following reports:

• Monthly finances by receivables and payables — shows the turnover, expenses and profit based on receivables in your projects and payables in the related jobs.

• Monthly finances by invoices — shows the turnover, expenses, and profit based on client and vendor invoices.

• Monthly finances by payments — shows the turnover, expenses, and profit based on client and vendor payments.

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Quote report

Here you may quote conversion rate, quote counts, quote totals, quote report data. Each of them is described below.

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

• Quote conversion rate

• Quote counts

• Quote totals

• Quote report data

Managers

Here you may see your finances reports for each project manager of your team.

On this page, you can see the following reports:

• Monthly income per manager by receivables - shows the turnover per manager based on receivables in their projects.

• Monthly expenses per manager by payables - shows expenses per manager based on job payables in their projects.

• Monthly profit per manager by receivables and payables - shows how the profit per manager was changing each month.

• Monthly income share per manager by receivables - shows how the income share per manager was changing each month

• Monthly expenses share per manager by payables - shows how the expenses share per manager was changing each month

• Monthly profit share per manager by receivables and payables - shows how the profit share per manager was changing each month

• Income share per manager by receivables - shows the shares of incomes your managers bring over the selected period

• Expenses share per manager by payables - shows the shares of expenses of your managers over the selected period

• Profit share per manager by receivables and payables - the shares of the profit your managers bring over the selected period.

• Finances per manager by receivables and payables summary table - shows all income, expense, and profit amounts per manager and month.

For more info on managers' reports, please see the Finances per manager by receivables and payables page.

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Clients

This menu screen contains several submenus:

Each of them is described below.

Finances by receivables and payables

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

To view the Finances per client by receivables and payables reports, go to Reports → Clients → Finances by receivables and payables: