Enterprise edition user manual

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Contents

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

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2. Go to the Create Account page:

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3. Select your account type:

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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:

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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:

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The system setup wizard will be displayed:

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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:

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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:

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8. The following screen will be displayed:

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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 and vendors in it.

These areas will be addressed in the following sections.

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System values settings

You can change and set system values in the System menu:

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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, object codes and configure custom SMTP server.

General info

The "General info" section contains common information about your company.

Here you can amend information about your company and change the account owner.

To edit general information press the "Update" button:

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Confirm the changes by clicking "Update" or call off them with the "Cancel" button after editing:

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To change the account owner press "Change account owner" (this option is available only for the owner of the account):

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Assign a new owner and press the "Update" button to сonfirm the changes:

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For more info, please see the Change account owner page.


Company logo image

Here you may upload the logo which will be displayed in all documents generated by the system: invoices, POs, Quotes etc.

Press the "Upload new" button to upload a logo:

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Note: Only PNG and JPEG images with a maximum size of 350x50 pixels are supported.

Default settings

In 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.

Vendor invoicing contact: here you can define one of your managers as the default recipient of notifications when your vendors create the invoices.

To change any of the above settings, click "Update":

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It will open the "Change account default settings" page:

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Having completed all the entries, press the "Update" button.

For more info, please see the Account default settings change page.

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":

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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":

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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:

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For more info on object codes customizations, please see the Object codes page.


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System =>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.

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:

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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.

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System=>System Values

This menu screen contains several submenus:

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Each of them is described below.


Language pairs

On this page, you can add, update or delete the language pairs you work with:

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"New language pairs" – opens the language pairs creation page. Here you can create various language pairs combinations of source and target languages.

"Update" – opens the 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:

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"New service" – opens the service creation page. Here you can create as many services as you wish.

"Update" – opens the 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:

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"New specialization" – opens the specialization creation page. Here you can create every possible specializations you may wish.

"Update" – opens the 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:

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"New unit" – opens the unit creation page where you can create as many measurement units as you need.

"Update" – opens the 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.

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"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.

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System=>Users

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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:

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It will open the "New user" page. After you fill in the boxes press the "Save" button:

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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.

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System=>User groups

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Use this menu screen to define access rights for various user groups:

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for more info on access rights for various user groups, please see User groups page.

System=>Payment methods

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

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

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"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.

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System=>Templates

This menu screen contains the CAT logs submenu which is described below:

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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:

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"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.


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System=>SmartCAT integration

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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:

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"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.

If you do not have SmartCAT account you can register it directly from the SmartCAT integration page.

Here you can also get a SmartCAT API key for Protemos, as it differs from your normal SmartCAT username and password.

To do so, please click the corresponding links:

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


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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:

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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:

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  • Use the Primary user section to enter the client’s contact person:

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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:

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On the 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 settings of your clients:

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On the Primary user tab, you can view and edit the details of the primary contact of the client.

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 all can 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 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:

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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:

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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.


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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:

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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:

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On the 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:

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On the Primary user tab, you can view and edit the details of the primary contact of the vendor.

On the 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:

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If the vendor has several contact persons, they all can be entered in the Contact persons tab.

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

On the Documents tab, you can upload and delete the files related to the vendor.

Note: If your vendor has proz.com account with the same email as in Protemos, the system will display the link to that account of vendor’s page.

For more detailed information, please see the Links of vendor profiles to Proz.com profiles section.

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:

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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:

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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.


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Add new quote

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

In order to save your time, you can create a quote and send it to your client and then, if the client agrees with the quote conditions, you can easily convert it to a project.

You may also create it if you are simply not sure yet you will get the project.

Quote creation

1. To create a quote, click the Quotes menu on the top panel and then press the "New quote" button:

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It will open the New quote page where you can specify all basic details for a new quote:

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Confirm all details with the "Create" button.

2. It will bring you to the "Quote" page that consists of the following sections:

Quote details section

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On this page, you can do the following::

  • Send: opens the Quote sending page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.
  • Mark as sent: if you not sending the quote 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.
  • Convert to project: by pressing this button you begin creating a new project with this quote.
  • Reject: if the client doesn't accept this quote conditions, you may press the "Reject" button to remember that rejection.
  • Clone: you may clone the quote by pressing this button.
  • Update: opens the Update quote page on which you can edit the quote.
  • Delete: deletes the quote.

Files section

Here you can upload the files you received from the client (if any):

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CAT logs section

In this section you can upload CAT log files (if needed):

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Receivables section

Here you can enter receivables to indicate the amount to be charged from the client:

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Delivering the quote

Having checked all the quote data, you can send the quote to the client. Go to the Quote details section and press the "Send" button.

For more details, please see the Quote sending page.

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For more info on quotes, please see the Quotes page.

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SmartCAT-related quotes creation

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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

Note: Before creating project, make sure that you have added clients and vendors in your account.

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

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2. Enter your project information and press the "Create" button:

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3. The project page will be displayed with the following tabs:

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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:

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Project receivables

5. Next, enter the volume of work and the receivable from the client. To do so, go to the Finances tab:

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Press the "New receivable" button and choose the base:

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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:

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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.

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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:

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For more info on uploading of CAT log files, please see the Project details, CAT logs tab page.


7. If you fulfil your job yourself, the new project has been created. You have to fulfil 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:

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Job input files

9. In the Job input files section select the project files to send to the translator:

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In the section below on the same page, select the vendor and enter information about the job:

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Then press the "Create" button.


10. Next, the job screen will be displayed:

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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:

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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":

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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:

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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.

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Job output files

13. Check if the files delivered by the translator are correct by downloading them from the Job Output Files section:

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14. Having ensured that the vendor did everything correctly, press the "Accept job" button:

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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:

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For more info on jobs, please see the Jobs page.

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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:

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This will allow you not to lose the files after you close the project.


18. If you fulfil your job yourself, you may upload files to the system by clicking "Add additional files" in the Project Output section:

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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.

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20. Having delivered all the files, you can complete the project. Go to the Details tab and press the "Complete" button:

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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.

SmartCAT-related projects creation

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Clients prices

To display the list of all clients' prices, go to Finances=>Clients=>Prices:

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It will open the Client prices page.

Here you can view and create prices, import or export the list of all clients' prices from/to Excel, update or delete the particular client's price:

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  • New price - opens the New client price creation page. On this page, you can create prices for a definite client, service, language pair and specialization.

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

  • Import from Excel - opens the Import clients from Excel page where you may import the list of all clients' prices from Excel.
  • Export to Excel - exports the list of clients' prices to Excel.
  • Delete - deletes the price.

For more info on clients' prices, please see the Clients prices list page.

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Create invoices for clients and control their payment

1. To create an invoice for a client, go to Finances=>Clients=>Project receivables:

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2. The list of all the receivables will be displayed. Select the desired rows and press the "Invoice selected" button:

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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

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In this section you can do the following:

Send — opens the 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:

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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:

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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:

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It will bring you to the Client payments page.

In order to add a new client payment press "New payment":

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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:

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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:

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This way you can track all the invoices from your clients and control their payment.

For more details, please see the Client invoices list page.

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Vendors prices

To display the list of all vendors' prices, go to Finances=>Vendors=>Prices:

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It will open the Vendor prices page.

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

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  • New price - opens the New vendor price creation page. On this page, you can create prices for a definite vendor, service, language pair and specialization.

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

  • Import from Excel - opens the Import vendors from Excel page where you may import the list of all vendors' prices from Excel.
  • Export to Excel - exports the list of vendors' prices to Excel.
  • Delete - deletes the price.

For more info on vendors' prices, please see the Vendors prices list page.

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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:

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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:

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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

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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.

  • 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:

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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:

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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:

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It will bring you to the Vendor payments page.

Press the "New payment" button to add a new vendor payment:

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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:

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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:

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For more info, please see the Vendor invoices list page.

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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.

Let’s take the Projects page as example:

Click the Projects menu on the top panel to display the list of projects:

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The following filter is provided for that list:

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

For more info on projects filter, please see the Search projects with filter page.


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

Clients receivables filter

To display the list of all the clients' receivables, go to Finances=>Clients=>Project receivables:

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The following filter is provided for that list:

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  • Receivable code — displays only the receivables with the specified symbols in the code.
  • PO number — displays only the receivables with the entered PO number.
  • Client — displays only the receivables for the selected client.
  • No PO number — displays only the receivables with no PO number entered.
  • No invoice — displays only the receivables with no invoice.
  • Project name — displays only the receivables for the projects with the specified name.
  • Primary manager — displays only the receivables for the projects added by a specific primary manager.
  • Project statuses — displays only the receivables for the projects with the specified statuses (Active, Completed, Canceled).
  • Project deadline date — displays only the receivables for the projects with the deadlines within the specified deadline range.

For more info on clients receivables filter, please see the Search receivables with filter page.

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Clients invoices filter

To display the list of all the clients' invoices, go to Finances=>Clients=>Invoices:

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The following filter is provided for that list:

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  • Code — displays only the invoices with the code containing the specified symbols combination.
  • Creation date — displays only the invoices created within the specified dates range.
  • Due date — displays only the invoices with the due date within the specified dates range.
  • Created by — displays only the invoices created by a certain manager.
  • Client — displays only the invoices of a certain client.
  • Overdue — displays only the overdue invoices.
  • Not sent — displays only the invoices which have not been sent.
  • No linked payments — displays only the invoices which have no linked payments.
  • Not fully covered — displays only the invoices which are not fully covered by payments.

For more info on clients invoices filter, please see the Search invoices with filters page.

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Clients payments filter

To display the list of all the clients' payments, go to the Finances=>Clients=>Payments menu:

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The following filter is provided for that list:

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  • Code — displays only the payments with the code containing the specified symbols combination.
  • Creation date — displays only the payments created within the specified date range.
  • Paid at date — displays only the payments received within the specified date range.
  • Client — displays only the payments from the specified client.
  • No linked invoices — displays only the payments which have no linked invoices.
  • Not fully covered — displays only the payments which are not fully covered with invoices.

For more info on clients payments filter, please see the Search payments with filters page.

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Vendors prices filter

Go to Finances=>Vendors=>Prices to display the list of all vendors' prices:

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The following filter is provided for that list:

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  • Vendor - displays only the prices for the selected vendor.
  • Service - displays only the prices with the selected service.
  • Language pair - displays only the prices with the selected language pair.
  • Specialization - displays only the prices with the selected specialization.
  • Unit- displays only the prices with the specified measurement unit.
  • Price range- displays only the prices within the specified price range.
  • Currency- displays only the prices with the specified type of currency.

For more details, please see the Search vendor prices with filters page.

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Vendors payables filter

To display the list of all the vendors' payables, go to the Finances=>Vendors=>Job payables menu:

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The following filter is provided for that list:

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  • Payable code — displays only the payables with the specified symbols in the code.
  • Vendor — displays only the payables for the selected vendor.
  • Primary manager — displays only the payables for the projects added by a specific primary manager.
  • Job statuses — displays only the payables for the jobs with the specified statuses (Draft, Proposed to vendor, Confirmed by vendor, Declined by vendor, Completed/Rejected by manager, Accepted by manager, Canceled).
  • Job deadline date — displays only the payables for the jobs with the deadlines within the specified deadline range.
  • No invoice — displays only the payables with no invoice.

For more info on vendors payables filter, please see the Search payables with filters page.

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Vendors invoices filter

To display the list of all the vendors' invoices, go to Finances=>Vendors=>Invoices:

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The following filter is provided for that list:

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  • Code — displays only the invoices with the code containing the specified symbols combination.
  • Creation date — displays only the invoices created within the specified date range.
  • Due date — displays only the invoices with the due date within the specified date range.
  • Created by — displays only the invoices created by a certain manager.
  • Vendor — displays only the invoices of the specified vendor.
  • Overdue — displays only the overdue invoices.
  • No linked payments — displays only the invoices which have no linked payments.
  • Not fully covered — displays only the invoices which are not fully covered by payments.

For more info on vendors invoices filter, please see the Search invoices with filters page.

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Vendors payments filter

To display the list of all the vendors' payments, go to the Finances=>Vendors=>Payments menu:

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The following filter is provided for that list:

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  • Code — displays the payments with the code containing the specified symbols combination.
  • Creation date — displays the payments created within the specified date range.
  • Paid at date — displays the payments received within the specified date range.
  • Vendor — displays the payments to the specified vendor.
  • No linked invoices — displays the payments which have no linked invoices.
  • Not fully covered — displays the payments which are not fully covered with invoices.

For more info on vendors payments filter, please see the Search payments with filters page.

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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:

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Each of these menu screens is described below.

General finances

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

To view the General finances reports, go to Reports=>General finances:

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On this page, you can see the following reports:

For more info on general finances reports, please see the General finances reports page.

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Managers

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

To view the Finances per manager by project balances reports, go to Reports=>Managers=>Finances by project balances:

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On this page, you can see the following reports:

For more info on managers reports, please see the Finances per manager by project balances reports page.

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Clients

This menu screen contains several submenus:

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Each of them is described below.

Finances by project balances

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

To view the Finances per client by project balances reports, go to Reports=>Clients=>Finances by project balances:

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On this page, you can see the following reports:

For more info on these reports, please see the Finances per client by project balances reports 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:

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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:

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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:

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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:

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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:

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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 project balances reports, go to Reports=>Language pairs=>Finances by project balances:

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On this page, you can see the following reports:

For more info on language pairs reports, please see the Finances per language pair by project balances reports page.

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Services

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

To view the Finances per service by project balances reports, go to Reports=>Services=>Finances by project balances:

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On this page, you can see the following reports:

For more info on services reports, please see the Finances per service by project balances reports page.

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Export data

On every page (quotes, projects, jobs, invoices, payments etc.) you can export the tables into xls.

Let’s take the Projects page as example:

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If you press "Export to Excel", you will get the file with exported data and will be able to use it for backup, analysis, import or any other purpose you might need.

For instructions on how to export the required data to excel, please click the corresponding link:

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.

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