Difference between revisions of "Enterprise edition user manual"

From Protemos Wiki
Jump to: navigation, search
(Additional information)
(Create multi-quote)
 
(One intermediate revision by the same user not shown)
Line 467: Line 467:
  
 
[[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'''.
 +
 +
==='''Create multi-quote'''===
 +
 +
Multi-quote is a potential project with several options, consisted of several quotes.
 +
 +
[[File:Multi quotes 1.png|border|150px]]
 +
 +
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:
 +
 +
[[File:1 new mq.png|border|900px]]
 +
 +
Or you can create a multi-quote by clicking the '''"New multi-quote"''' button in the Multi-quotes menu:
 +
 +
[[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"''':
 +
 +
[[File:1 nemw quote.png|border|500px]]
 +
 +
Then press the '''"Add option quotes"''' button:
 +
 +
[[File:Options1.png|border|900px]]
 +
 +
Select the needed ones, and press '''"Add selected quotes"''':
 +
 +
[[File:3-.png|border|900px]]
 +
 +
 +
For more information, check the [[Multi-quotes]] article.
  
 
=='''Add new project'''==
 
=='''Add new project'''==

Latest revision as of 11:39, 26 June 2020

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. Press 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. Press 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, change your username and account password, and link your ProZ.com account.

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:

Settingvs menu.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

  • Default settings

Here you can define default legal entity, the time zone for new users, default currency, default PDF page size, orientation, and default PDF locale.

You may also define it individually for a particular client or vendor.

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

NewDefault settings.png

For more info, please see the Default 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

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 pressing 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 Licensing 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:

1200px-2 leg entity.png

System Values

This menu screen contains several submenus:

Sv.png

  • Language pairs

Use this menu to add, update 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, check exchange rates history:

Currencies buttons.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 invoice, project, payment, etc.

To update next IDs or update code prefixes, click the corresponding buttons:

Quote codes.png

For more info, please see the Update 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 settings, 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 pressing 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 press 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 pressing 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 2.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.

Client portal

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

3cient portal .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.

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.

Press "Create agreement" to add the agreement:

Sadaro.png

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

Integrations

Sintegration.png

  • 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.

Redirect.jpg Back to the table of contents.

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.

There are two ways to add a new manager:

1. Press the Managers menu on the top panel and then click New manager:

Managers.png

2. Or you may go to Managers list and press the "New manager" button:

New manager button.png

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

Redirect.jpg 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.

Add 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:

2.00.png

2. Or you may go to Clients and press 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 pressing the corresponding buttons:

Export import Screenshot 1.png

Redirect.jpg Back to the table of contents.

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. Press 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 pressing 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.

Redirect.jpg Back to the table of contents.

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. Press 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 press 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 pressing 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

Redirect.jpg Back to the table of contents.

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 press 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 press "Create":

1 nemw quote.png

Then press the "Add option quotes" button:

Options1.png

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

3-.png


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 press the "New project" button:

New project.png

2. Or you may go to Projects, and press 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:

Details.png

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

Project Input files.png

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

Project jobs tab add new job.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:

Project workflow buttons.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. Press 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 press "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, press the "Upload CAT log" button:

Cat log.png

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

Redirect.jpg Back to the table of contents.

Create SmartCAT-related projects

Redirect.jpg Back to the table of contents.

Project templates

You can create the project from a template.

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

Pr templates.png

Or you may go to Projects and press 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":

Templ from the projet.png

Redirect.jpg Back to the table of contents.

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

Redirect.jpg Back to the table of contents.

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 delte 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 pressing 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

Redirect.jpg Back to the table of contents.

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.

Redirect.jpg Back to the table of contents.

Clients' prices

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


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

Prices list.png

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

Redirect.jpg Back to the table of contents.

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 press 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 pressing 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

Redirect.jpg Back to the table of contents.

Record vendors' payments

Having paid the vendors’ 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.

Redirect.jpg Back to the table of contents.

Vendors' applications

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

Appl.png

Vendors' prices

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

Vm.png

Here you can view and create prices, import or export the vendors' 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.

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 press the "Apply" button.

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

Clients:

Vendors:

Redirect.jpg Back to the table of contents.

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:

Enterprise reports menu.jpg

Each of these menu screens is described below.

General finances

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

On this page, you can see the following reports:

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

Redirect.jpg Back to the table of contents.

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 project balances reports page.

Redirect.jpg Back to the table of contents.

Clients

This menu screen contains several submenus:

Reports menu clients.jpg

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:

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.

Redirect.jpg Back to the table of contents.

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.

Redirect.jpg Back to the table of contents.

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.

Redirect.jpg Back to the table of contents.

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.

Redirect.jpg Back to the table of contents.

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.

Redirect.jpg Back to the table of contents.

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:

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.

Redirect.jpg Back to the table of contents.

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:

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.

Redirect.jpg Back to the table of contents.

Export data

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:

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).

Redirect.jpg Back to the table of contents.