Difference between revisions of "Enterprise edition user manual"

Latest revision as of 11:21, 28 February 2023

For a brief system overview, please check this video:

1 Get started with Protemos
2 My profile settings
3 Settings
- 3.1 Account
- 3.2 License
- 3.3 Legal entities
- 3.4 Access control
- 3.5 System Values
- 3.6 Object codes
- 3.7 Payment methods
- 3.8 Taxes
- 3.9 Reminders
- 3.10 SMTP Server
- 3.11 Client portal
- 3.12 Vendor portal
- 3.13 Email templates
- 3.14 PDF templates
- 3.15 Integrations
4 Add new manager
- 4.1 How to accept invitation as manager
5 Add clients
- 5.1 Add clients manually
- 5.2 Import and export clients
6 Add vendors
- 6.1 Add vendors manually
- 6.2 Import and export vendors
- 6.3 Vendor application URL
7 Add new quote
- 7.1 Quote sections
- 7.2 Create Smartcat-related quotes
- 7.3 Create multi-quote
8 Add new project
- 8.1 Project sections
- 8.2 Create Smartcat-related projects
9 Project templates
10 CAT log conversion schemes
11 Create invoices for clients
- 11.1 Client invoice sections
12 Record clients' payments
13 Clients' prices
14 Create vendors' invoices
- 14.1 Vendor invoice sections
15 Record vendor payments
16 Vendors' applications
17 Vendor prices
18 Messages
19 Filters
20 Reports
- 20.1 General finances
- 20.2 Quote report
- 20.3 Managers
- 20.4 Clients
- 20.5 Vendors
  - 20.5.1 Expenses by invoices
  - 20.5.2 Expenses by payments
- 20.6 Language pairs
- 20.7 Services
21 Export data
22 Additional information

Get started with Protemos

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

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

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

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

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

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

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

The system setup wizard will be displayed:

6. Enter data for each menu entry:

Services are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.

Language pairs are your language pairs.

Units are units to measure the volume of work. For example, hours, words, pages, etc.

Specializations are your specializations.

Currencies are the currencies you work with such as US dollars or euros. Indicate the main currency of the system here. The system will use it for accounting.

Payment methods are the payment details. They will be used in the invoices the system will generate to send to your clients.

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

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

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My profile settings

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

To do so, go to the My profile menu:

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

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Settings

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

Each of these menu screens is described below.

Account

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

The Account info section contains common information about your company.

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

Account settings

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

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

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

For more info, please see the Account settings page.

Account deletion

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

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License

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

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

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

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

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Legal entities

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

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

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

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Access control

This menu screen contains several submenus:

Roles

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

Managers

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

Client pools

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

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System Values

This menu screen contains several submenus:

Language pairs

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

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

Services

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

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

Specializations

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

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

Units

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

Note: You can’t delete units that you have already used in the project ("Yes" in the column "Іn use" and no "Delete" button).

Currencies

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

Note: Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis, that’s why you can always see the correct summary in your default currency.

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Object codes

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

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

For more info, please see the Object codes page.

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Payment methods

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

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

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

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Taxes

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

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

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

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

To do that, please click the corresponding buttons:

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

Note: Apart from that, you may define an individual set of taxes for each client. It will override the default clients taxes set value.

For more info on individual sets creation, please see the Custom taxes set for individual client section.

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

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

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

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

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

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Reminders

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

For more info, please see the Reminders page.

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SMTP Server

By default, the system sends all email messages from Protemos own email server, but you can change this and make the system use your own server.

To do this, click "Update":

For more info, please see the SMTP server page.

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Client portal

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

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

For more info, please see the Client portal page.

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Vendor portal

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

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

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

Click "Create agreement" to add the agreement:

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

Back to the table of contents.

Email templates

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

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

Quote templates

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

Multi-quote templates

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

Client invoice templates

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

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

Back to the table of contents.

PDF templates

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

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

Client invoice PDF templates

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

Note: You cannot delete templates that are in use.

Vendor invoice PDF templates

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

Note: You cannot delete templates that are in use.

Quote PDF templates

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

Note: You cannot delete templates that are in use.

Job PO PDF templates

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

Note: You cannot delete templates that are in use.

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

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Integrations

memoQ integration

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

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

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

More details here: MemoQ integration

Smartcat integration

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

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

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

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

TQAuditor integration

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

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

QuickBooks integration

Protemos is integrated with QuickBooks, an accounting software system.

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

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Add new manager

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

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

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

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

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

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

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How to accept invitation as manager

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

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

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

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

Add clients

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

Add clients manually

There are two ways to add new clients manually:

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

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

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

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

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

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

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

On the Contact persons tab you can view the list of client’s contacts, edit or delete them, and start creating new contacts.

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

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

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

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

Import and export clients

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

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

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

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

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

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

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

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

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

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

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

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

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

Import and export vendors

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

Vendor application URL

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

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

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

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

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

Quote sections

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

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

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

Create Smartcat-related quotes

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

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

Back to the table of contents.

Create multi-quote

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

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

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

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

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

Then click the "Add option quotes" button:

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

For more information, check the Multi-quotes article.

Add new project

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

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

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

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

4. The project will be created.

Project sections

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

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

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

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

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

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

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

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

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

You can enter several receivables and payables for a project.

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

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

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Create Smartcat-related projects

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

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

Back to the table of contents.

Project templates

You can create the project from a template.

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

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

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

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

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CAT log conversion schemes

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

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

Back to the table of contents.

Create invoices for clients

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

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

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

Client invoice sections

Details section

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

Tax section

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

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

Receivables section

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

Linked payments section

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

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Record clients' payments

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

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

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

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

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

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Clients' prices

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

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

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

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:

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

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

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

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

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

Vendor invoice sections

Details section

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

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

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

Taxes section

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

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

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

Payables section

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

Linked payments section

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

Back to the table of contents.

Record vendor payments

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

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

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

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

By this action, you cover the payment by invoices.

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

Back to the table of contents.

Vendors' applications

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

Vendor prices

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

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

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

Messages

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

Please check more details here: "Messages"

Filters

Filters are provided for most of the tables in the system. Use such filters to hide the information you don’t want to be displayed or find the information you need faster.

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

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

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

Search quotes with filters

Search projects with filters

Search project templates with filters

Search jobs with filters

Search files with filters

Clients:

Search clients with filters

Search clients receivables with filter

Search clients invoices with filters

Search clients payments with filters

Search client contacts with filters

Search clients prices with filters

Vendors:

Search vendors with filters

Search vendors payables with filters

Search vendors invoices with filters

Search vendors payments with filters

Search vendor contacts with filters

Search vendors prices with filters

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Reports

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

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

Each of these menu screens is described below.

General finances

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

On these pages, you can see the following reports:

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

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

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

Back to the table of contents.

Quote report

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

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

Quote conversion rate

Quote counts

Quote totals

Quote report data

Managers

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

On this page, you can see the following reports:

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

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

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

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

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

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

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

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

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

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

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

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Clients

This menu screen contains several submenus:

Each of them is described below.

Finances by receivables and payables

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

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

On this page, you can see the following reports:

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

Monthly expenses per client by payables - shows the expenses for each client based on payables in the related projects.

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

Monthly income share per client by receivables - shows how the income share of the client was changing each month.

Monthly expenses share per client by payables - shows the shares of expenses for each of the clients over the selected period.

Monthly profit share per client by receivables and payables - shows the shares of profit each of the clients brings over the selected period.

Income share per client by receivables - shows the shares of income for each client for the whole period.

Expenses share per client by payables- shows the shares of expenses for each client for the whole period.

Profit share per client by receivables and payables - shows the shares of profit for each client for the whole period.

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

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

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:

Monthly income per client by invoices - here you can see the turnover per client based on the invoices you issued for them.

Monthly income share per client by invoices - shows how the share of invoices per clients was changing monthly.

Income share per client by invoices - shows the share of invoices per clients over the selected period of time.

Monthly income per client by invoices summary table - shows all invoice amounts per client and month.

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

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:

Monthly income per client by payments - here you can see the amounts of payments per each client monthly.

Monthly income share per client by payments - here you can see how the share of payments per client was changing monthly.

Income share per client by payments - this diagram shows the share of each client in payments received over the specified period of time.

Monthly income per client by payments summary table - shows all payment amounts per client monthly.

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

Back to the table of contents.

Vendors

This menu screen contains several submenus:

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:

Monthly expenses per vendor by invoices - this diagram shows the number of monthly invoices per each vendor.

Monthly expenses share per vendor by invoices - this graph shows how the share of the invoiced amounts per vendor was changing monthly.

Expenses share per vendor by invoices - shows the share of the invoiced amount per each vendor.

Monthly expenses per vendor by invoices summary table - this table shows the invoiced amount per each vendor monthly.

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

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:

Monthly expenses per vendor by payments - this diagram shows the number of monthly payments per each vendor.

Monthly expenses share per vendor by payments - this graph shows how the share of the paid amounts per vendor was changing monthly.

Expenses share per vendor by payments - shows the share of the paid amount per each vendor.

Monthly expenses per vendor by payments summary table - this table shows paid amount per each vendor monthly.

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

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 receivables and payables reports, go to Reports → Language pairs → Finances by receivables and payables:

On this page, you can see the following reports:

Monthly income per language pair by receivables - this report shows the turnover per language pair based on receivables in the related projects.

Monthly profit per language pair by receivables and payables - shows the profit for each language pair based on receivables and payables in the related projects.

Monthly income share per language pair by receivables - shows how the income share of each language pair was changing each month.

Monthly profit share per language pair by receivables and payables - shows how the profit share of each language pair was changing each month.

Income share per language pair by receivables - on this report you may see the shares of income each of the language pairs brings over the selected period.

Profit share per language pair by receivables and payables - here you may see the shares of profit each of the language pairs brings over the selected period.

Finances per language pair by project balances summary table - this table shows all income, expense and profit amounts per language pair and month.

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

Back to the table of contents.

Services

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

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

On this page, you can see the following reports:

Monthly finances per service groups by receivables and payables — shows the income, expenses and profit for services that you define in filters based on receivables and payables in the related projects.

Finances per service groups by receivables and payables summary table - this table shows all income, expense, profit amounts, and profit margin per service and month.

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

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 click the "Export to Excel" button:

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

Export quotes data to Excel

Export projects data to Excel

Export jobs data to Excel

Export the list of files to Excel

Export clients data to Excel

Export clients receivables to Excel

Export clients invoices to Excel

Export clients payments to Excel

Export client contacts to Excel

Export clients prices to Excel

Export vendors data to Excel

Export vendors payables to Excel

Export vendors invoices to Excel

Export vendors payments to Excel

Export vendor contacts to Excel

Export vendors prices to Excel

Export general finances reports data to Excel

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).

Back to the table of contents.

@@ Line 1: / Line 1: @@
+'''For a brief system overview, please check this video:'''   [[File:YT client.png|40px|link=https://youtu.be/rrG6ImhtWHQ]]
 =='''Get started with Protemos'''==
-'''To start working with Protemos, create your account in the system by completing the following steps:'''
+To start working with Protemos, please create your account in the system by completing the following steps:
+. Click the "'''CREATE PROTEMOS ACCOUNT'''" button on the website '''<U> <span style="background-color:yellow"> [https://protemos.com  www.protemos.com] </span> </U>'''
+[[File:Create account button.png|border|750px]]
+. It will bring you to the '''<U> <span style="background-color:yellow"> [https://cloud.protemos.com/account/create  Create Account] </span> </U>''' page:
+[[File:Create Enterprise account.png|border|750px]]
+. 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:
+[[File:I'm not a robot new.png|border|350px]]
+. After that, the account will be set up and you will see a welcome screen to start working with the system.
+. Click the "'''OK, let’s get started!'''" button:
+[[File:Let's get started new.png|border|350px]]
+The system setup wizard will be displayed:
+[[File:wizard services.png|border|1000px]]
+. 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:
+[[File:Wizard navigation.png|border|1000px]]
+Don’t worry if you select something wrong. You’ll be able to change these values in the '''<U>[[System settings]]</U>'''.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+=='''My profile settings'''==
+On the "'''My Profile'''" page you can update your personal information, the time zone you are located in, and change your username and account password.
+To do so, go to the '''My profile''' menu:
+[[file:My profile settings.png|border|900px]]
+For more detailed information, please see the '''<U>[[My profile|My profile]]</U>''' page.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+=='''Settings'''==
+You can change and set system settings in the '''Settings''' menu:
+[[File:Settings.1.png|border|150px]]
+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 '''<u>[[Update account details|update information]]</u>''' about your company and  <U>'''[[Change account owner|change the account owner]]'''</U> ''(available only for the owner of the account)'':
+[[File:Account itself.png|border|700px]]
+*'''Account settings'''
+Here you can define the default legal entity, system currency, time zone for new users, and default templates for quotes, client and vendor invoices, and job POs.
+You may also specify a default legal entity, currency and invoice PDF template for each particular '''<U>[[Client_default_settings|'''client]]</U>''' or '''<U>[[Change_vendor_default_settings|'''vendor]]</U>'''.
+To change any of the above-mentioned settings, click the following buttons:
+[[File:Account settings section.png|border|1070px]]
+For more info, please see the '''<U>[[Account#Account settings|Account settings]]</U>''' page.
+*'''Account deletion'''
+You can immediately and permanently '''<U>[[Delete account|delete]]</U>''' all your account data and files from the server by clicking the '''"Delete account"''' button:
+[[File:Dlee r.png|border|800px]]
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+==='''License'''===
+When you are registering your account, you get a free one-month trial license. It works just like a normal license, with no limitations.
+When the trial period is over, the account owner may request a license by clicking the "'''Request license'''" button:
+[[File:License details page request license button.png|border|1000px]]
+<span style="color:red">'''Note:'''</span> 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 <U>'''[[License]]'''</U> page.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] 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:
+[[File:Le 1.png|border|1000px]]
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+==='''Access control'''===
+This menu screen contains several submenus:
+[[File:Settings - access control.png|border|300px]]
+*'''Roles'''
+You can create a separate account with the necessary level of access rights for each of your managers. Use this page to view the table of the access rights and permissions that are associated with each level:
+[[File:Role-based access control.1.png|border|1100px]]
+*'''Managers'''
+Use this page to view the list of managers added to the system and add new managers. More info [[Enterprise_edition_user_manual#Add_new_manager|<U>'''here'''</U>]].
+[[File:Managers list.1.2.png|border|1070px]]
+*'''Client pools'''
+You can limit the access of your managers to specific clients by creating client pools and assigning them to managers. For more info, please check the <U>[[Client pools|'''Client pools''']]</U> page.
+[[File:New client pool (1.56).png|border|1070px]]
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+==='''System Values'''===
+This menu screen contains several submenus:
+[[File:Sv.png|border|230px]]
+*'''Language pairs'''
+Use this menu to <U>'''[[Add language pairs|add]]'''</U> the language pairs you work with, delete, '''<U>[[Disable language pair|disable]]</U>''' or enable them:
+[[File:Lang pairs.png|border|800px]]
+<span style="color:red">'''Note:'''</span> 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 '''<U>[[Create service|add]]</U>''', '''<U>[[Update service|update]]</U>''' or delete the services your company provides:
+[[File:Sesrvices.png|border|800px]]
+<span style="color:red">'''Note:'''</span> 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 '''<U>[[Update service#Disable service|disable]]</U>''' them.
+*'''Specializations'''
+Here you can '''<U>[[Create specialization|add]]</U>''', '''<U>[[Update specialization|update]]</U>''' or delete the specializations your company works with:
+[[File:Speciaslizations.png|border|800px]]
+<span style="color:red">'''Note:'''</span> 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 '''<U>[[Update specialization#Disable specialization|disable]]</U>'''  them.
+*'''Units'''
+Here you can '''<U>[[Create unit|add]]</U>''' any measurement units you need, '''<U>[[Update unit|update]]</U>''', and delete them:
+[[File:Units page buttons.png|border|1000px]]
+<span style="color:red">'''Note:'''</span> 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 '''<U>[[Currencies#Add currencies|add]]</U>''' currencies, '''<U>[[Currencies#Set currency as default|set currency as default]]</U>''', disable or delete currencies:
+[[File:Change system curr.png|border|1000px]]
+<span style="color:red">'''Note:'''</span> 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.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+==='''Object codes'''===
+On this page, you can set the number of your next quote, project, job, etc.
+To  '''<U>[[Object_codes#Update_object_ID|update next object ID]]</U>''' or '''<U>[[Object_codes#Update_object_prefix|update object prefixes]]</U>''', click the corresponding buttons:
+[[File:Year.jpg|border|1000px]]
+For more info, please see the '''<U>[[Object_codes|Object codes]]</U>''' page.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+==='''Payment methods'''===
+Enter your payment details here so the clients can pay you.
+On this page, you can: '''<U>[[Create payment method|add payment methods]]</U>''', <U>'''[[Change default payment method|change the default payment method]]'''</U>, update, disable or delete them.
+[[File:Payments methods default etc.png|border|800px]]
+<span style="color:red">'''Note''':</span> 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.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] 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.
+[[File:Tax tax.png|border|300px]]
+You may add '''<U>[[Taxes#Taxes list|taxes]]</U>''' whether as a percentage or flat amount by clicking the '''"New tax"''' button:
+[[File:Taxes list g.png|border|900px]]
+<span style="color:red">'''Note:'''</span> 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 '''<U>[[Taxes#Default clients taxes set|default clients taxes set]]</U>''', go to '''Settings ⇾ Taxes ⇾ Default clients taxes set''':
+[[File:Default client taxes.png|border|300px]]
+To do that, please click the corresponding buttons:
+[[File:Default tax.png|border|900px]]
+The system will be adding this set of taxes to each client when you issue invoices.
+<span style="color:red"> '''Note:'''</span> 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 '''<U>[[Taxes#Custom taxes set for individual client|Custom taxes set for individual client]]</U>''' section.
+To create a default vendors taxes set, go to '''Settings ⇾ Taxes ⇾ Default vendors taxes set''':
+[[File:Default vendors taxes.png|border|300px]]
+Here you can add default percentage and absolute taxes by clicking the corresponding buttons:
+[[File:Def vend tax.png|border|900px]]
+The system will be adding this set of taxes to each vendor when you issue invoices.
+For more info, please see the '''<U>[[Taxes#Default vendors taxes set|Default vendors taxes set]]</U>''' section.
+To add an individual set of taxes for a particular vendor, please see the '''<U>[[Taxes#Custom taxes set for individual vendor|Custom taxes set for individual vendor]]</U>''' section.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] 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'''":
+[[File:Reminders.png|border|900px]]
+For more info, please see the <U>'''[[Reminders]]'''</U> page.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] 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'''":
+[[File:SMTP SERVER update button.png|border|1100px]]
+For more info, please see the '''<U>[[SMTP server]]</U>''' page.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+==='''Client portal'''===
+Here you can update client portal settings by clicking the '''"Update"''' button:
+[[File:Client portal settings.png|border|900px]]
+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 '''<U>[[Client portal]]</U>''' page.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+==='''Vendor portal'''===
+Here you can update vendor portal settings by clicking the '''"Update"''' button:
+[[File:Vendor profile swttings.png|border|900px]]
+You can update all elements except the Vendor application URL. For more details, please check  '''<U>[[Vendor application URL]]</U>''' page.
+In the Agreement with the new vendors' section, you can embed your standard agreement with your vendors into the system, so they will have to accept it before working with you.
+Click '''"Create agreement"''' to add the agreement:
+[[File:Sadaro.png|border|900px]]
+For more info, please see the '''<U>[[Vendor portal#Agreement with new vendors|Agreement with new vendors]]</U>''' section.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+==='''Email templates'''===
+You can create your own quote, multi-quote, and client invoice email templates.
+To create an email template, go to '''Settings''' → '''Email templates''':
+[[File:Email templates1.png|border|300px]]
+*'''Quote templates'''
+Use this page to <U>[[Email_templates#Quote_templates|'''create''']]</U> the quote email templates and clone, update and delete the existing ones:
+[[File:New quote template (enterprise manual).png|border|1070px]]
+*'''Multi-quote templates'''
+Use this page to <U>[[Email_templates#Multi-quotes_templates|'''create''']]</U> the multi-quote email templates and clone, update and delete the existing ones:
+[[File:New multiquote email templates (enterprise manual).png|border|1070px]]
+*'''Client invoice templates'''
+Use this page to <U>[[Email_templates#Client_invoice_template|'''create''']]</U> the client invoice email templates and clone, update and delete the existing ones:
+[[File:New client invoice template (enterprise manual).png|border|1070px]]
+For more info on email templates, please see the <U>'''[[Email templates]]'''</U> page.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+==='''PDF templates'''===
+You can create PDF templates for client invoices, vendor invoices, quotes, and job PO.
+To create a template, go to '''Settings → PDF Templates:'''
+[[File:Settings - pdf templates.png|border|280px]]
+*'''Client invoice PDF templates'''
+Use the page to <U>[[PDF_templates#Client_invoice_PDF_templates|'''create''']]</U> the client invoice PDF templates and clone, update and delete the existing ones:
+[[File:Client invoice pdf templates (enterprise manual).png|border|1070px]]
+<span style="color:orange">'''Note''':</span> You cannot delete templates that are in use.
+*'''Vendor invoice PDF templates'''
+Use the page to <U>[[PDF_templates#Vendor_invoice_PDF_templates|'''create''']]</U> the vendor invoice PDF templates and clone, update and delete the existing ones:
+[[File:New vendor invoice PDF templates (enterprise manual).png|border|1070px]]
+<span style="color:orange">'''Note''':</span> You cannot delete templates that are in use.
+*'''Quote PDF templates'''
+Use the page to <U>[[PDF_templates#Quote_PDF_templates|'''create''']]</U> the quote PDF templates and clone, update and delete the existing ones:
+[[File:New quote pdf template (enterprise manual).png|border|1070px]]
+<span style="color:orange">'''Note''':</span> You cannot delete templates that are in use.
+*'''Job PO PDF templates'''
+Use the page to <U>[[PDF_templates#Job_PO_PDF_templates|'''create''']]</U> the job PO PDF templates and clone, update and delete the existing ones:
+[[File:New job PO PDF template (enterpise manual).png|border|1070px]]
+<span style="color:orange">'''Note''':</span> You cannot delete templates that are in use.
+For more info on PDF templates, please see the <U>'''[[PDF templates]]'''</U> page.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+==='''Integrations'''===
+*'''memoQ integration'''
+Protemos is integrated with memoQ system — a translation environment tool.
+To enable memoQ integration, go to '''Settings ⇾ Integrations ⇾ memoQ'''.
+Here you can enable, update, disable the integration for your account, manage your memoQ server, create a memoQ account:
+[[File:Memoq user manual.png|border|900px]]
+More details here: <U>'''[[MemoQ integration]]'''</U>
+*'''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.
+[[File:Smart.png|border|900px]]
+For more info on SmartCAT integration, SmartCAT-related project and quotes creation, please see the '''<U>[[Smartcat integration]]</U>''' page.
+*'''TQAuditor integration'''
+Protemos is integrated with TQAuditor - the system for evaluation and monitoring translation quality.
+[[File:Tq.png|border|900px]]
+For more info on TQAuditor integration, please see the '''<U>[[TQAuditor integration]]</U> '''page.
+*'''QuickBooks integration'''
-. Press the "'''Sign up'''" button at the website '''<U> <span style="background-color:yellow"> [https://protemos.com  www.protemos.com] </span> </U>'''
+Protemos is integrated with QuickBooks, an accounting software system.
-[[File:Sign up.jpg|border|540px]]
+For more info on QuickBooks integration, please see the '''<U>[[QuickBooks integration|QuickBooks integration]]</U> '''page.
-. Go to the '''<U> <span style="background-color:yellow"> [https://cloud.protemos.com/account/create  Create Account] </span> </U>''' page:
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
-[[File:new account.jpg|border|540px]]
+=='''Add new manager'''==
-. Select your account type:
+Use this menu to add new managers who will use the system just as you do.
-[[File:Account type.jpg|border|540px]]
+If there are several project managers in your team, you can create a separate account with the necessary level of '''<U>[[access rights]]</U>''' for each of them.
-'''''Enterprise''': select this option if you are going to assign jobs to in-house translators, freelancers or other companies.''
+You can also limit the access of your managers to specific clients by creating client pools and assigning them to managers. For more info, please check the <U>[[Client pools|'''Client pools''']]</U> page.
-''If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.''
+To add a new manager, go to '''Settings → Access control → Managers''':
+[[File:Settings - access control - managers.png|border|300px]]
-'''''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.''
+Сlick the '''"New manager"''' button on the '''Managers''' page:
-''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.''
+[[File:New manager button.png|border|900px]]
+<span style="color:red">'''Note''':</span> Your manager will not be able to log into the system if you unmark the "'''Can log in"''' checkbox.
-. Fill in all the boxes and click the "'''Sign up'''" button:
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
-[[File:I am not a robot.jpg|border|540px]]
+==='''How to accept invitation as manager'''===
+If your colleagues create a manager account for you, you will receive an invitation email:
-. 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.
+[[File:Invitation email for manager.1.png|border|700px]]
-. Press the "'''OK, let’s get started!'''" button:
+Accept the invitation by clicking the link in the received email. The following page will appear:
-[[File:lets get started.jpg|border|540px]]
+[[File:Complete registration (manager).png|border|1070px]]
-The system setup wizard will be displayed:
+Fill in your username and password, read and accept the Privacy policy and Terms of service, and click “Submit”.
+You will receive an email notification on successful registration and will be logged in to your manager account:
+[[File:Registration is complete (manager).png|border|500px]]
+=='''Add clients'''==
+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:
+. Click the '''Client''' menu on the top panel and then click '''New client''':
+[[File:2.00.png|border|100px]]
+. Or you may go to '''Clients''' and click the "'''New client'''" button:
+[[File:New client button.png|border|850px]]
+<span style="color:red">'''Note'''</span>: Only clients with '''marked''' the '''"Can log in"''' checkbox can receive corresponding notification, create quote requests, projects from the system.
+This page is intended for viewing and entering various client data and has the following tabs:
+*On the '''<U>[[Client view page – General info tab|General info]]</U>''' tab you may view, '''<U>[[Update client details|update]]</U>''' client info, check '''<U>[[Client quick links|client-related objects]]</U>''', add the necessary '''<U>[[Manage client tags|tags]]</U>''' to the client.
+*In the '''<U>[[Client view page – General info tab#Primary user|Primary user]]</U>''' section you can view and edit client's primary contact details, change your client's '''<U>[[Client default settings|default settings]]</U>'''.
+<span style="color:red">'''Note''':</span> You can’t delete clients involved into recorded projects, invoices or payments. But you can unmark the '''<U>[[Update client details#Assignability|'''"Assignable"''']]</U>''' checkbox in a client profile, and the client will not appear in the drop-down list when creating projects and quotes.
+*On the '''<U>[[Client view page – Contact persons tab|Contact persons]]</U>''' 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 '''<U>[[Client view page – Prices tab|Prices]]</U>''' tab you can view the list of prices agreed with the client, edit or delete them, and start creating new prices.
+*On the '''<U>[[Taxes#Custom taxes set for individual client|Taxes]]</U>''' 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 '''<U>[[Client view page – Documents tab|Documents]]</U>''' 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 '''<U>[[Import clients from Excel]]</U>''' without the need to enter the required information manually and '''<U>[[Clients list#Export to Excel| Export clients data]]</U>''' to Excel
+by clicking the corresponding buttons:
+[[File:Export import Screenshot 1.png|border|800px]]
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] 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:
+. Click the '''Vendors''' menu on the top panel and then click '''New vendor''':
+[[File:New vedndor.png|border|110px]]
+. Or you may go to '''Vendors''' and click the "'''New vendor'''" button:
+[[File:Button new vendocr.png|border|1000px]]
+In both cases, you will be redirected to the '''<U>[[Create vendor|New vendor]]</U>''' page.
+<span style="color:red">'''Note'''</span>: Only vendors with '''marked''' the '''"Can log in"''' checkbox can receive corresponding notification, and work with you by using the system.
+*On the '''General info''' tab you can view, '''<U>[[Update vendor details|update]]</U>''' vendor info, '''<U>[[Manage vendor tags|manage tags]]</U>''', check '''<U>[[Vendor quick links|vendor-related objects]]</U>''',  change the '''<U>[[Change_vendor_default_settings|default settings]]</U>''', disable vendor access to the account, and  send\resend the invitation to the vendor.
+<span style="color:red">'''Note''':</span> You can’t delete vendors involved into recorded jobs, invoices or payments. But you may <U>[[Vendor view page, General tab#Primary user|'''disable their access''']]</U> to accounts.
+*On the '''<U>[[Vendor view page, Contact persons tab|Contact persons]]</U>''' 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 '''<U>[[Vendor view page, Payment methods tab|Payment methods]]</U>''' tab you can create or update payment methods for the vendor, and change the default payment method.
+*On the '''<U>[[Vendor view page, Prices tab|Prices]]</U>''' tab you can view the list of prices agreed with the vendor, edit or delete them, and start creating new prices.
+*On the '''<U>[[Taxes#Custom taxes set for individual vendor|Taxes]]</U>''' 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 '''<U>[[Vendor view page, Documents tab|Documents]]</U>''' tab you can upload files and/or add links to external files related to the vendor or delete them.
+*On the '''<U>[[Availability chart tab|Availability chart]]</U>''' 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 '''<U>[[Import vendors from Excel]]</U>''' without the need to enter the required information manually and '''<U>[[Vendors list#Export to Excel| Export vendors data to excel]]</U>''' to Excel
+by clicking the corresponding buttons:
+[[File:Import vendors.png|border|1000px]]
+==='''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 '''<U>[[Vendor application URL]]</U>''' page.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] 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:
+. Click the '''Quotes''' menu on the top panel and then click the '''New quote''' button:
+[[File:New quote.png|border|100px]]
+. Or you may go to Quotes, and click the '''"New quote"''' button:
+[[File:New quotes from.png|border|800px]]
+. Once the quote is created, you can do the following:
+[[File:Quote quote.png|border|900px]]
+==='''Quote sections'''===
+*'''Files''' section: here you can upload the files you received from your client or add links (file URLs) to external files by clicking the corresponding buttons:
+[[File:Quote files section.png|border|1100px]]
+*'''<U>[[Quote CAT logs section|CAT logs]]</U>''' section: here you can upload CAT log files or enter them manually if needed:
+[[File:Quote upload logs buttons.png|border|1100px]]
+*'''<U>[[Quote receivables section|Receivables]]'''</U> section: here you can enter receivables to indicate the amount to be charged from the client:
+[[File:Quote new receivable button.png|border|1100px]]
+==='''Create Smartcat-related quotes'''===
+*You can create Smartcat-related quotes in Protemos. For more detailed instructions, please see the '''<U>[[Smartcat_integration#Create_Smartcat-related_quotes_in_Protemos|Create Smartcat-related quotes in Protemos]]</U>''' section.
+*You may also create Protemos quotes from Smartcat projects. For more detailed instructions, please see the '''<U>[[Smartcat_integration#Create_quote_from_Smartcat_project|Create Protemos quotes from Smartcat projects]]</U>''' section.
+[[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 click 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 click '''"Create"''':
+[[File:1 nemw quote.png|border|500px]]
+Then click the '''"Add option quotes"''' button:
+[[File:Options1.png|border|900px]]
+Select the needed ones, and click '''"Add selected quotes"''':
+[[File:3-.png|border|900px]]
+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.
+. To create a '''<U>[[Projects|project]]</U>''', click the '''Projects''' menu on the top panel and then click the "'''New project'''" button:
+[[File:New project.png|border|110px]]
+. Or you may go to '''Projects''', and click the '''New project''' button:
+[[File:Projects.png|border|900px]]
+. In both cases, it will open the '''New project''' page where you can enter the required information.
+. The project will be created.
+==='''Project sections'''===
+. In the '''Details''' tab, you can check the general information of the projects, complete, cancel, update, clone, delete it, and add tags:
+[[File:3 det.png|border|900px]]
+. In the '''Files''' tab, you may upload all the necessary files or links to the files (URLs).
+[[File:Files tab+.png|border|1000px]]
+. In the '''<U>[[Jobs]]</U>''' tab you may assign the translation to a vendor.
+[[File:Add job.1.png|border|1000px]]
+. In the '''<U>[[Project details, Workflow tab|Workflow]]</U>''' tab you can build chains of consecutive jobs by linking the existing jobs or by adding predefined '''<U>[[Job chain template list|job chain templates]]</U>''':
+[[File:1 фй.png|border|1000px]]
+. In the '''Finances''' tab, you may enter the volume of work and '''<U>[[Create receivable|create receivable]]</U>''' from the client and '''<U>[[Create payable|create payable]]</U>''' to the vendor. Click the '''"New receivable"''' button first and choose the receivable type:
+[[File:New receiavable from clien.png|border|1000px]]
+And to create payables, you need to go to the respective job, scroll down to Payables section and click '''"New payable"''' button:
+[[File:New payable to vendor.png|border|1000px]]
+* '''"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.
+. In '''CAT logs''' tab, you may '''<U>[[Project details, CAT logs tab|upload a CAT log file]]</U>''' to your project. To do so, click the "'''Upload CAT log'''" button:
+[[File:Cat log upl.png|border|900px]]
+For more info on projects, please see the '''<U>[[Projects]]</U>''' page.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+==='''Create Smartcat-related projects'''===
+*You can create Smartcat-related projects in Protemos. For more detailed instructions, please see the '''<U>[[Smartcat_integration#Create_Smartcat-related_projects_in_Protemos|Create Smartcat-related projects in Protemos]]</U>''' section.
+*You may also create Protemos projects from Smartcat projects. For more detailed instructions, please see the '''<U>[[Smartcat_integration#Create_Protemos_projects_from_Smartcat_projects|Create Protemos projects from Smartcat projects]]</U>''' section.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+=='''Project templates'''==
+You can create the project from a template.
+To do so, click the '''Projects''' menu on the top panel and then click '''<U>[[Project templates]]</U>''':
+[[File:Pr templates.png|border|150px]]
+Or you may go to '''Projects''' and click the '''"Templates"''' button:
+[[File:Templates.png|border|900px]]
+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"''':
+[[File:Save as template.png|border|900px]]
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+=='''CAT log conversion schemes'''==
+Use this menu to '''<U>[[Weighted word count templates|add CAT log conversion schemes]]</U> ''' 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''':
+[[File:Cat logd.png|border|180px]]
+[[file:Add template 1.png|bprder|900px]]
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+=='''Create invoices for clients'''==
+. To '''<U>[[Clients receivables list#Create invoice|create an invoice for the client]]</U>''', go to '''Clients ⇾ Receivables''':
+[[File:Receivables client s.png|border|150px]]
+. The list of all receivables will be displayed. Select the needed and click the "'''Invoice selected on this page'''" button:
+[[File:Invoice selected page.png|border|1000px]]
+. The system will create an invoice and will display its page.
+==='''Client invoice sections'''===
+*'''Details section'''
+[[file:Client invoice view.png|border|1100px]]
+In this section, you can download as PDF, '''<u>[[Send client invoice|send]]</u>''' or mark as sent, '''<U>[[Write off invoice|write off]]</U>''', '''<u>[[Client invoice Discount & Extra charge|add a discount and an extra charge]]</U>'''.
+'''<u>[[Update client invoice|update]]</u>''', and delete the invoice.
+*'''Tax section'''
+In this section, '''<U>[[Taxes#Default clients taxes set|default clients taxes set]]</U>''', '''<U>[[Taxes#Custom taxes set for individual client|custom taxes set]]</U>''' or <U>[[Taxes#Custom taxes set for individual client|'''no taxes''']]</U> may be displayed according to the system settings,
+In any case, you can edit, add new percentage and absolute taxes, by clicking corresponding buttons:
+[[File:Taxes sets 4.png|border|900px]]
+*'''Receivables section'''
+Here you can view, '''<U>[[Client invoice view#Add and remove receivables|add and remove receivables]]</U>''' in unsent invoices by clicking the corresponding buttons:
+[[File:Receiavable in inv.png|border|1000px]]
+*'''Linked payments section'''
+If you have received the payment for the invoice, you can record it by clicking the '''<U>[[Client invoice view#Create linked payment|"Create linked payment"]]</U>''' button:
+[[File:1linked paym.png|border|900px]]
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+=='''Record clients' payments'''==
+When the client pays invoices, '''<U> [[Create_client_payment|create the client payment]]</U>''' and link it with the paid invoices.
+. Go to the '''Clients ⇾ Payments''' menu and click "'''New payment'''":
+[[File:New paym cl.png|border|900px]]
+. Select the client from the list, enter the required information and click the "Create" button:
+[[File:1 client .png|border|480px]]
+. Having created the payment, scroll down to the '''Linked invoices''' section, and click the "Link invoices" button:
+[[File:Linked invoices 1.png|border|900px]]
+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.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+=='''Clients' prices'''==
+To display the '''<U>[[Client prices list]]</U>''', go to '''Clients ⇾ Prices''':
+Here you can view and '''<U>[[Client prices list#Create general price|create]]</U>''' general client prices, '''<U>[[Client_prices_list#Import_and_export_prices|import]]</U>''' and export the list of all client prices to Excel, and '''<U>[[Client prices list#Edit price|update]]</U>''' or delete client prices:
+[[File:Prices list.png|border|1100px]]
+<span style="color:red">'''Note:'''</span> Here you may also create general prices without reference to the particular client or type of service, specialization etc.
+[[File:Redirect.jpg|40px|link=Freelance edition user manual]] Back to the '''table of contents'''.
+=='''Create vendors' invoices'''==
+The vendors can create invoices '''<U>[[Vendor user manual#Invoicing|on their own]]</U>''' or you can create their invoices as the company manager.
+. Go to the '''Vendors ⇾ Payables''' menu:
+[[File:Payabl v.png|border|110px]]
+The list of payables due to vendors will be displayed. Select the rows to be included in the invoice and click the Invoice selected button:
+[[File:Vendore p list.png|border|1000px]]
+<span style="color:red">'''Note:'''</span> 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 '''<U>[[Vendor view page, Payment methods tab]]</U>''' page).
+. The system will create the invoice and send it to your vendor by email.
+<span style="color:red">'''Note''':</span> You can '''<U>[[Update vendor details#Access to finances|hide finances from a vendor]]</U>'''. Thus, they won't receive any financial-related  notification from the system.
+For more info on vendor invoices, please see the '''<U>[[Vendors payables list#Create vendor invoices|Create vendor invoices]]</U>''' page.
+==='''Vendor invoice sections'''===
+*Details section
+In this section, you can download as PDF, write off, '''<U>[[Vendor invoice Discount & Extra charge|add discount and extra charge]]</U>''', '''<u>[[Update vendor invoice|update]]</u>''' or delete the invoice.
+[[File:Inv det.png|border|1000px]]
+<span style="color:red">'''Note''':</span> 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 <U>[[Taxes#Default vendors taxes set|'''default vendors taxes set''']]</U>, <U>[[Taxes#Custom taxes set for individual vendor|'''custom taxes set''']]</U> or  <U>[[Taxes#Custom taxes set for individual vendor|'''no taxes''']]</U>.
+But in any case, you can add new percentage and absolute taxes, edit or delete еру displayed ones by clicking corresponding buttons:
+[[File:Taxes sets 4.png|border|1000px]]
+For more info, please see the '''<U>[[Vendor invoice view#Taxes section|Taxes in individual vendor invoice]]</U>''' section.
+*'''Payables section'''
+Here you can view, '''<U>[[Vendor invoice view#Add and remove payables|add and remove payables]]</U>''' in unsent invoices.
+[[File:Pab.png|border|1000px]]
+*'''Linked payments section'''
+If you have paid the invoice, you can record it by clicking the '''"<U>[[Vendor invoice view#Create linked payment|Create linked payment]]</U>"''' button:
+[[File:1linked paym.png|border|1000px]]
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+=='''Record vendor payments'''==
+Having paid the vendor invoices, '''<U> [[Create vendor payment|create the vendor payment]]</U>''' and link it with the paid invoice.
+. Go to the '''Vendors⇾Payments''' menu and click '''"New payment"''' button:
+[[File:Button new pm.png|border|950px]]
+. Select the vendor from the list, enter the required information and click the "Create" button:
+. Having created the payment, scroll down to the '''Linked invoices''' section, and click the "Link invoices" button:
+[[File:Linked invoices 1.png|border|1000px]]
+By this action, you cover the payment by invoices.
+<span style="color:red"> '''Note:'''</span> Invoices with the matched currency and legal entity can only be linked to the payment.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+=='''Vendors' applications'''==
+To check the list of submitted '''<U>[[Applications|applications]]</U>''' by your vendors, go to the '''Vendors⇾Applications''' menu:
+[[File:Appl.png|border|110px]]
+=='''Vendor prices'''==
+To display the '''<U>[[Vendor prices list|Vendor prices list]]</U>''', go to '''Vendors ⇾ Prices''':
+[[File:Vm.png|border|110px]]
+Here you can view and '''<U>[[Vendor_prices_list#Create_general_price|create]]</U>''' prices,
+'''<U>[[Vendor_prices_list#Import_and_export_vendor_prices|import]]</U>''' or export the vendor prices from/to Excel, '''<U>[[Vendor_prices_list#Edit_price|update]]</U>''' or delete the particular vendor's price:
+[[File:Upate delete.png|border|1000px]]
+<span style="color:red">'''Note:'''</span> Here you may also create general prices without reference to the particular vendor or type of service, specialization etc.
+=='''Messages'''==
+You can discuss specific objects with your vendors or clients directly in Protemos, instead of exchanging emails or instant messages:
+[[File:Send message.png|border|450px]]
+Please check more details here: <U>'''"[[Messages]]"'''</U>
+=='''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:
+[[File:Cl filters.png|border|950px]]
+Enter the necessary data into the appropriate fields and click the '''"Apply"''' button.
+For further instructions on how to search the required data with filters, please click the corresponding link:
+*'''<U>[[Quotes list#Search quotes with filters|Search quotes with filters]]</U>'''
+*'''<U>[[Projects list#Search projects with filters|Search projects with filters]]</U>'''
-[[File:system setup wizard.jpg|border|1000px]]
+*'''<U> [[Project templates#Search project templates with filters|Search project templates with filters]]</U>'''
-. Enter data for each menu entry:
+*'''<U>[[Jobs list#Search jobs with filters|Search jobs with filters]]</U>'''
-'''Services''' are the services you provide. In addition to translation and proofreading, you can indicate any other services such as layout design, OCR, etc.
+*<U> [[Files list#Search files with filters|'''Search files with filters''']]</U>
-'''Language pairs''' are your language pairs.
+'''Clients''':
-'''Units''' are units to measure the volume of work. For example, hours, words, pages, etc.
+*'''<U>[[Clients list#Search clients with filters|Search clients with filters]]</U>'''
-'''Specializations''' are your  specializations.
+*'''<U>[[Clients receivables list#Search receivables with filters|Search clients receivables with filter]]</U>'''
-'''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.
+*'''<U>[[Client invoices list#Search invoices with filters|Search clients invoices with filters]]</U>'''
-'''Payment methods''' are the payment details. They will be used in the invoices the system will generate to send your clients.
+*'''<U>[[Client payments list#Search payments with filters|Search clients payments with filters]]</U>'''
-To navigate in the menu entries, use a dedicated navigation menu:
+*'''<U> [[Client contacts#Search client contacts with filters|'''Search client contacts with filters''']]</U>'''
-[[File:system setup navigation.jpg|border|1000px]]
+*'''<U>[[Client prices list#Search prices with filters|'''Search clients prices with filters]]</U>'''
-Don’t worry if you select something wrong. You’ll be able to change these values in <U>[[System|'''system settings''']]</U>.
+'''Vendors''':
-. Having completed all the entries, press the "'''Complete wizard'''" button:
+*'''<U>[[Vendors list#Search vendors with filters|Search vendors with filters]]</U>'''
-[[File:complete wizard.jpg|border|540px]]
+*'''<U>[[Vendors payables list#Search payables with filters|Search vendors payables with filters]]</U>'''
-. The following screen will be displayed:
+*'''<U>[[Vendor invoices list#Search invoices with filters|Search vendors invoices with filters]]</U>'''
-[[File:you can start working notification.jpg|border|540px]]
+*'''<U>[[Vendor payments list#Search payments with filters|Search vendors payments with filters]]</U>'''
-This means that your account has been created and you can start working with Protemos.
+*'''<U> [[Vendor contacts#Search vendor contacts with filters|'''Search vendor contacts with filters''']]</U>'''
-However, before you start working with the projects in the system, you need to add your clients in it.
+*'''<U>[[Vendor_prices_list#Search_vendor_prices_with_filters|'''Search vendors prices with filters]]</U>'''
-For Enterprise version, you need also to add vendors. These areas will be addressed in the following sections.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
-[[File:Redirect.jpg|40px|link=Enterprise edition quick start guide]] Back to the '''table of contents'''.
+=='''Reports'''==
-=='''System values settings'''==
+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.
-'''You can change and set system values in the System menu''':
+Click the '''Reports''' menu on the top panel and choose the required item:
-[[File:system menu.jpg|border|540px]]
+[[File:Reports.2.png|border|200px]]
 Each of these menu screens is described below.
-<span style="color:blue">'''System =>Account''' </span>
+==='''General finances'''===
+These reports show the dynamics of how income, expenses and profit change over months.
+On these pages, you can see the following reports:
+*'''<U>[[Reports – General finances#Monthly finances by project balances|Monthly finances by receivables and payables]]</U>''' — shows the turnover, expenses and profit based on receivables in your projects and payables in the related jobs.
+*'''<U>[[Reports_–_General_finances_by_invoices|Monthly finances by invoices]]</U>''' — shows the turnover, expenses, and profit based on client and vendor invoices.
+*'''<U>[[Reports_–_General_finances_by_payments|Monthly finances by payments]]</U>''' — shows the turnover, expenses, and profit based on client and vendor payments.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+==='''Quote report'''===
+Here you may quote conversion rate, quote counts, quote totals, quote report data. Each of them is described below.
+All amounts are converted to the default currency of your account.
+*'''<U>[[Quote report#Quote conversion rate|Quote conversion rate]]</U>'''
+*'''<U>[[Quote report#Quote counts|Quote counts]]</U>'''
+*'''<U>[[Quote report#Quote totals|Quote totals]]</U>'''
+*'''<U>[[Quote report#Quote report data|Quote report data]]</U>'''
+==='''Managers'''===
+Here you may see your finances reports for each project manager of your team.
+On this page, you can see the following reports:
+*'''<U>[[Reports_–_Managers_–_Finances_by_receivables_and_payables#Monthly_income_per_manager_by_receivables|Monthly income per manager by receivables]]</U>''' - shows the turnover per manager based on receivables in their projects.
+*'''<U>[[Reports_–_Managers_–_Finances_by_receivables_and_payables#Monthly_expenses_per_manager_by_payables|Monthly expenses per manager by payables]]</U>''' - shows expenses per manager based on job payables in their projects.
+*'''<U>[[Reports_–_Managers_–_Finances_by_receivables_and_payables#Monthly_profit_per_manager_by_receivables_and_payables|Monthly profit per manager by receivables and payables]]</U>''' - shows how the profit per manager was changing each month.
+*'''<U>[[Reports_–_Managers_–_Finances_by_receivables_and_payables#Monthly_income_share_per_manager_by_receivables|Monthly income share per manager by receivables</U>]]''' -  shows how the income share per manager was changing each month
+*'''<U>[[Reports_–_Managers_–_Finances_by_receivables_and_payables#Monthly_expenses_share_per_manager_by_payables|Monthly expenses share per manager by payables]]</U>''' - shows how the expenses share per manager was changing each month
+*'''<U>[[Reports_–_Managers_–_Finances_by_receivables_and_payables#Monthly_profit_share_per_manager_by_receivables_and_payables|Monthly profit share per manager by receivables and payables]]</U>''' - shows how the profit share per manager was changing each month
+*'''<U>[[Reports_–_Managers_–_Finances_by_receivables_and_payables#Income_share_per_manager_by_receivables|Income share per manager by receivables]]</U>''' - shows the shares of incomes your managers bring over the selected period
+*'''<U>[[Reports_–_Managers_–_Finances_by_receivables_and_payables#Expenses_share_per_manager_by_payables|Expenses share per manager by payables]]</U>''' - shows the shares of expenses of your managers over the selected period
+*'''<U>[[Reports_–_Managers_–_Finances_by_receivables_and_payables#Profit_share_per_manager_by_receivables_and_payables|Profit share per manager by receivables and payables]]</U>''' - the shares of the profit your managers bring over the selected period.
+*'''<U>[[Reports_–_Managers_–_Finances_by_receivables_and_payables#Finances_per_manager_by_receivables_and_payables_summary_table|Finances per manager by receivables and payables summary table]]</U>''' - shows all income, expense, and profit amounts per manager and month.
+For more info on managers' reports, please see the '''<U>[[Reports_–_Managers_–_Finances_by_receivables_and_payables|Finances per manager by receivables and payables]]</U>''' page.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+==='''Clients'''===
+This menu screen contains several submenus:
+[[file:Reports menu clients.jpg|border|350px]]
+Each of them is described below.
+===='''Finances by receivables and payables'''====
+Here you may see your finances reports for each client based on the receivables and payables.
+To view the '''<U>[[Reports_–_Clients_–_Finances_by_receivables_and_payables|Finances per client by receivables and payables]]</U>''' reports, go to '''Reports → Clients → Finances by receivables and payables''':
+On this page, you can see the following reports:
+*'''<U>[[Reports_–_Clients_–_Finances_by_receivables_and_payables#Monthly_income_per_client_by_receivables|Monthly income per client by receivables]]</U>''' - shows the turnover per client based on receivables in their projects.
+*'''<U>[[Reports_–_Clients_–_Finances_by_receivables_and_payables#Monthly_expenses_per_client_by_payables|Monthly expenses per client by payables]]</U>''' - shows the expenses for each client based on payables in the related projects.
+*'''<U>[[Reports_–_Clients_–_Finances_by_receivables_and_payables#Monthly_profit_per_client_by_receivables_and_payables|Monthly profit per client by receivables and payables]]</U>''' - shows how the income by each client was changing each month.
+*'''<U>[[Reports_–_Clients_–_Finances_by_receivables_and_payables#Monthly_income_share_per_client_by_receivables|Monthly income share per client by receivables]]</U>''' - shows how the income share of the client was changing each month.
+*'''<U>[[Reports_–_Clients_–_Finances_by_receivables_and_payables#Monthly_expenses_share_per_client_by_payables|Monthly expenses share per client by payables]]</U>''' - shows the shares of expenses for each of the clients over the selected period.
+*'''<U>[[Reports_–_Clients_–_Finances_by_receivables_and_payables#Monthly_profit_share_per_client_by_receivables_and_payables|Monthly profit share per client by receivables and payables]]</U>''' - shows the shares of profit each of the clients brings over the selected period.
+*'''<U>[[Reports_–_Clients_–_Finances_by_receivables_and_payables#Income_share_per_client_by_receivables|Income share per client by receivables]]</U>''' - shows the shares of income for each client for the whole period.
+*'''<U>[[Reports_–_Clients_–_Finances_by_receivables_and_payables#Expenses_share_per_client_by_payables|Expenses share per client by payables]]</U>'''- shows the shares of expenses for each client for the whole period.
+*'''<U>[[Reports_–_Clients_–_Finances_by_receivables_and_payables#Profit_share_per_client_by_receivables_and_payables|Profit share per client by receivables and payables]]</U>''' - shows the shares of profit for each client for the whole period.
+*'''<U>[[Reports_–_Clients_–_Finances_by_receivables_and_payables#Finances_per_client_by_receivables_and_payables_summary_table|Finances per client by receivables and payables summary table]]</U>''' - shows all income, expense, profit amounts, and profit margin per client and month.
+For more info on these reports, please see the '''<U>[[Reports_–_Clients_–_Finances_by_receivables_and_payables|Finances per client by receivables and payables]]</U>''' page.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] 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 '''<U>[[Reports – Clients – Income by invoices|Monthly income per client by invoices]]</U>''' reports, go to '''Reports → Clients → Income by invoices''':
+On this page, you can see the following reports:
+*'''<U>[[Reports – Clients – Income by invoices#Monthly income per client by invoices|Monthly income per client by invoices]]</U>''' - here you can see the turnover per client based on the invoices you issued for them.
+*'''<U>[[Reports – Clients – Income by invoices#Monthly income share per client by invoices|Monthly income share per client by invoices]]</U>''' - shows how the share of invoices per clients was changing monthly.
+*'''<U>[[Reports – Clients – Income by invoices#Income share per client by invoices|Income share per client by invoices]]</U>''' - shows the share of invoices per clients over the selected period of time.
+*'''<U>[[Reports – Clients – Income by invoices#Monthly income per client by invoices summary table|Monthly income per client by invoices summary table]]</U>''' - shows all invoice amounts per client and month.
+For more info on these reports, please see the '''<U>[[Reports – Clients – Income by invoices|Monthly income per client by invoices reports]]</U>''' page.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+===='''Income by payments'''====
+These reports show how the clients were paying you.
+To view the '''<U>[[Reports – Clients – Income by payments|Monthly income per client by payments]]</U>''' reports, go to '''Reports → Clients → Income by payments''':
+Here you may see the following reports:
+*'''<U>[[Reports – Clients – Income by payments#Monthly income per client by payments|Monthly income per client by payments]]</U>''' - here you can see the amounts of payments per each client monthly.
+*'''<U>[[Reports – Clients – Income by payments#Monthly income share per client by payments|Monthly income share per client by payments]]</U>''' - here you can see how the share of payments per client was changing monthly.
+*'''<U>[[Reports – Clients – Income by payments#Income share per client by payments|Income share per client by payments]]</U>''' - this diagram shows the share of each client in payments received over the specified period of time.
+*'''<U>[[Reports – Clients – Income by payments#Monthly income per client by payments summary table|Monthly income per client by payments summary table]]</U>''' - shows all payment amounts per client monthly.
+For more info on these reports, please see the '''<U>[[Reports – Clients – Income by payments|Monthly income per client by payments reports]]</U>''' page.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+==='''Vendors'''===
+This menu screen contains several submenus:
+[[file:reports vendors menu.jpg|border|300px]]
+Each of them is described below.
+===='''Expenses by invoices'''====
+These reports show the monthly amounts of your vendor invoices.
+To view the '''<U>[[Reports – Vendors – Expenses by invoices|Monthly expenses per vendor by invoices]]</U>''' reports, go to '''Reports → Vendors → Expenses by invoices''':
+Here you may see the following reports:
+*'''<U>[[Reports – Vendors – Expenses by invoices#Monthly expenses per vendor by invoices|Monthly expenses per vendor by invoices]]</U>''' - this diagram shows the number of monthly invoices per each vendor.
+*'''<U>[[Reports – Vendors – Expenses by invoices#Monthly expenses share per vendor by invoices|Monthly expenses share per vendor by invoices]]</U>''' - this graph shows how the share of the invoiced amounts per vendor was changing monthly.
+*'''<U>[[Reports – Vendors – Expenses by invoices#Expenses share per vendor by invoices|Expenses share per vendor by invoices]]</U>''' - shows the share of the invoiced amount per each vendor.
+*'''<U>[[Reports – Vendors – Expenses by invoices#Monthly expenses per vendor by invoices summary table|Monthly expenses per vendor by invoices summary table]]</U>''' - this table shows the invoiced amount per each vendor monthly.
+For more info on these reports, please see the '''<U>[[Reports – Vendors – Expenses by invoices|Monthly expenses per vendor by invoices reports]]</U>''' page.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+===='''Expenses by payments'''====
+These reports show the monthly amounts of your vendor payments.
+To view the '''<U>[[Reports – Vendors – Expenses by payments|Monthly expenses per vendor by payments]]</U>''' reports, go to '''Reports → Vendors → Expenses by payments''':
+Here you may see the following reports:
+*'''<U>[[Reports – Vendors – Expenses by payments#Monthly expenses per vendor by payments|Monthly expenses per vendor by payments]]</U>''' - this diagram shows the number of monthly payments per each vendor.
+*'''<U>[[Reports – Vendors – Expenses by payments#Monthly expenses share per vendor by payments|Monthly expenses share per vendor by payments]]</U>''' - this graph shows how the share of the paid amounts per vendor was changing monthly.
+*'''<U>[[Reports – Vendors – Expenses by payments#Expenses share per vendor by payments|Expenses share per vendor by payments]]</U>''' - shows the share of the paid amount per each vendor.
+*'''<U>[[Reports – Vendors – Expenses by payments#Monthly expenses per vendor by payments summary table|Monthly expenses per vendor by payments summary table]]</U>''' - this table shows paid amount per each vendor monthly.
+For more info on these reports, please see the '''<U>[[Reports – Vendors – Expenses by payments|Monthly expenses per vendor by payments]]</U>''' page.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] 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 '''<U>[[Reports – Language pairs – Finances by receivables and payables|Finances per language pair by receivables and payables]]</U>''' reports, go to '''Reports → Language pairs → Finances by receivables and payables''':
+On this page, you can see the following reports:
+*'''<U>[[Reports_–_Language_pairs_–_Finances_by_receivables_and_payables#Monthly_income_per_language_pair_by_receivables|Monthly income per language pair by receivables]]</U>''' - this report shows the turnover per language pair based on receivables in the related projects.
+*'''<U>[[Reports_–_Language_pairs_–_Finances_by_receivables_and_payables#Monthly_profit_per_language_pair_by_receivables_and_payables|Monthly profit per language pair by receivables and payables]]</U>''' - shows the profit for each language pair based on receivables and payables in the related projects.
+*'''<U>[[Reports_–_Language_pairs_–_Finances_by_receivables_and_payables#Monthly_income_share_per_language_pair_by_receivables|Monthly income share per language pair by receivables]]</U>''' - shows how the income share of each language pair was changing each month.
+*'''<U>[[Reports_–_Language_pairs_–_Finances_by_receivables_and_payables#Monthly_profit_share_per_language_pair_by_receivables_and_payables|Monthly profit share per language pair by receivables and payables]]</U>''' - shows how the profit share of each language pair was changing each month.
+*'''<U>[[Reports_–_Language_pairs_–_Finances_by_receivables_and_payables#Income_share_per_language_pair_by_receivables|Income share per language pair by receivables]]</U>''' - on this report you may see the shares of income each of the language pairs brings over the selected period.
+*'''<U>[[Reports_–_Language_pairs_–_Finances_by_receivables_and_payables#Profit_share_per_language_pair_by_receivables_and_payables|Profit share per language pair by receivables and payables]]</U>''' - here you may see the shares of profit each of the language pairs brings over the selected period.
+*'''<U>[[Reports_–_Language_pairs_–_Finances_by_receivables_and_payables#Finances_per_language_pair_by_receivables_and_payables_summary_table|Finances per language pair by project balances summary table]]</U>''' - this table shows all income, expense and profit amounts per language pair and month.
-On the "'''Account'''" page you can complete, delete or update general information,
+For more info on language pairs reports, please see the '''<U>[[Reports_–_Language_pairs_–_Finances_by_receivables_and_payables|Finances per language pair by receivables and payables]]</U> page.
-the logo of your company, default settings, deadline email reminders and configure custom SMTP server.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
+==='''Services'''===
-'''GENERAL INFO'''
+Here you may see your finances reports for each service based on the receivables and payables.
-The "'''General info'''" section contains common information about your company.
+To view the '''<U>[[Reports_–_Services_–_Finances_by_receivables_and_payables|Monthly finances per service groups by receivables and payables]]</U>''' reports, go to '''Reports → Services → Finances by receivables and payables''':
-Here you can amend information about your company and change account owner.
+On this page, you can see the following reports:
-To edit information press the "'''Update'''" button:
+*'''<U>[[Reports_–_Services_–_Finances_by_receivables_and_payables#Monthly_finances_per_service_groups_by_receivables_and_payables|Monthly finances per service groups by receivables and payables]]</U>''' — shows the income, expenses and profit for services that you define in filters based on receivables and payables in the related projects.
-[[File:account general info update.jpg|border|1000px]]
+*'''<U>[[Reports_–_Services_–_Finances_by_receivables_and_payables#Report_data|Finances per service groups by receivables and payables summary table]]</U>''' - this table shows all income, expense, profit amounts, and profit margin per service and month.
-Confirm changes by clicking “Update” or call off them with “Cancel” button after editing:
+For more info on services reports, please see the '''<U>[[Reports_–_Services_–_Finances_by_receivables_and_payables|Monthly finances per service groups by receivables and payables]]</U>''' page.
-[[File:account details update.jpg|border|540px]]
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.
-To change account owner press the "'''Change account owner'''" button:
+=='''Export data'''==
-[[File:change account owner button.jpg|border|1000px]]
+On every main page, you can export the tables into Excel.
-Assign the new owner and press the "'''Update'''" button to сonfirm change:
+To do so, go to the required menu and click the '''"Export to Excel"''' button:
-[[File:changing account owner.jpg|border|540px]]
+[[File:Exe.png|border|150px]]
-<span style="color:red"> '''Note''': the “User group” for this user should be “Administrator”.</span>
+For instructions on how to export the required data to Excel, please click the corresponding links:
-For more info on user creation, please see the <U>'''[[User creation]]'''</U> page.
+*'''<U>[[Quotes list#Export to Excel|Export quotes data to Excel]]</U>'''
+*'''<U>[[Projects list#Export to Excel|Export projects data to Excel]]</U>'''
-'''COMPANY LOGO IMAGE'''
+*'''<U>[[Jobs list#Export|Export jobs data to Excel]]</U>'''
-On the "'''Company logo image'''" section you can upload company logo image which will be displayed
+* <U> [[Files list#Export to Excel|'''Export the list of files to Excel''']]</U>
+----
-in all documents generated by the system: invoices, POs, Quotes etc.
+*'''<U>[[Clients list#Export to Excel|Export clients data to Excel]]</U>'''
-Press the "'''Upload new'''" button to upload a logo:
+*'''<U>[[Clients receivables list#Export to Excel|Export clients receivables to Excel]]</U>'''
-[[File:company logo image.jpg|border|1000px]]
+*'''<U>[[Client invoices list#Export to Excel|Export clients invoices to Excel]]</U>'''
-<span style="color:red">'''Note:''' Only PNG and JPEG images with a maximum size of 350x50 pixels are supported.</span>
+*'''<U>[[Client payments list#Export to Excel|Export clients payments to Excel]]</U>'''
+* <U> [[Client contacts#Export to Excel|'''Export client contacts to Excel''']]</U>
-'''DEFAULT SETTINGS'''
+*'''<U>[[Client_prices_list#Import_and_export_prices|Export clients prices to Excel]]</U>'''
+----
-On the "'''Default settings'''" section you can define the following settings:
+*'''<U>[[Vendors list#Export to Excel|Export vendors data to Excel]]</U>'''
-'''Default time zone''': the time zone you are located in. It's used for the deadlines calculation.
+*'''<U>[[Vendors payables list#Export to Excel|Export vendors payables to Excel]]</U>'''
-'''Default currency''': the currency you are using for balances and reporting. for more info, please see the [[Currencies]] page.
+*'''<U>[[Vendor invoices list#Export to Excel|Export vendors invoices to Excel]]</U>'''
-'''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.
+*'''<U>[[Vendor payments list#Export to Excel|Export vendors payments to Excel]]</U>'''
-'''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.
+* <U> [[Vendor contacts#Export to Excel|'''Export vendor contacts to Excel''']]</U>
-'''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 [[VAT]] page.
+*'''<U>[[Vendors  prices list#Export to Excel|Export vendors prices to Excel]]</U>'''
+----
-'''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 [[VAT]] page.
+*'''<U>[[Reports – General finances#Export data to Excel|Export general finances reports data to Excel]]</U>'''
-To change any of the above settings, click '''Update''':
+=='''Additional information'''==
+The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.
-[[File:account default section.jpg|border|1000px]]
+If you experience issues, we recommend using the modern browser. We are improving the system all the time.
-It will open "'''Change account default settings'''" page:
+That’s why its user interface may change and look a little bit differently from the one described above.
-[[File:account default section update.jpg|border|540px]]
+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).
-Having completed all the entries, press the "'''Update'''" button.
+[[File:Redirect.jpg|40px|link=Enterprise edition user manual]] Back to the '''table of contents'''.

Difference between revisions of "Enterprise edition user manual"

Latest revision as of 11:21, 28 February 2023

Contents

Get started with Protemos

My profile settings

Settings

Account

License

Legal entities

Access control

System Values

Object codes

Payment methods

Taxes

Reminders

SMTP Server

Client portal

Vendor portal

Email templates

PDF templates

Integrations

Add new manager

How to accept invitation as manager

Add clients

Add clients manually

Import and export clients

Add vendors

Add vendors manually

Import and export vendors

Vendor application URL

Add new quote

Quote sections

Create Smartcat-related quotes

Create multi-quote

Add new project

Project sections

Create Smartcat-related projects

Project templates

CAT log conversion schemes

Create invoices for clients

Client invoice sections

Record clients' payments

Clients' prices

Create vendors' invoices

Vendor invoice sections

Record vendor payments

Vendors' applications

Vendor prices

Messages

Filters

Reports

General finances

Quote report

Managers

Clients

Finances by receivables and payables

Income by invoices

Income by payments

Vendors

Expenses by invoices

Expenses by payments

Language pairs

Services

Export data

Additional information

Navigation menu

Search