Difference between revisions of "Job view"

Latest revision as of 15:21, 18 March 2024

On this page you can:

— Update job details, change its status or delete it.

— Add and edit payables to your vendor.

— Manage the job-related files and links to files.

Job statuses

Here is the complete list of job statuses:

- Draft (by manager)

- Offered to vendor (by manager)

- Offer accepted / rejected (by vendor)

- Started (by vendor)

- Completed (by vendor)

- Completion accepted / rejected (by manager)

- Canceled (by manager)

- On tender (by manager)

Over the job details table you can see the progress chart describing the workflow for the job:

The job may have the following statuses:

Draft

The job is still being edited and the vendor has not received any instructions to start.

By default, every newly created job gets the "Draft" status, and you can change it by clicking the "Change status" button:

The "Change status" button is available only on the Draft status. If needed, you can always move the job to draft by clicking the "Draft" button:

Offered to vendor

The manager has proposed the job by clicking the "Offer to vendor" button:

Note: If the vendor is assigned to other jobs with cross dates, the system will warn you about that when you click the "Offer to vendor" button. For more info, please see the Vendor availability page.

If a vendor is not assigned, the "Offer to vendor" button is not displayed. You may assign a vendor by clicking on the "Assign" button.

Offer accepted / rejected

• Offer accepted - the vendor has confirmed that they take the job.

Note: Auto start on vendor acceptance has to be marked if you want the vendor to start working straight away after the acceptance.

• Offer rejected - the vendor has rejected the job.

Started

The job will have this status if:

— the vendor has confirmed that they take the job after you propose it (Auto start on vendor acceptance is marked).

— the manager started the job manually after the vendor accepted it (Auto start on vendor acceptance is not marked).

When you click the "Start" button, the system sends an email message to the vendor notifying that you have started a job.

Note: If you have a planned job, and you would like to check vendor's availability, unmark Auto start on vendor acceptance. If the vendor confirms their availability by accepting the offer, you can start it when you need it.

Completed

The job gets this status when the vendor has delivered and completed the job:

Completion accepted / rejected

• Completion accepted — the manager has checked the delivery and accepted it:

• Completion rejected — the manager has checked the delivery and rejected it:

Canceled

The job gets this status if the manager has canceled the job:

On tender

The job gets this status if the manager has created a tender for the job, offered this job to several candidates by clicking the "New tender" button in the "Tenders list" section.

To get an idea of how it looks from the vendor’s side, please have a look at the Vendor user manual.

If you want to delete the job, click the "Delete" button:

Note: The job which has payables linked with invoices cannot be deleted unless you delete the linked invoices

Back to the table of contents.

Job history

Here you can click “View history” to see when and by whom the job status was changed:

Back to the table of contents.

Assign vendor

If there is no vendor assigned to a job, the "Assign" button will be displayed:

Clicking the "Assign" button opens the Assign vendor to job page where you can select the vendor for the job applying the necessary filters. Having selected the vendor, click "Assign":

Checklist

Here you can view the checklist of a job if specified. You can check the checklist by clicking on its name:

For more information on job checklists, please see the Job checklists page.

Rating

When the job status is changed to "Completion accepted", you can rate in the predefined rating categories how well the vendor completed the job.

To do so, click "Update":

Assess how the job was done in the predefined categories, then click "Update":

Once done, the rating of the job will be displayed in the table:

If needed, you can always change it by clicking "Update" again.

Payables to vendor

Use this section to enter how much you are going to pay to your vendor.

To add a new payable, click "New payable" and select the type of the payable you want to add:

• "Flat rate" — if you just need to enter the amount of a payable 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.

It will open the New payable page where you can enter the necessary data.

You can add several payables to one job, if necessary:

Each payable can be cloned and deleted by clicking corresponding buttons.

Also, you may update the payable by clicking the "Update" button in the receivable row.

It will open the Update payable page. If the job status is not "Draft", the vendor will be notified about payables changes by email.

Note: If the payable is included in a vendor invoice, it cannot be deleted or edited unless you delete the invoice first.

Please see more info on vendor payables here.

Back to the table of contents.

Job input files

In this section you can view the list of files included in this job.

The vendor gets these files through their interface, downloads them to his computer and works on them.

You can download each file by clicking its name, and you can download all the files at once by clicking "Download as ZIP":

If you want to change the list of files assigned to this job, click Manage input files.

Back to the table of contents.

Job output files

In this section you can view translated files or links to files delivered by your vendor.

If you have any additional files for adding, you may upload these files or add links to the files by clicking "Upload" or "Add URLs" correspondingly.

You may also delete uploaded files and links by pushing the "Delete" button.

You can download each file individually by clicking on its name, or you may download all the files at once by clicking "Download as ZIP".

Note: The job output files which are input files for for another jobs cannot be deleted.

But if you need to delete such a file, please go to the related job by clicking on its code:

Then unlink this file using the "Manage input files" option.

After that, you'll be able to delete this file.

Back to the table of contents.

Messages

In the Messages field you can communicate with a vendor of the respective job (if they use the Vendors Portal and can log in to the system).

Enter your message and click the "Send" button:

A vendor will get an email when a message is sent to them.

The same applies to the responsible job managers, they will get emails when a vendor sends a message.

You can read the message and reply straight from the email:

By clicking "Reply to this message", you will be redirected to the "Messages" field of the respective job.

Tip: If your vendor cannot log in to the system, you can use the "Messages" field as an option to leave notes or anything you need. But if you allow them to log in, all the messages will be visible for them.

You also can communicate with vendors on other objects. Please check the "Messages" page for more details.

Back to the table of contents.