Difference between revisions of "Enterprise edition user manual"

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For more details, please see the '''<U> [[Send quote]] </U>''' page.
 
For more details, please see the '''<U> [[Send quote]] </U>''' page.
  
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For more info on quotes, please see the '''<U> [[Quotes]] </U>''' page.
 
For more info on quotes, please see the '''<U> [[Quotes]] </U>''' page.

Revision as of 16:06, 12 July 2019

For a brief system overview, please check this video: Youtube.jpg

Contents

Get started with Protemos

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

1. Press the "CREATE PROTEMOS ACCOUNT" button at the website www.protemos.com

Create account 3.png

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

Create enterprise account page.jpg

3. Select your account type:

Account type selection.jpg

Enterprise: select this option if you are going to assign jobs to in-house translators, freelancers or other companies.

If you select this, the system will have supplier’s functionality and you will be able to assign jobs to your suppliers.


Freelance: this is a light and free version of the system. Select this option if you are doing all jobs alone and do not subcontract freelancers.

If you select this, you will not be able to create suppliers in the system and assign jobs to them. Upgrade to Enterprise version is possible if desired.

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

Please read our Privacy policy and Terms of service. To do so, click the corresponding links (highlighted in blue).

If you accept the conditions, click the "Sign up" button:

Robot.png

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

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

Welcome page n.jpg

The system setup wizard will be displayed:

Wiz serv.png

6. Enter data for each menu entry:

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

Language pairs are your language pairs.

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

Specializations are your specializations.

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

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

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

Wiz next.png

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

7. Having completed all the entries, press the "Complete wizard" button:

Wizard completed.png

8. The following screen will be displayed:

Main menu.png

This means that your account has been created and you can start working with Protemos.

However, before you start working with projects in the system, you need to add your clients and vendors into it.

These areas will be addressed in the following sections.

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Sign up with ProZ.com

If you already have ProZ.com account, you may create a new Protemos account with your ProZ.com credentials right away.

To do so, click the "Sign up with ProZ.com" button:

Sign up with ProZ.jpg

More details here.

My profile settings

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

To do so, go to the My profile menu:

My profile menu.png

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

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System values settings

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

Settings enterprise.png

Each of these menu screens is described below.

Settings=>Account

On the "Account" page you can complete or update general information, upload the logo of your company, delete your account.

Account info

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

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

To edit general information, press the "Update" button:

Account info section.jpg

Click "Update" to confirm changes after editing:

Update account details.jpg

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

Upd acc owner but.jpg

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

Change account owner page.jpg

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

Company logo image

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

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

COMPANY LOGO.jpg

Note: Only PNG and JPEG images with a maximum size of 350x350 pixels are supported.

Account deletion

You can immediately and permanently delete all your account data and files from the server.

To do so, press the "Delete account" button:

Account deletion.jpg

More details here.

Settings=>License

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

On the License details page you can see:

- your license status;

- your license type;

- active managers limit (the number of users with different access rights that can work in the system simultaneously);

- when your license expires;

- the time left before the expiration date of your license.

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

Licensening.png

It will open the Request license page where you can enter the number of managers you need to work simultaneously in your system and select the license period.

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

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

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Settings=>Default settings

The "Default settings" menu lets you define the following settings:

  • Default time zone for new users: the time zone that will be added by default to all newly created manager, client, and vendor profiles (unless you don't indicate the different one).
  • Default currency: the currency you are using for balances and reporting. For more info, please see the Currencies page.
  • Default payment method: the method which will be added by default to all your invoices unless you don't indicate the different method for specific client or invoice.
  • Default payment terms: standard payment terms for all your clients. It defines how soon the payment should be made after issuing the invoice. You can set different method for an individual client.
  • Default PDF page size: here you can set the size of the PDF page for invoices generated by the system.
  • Default PDF page orientation: here you can set the PDF page orientation for invoices generated by the system.
  • Default PDF locale: here you may specify the default locale (language,date and time) of invoices for all newly created clients and vendors. You may also define it individually for a particular client or vendor.
  • Client invoicing manager: here you can define one of your managers as the default recipient of system notifications about overdue clients invoices etc.

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

Account default settings 1.36.png

For more info, please see the Update account default settings page.

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Settings=>System Values

This menu screen contains several submenus:

SM sys values.png

Each of them is described below.


Language pairs

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

Language pairs page.png

  • "New language pairs" - opens the language pairs creation page where you can create various language pairs combinations of source and target languages.
  • "Update" - opens the language pair update page where you can change languages for a particular language pair.
  • "Delete" - deletes the language pair.

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.

  • "Disable" - disables the language pair. You can use this option if you don't want to see this language pair in the drop-down list when choosing a language, for instance, while creating a new project.
  • "Enable" - enables the language pair (the button appears after you disable the language pair).

Services

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

SS services.jpg

  • "New service" - opens the service creation page. Here you can create as many services as you wish.
  • "Update" - opens the services update page where you can change the name of a particular service.
  • "Delete" - deletes the service.

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

Specializations

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

Specialization list page.jpg

  • "New specialization" – opens the specialization creation page. Here you can create every possible specializations you may wish.
  • "Update" – opens the specialization update page where you can change the name of a particular specialization.
  • "Delete" – deletes the specialization.

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

Units

Use this menu to set units to measure the volume of your work (words, hours, pages, etc.).

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

Units list page.jpg

  • "New unit" – opens the unit creation page where you can create as many measurement units as you need.
  • "Update" – opens the unit update page. Here you can change the name of a particular unit.
  • "Delete"– deletes the unit.

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

Currencies

Use this menu to add currencies that will be used in the system.

For example, one client can pay in US dollars while others can choose euros, and you can pay to vendors in local currency.

On this page, you can: add currencies, set any currency as default, disable or delete currencies, check exchange rates history.

Currencies list page.jpg

"Add currency"- opens the menu where you can add desired currency. You can add as many currencies as you need.

"Exchange rates history"- shows the exchange rates on the selected date.

"Set as default" - sets the selected currency as default. If you change the default currency,

all reports and project balances will be rebuilt and recalculated in a new default currency.

"Disable" - disables the currency.

"Delete" - deletes the currency. You can't delete the currency that is already in use in the system,

but you can disable it in case this currency no longer needed.

Note: Protemos is connected to the currency conversion service so the exchange rate is updated on a daily basis.

That’s why you can always see the correct summary in your default currency.

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Settings=>Payment methods

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

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

Payment methods.png

"Add payment method" - opens the menu where you can create a new payment method.

"Change default settings" - here you can change the default payment method and currency.

Define in how many days invoices should be paid, the default PDF page size for your invoices and vendor invoicing contact.

"Update" - opens the page where you can renew payment method details.

"Disable" - disables the payment method.

"Delete" - deletes the payment method.

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

But you can disable them in case these payment methods no longer needed.

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Settings=>Taxes

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

This menu screen contains several submenus:

Taxes menu new.png

Each of them is described below.

Taxes list

To create a list of taxes, go to Settings=>Taxes=>Taxes list:

Taxes menu list.png

Here you may define the necessary number of taxes that will be used in the system.

You may add them whether as a percentage or flat amount.

To add a new tax, press the "New tax" button:

Taxes list.jpg

Enter a name of the tax, select the type, and specify its sort order in invoices:

Add new tax new.png

Press "Create" to add the new tax to the list.

For more info, please see the Taxes list section.

Default clients taxes set

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

Taxes menu default clients.png

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

Default clients taxes buttons.png

You may add as many taxes as you need.

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

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

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 how to add an individual set of taxes for a particular client, please see the Custom taxes set for individual client section.

Default vendors taxes set

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

DVTset menu.png

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

Default vendors taxes buttons.png

You may add as many taxes as you need.

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.

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

For more info on how 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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Settings=>Object codes

Use this menu to set the number of your next invoice, project, payment, job etc.

To update the next object identification numbers or the object code prefixes press the "Update next IDs" or "Update code prefixes" buttons correspondingly:

Object codes buttons.jpg

For more info, please see the Update object codes page.

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Settings=>Deadline reminders

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

Deadline reminders 1.36 new.png

For more info, please see the Update deadline reminders settings page.

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Settings=>SMTP Server

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

To do this, click "Update":

SMTP server.jpg

For more info, please see the Update SMTP server configuration page.

Settings=>Vendor portal

Go to Settings=>Vendor portal:

VP menu.png

This menu allows you to adjust vendor portal related settings and embed your standard agreement with new vendors into the system.

It consists of two sections described below.

Vendor portal settings

Here you can define the following settings:

  • Invoicing by vendors - here you can enable or disable the ability to create invoices by your vendors.
  • Invoicing manager - here you can define one of your managers as the default recipient of notifications when your vendors create invoices.
  • Vendor application form - allows you to enable or disable the ability to submit applications by your vendors.
  • Vendor application manager - here you can define one of your managers as the default recipient of notifications when your vendors submit their applications.
  • 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.

To change any of the above-mentioned settings (except for the Vendor application URL), click "Update":

VP settings update.png

For more info on vendor applications, please check the Vendor application URL page.

Agreement with new vendors

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

Press "Create agreement" to add the agreement:

Add agreemment.jpg

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

Settings=>Integrations

Settings integration 1.png

This menu screen contains three submenus. Each of them is described below.

ProZ.com integration

Protemos is integrated with ProZ.com - the world's largest community of translators.

To enable ProZ.com integration, go to Settings=>Integrations=>ProZ.com:

Settings Proz 1.png

It will bring you to the ProZ.com integration page.

Here you can enable, check linked profile or disable ProZ.com integration for your account:

ProZ integr page.jpg

"Enable" - opens the ProZ.com login page where you can enter your username and password to enable integration.

"Profile URL" - you may open your ProZ.com profile page by clicking the link.

"Disable" - disables the integration.

A link to your ProZ.com profile and the "Disable" button will appear after you enable ProZ.com integration for your account.

Link users in Protemos with one ProZ.com account
  • You may link your ProZ.com account to be able to log into your Protemos account with ProZ.com credentials in one click.

For more details, please see the Link Enterprise account in Protemos with one ProZ.com account section.

For more details, please see the Link Vendor and Freelance accounts in Protemos with one ProZ.com account section.

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:

Settings CAT.png

It will bring you to the SmartCAT integration page.

Here you can enable, update or disable SmartCAT integration for your account:

SmartCAT API.jpg

The "Update" and "Disable" buttons will appear after you enable SmartCAT integration for your account.

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

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

To do so, please click the corresponding links:

SmartCAT links.jpg

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.

To enable TQAuditor integration for your account, go to Settings=>Integrations=>TQAuditor:

Settings TQ.png

Then you need to press the "Enable" button:

TQAUDITOR API CREDENTIALS enable.jpg

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


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Managers

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

For example, 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.

Managers menu.png

This menu screen contains several submenus. Each of them is described below.

Managers list

Managers menu list.png

Use this menu to add a new manager, fill in or renew all basic information about a particular manager.

To add a new manager, press the "New Manager" button:

Managers list New manager.png

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

New manager page.png

If you mark the "Can log in" checkbox, the system will send an invitation to the manager to join your company on Protemos once you finish adding the manager.

You may leave the checkbox unmarked and send the invitation later.

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

For more info, please see the Add manager page.

Note: Use the "Manager group" box to select the group to relate your managers to. It will define the level of manager access rights.

On the Managers page you can also Update manager details.

Alternatively, managers can be added by clicking the New manager menu.

For more info, please read the section below.

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New manager

Use this menu to add a new manager:

Managers menu New manager.png

For more information on how to add managers, please see the Add manager page.

Access rights

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

Managers menu access.png

For more information, please see the Access rights page.

Add clients

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

Add clients manually

There are two ways to add new clients manually:

1. Press the Clients menu on the top panel and then click New client:

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2. Or you may go to Clients=>Clients list:

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Then press the "New client" button:

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

Enter the information about your client on the displayed screen. It consists of three sections:

  • Use the General info section to enter general information about the client:

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  • Use the ProZ.com Blue Board section to enter the URL address of the client record on the ProZ.com Blue Board:

ProZ Blue Board section1.jpg

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

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Press "Save" to display the client entry.

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

Here you can also check all the client-related objects and add the necessary tags to the client:

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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.

In the Primary user section you can view and edit client's primary contact details:

Primary user.jpg

Here you may change the ProZ.com Blue Board linked record and make an entry for your client:

Cl ProZ Blue sec Acme.jpg

You can also change your client's default settings :

Client default settings 2.png

  • 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 taxes 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 clients from Excel file

If you already have a list of clients, contacts, and prices, you can easily import it without the need to enter such information manually.

Go to the Clients page and press the "Import from Excel" button:

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For more info on clients' data import, please see the Import clients from Excel page.

Here you can also export a displayed list of clients to Excel by pressing the "Export to Excel" button:

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For more info on clients' data export , please see the Export clients data to excel page.

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


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Add vendors

If you assign jobs to other vendors, you need to add each of them to the system.

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

Add vendors manually

There are two ways to add new vendors manually:

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

Vendors new menu.png

2. Or you may go to Vendors=>Vendors list:

Vendors list menu.png

Then press the "New vendor" button:

New vendor button.jpg

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

First, you will see the Type box. You can select any of the three vendor types:

  • Company is a contractor company.
  • Freelancer is a non-staff employee.
  • In-house is a staff employee who works in your office.

Depending on the vendor type, you will see the boxes to fill in.

Press the "Save" button to add a vendor account to the system. The vendor will be sent an invitation email and needs to accept the invitation (please find more info here).

For additional information on how to add vendors, please see the Create vendor page.


The vendor entry page is intended for viewing and entering various vendor data and has the following tabs:

Vendor viev.jpg

On the General info tab you may view, update vendor info, add necessary tags, check all the vendor-related objects, or delete the vendor.

On this tab you can also view and edit basic information about the primary user, 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.

Here you may also change the default settings for your vendor:

Client default settings 2.png

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 taxes 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.

Note: If your vendor has ProZ.com account with the same email as in Protemos, the system will display the link to that account on the vendor entry page (more info here).

Import vendors from Excel file

If you already have a list of vendors, their contacts, specializations, language pairs and prices, you can easily import these data without the need to enter such information manually.

Go to the Vendors page and press the "Import from Excel" button:

Vendors import from xls.jpg

For more info on vendors' data import, please see the Import vendors from Excel page.

Here you can also export a displayed list of vendors to Excel by pressing the "Export to Excel" button:

Vendors export to xls.jpg

For more info on vendors' data export, please see the Export vendors data to excel page.

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

Vendor application URL

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

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


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Add new quote

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.

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

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

Create quote

There are two ways to create a quote:

1. Press the Quotes menu on the top panel and then click New quote:

Quotes menu new Q.jpg

2. Or you may go to Quotes=>Quotes list:

Quotes menu Q list.jpg

Then press the "New quote" button:

Quote create button.png

In both cases, it will open the New quote page where you can specify all basic details for a new quote:

Quote creation page.png

Confirm all details with the "Create" button.

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

Quote details section

Here you can download this quote in PDF format by pressing the "Download as PDF" button.

Press "Actions" to see the set of operations that can be performed on this quote:

Quote details action buttons.png

On this page you can do the following:

  • Send: opens the Send quote page which allows emailing the quote to the client directly from the system. After the quote is sent, the system records the date of sending.
  • Mark as sent: if you not sending the quote through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.
  • Convert to project: by pressing this button you begin creating a new project with this quote.
  • Cancel: if the client doesn't accept this quote conditions, you may press the "Cancel" button to remember that rejection.
  • Clone: you may clone the quote by pressing this button.
  • Update: opens the Update quote page where you can edit the quote.
  • Delete: deletes the quote.

Note: The "Send" and "Mark as sent" buttons are not displayed in quotes with no receivables entered.

Files section

Here you can upload the files or links to files (file URLs) you received from your client (if any):

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CAT logs section

Use this section to upload a CAT log file if needed.

If the system cannot parse it, you may enter the CAT word count log manually.

Click on the corresponding button to upload the CAT log file or input it manually:

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For more info on CAT log files uploading, please see the Quote CAT logs section page.

Receivables section

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

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Deliver the quote

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

For more details, please see the Send quote page.

Quote details send.png

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

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Create SmartCAT-related quotes

Add new project

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

For illustration purposes, suppose you have Acme Corporation as your client. They have sent you the 20,000-word translation request

from English into French asking to complete it in 2 weeks. Let’s add this project to the system.

Create project

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

1. There are two ways to create a project:

Press the Project menu on the top panel and then click "New project":

Projects menu new project.png

Or you may go to Projects=>Projects list:

Projects menu project list.png

Then press the "New project" button:

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In both cases, it will open the New project page.

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

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

Proj tabs.jpg

Project input files

4. Now you need to upload files received from your client to the system.

To do so, go to the Files tab and upload the needed files by pressing the "Upload files" button.

You may also add links to external files (file URLs) instead of uploading files to the system by pressing "Add file URLs" button.

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For more information on project input files, please see the Project input section.

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Project receivables

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

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Then choose the receivable base:

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

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

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

You can enter the purchase order number sent by your client in the PO number box. If the client has not provided such number, you may leave this box unfilled.

Enter the volume of work, price, and press "Create" to add the raceivable:

New UB receivable 2.png

You can enter several receivables for a project.

For more info, please see the Receivable creation page.

CAT logs

6. If necessary, you may upload a CAT log file to your project.

If the system cannot parse it, you may enter the CAT word count log manually.

Click on the corresponding button to upload the CAT log file or input it manually:

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


7. If you fulfill your job yourself, the new project has been created. You have to fulfil and complete it (see item 18 in this list).

If you need to assign the project to other vendors, carry on reading below.

Create jobs

8. Let’s assume that you need to assign the translation to one vendor and then give it for proofreading to another vendor.

Create their respective jobs in the system. Go to the Jobs tab and press the "Add job" button:

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Job input files

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

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

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Then press the "Create" button.


10. Next, the job screen will be displayed:

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

Project payables

11. Now you need to add payable for the vendor.

To do so, scroll down to the Payables to vendor section and press "New payable":

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Then select the payable base:

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The "Flat rate" – if you just need to enter the amount of payable without entering volumes and rates.

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

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

Enter the job volume and payable for the vendor and press "Create":

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For more info, please see the Create payable page.


12. Now you can send a notification to the vendor to start the job. Press the "Start job" button on the Job details screen:

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Your vendor will receive the notification that they have been assigned the job by email, log into their account and collect the files.

Then the vendor will fulfill the job, upload the ready files or links to the files into the system and mark the job as completed.

You will be notified by email that the vendor has completed the job.

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Job output files

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

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

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15. The vendor will be notified by email that the job has been accepted.


16. Now you would like to pass the completed translation for proofreading to another vendor.

Add a job for another vendor. The process is the same. The only difference is that you need to specify the files\links to the files

delivered by the translator when selecting incoming files for the editor:

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

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Deliver the project

17. When all the vendors have uploaded their files\links to files, you can start delivering the project.

You may add vendors' files and links to files to the Project output section.

To do so, go to the Files tab of the project and scroll down to the Jobs Output section.

Select the necessary files\links to files and press the "Add selected to project output" button:

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


18. If you fulfil your job yourself, you may upload files or links to files into the system by clicking "Upload additional files" or "Add file URLs" respectively in the Project Output section:

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19. Having added all the needed files and links to Project Output, you can download the files and send them with links (if any) to the client or client’s manager by email.

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

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Congratulations! You have completed the project.

Note 1: The number of projects in your system will be increasing with time. So, if you don't want all of them to be displayed, set up how projects should be displayed in the list using Filters.

Note 2: View the list of vendors’ jobs in all the projects at the dedicated page by pressing the Jobs menu on the top panel.

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

Projects=>Project templates

Use this page to create templates for your projects.

For more info, please see the next section.

Create projects based on templates

You can create a project from a template.

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

Projects menu project templates.png

Or you may go to Projects=>Projects list:

Projects menu project list.png

And then press the "Templates" button:

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For more detailed information, please see the Project templates page.


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Projects=>CAT log conversion schemes

Use this menu to add weighted word count templates for the CAT tools you are using:

CAT log conversion menu.png

Here you can add or update templates:

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"Add template" - opens the page where you can add a word count template.

You may also update the template if necessary.

For more info on templates, please see the Weighted word count templates page.


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Create SmartCAT-related projects

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Create invoices for clients and control their payment

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

Clents receivables menu.png

2. The list of all the receivables will be displayed. Mark the necessary receivables to be invoiced and press the "Invoice selected" button:

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3. Receivables with the same client and currency will be linked to one invoice. The system will create the invoice and display its page.

Otherwise, the system will redirect you to the Client invoices page and display a message of how many invoices have been successfully created.

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

The Client invoice page consists of the following sections:

Client invoice details section

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In this section you can do the following:

Send - opens the Send client invoice page which allows emailing the invoice to the client directly from the system. After the invoice is sent, the system records the date of sending.

Resend - this button appears after the invoice has been sent. Pressing it sends the invoice one more time.

Mark as sent - if you not sending the invoice through the system but by any other channel (e.g. email, customer’s portal etc.), you may use this button to remember the date of sending.

Mark as unsent - this button appears if the invoice has been sent. Pressing it deletes the date of sending.

Download as PDF - pressing this button downloads the invoice in PDF format.

Write off - this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off. E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

Discount and Extra Charge - you may add a discount and an extra charge to the invoice by pressing this button.

Update - opens the Update invoice page on which you can edit the invoice.

Delete - deletes the invoice. This button disappears after you link the invoice with the payment.

For more info on action buttons, please see the Action buttons page.

Client invoice taxes section

In the taxes section of a client invoice page, the set of taxes is displayed according to the system and client's profile settings:

  • Custom taxes set - will be displayed if you apply and define a custom taxes set for the particular client.
  • No taxes - will be displayed if you apply the custom taxes set, but don't define any tax values for the client.

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

Invoice taxes section.png

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

Client invoice receivables section

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

To add receivables press the "Add receivables" button:

Cl inv receiv section.jpg

For more info on how to add receivables, please see the Add and remove receivables section.

Client invoice linked payments section

If you have received the payment for the invoice, you can record it by pressing the "Create linked payment" button under receivables table:

Cl inv linked payments sect.jpg

For more info on client linked payments, please see the Create linked payment page.

Alternatively, payments can be created on the Client payments page.

The difference is that on the Client invoices page you can enter the payment covering only the invoice itself, while on the Client payments page, you can enter the payment covering multiple invoices.

To find out how to create payments on the Client payments page, please read the section below.

Client payments

As mentioned above, this is the alternative way to enter the payment.

So, when a client pays the invoice, enter the payment in the system and connect it with the paid invoice. To do so, complete the following steps:

1. Go to the Clients=>Payments menu:

Clents payments menu.png

It will bring you to the Client payments page.

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

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It will open the New payment from client page.

2. Enter the payment received from the client and select the invoices that payment covers from the list:

New client payment page.jpg

Press "Save" to add the payment to the system.

Now you have entered the payment in the system and completed the payment.

For more info on client payments, please see the Create client payment page.

Client invoices list

You may view the list of all the invoices in Clients=>Invoices:

Clents invoices menu.png

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

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

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Invoices from vendors and payment control

The vendors can create invoices on their own or you can create their invoices as the company manager. Let’s review the second option.

1. Go to the Vendors=>Payables menu:

Vendors payables menu.png

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

Invoicing selected payables.jpg

Note: If the vendor’s name is highlighted in red in the table, it means that payment method was not selected for this vendor and it’s impossible to create an invoice for this vendor’s jobs.

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

2. The system will create the invoice 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.

The Vendor invoice page consists of the following sections:

Vendor invoice details section

Vendor invoice page.jpg

In this section you can do the following:

  • Download as PDF — pressing this button downloads the invoice in PDF format.
  • Write off — this button marks the invoice as fully paid. Write off is the unpaid part of the invoice that you are not expecting to be paid in the future, so you may want to mark the invoice as fully paid by adding a write off.

E.g. you invoiced the client for 1000 EUR but got 990 EUR because of the bank charges, and for some reason, you are not going to ask the client to pay 10 EUR difference.

  • Delete — this button deletes the invoice. It disappears after you link the invoice with the payment.

Note: For invoices with linked payments only "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.

Vendor invoice taxes section

In the taxes section of vendor invoice page, the set of taxes is displayed according to the system and vendor's profile settings:

  • Custom taxes set - will be displayed if you apply and define a custom taxes set for the particular vendor.
  • No taxes - will be displayed if you apply the custom taxes set, but do not define any tax values for the vendor.

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

Invoice taxes section.png

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

Vendor invoice payables section

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

To add payables press the "Add payables " button:

VIV payables section.jpg

For more info on vendor payables, please see the Add and remove payables section.

Vendor invoice linked payments section

If you have paid the invoice, you can record the payment by pressing “Create linked payment” button under the payable table:

VIV linked payment creation n.jpg

For more info on vendor linked payments, please see the Create linked payment page.

Alternatively, the payments can be created on the Vendor payments page.

The difference is that on the Vendor invoices page you can enter the payment covering only the invoice itself,

while on the Vendor payments page, you can enter the payment covering multiple invoices.

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

Vendor payments

As mentioned above, this is the alternative way to enter the payment.

So, having paid the vendors’ invoices, you need to enter those payments in the system. To do so, complete the following steps:

1. Go to the Vendors=>Payments menu:

Vendor payments.jpg

It will bring you to the Vendor payments page.

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

Vendor payments new payment.jpg

It will open the New payment to vendor page.

2. Enter the payment completed to the vendor and select the invoices covered by that payment from the list:

New vendor payment.jpg

Press "Save" to add the payment to the system.

Now the payment has been entered in the system and you’ve completed the payment to the vendor.

For more info on vendor payments, please see the Vendor payment creation page.

Vendor invoices list

You may view the list of all the vendors’ invoices in Vendors=>Invoices:

Vendors invoices menu.png

For more info, please see the Create vendor invoices section.

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Clients=>Contacts

To view the list of client contacts, go to Clients=>Contacts:

CCont menu.jpg

On this page you can view the list of client contacts, search them with filters, open client profiles for editing, export all the displayed table of contacts to Excel:

CC List.png

For more info, please see the Client contacts page.

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Clients=>Prices

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

Clients price.jpg

It will open the Client prices page.

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

Client prices page.jpg

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

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

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

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

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Clients=>Tags

You can review the list of all the tags that you've added to your clients on the Clients tags list page.

To do so, go to Clients=>Tags:

Cl tags menu.jpg

For more info, please see the Clients tags page.

Vendors=>Applications

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

Vendors applications menu.png

For more info, please see the Applications page.

Vendors=>Contacts

To view the list of vendor contacts, go to Vendors=>Contacts:

VCont menu.jpg

On this page you can view the list of vendor contacts, search them with filters, open vendor profiles for editing, export all the displayed table of contacts to Excel:

VC list.png

For more info, please see the Vendor contacts page.

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Vendors=>Prices

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

Vendors prices menu.png

It will open the Vendor prices page.

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

Vendor prices page.jpg

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

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

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

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

Vendors=>Tags

You can review the list of all the tags that you've added to your vendors on the Vendors tags list page.

To do so, go to Vendors=>Tags:

Vendor tags menu.jpg

For more info, please see the Vendors tags page.

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Filters

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

Let’s take the Projects page as an example:

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

Filters projects.jpg

The following filters are provided for that list:

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

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


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



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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:

Enterprise reports menu.jpg

Each of these menu screens is described below.

General finances

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

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

Enterprise reports.jpg

On this page, you can see the following reports:

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

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Managers

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

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

Reports finances.png

On this page, you can see the following reports:

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

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Clients

This menu screen contains several submenus:

Reports menu clients.jpg

Each of them is described below.

Finances by project balances

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

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

Reports clients finances.png

On this page, you can see the following reports:

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

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Income by invoices

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

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

Reports clients invoices.png

On this page, you can see the following reports:

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

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Income by payments

These reports show how the clients were paying you.

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

Reports clients payments.png

Here you may see the following reports:

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

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Vendors

This menu screen contains several submenus:

Reports vendors menu.jpg

Each of them is described below.

Expenses by invoices

These reports show the monthly amounts of your vendor invoices.

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

Reports vendors invoices.png

Here you may see the following reports:

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

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Expenses by payments

These reports show the monthly amounts of your vendor payments.

To view the Monthly expenses per vendor by payments reports, go to Reports=>Vendors=>Expenses by payments:

Reports vendors payments.png

Here you may see the following reports:

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

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Language pairs

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

To view the Finances per language pair by project balances reports, go to Reports=>Language pairs=>Finances by project balances:

Reports language pairs.png

On this page, you can see the following reports:

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

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Services

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

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

Reports services.png

On this page, you can see the following reports:

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

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Export data

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

Let’s take the Projects page as example:

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

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




Additional information

The system supports all the modern browsers. However, some outdated browsers (e.g., Opera 12.17) may have issues.

If you experience issues, we recommend using the modern browser. We are improving the system all the time.

That’s why its user interface may change and look a little bit differently from the one described above.

However, we try to update this manual accordingly. If you notice some discrepancies between the description and the real functionality, please tell us.

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