Difference between revisions of "Enterprise edition user manual"

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To start working with Protemos, please create your account in the system by completing the following steps:
 
To start working with Protemos, please create your account in the system by completing the following steps:
  
1. Press the "'''CREATE PROTEMOS ACCOUNT'''" button on the website '''<U> <span style="background-color:yellow"> [https://protemos.com  www.protemos.com] </span> </U>'''
+
1. Click the "'''CREATE PROTEMOS ACCOUNT'''" button on the website '''<U> <span style="background-color:yellow"> [https://protemos.com  www.protemos.com] </span> </U>'''
  
 
[[File:Create account button.png|border|750px]]
 
[[File:Create account button.png|border|750px]]
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4. After that, the account will be set up and you will see a welcome screen to start working with the system.
 
4. After that, 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:
+
5. Click the "'''OK, let’s get started!'''" button:
  
 
[[File:Let's get started new.png|border|350px]]
 
[[File:Let's get started new.png|border|350px]]
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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 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 pressing the "'''Request license'''" button:
+
When the trial period is over, the account owner may request a license by clicking the "'''Request license'''" button:
  
 
[[File:License details page request license button.png|border|1000px]]
 
[[File:License details page request license button.png|border|1000px]]
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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:
 
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:
  
[[File:Role_based_access_control.png|border|1200px]]
+
[[File:Role-based access control.1.png|border|1100px]]
  
 
*'''Managers'''
 
*'''Managers'''
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[[File:Tax tax.png|border|300px]]
 
[[File:Tax tax.png|border|300px]]
  
You may add '''<U>[[Taxes#Taxes list|taxes]]</U>''' whether as a percentage or flat amount by pressing the '''"New tax"''' button:
+
You may add '''<U>[[Taxes#Taxes list|taxes]]</U>''' whether as a percentage or flat amount by clicking the '''"New tax"''' button:
  
 
[[File:Taxes list g.png|border|900px]]
 
[[File:Taxes list g.png|border|900px]]
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[[File:Default client taxes.png|border|300px]]
 
[[File:Default client taxes.png|border|300px]]
  
To do that, please press the corresponding buttons:
+
To do that, please click the corresponding buttons:
  
 
[[File:Default tax.png|border|900px]]
 
[[File:Default tax.png|border|900px]]
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[[File:Default vendors taxes.png|border|300px]]
 
[[File:Default vendors taxes.png|border|300px]]
  
Here you can add default percentage and absolute taxes by pressing the corresponding buttons:
+
Here you can add default percentage and absolute taxes by clicking the corresponding buttons:
  
 
[[File:Def vend tax.png|border|900px]]
 
[[File:Def vend tax.png|border|900px]]
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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.
 
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.
  
Press '''"Create agreement"''' to add the agreement:
+
Click '''"Create agreement"''' to add the agreement:
  
 
[[File:Sadaro.png|border|900px]]
 
[[File:Sadaro.png|border|900px]]
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For more info on TQAuditor integration, please see the '''<U>[[TQAuditor integration]]</U> '''page.
 
For more info on TQAuditor integration, please see the '''<U>[[TQAuditor integration]]</U> '''page.
 +
 +
*'''QuickBooks integration'''
 +
 +
Protemos is integrated with QuickBooks, an accounting software system.
 +
 +
For more info on QuickBooks integration, please see the '''<U>[[QuickBooks integration|QuickBooks integration]]</U> '''page.
  
 
[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
 
[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
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[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
 
[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
 +
 +
==='''How to accept invitation as manager'''===
 +
If your colleagues create a manager account for you, you will receive an invitation email:
 +
 +
[[File:Invitation email for manager.1.png|border|700px]]
 +
 +
Accept the invitation by clicking the link in the received email. The following page will appear:
 +
 +
[[File:Complete registration (manager).png|border|1070px]]
 +
 +
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:
 +
 +
[[File:Registration is complete (manager).png|border|500px]]
  
 
=='''Add clients'''==
 
=='''Add clients'''==
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There are two ways to add new clients manually:
 
There are two ways to add new clients manually:
  
1. Press the '''Client''' menu on the top panel and then click '''New client''':
+
1. Click the '''Client''' menu on the top panel and then click '''New client''':
  
 
[[File:2.00.png|border|100px]]
 
[[File:2.00.png|border|100px]]
  
2. Or you may go to '''Clients''' and press the "'''New client'''" button:  
+
2. Or you may go to '''Clients''' and click the "'''New client'''" button:  
  
 
[[File:New client button.png|border|850px]]
 
[[File:New client button.png|border|850px]]
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On this page, you can '''<U>[[Import clients from Excel]]</U>''' without the need to enter the required information manually and '''<U>[[Clients list#Export to Excel| Export clients data]]</U>''' to Excel
 
On this page, you can '''<U>[[Import clients from Excel]]</U>''' without the need to enter the required information manually and '''<U>[[Clients list#Export to Excel| Export clients data]]</U>''' to Excel
by pressing the corresponding buttons:
+
by clicking the corresponding buttons:
  
 
[[File:Export import Screenshot 1.png|border|800px]]
 
[[File:Export import Screenshot 1.png|border|800px]]
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There are two ways to add new vendors manually:
 
There are two ways to add new vendors manually:
  
1. Press the '''Vendors''' menu on the top panel and then click '''New vendor''':
+
1. Click the '''Vendors''' menu on the top panel and then click '''New vendor''':
  
 
[[File:New vedndor.png|border|110px]]
 
[[File:New vedndor.png|border|110px]]
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On this page, you can '''<U>[[Import vendors from Excel]]</U>''' without the need to enter the required information manually and '''<U>[[Vendors list#Export to Excel| Export vendors data to excel]]</U>''' to Excel
 
On this page, you can '''<U>[[Import vendors from Excel]]</U>''' without the need to enter the required information manually and '''<U>[[Vendors list#Export to Excel| Export vendors data to excel]]</U>''' to Excel
by pressing the corresponding buttons:
+
by clicking the corresponding buttons:
  
 
[[File:Import vendors.png|border|1000px]]
 
[[File:Import vendors.png|border|1000px]]
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There are two ways to create a quote:
 
There are two ways to create a quote:
  
1. Press the '''Quotes''' menu on the top panel and then click the '''New quote''' button:
+
1. Click the '''Quotes''' menu on the top panel and then click the '''New quote''' button:
  
 
[[File:New quote.png|border|100px]]
 
[[File:New quote.png|border|100px]]
  
2. Or you may go to Quotes, and press the '''"New quote"''' button:
+
2. Or you may go to Quotes, and click the '''"New quote"''' button:
  
 
[[File:New quotes from.png|border|800px]]
 
[[File:New quotes from.png|border|800px]]
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==='''Quote sections'''===
 
==='''Quote sections'''===
  
*'''Files''' section: here you can upload the files you received from your client or add links (file URLs) to external files by pressing the corresponding buttons:
+
*'''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:
  
 
[[File:Quote files section.png|border|1100px]]
 
[[File:Quote files section.png|border|1100px]]
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To create a multi-quote, you need to <U>'''[[Create quote#New quote|create single quotes]]''' </U> first.
 
To create a multi-quote, you need to <U>'''[[Create quote#New quote|create single quotes]]''' </U> first.
  
Having done that, go to the Multi-quotes page and press the '''"New multi-quote"''' button:
+
Having done that, go to the Multi-quotes page and click the '''"New multi-quote"''' button:
  
 
[[File:1 new mq.png|border|900px]]
 
[[File:1 new mq.png|border|900px]]
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[[File:New multi-quote.png|border|150px]]
 
[[File:New multi-quote.png|border|150px]]
  
In both cases, it will open the '''New multi-quote''' page where you need to select the Legal entity, Client and press '''"Create"''':
+
In both cases, it will open the '''New multi-quote''' page where you need to select the Legal entity, Client and click '''"Create"''':
  
 
[[File:1 nemw quote.png|border|500px]]
 
[[File:1 nemw quote.png|border|500px]]
  
Then press the '''"Add option quotes"''' button:
+
Then click the '''"Add option quotes"''' button:
  
 
[[File:Options1.png|border|900px]]
 
[[File:Options1.png|border|900px]]
  
Select the needed ones, and press '''"Add selected quotes"''':
+
Select the needed ones, and click '''"Add selected quotes"''':
  
 
[[File:3-.png|border|900px]]
 
[[File:3-.png|border|900px]]
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After setting up the system and entering the clients in it, you can start new projects.
 
After setting up the system and entering the clients in it, you can start new projects.
  
1. To create a '''<U>[[Projects|project]]</U>''', click the '''Projects''' menu on the top panel and then press the "'''New project'''" button:
+
1. To create a '''<U>[[Projects|project]]</U>''', click the '''Projects''' menu on the top panel and then click the "'''New project'''" button:
  
 
[[File:New project.png|border|110px]]
 
[[File:New project.png|border|110px]]
  
2. Or you may go to '''Projects''', and press the '''New project''' button:
+
2. Or you may go to '''Projects''', and click the '''New project''' button:
  
 
[[File:Projects.png|border|900px]]
 
[[File:Projects.png|border|900px]]
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[[File:1 фй.png|border|1000px]]
 
[[File:1 фй.png|border|1000px]]
  
9. In the '''Finances''' tab, you may enter the volume of work and '''<U>[[Create receivable|create receivable]]</U>''' from the client and '''<U>[[Create payable|create payable]]</U>''' to the vendor. Press the '''"New receivable"''' button first and choose the receivable type:
+
9. In the '''Finances''' tab, you may enter the volume of work and '''<U>[[Create receivable|create receivable]]</U>''' from the client and '''<U>[[Create payable|create payable]]</U>''' to the vendor. Click the '''"New receivable"''' button first and choose the receivable type:
  
 
[[File:New receiavable from clien.png|border|1000px]]
 
[[File:New receiavable from clien.png|border|1000px]]
  
And to create payables, you need to go to the respective job, scroll down to Payables section and press '''"New payable"''' button:
+
And to create payables, you need to go to the respective job, scroll down to Payables section and click '''"New payable"''' button:
  
 
[[File:New payable to vendor.png|border|1000px]]
 
[[File:New payable to vendor.png|border|1000px]]
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You can enter several receivables and payables for a project.
 
You can enter several receivables and payables for a project.
  
10. In '''CAT logs''' tab, you may '''<U>[[Project details, CAT logs tab|upload a CAT log file]]</U>''' to your project. To do so, press the "'''Upload CAT log'''" button:
+
10. In '''CAT logs''' tab, you may '''<U>[[Project details, CAT logs tab|upload a CAT log file]]</U>''' to your project. To do so, click the "'''Upload CAT log'''" button:
  
 
[[File:Cat log upl.png|border|900px]]
 
[[File:Cat log upl.png|border|900px]]
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You can create the project from a template.
 
You can create the project from a template.
  
To do so, press the '''Projects''' menu on the top panel and then click '''<U>[[Project templates]]</U>''':
+
To do so, click the '''Projects''' menu on the top panel and then click '''<U>[[Project templates]]</U>''':
  
 
[[File:Pr templates.png|border|150px]]
 
[[File:Pr templates.png|border|150px]]
  
Or you may go to '''Projects''' and press the '''"Templates"''' button:
+
Or you may go to '''Projects''' and click the '''"Templates"''' button:
  
 
[[File:Templates.png|border|900px]]
 
[[File:Templates.png|border|900px]]
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In this section, '''<U>[[Taxes#Default clients taxes set|default clients taxes set]]</U>''', '''<U>[[Taxes#Custom taxes set for individual client|custom taxes set]]</U>''' or <U>[[Taxes#Custom taxes set for individual client|'''no taxes''']]</U> may be displayed according to the system settings,
 
In this section, '''<U>[[Taxes#Default clients taxes set|default clients taxes set]]</U>''', '''<U>[[Taxes#Custom taxes set for individual client|custom taxes set]]</U>''' or <U>[[Taxes#Custom taxes set for individual client|'''no taxes''']]</U> may be displayed according to the system settings,
  
In any case, you can edit, add new percentage and absolute taxes, by pressing corresponding buttons:
+
In any case, you can edit, add new percentage and absolute taxes, by clicking corresponding buttons:
  
 
[[File:Taxes sets 4.png|border|900px]]
 
[[File:Taxes sets 4.png|border|900px]]
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[[File:Payabl v.png|border|110px]]
 
[[File:Payabl v.png|border|110px]]
  
The list of payables due to vendors will be displayed. Select the rows to be included in the invoice and press the Invoice selected button:
+
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:
  
 
[[File:Vendore p list.png|border|1000px]]
 
[[File:Vendore p list.png|border|1000px]]
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In this section, you may see <U>[[Taxes#Default vendors taxes set|'''default vendors taxes set''']]</U>, <U>[[Taxes#Custom taxes set for individual vendor|'''custom taxes set''']]</U> or  <U>[[Taxes#Custom taxes set for individual vendor|'''no taxes''']]</U>.
 
In this section, you may see <U>[[Taxes#Default vendors taxes set|'''default vendors taxes set''']]</U>, <U>[[Taxes#Custom taxes set for individual vendor|'''custom taxes set''']]</U> or  <U>[[Taxes#Custom taxes set for individual vendor|'''no taxes''']]</U>.
  
But in any case, you can add new percentage and absolute taxes, edit or delete еру displayed ones by pressing corresponding buttons:
+
But in any case, you can add new percentage and absolute taxes, edit or delete еру displayed ones by clicking corresponding buttons:
  
 
[[File:Taxes sets 4.png|border|1000px]]
 
[[File:Taxes sets 4.png|border|1000px]]
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[[File:Cl filters.png|border|950px]]
 
[[File:Cl filters.png|border|950px]]
  
Enter the necessary data into the appropriate fields and press the '''"Apply"''' button.
+
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:
 
For further instructions on how to search the required data with filters, please click the corresponding link:
Line 1,188: Line 1,209:
 
On every main page, you can export the tables into Excel.
 
On every main page, you can export the tables into Excel.
  
To do so, go to the required menu and press the '''"Export to Excel"''' button:
+
To do so, go to the required menu and click the '''"Export to Excel"''' button:
  
 
[[File:Exe.png|border|150px]]
 
[[File:Exe.png|border|150px]]

Latest revision as of 10:21, 28 February 2023

For a brief system overview, please check this video: YT client.png

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

Create account button.png

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

Create Enterprise account.png

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:

I'm not a robot new.png

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:

Let's get started new.png

The system setup wizard will be displayed:

Wizard services.png

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:

Wizard navigation.png

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

Redirect.jpg 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, and change your username and account password.

To do so, go to the My profile menu:

My profile settings.png

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

Redirect.jpg Back to the table of contents.

Settings

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

Settings.1.png

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 itself.png

  • 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:

Account settings section.png

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:

Dlee r.png

Redirect.jpg Back to the table of contents.

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:

License details page request license button.png

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.

Redirect.jpg Back to the table of contents.

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:

Le 1.png

Redirect.jpg Back to the table of contents.

Access control

This menu screen contains several submenus:

Settings - access control.png

  • 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:

Role-based access control.1.png

  • Managers

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

Managers list.1.2.png

  • 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.

New client pool (1.56).png

Redirect.jpg Back to the table of contents.

System Values

This menu screen contains several submenus:

Sv.png

  • Language pairs

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

Lang pairs.png

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:

Sesrvices.png

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:

Speciaslizations.png

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:

Units page buttons.png

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:

Change system curr.png

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.

Redirect.jpg Back to the table of contents.

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:

Year.jpg

For more info, please see the Object codes page.

Redirect.jpg Back to the table of contents.

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.

Payments methods default etc.png

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.

Redirect.jpg Back to the table of contents.

Taxes

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

Tax tax.png

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

Taxes list g.png

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:

Default client taxes.png

To do that, please click the corresponding buttons:

Default tax.png

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:

Default vendors taxes.png

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

Def vend tax.png

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.

Redirect.jpg Back to the table of contents.

Reminders

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

Reminders.png

For more info, please see the Reminders page.

Redirect.jpg Back to the table of contents.

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":

SMTP SERVER update button.png

For more info, please see the SMTP server page.

Redirect.jpg Back to the table of contents.

Client portal

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

Client portal settings.png

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.

Redirect.jpg Back to the table of contents.

Vendor portal

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

Vendor profile swttings.png

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:

Sadaro.png

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

Redirect.jpg Back to the table of contents.

Email templates

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

To create an email template, go to SettingsEmail templates:

Email templates1.png

  • Quote templates

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

New quote template (enterprise manual).png

  • Multi-quote templates

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

New multiquote email templates (enterprise manual).png

  • Client invoice templates

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

New client invoice template (enterprise manual).png

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

Redirect.jpg Back to the table of contents.

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:

Settings - pdf templates.png

  • Client invoice PDF templates

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

Client invoice pdf templates (enterprise manual).png

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:

New vendor invoice PDF templates (enterprise manual).png

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:

New quote pdf template (enterprise manual).png

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:

New job PO PDF template (enterpise manual).png

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:

Memoq user manual.png

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.

Smart.png

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.

Tq.png

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:

Settings - access control - managers.png

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

New manager button.png

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:

Invitation email for manager.1.png

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

Complete registration (manager).png

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:

Registration is complete (manager).png

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:

2.00.png

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

New client button.png

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:

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:

Export import Screenshot 1.png

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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:

New vedndor.png

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

Button new vendocr.png

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.

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:

Import vendors.png

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:

New quote.png

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

New quotes from.png

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

Quote quote.png

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:

Quote files section.png

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

Quote upload logs buttons.png

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

Quote new receivable button.png

Create Smartcat-related quotes

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Create multi-quote

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

Multi quotes 1.png

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:

1 new mq.png

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

New multi-quote.png

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

1 nemw quote.png

Then click the "Add option quotes" button:

Options1.png

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

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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:

New project.png

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

Projects.png

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:

3 det.png

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

Files tab+.png

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

Add job.1.png

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

1 фй.png

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:

New receiavable from clien.png

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

New payable to vendor.png

  • "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:

Cat log upl.png

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

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Create Smartcat-related projects

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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:

Pr templates.png

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

Templates.png

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":

Save as template.png

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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:

Cat logd.png

bprder

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Create invoices for clients

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

Receivables client s.png

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

Invoice selected page.png

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

Client invoice sections

  • Details section

Client invoice view.png

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:

Taxes sets 4.png

  • Receivables section

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

Receiavable in inv.png

  • Linked payments section

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

1linked paym.png

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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":

New paym cl.png

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

1 client .png

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

Linked invoices 1.png

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:

Prices list.png

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:

Payabl v.png

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:

Vendore p list.png

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.

Inv det.png

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:

Taxes sets 4.png

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.

Pab.png

  • Linked payments section

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

1linked paym.png

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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:

Button new pm.png

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:

Linked invoices 1.png

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:

Appl.png

Vendor prices

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

Vm.png

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

Upate delete.png

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:

Send message.png

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:

Cl filters.png

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:

Clients:

Vendors:

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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:

Reports.2.png

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:

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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.

Managers

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

On this page, you can see the following reports:

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:

Reports menu clients.jpg

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:

On this page, you can see the following reports:

For more info on these reports, please see the Finances per client by receivables and payables page.

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Income by invoices

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

To view the Monthly income per client by invoices reports, go to Reports → Clients → Income by invoices:

On this page, you can see the following reports:

For more info on these reports, please see the Monthly income per client by invoices reports page.

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Income by payments

These reports show how the clients were paying you.

To view the Monthly income per client by payments reports, go to Reports → Clients → Income by payments:

Here you may see the following reports:

For more info on these reports, please see the Monthly income per client by payments reports page.

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Vendors

This menu screen contains several submenus:

Reports vendors menu.jpg

Each of them is described below.

Expenses by invoices

These reports show the monthly amounts of your vendor invoices.

To view the Monthly expenses per vendor by invoices reports, go to Reports → Vendors → Expenses by invoices:

Here you may see the following reports:

For more info on these reports, please see the Monthly expenses per vendor by invoices reports page.

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Expenses by payments

These reports show the monthly amounts of your vendor payments.

To view the Monthly expenses per vendor by payments reports, go to Reports → Vendors → Expenses by payments: Here you may see the following reports:

For more info on these reports, please see the Monthly expenses per vendor by payments page.

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Language pairs

Here you may see your finances reports for each language pair you work with.

To view the Finances per language pair by receivables and payables reports, go to Reports → Language pairs → Finances by receivables and payables:

On this page, you can see the following reports:

For more info on language pairs reports, please see the Finances per language pair by receivables and payables page.

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Services

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

To view the Monthly finances per service groups by receivables and payables reports, go to Reports → Services → Finances by receivables and payables:

On this page, you can see the following reports:

For more info on services reports, please see the Monthly finances per service groups by receivables and payables page.

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Export data

On every main page, you can export the tables into Excel.

To do so, go to the required menu and click the "Export to Excel" button:

Exe.png

For instructions on how to export the required data to Excel, please click the corresponding links:




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 (od@protemos.com).

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