Enterprise edition user manual
Contents
- 1 Get started with Protemos
- 2 System values settings
- 3 Add clients
- 4 Add vendors
- 5 Add new project
- 6 Create invoices for clients and control their payment
- 7 Invoices from vendors and payment control
- 8 Filters
Get started with Protemos
To start working with Protemos, create your account in the system by completing the following steps:
1. Press the "Sign up" button at the website www.protemos.com
2. Go to the Create Account page:
3. Select your account type:
Enterprise: select this option if you are going to assign jobs to in-house translators, freelancers or other companies.
If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.
Freelance: this is a light and free version of the system. Select this option if you are doing all jobs alone and do not subcontract freelancers.
If you select this, you will not be able to create suppliers in the system and assign jobs to them. Upgrade to Enterprise version is possible if desired.
3. Fill in all the boxes and click the "Sign up" button:
4. After pressing the "Sign up" button, the account will be set up and you will see a welcome screen to start working with the system.
5. Press the "OK, let’s get started!" button:
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 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 System settings.
7. Having completed all the entries, press the "Complete wizard" button:
8. The following screen will be displayed:
This means that your account has been created and you can start working with Protemos.
However, before you start working with the projects in the system, you need to add your clients in it.
For Enterprise version, you need also to add vendors. These areas will be addressed in the following sections.
Back to the table of contents.
System values settings
You can change and set system values in the System menu:
Each of these menu screens is described below.
System =>Account
On the "Account" page you can complete or update general information, the logo of your company,
default settings, deadline email reminders, configure custom SMTP server and update object codes.
General info
The "General info" section contains common information about your company.
Here you can amend information about your company and change account owner (this option is available only for the owner of the account).
To edit general information press the "Update" button:
Confirm the changes by clicking "Update" or call off them with the "Cancel" button after editing:
To change the account owner press "Change account owner" (this option is available only for the owner of the account. For more info, please see the Users page):
Assign a new owner and press the "Update" button to сonfirm the changes:
For more info on user creation, please see the User creation page.
Company logo image
On the "Company logo image" section you can upload company logo image which will be displayed
in all documents generated by the system: invoices, POs, Quotes etc.
Press the "Upload new" button to upload a logo:
Note: Only PNG and JPEG images with a maximum size of 350x50 pixels are supported.
Default settings
On the "Default settings" section you can define the following settings:
Default time zone: the time zone you are located in. It's used for the deadlines calculation.
Default currency: the currency you are using for balances and reporting. For more info, please see the Currencies page.
Default payment method: the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.
Default payment terms: standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.
Default VAT for client invoices: this is the VAT value to be added to all invoices that you issue to your clients. For more info, please see the VAT page.
Default VAT for vendor invoices: this is the VAT value to be added to all invoices that you issue to your vendors (or your vendors issue to you). For more info, please see the VAT page.
Default PDF page size: here you can set the size of the invoice PDF file generated by the system.
To change any of the above settings, click "Update":
It will open the "Change account default settings" page:
Having completed all the entries, press the "Update" button.
Deadline email reminders
The system notifies you by email about overdue projects, jobs, and invoices. You can switch these notifications off/on by clicking "Update":
For more info on deadline email reminders, please see Deadline reminders settings page.
Custom 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 on SMTP server configuration, please see the SMTP server configuration page.
Object codes
On this page, you can set the number of your next invoice, project, payment, job etc.
To update the next object identification numbers or the object code prefixes press the "Update next IDs" or "Update code prefixes" button correspondingly:
For more info on object codes customizations, please see the Object codes page.
Back to the table of contents.
System =>License
When you are registering your account, you get a free 3-months trial license. It works just like a normal license, with no limitations.
On the "License details" page you can see:
- your license status and type;
- active managers limit (the number of users with Administrator, Project manager and Account manager rights that can work in the system simultaneously);
- when your license expires;
- the time left before the expiration date of your license.
When the trial period is over, the account owner may request the license by pressing the "Request license" button:
It will open the "Request license" page where you can enter the number of managers you need to work simultaneously in your system and select the license period.
Note:You can create as many managers as you wish, but only the licensed number of them will be able to log in.
For more info on licensing, please see the Licensing page.
Back to the table of contents.
System=>System Values
This menu screen contains several submenus:
Each of them is described below.
Language pairs
On this page, you can add, update or delete the language pairs you work with:
"New language pairs" – opens language pairs creation page. Here you can create various language pairs combinations of source and target languages.
"Update" – opens language pair update page where you can change languages for the particular language pair.
"Delete" – deletes the language pair.
Note: You can’t delete pairs of languages, that you have already used in the system ("Yes" in the column "Іn use" and no "Delete" button).
Services
Use this menu to add, update or delete the services your company provides:
"New service" – opens service creation menu. Here you can create as many services as you wish.
"Update" – opens services update page where you can change the name of the particular service.
"Delete" – deletes the service.
Note: You can’t delete services, that you have already used in the system ("Yes" in the column "Іn use" and no "Delete" button).
Specializations
On this page, you can add, update or delete the specializations your company works with:
"New specialization" – opens specialization creation menu. Here you can create every possible specializations you may wish.
"Update" – opens specialization update page where you can change the name of the particular specialization.
"Delete" – deletes the specialization.
Note: You can’t delete specializations, that you have already used in the system ("Yes" in the column "Іn use" and no "Delete" button).
Units
Use this menu to select units to measure the volume of your work (words, hours, pages, etc.).
Here you can add, update or delete any measurement units you need:
"New unit" – opens unit creation menu where you can create as many measurement units as you need.
"Update" – opens unit update page. Here you can change the name of the particular unit.
"Delete" – deletes the unit.
Note: You can’t delete units, that you have already used in the project ("Yes" in the column "Іn use" and no "Delete" button).
Currencies
Use this menu to add currencies that will be used in the system.
For example, one client can pay in US dollars while others can choose euros and you can pay to vendors in local currency.
On this page, you can: add currencies, set any currency as default, disable or delete currencies, check up the exchange rates history.
"Add currency"- opens the menu, where you can add desired currency. You can add as many currencies as you need.
"Exchange rates history"- shows the exchange rates on the selected date.
"Set as default" - sets the selected currency as default. If you change the default currency,
all reports and project balances will be rebuilt and recalculated in the new default currency.
"Disable" - disables the currency.
"Delete" - deletes the currency. You can't delete the currency that is already in use in the system
but you can disable it in case this currency no longer needed.
Note: Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.
That’s why you can always see the correct summary in your default currency.
Back to the table of contents.
System=>Users
Use this menu screen to add new users who will use the system just as you do.
For example, if there are several project managers in your team, you can add a separate account for each of them.
To add a new user, press the "New user" button:
It will open the "New user" page. After you fill in the boxes press the "Save" button:
After pressing the "Save" button, the user will be sent an invitation email and will be able to complete the account creation.
For more info on user creation, please see the User creation page.
Note: Use the "User groups" box to select the group to relate your users to. This will define the user’s access rights.
On the "Users" page, you can also Update user information.
Back to the table of contents.
System=>User groups
Use this menu screen to define access rights for various user groups:
for more info on access rights for various user groups, please see User groups page.
System=>Payment methods
Enter your payment details here so the clients can pay you.
On this page, you can: add various payment methods, change default payment method and terms, update, disable or delete them.
"Add payment method" - opens the menu where you can create a new payment method.
"Change default payment method and terms" - on this page you can select the default payment method,
define in how many days invoices should be paid and the "Default VAT" value for your invoices.
"Update" - opens the page where you can renew payment method details.
"Disable" - disables the payment method.
"Delete" - deletes the payment method.
Note: You can’t delete the payment methods, that you have already used in the system ("Yes" in the column "Іn use" and no the "Delete" button).
But you can disable them in case these payment methods no longer needed.
Back to the table of contents.
System=>Templates
This menu screen contains the CAT logs submenu which is described below:
CAT logs
Use this menu to add weighted word count templates for the CAT tools you are using.
Here you can add, update or delete templates:
"Add template" - opens the page where you can add word count template.
"Delete" - deletes the template.
You may also "Update" the template if necessary.
For more info on templates, please see Weighted word count templates page.
Back to the table of contents.
System=>SmartCAT integration
Protemos is integrated with SmartCAT system, so you can create the projects in Protemos, and then copy them to SmartCAT.
On this page you can enable, update or disable SmartCAT integration for your account:
"Enable" - opens the SmartCAT intergation details page where you can enter your API credentials.
"Update" - here you can update the integration details if necessary.
"Delete" - deletes the integration.
The "Update" and "Delete" buttons will appear after you enable SmartCAT integration for your account.
For more info on SmartCAT integration, please see SmartCAT integration page.
Back to the table of contents.
Add clients
You can add clients manually, one by one, or import their list from an Excel file. Each of these options is described below.
Adding clients manually
To add a new client, click the Clients menu on the top panel and then press the "New client" button:
Enter information about your client in the displayed screen. It consists of two sections.
- Use the General info section to enter general information about a client:
- Use the Primary user section to enter the client’s contact person:
Press the "Save" button to display the client entry.
This page is intended for viewing and entering various client data and has the following tabs:
On General info tab you may view, update client info or delete a client.
Note: You can’t delete the clients involved into recorded projects, invoices or payments.
Here you may also change the default payment settings of your clients:
On Primary user tab, you can view and edit the details of the primary contact of the client.
On 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 all can be entered in the Contact persons tab.
On Prices tab, you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.
On Documents tab, you can upload and delete the files related to the client.
Import clients from an Excel file
If you already have the list of clients, contacts and prices, you can easily import it without the need to enter such information manually.
Go to the Client list page and press the "Import from Excel" button:
For more info on clients data import, please see the Import clients from Excel page.
On this page, you can also export all the displayed list of clients to Excel by pressing the "Export to Excel" button:
For more info on clients data export , please see the Export clients data to excel page.
For more info on clients, please see the Clients page.
Back to the table of contents.
Add vendors
If you assign jobs to other vendors, you need to add each of them in 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.
Adding vendors manually
To add a new vendor, click the Vendors menu on the top panel and then press the "New vendor" button:
The screen to add a vendor will appear.
First, you will see the Type box. You can select any of the three vendor types:
Company is a contractor company.
Freelancer is a non-staff employee.
In-house is a staff employee who works in your office.
Depending on the vendor type, you will see the boxes to fill in.
Press the "Save" button to add a vendor account in the system. The vendor will be sent an invitation email and needs to accept the invitation.
For additional information please see the Vendor creation page.
The vendor entry page is intended for viewing and entering various vendor data and has the following tabs:
On General info tab you may view, update vendor info, resend invitation or delete a vendor.
Note: You can’t delete the vendors involved into recorded jobs, invoices or payments.
Here you may also change the default payment settings of your vendors:
On Primary user tab, you can view and edit the details of the primary contact of the vendor.
On Contact persons tab, you can view the list of vendor’s contacts, edit or delete them, and start creating new contacts.
This tab is available only if the vendor is a company, not a person:
If the vendor has several contact persons, they all can be entered in the Contact persons tab.
On Prices tab, you can view the list of prices agreed with the vendor, edit or delete them, and start creating new prices.
On Documents tab, you can upload and delete the files related to the vendor.
Import vendors from an Excel file
If you already have the list of vendors, contacts and prices, you can easily import it without the need to enter such information manually.
Go to the Vendor list page and press the "Import from Excel" button:
For more info on vendors data import, please see the Import vendors from Excel page.
On this page, you can also export all the displayed list of vendors to Excel by pressing the "Export to Excel" button:
For more info on vendors data export, please see the Export vendors data to excel page.
For more info on vendors, please see the Vendors page.
Back to the table of contents.
Add new project
After setting up the system and entering the clients and vendors in it, you can start new projects.
For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request
from English to French asking to complete it in 2 weeks. Let’s add this project in the system.
Project creation
1. To create the project, click the Projects menu on the top panel and then press the "New project" button:
2. Enter your project information and press the "Create" button:
3. The project page will be displayed with the following tabs:
Project input files
4. Now you need to upload the files received from the client to the system.
To do so, go to the Files tab and upload the needed files by pressing the "Add project input files" button:
Back to the table of contents.
Project receivables
5. Next, enter the volume of work and the receivable from the client. To do so, go to the Finances tab:
Press the "New receivable" button and choose the base:
The "Flat rate" – if you just need to enter the amount of receivable without entering volumes and rates.
The "Unit based" – if you have to enter the volume and rate for calculating the price.
The "CAT log based" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.
Enter the work volume, price and, if needed, extra charge and discount for the client:
Enter the purchase order number sent from the client in the PO number box. If the client has not provided such number, you may leave this box unfilled.
Check the "Manage all prices" option to add the tariff for this client to the database. It will be displayed next time you enter a similar order.
You can enter several receivables for a project.
For more info on receivable creation, please see Receivable creation page.
CAT logs
6. If necessary, you may upload a CAT log file to your project.
To do so, go to the Cat logs tab and press the "Upload CAT log" button:
For more info on uploading of CAT log files, please see the Project details, CAT logs tab page.
7. If you fulfill your job yourself, the new project has been created. You have to fulfill and complete it (see item 18 in this list).
If you need to assign the project to other vendors, carry on reading below.
Job creation
8. Let’s assume that you need to assign the translation to one vendor and then give it for proofreading to another vendor.
Create their respective jobs in the system. Go to the Jobs tab and press the "Add job" button:
Job input files
9. In the Job input files section select the project files to send to the translator:
In the section below on the same page, select the vendor and enter information about the job:
Then press the "Create" button.
10. Next, the job screen will be displayed:
For more info on jobs creation and editing, please see the Jobs page.
Project payables
11. Now you need to add payable for the vendor.
To do so, press the "New payable" button and choose the base:
The "Flat rate" – if you just need to enter the amount of payable without entering volumes and rates.
The "Unit based" – if you have to enter the volume and rate for calculating the price.
The "CAT log based" – if you have fuzzy matches logs generated by CAT tools and want to calculate discounts for each type of match.
Enter the job volume and payable for the vendor and press "Create":
For more info on payable creation, please see the Payable creation page.
12. Now you can send the notification to the vendor to start the job. Press the "Start job" button on the Job details screen:
The vendor will receive the notification by email that he has been assigned a job, log in and collect the files.
Then the vendor will fulfil the job, upload the ready files to the system and mark the job as completed.
You will be notified by email that the vendor has completed the job.
Back to the table of contents.
Job output files
13. Check if the files delivered by the translator are correct by downloading them from the Job Output Files section:
14. Having ensured that the vendor did everything correctly, press the "Accept job" button:
15. The vendor will be notified by email that the job has been accepted.
16. Now you would like to pass the completed translation for proofreading to another vendor.
Add a job for another vendor. The process is the same. The only difference is that you need to specify the files
delivered by the translator when selecting incoming files for the editor:
For more info on jobs, please see the Jobs page.
Back to the table of contents.
Delivering the project
17. When all the vendors have uploaded their files, you can start delivering the project.
You may upload vendors' files to the system.
To do so, go to the project’s Files tab and scroll down to the Jobs Output section.
Select the necessary files and press the "Add selected to project output" button:
This will allow you not to lose the files after you close the project.
18. If you fulfill your job yourself, you may upload files to the system by clicking "Add additional files" on the Project Output section:
19. Having added all the needed files to Project Output, you can download the files
and send them to the client or client’s manager by email.
20. Having delivered all the files, you can complete the project. Go to the Details tab and press the "Complete" button:
Congratulations! You have completed the project.
Note 1: The number of projects in your system will be increasing with time so you won’t want all of them to be displayed. Set up how projects are displayed in the list using Filters.
Note 2: View the list of vendors’ jobs in all the projects at the dedicated page by pressing the Jobs menu on the top panel.
For more info on projects, please see the Projects page.
Back to the table of contents.
Create invoices for clients and control their payment
1. To create an invoice for a client, go to Finances=>Clients=>Project receivables:
2. The list of all the receivables will be displayed. Select the desired rows and press the "Invoice selected on this page" button:
3. The system will create an invoice and will display its page.
For more info on client invoices, please see the Client invoice creation page.
The Client invoice page consists of the following sections:
Client invoice details section
In this section you can do the following:
Send — opens Client invoice sending page which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.
Resend — this button appears after the invoice has been sent. Pressing it sends the invoice one more time.
Mark as sent — if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.
Download as PDF — pressing this button downloads the invoice in PDF format.
Discount and Extra Charge — you may add discounts and extra charges to the invoice by pressing this button.
VAT — you may add VAT to your invoice by pressing this button. For more info, please see VAT page
Write off — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.
Mark as unsent — this button appears if the invoice has been sent. Pressing it deletes the date of sending.
Update — opens Client invoice update page on which you can edit the invoice.
Delete — deletes the invoice. This button disappears after you link the invoice with the payment.
For more info on action buttons of the invoice, please see the Action buttons page.
Client invoice receivables section
Here you can view, add and remove receivables in unsent invoices.
To add receivables press the "Add receivables" button:
For more info on adding receivables, please see the Adding and removing receivables page.
Client invoice linked payments section
If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:
For more info on client linked payments, please see the Linked payment creation page.
Alternatively, the payments can be created on the Client payments page.
The difference is that on the Client invoices page you can enter the payment covering only the invoice itself, while on the Client payments page, you can enter the payment covering multiple invoices.
To find out how to create payments on the Client payments page, please read the section below.
Clients payments
As mentioned above, this is the alternative way to enter the payment.
So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:
1. Go to the Finances=>Clients=>Payments menu:
It will bring you to the Client payments page.
In order to add a new client payment press "New payment":
It will open the New payment from client page.
2. Enter the payment received from the client and select the invoices that payment covers from the list:
Press "Save" to add the payment to the system.
Now you have entered the payment in the system and completed the payment.
For more info on client payments, please see the Client payment creation page.
Clients invoices list
You may view the list of all the invoices in Finances=>Clients=>Invoices:
This way you can track all the invoices from your clients and control their payment.
Back to the table of contents.
Invoices from vendors and payment control
The vendors can create invoices on their own or you can create their invoices as the company manager. Let’s review the second option.
1. Go to the Finances=>Vendors=>Job payables menu:
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:
Note: If the vendor’s name is highlighted in red in the table, it means that payment method was not selected for this vendor and it’s impossible to create an invoice for this vendor’s jobs.
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, send it to the vendor by email and open its page.
For more info on vendor invoices, please see the Vendor invoice creation page.
The Vendor invoice page consists of the following sections:
Vendor invoice details section
In this section you can do the following:
- Download as PDF — pressing this button downloads the invoice in PDF format.
- VAT — you may add VAT to your invoice by pressing this button. For more info, please see VAT page
- Write off — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off.
E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.
- Update — pressing this button opens Vendor Invoice update page on which you can edit the invoice.
- Delete — this button deletes the invoice. It disappears after you link the invoice with the payment.
Note: for the invoices with linked payments only "Download as PDF" and "Write off" buttons are available.
To make all the buttons available you need to unlink the payments first. It can be done on the page of the corresponding payment to the vendor.
Vendor invoice payables section
Here you can view, add and remove payables in unsent invoices.
To add payables press the "Add payables " button:
For more info on vendor payables, please see the Adding and removing payables page.
Vendor invoice linked payments section
If you have paid the invoice, you can record the payment by pressing “Create linked payment” button under the payable table:
For more info on vendor linked payments, please see the Linked payment creation page.
Alternatively, the payments can be created on the Vendor payments page.
The difference is that on the Vendor invoices page you can enter the payment covering only the invoice itself,
while on the Vendor payments page, you can enter the payment covering multiple invoices.
For more info on vendor payments, please see the Vendor payment creation page.
Vendors payments
As mentioned above, this is the alternative way to enter the payment.
So, having paid the vendors’ invoices, you need to enter those payments in the system. To do so, complete the following steps:
1. Go to the Finances=>Vendors=>Payments menu:
It will bring you to the Vendor payments page.
Press the "New payment" button to add a new vendor payment:
It will open the New payment to vendor page.
2. Enter the payment completed to the vendor and select the invoices covered by that payment from the list:
Press "Save" to add the payment to the system.
Now the payment has been entered in the system and you’ve completed the payment to the vendor.
For more info on vendor payments, please see the Vendor payment creation page.
Vendors invoices list
You may view the list of all the vendors’ invoices in Finances=>Vendors=>Invoices:
Back to the table of contents.
Filters
Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed.
Quotes filter
Click the Quotes menu on the top panel to display the list of quotes:
The following filter is provided for that list:
- Quote code — displays only the quotes with the code containing the entered value.
- Quote name — displays only the quotes with the name containing the specified text.
- Description — displays only the quotes with the description containing the specified text.
- Statuses: Active/Rejected/Converted to project — displays only the quotes with the specified status.
- Start date — displays only the quotes which were started in the specified period of time.
- Deadline date — displays only the quotes with deadlines in the specified period of time.
- Primary manager — displays only the quotes for a specific primary manager.
- Secondary manager — displays only the quotes for a specific secondary manager.
- Client — displays only the quotes for a specific client.
- Receivable PO — displays only the quotes containing the entered PO number determined by the client.
- No receivables — displays only the quotes without receivables.
- Unsent— displays only the unsent quotes.
For more info on quotes filter, please see Search quotes with filter page.
Projects filter
Click the Projects menu on the top panel to display the list of projects:
The following filter is provided for that list:
- Project code — displays only the projects with the code containing the entered value.
- Primary manager — displays only the projects for a specific primary manager.
- Secondary manager — displays only the projects for a specific secondary manager.
- Client — displays only the projects for a specific client.
- Statuses: Active/Completed/Canceled — displays only the projects with the specified status.
- Start date — displays only the projects which were started in the specified period of time.
- Deadline date — displays only the projects with deadlines in the specified period of time.
- Completion date — displays only the projects which were completed in the specified period of time.
- Project name — displays only the projects with the name containing the specified text.
- Description — displays only the projects with the description containing the specified text.
- Specialization — displays only the projects with the specified specialization.
- Receivable PO — displays only the projects containing the entered PO number determined by the client.
- Overdue — displays only the overdue projects.
- Free of charge — displays only the projects marked as free of charge.
- Chargeable without receivables — displays only the projects with no receivables entered to pay by the client.
- No jobs — displays only the projects without jobs.
