Enterprise edition user manual

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Contents

Get started with Protemos

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

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

Create Protemos account.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:

Accept PP.jpg

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:

Wizard.jpg

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:

System setup wizard navigation.jpg

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

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

Complete wizard button.jpg

8. The following screen will be displayed:

Great you can start working.jpg

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

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

These areas will be addressed in the following sections.

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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 new.jpg

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 menu.jpg

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 the 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 the 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;

- 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:

License details.jpg

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.

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

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Settings=>Default values

In the "Default values" menu you can 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.
  • Invoicing contact: here you can define one of your managers as the default recipient of notifications when your vendors create invoices.
  • Invoicing by vendors: here you can enable or disable the ability to create invoices by vendors.

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

Acc default values.jpg

For more info, please see the Change account default values page.

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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.

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.jpg

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=>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 page.jpg

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

"Change default payment method and terms" - 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=>System Values

This menu screen contains several submenus:

Sys values submenus.jpg

Each of them is described below.


Language pairs

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

Language pairs page.jpg

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

"Update" – opens the language pair update page where you can change languages for a particular language pair.

"Delete" – deletes the language pair.

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

Services

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

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).

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).

Units

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

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

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=>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.jpg

Each of them is described below.

Taxes list

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

Taxes menu taxes list.jpg

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

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

Taxes list.jpg

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

New tax creation.jpg

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 DC.jpg

Then press the "Add default tax" button:

SM Taxes default clients add button.jpg

Select the tax name from the drop-down list (first, it should be created in: Settings=>Taxes=>Taxes list as described above):

Enter its default value and press "Create":

New default client tax2.jpg

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 individual sets creation, 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:

Taxes menu DV.jpg

Then press the "Add default tax" button:

VTS add default tax.jpg

Select the tax name from the drop-down list (first, it should be created in: Settings=>Taxes=>Taxes list as described above):

Enter its default value and press "Create":

VTS tax name choosing2.jpg

The new tax will appear in the default vendors taxes set.

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 individual sets creation, please see the Custom taxes set for individual vendor section.

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Settings=>Integrations

Sett integrations menu.jpg

This menu screen contains two 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:

Sett integrations ProZ.jpg

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.

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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:

Sett integrations SmartCat.jpg

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.


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Users

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

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

Users menu.jpg

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

Users list

Users menu users list.jpg

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

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

Users page.jpg

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

New user en save.jpg

After pressing the "Save" button, the user will be sent an invitation email and will be able to complete the account creation.

For more info, please see the Create user page.

Note: Use the "User groups" box to select the group to relate your users to. This will define the user’s access rights.

On the Users page, you can also Update user information.

Alternatively, users can be added by clicking the New user menu.

For more info, please read the section below.

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New user

Use this menu to add a new account user:

Users menu New user.jpg

For more information on how to add users, please see the Create user page.

Access rights

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

Users menu access.jpg

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:

Clients menu new cl.jpg

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

Clients menu Cl list.jpg

Then press the "New client" button:

New client button.jpg

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:

New client general info section.jpg

  • 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:

New client primary user section.jpg

Press "Save" to display the client entry.

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

Client profile.jpg

On the General info tab you may view, update client info, or "Delete" the client.

Note: You can’t delete clients involved into recorded projects, invoices or payments.

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.jpg

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

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 and delete files related to the client.

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:

Clients import from xls.jpg

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:

Clients export to xls.jpg

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 menu new v.jpg

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

Vendors menu V list.jpg

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 profile action buttons.jpg

On the General info tab you may view, update vendor info, resend invitation, or delete a vendor.

Note: You can’t delete vendors involved into recorded jobs, invoices or payments.

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

Client default settings.jpg

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

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 and delete files related to the vendor.

Note: If your vendor has ProZ.com account with the same email as in Protemos, the system will display the link to that account 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.


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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:

New quote button.jpg

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

New quote page.jpg

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

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

Quote buttons.jpg

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.
  • Download as PDF: pressing this button downloads the quote in PDF format.
  • Clone: you may clone the quote by pressing this button.
  • Update: opens the Update quote page on which you can edit the quote.
  • Delete: deletes the quote.

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

Files section

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

Qoute files section.jpg

CAT logs section

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

Quote upload Cat section.jpg

Receivables section

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

Quote res section.jpg

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.

Qoute send butt.jpg

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 proj.jpg

Or you may go to Projects=>Projects list:

Projects menu proj list.jpg

Then press the "New project" button:

New proj butt.jpg

In both cases, it will open the New project page

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

Project creation page.jpg


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

Proj tabs.jpg

Project input files

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

To do so, go to the Files tab and upload the needed files by pressing the "Add project input files" button:

Proj inp files.jpg

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:

Proj new rec button.jpg

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

New receivable base.jpg

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

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

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

Enter the volume of work, price, and, if needed, extra charge and discount for the client:

UBased receivable.jpg

Enter the purchase order number sent from the client in the PO number box. If the client has not provided such number, you may leave this box unfilled.

Check the "All prices" option to add a tariff for this client to the database. It will be displayed next time you enter a similar order.

Cl relevant prices.jpg

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.

To do so, go to the Cat logs tab and press the "Upload CAT log" button:

Proj upload cat log.jpg

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:

Proj add job button.jpg

Job input files

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

Select job input file.jpg

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

Add job page.jpg

Then press the "Create" button.


10. Next, the job screen will be displayed:

Job page.jpg

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":

New payable but.jpg

Then select the base:

New payable bases.jpg

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":

Add UB payable.jpg

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:

Start job.jpg

The vendor will receive the notification by email that he has been assigned the job, log in and collect the files.

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

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

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Job output files

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

Job output files.jpg


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

Accept job button.jpg


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


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

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

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

Select file for another job.jpg

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, you can start delivering the project.

You may upload vendors' files to the system.

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

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

Jobs output files.jpg

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


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

Project output files add butt.jpg


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

Project output files download.jpg


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

Project page complete button2.jpg

Congratulations! You have completed the project.

Note 1: The number of projects in your system will be increasing with time, so you won’t want all of them to be displayed. Set up how projects are displayed in the list using Filters.

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

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

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:

Proj temp menu.jpg

Or you may go to Projects=>Projects list:

Projects menu proj list.jpg

And then press the "Templates" button:

Project page templates button.jpg

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


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Projects=>CAT log templates

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

Projects CAT logs.jpg

Here you can add or update templates:

bprder

"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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Clients prices

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

Client prices menu.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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Create invoices for clients and control their payment

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

CM receivables.jpg

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

Invoice client receivable.jpg

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

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

Client invoice details section new.jpg

In this section you can do the following:

Send - opens the Send client invoice 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 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 taxes, edit or delete displayed ones by pressing corresponding buttons:

Cl inv tax sect.jpg

For more info, please see the Taxes page.

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 Remove and add receivables page.

Client invoice linked payments section

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

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.

Clients payments

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

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

1. Go to the Clients=>Payments menu:

Clients Payments menu.jpg

It will bring you to the Client payments page.

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

Client new payment button.jpg

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 Client payment creation page.

Clients invoices list

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

FMC invoices.jpg

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

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

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Vendors prices

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

Menu vendors prices.jpg

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.

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Invoices from vendors and payment control

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

1. Go to the Finances=>Vendors=>Job payables menu:

FMV job payables.jpg

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:

Vendor payable list invoice selected.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, send it to the vendor by email and open its page.

For more info on vendor invoices, please see the Vendor invoice creation page.

The Vendor invoice page consists of the following sections:

Vendor invoice details section

VI action buttons.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 don't define any tax values for the vendor.

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

Vendor invoice taxes section.jpg

For more info, please see the Taxes page.

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 Adding and removing payables page.

Vendor invoice linked payments section

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

VIV linked payment creation n.jpg

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

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

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

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

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

Vendors payments

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

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

1. Go to the Finances=>Vendors=>Payments menu:

FMV 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 payment to vendor view.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.

Vendors invoices list

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

FMV invoices.jpg

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

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Filters

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

Let’s take the Projects page as an example:

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

Top panel menu projects.jpg

The following filters are provided for that list:

Projects filter plus.jpg

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:

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:

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:

Reports general finances.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 menu managers.jpg

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 menu clients by project balances.jpg

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 menu clients income by invoices.jpg

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 menu clients inc by payments.jpg

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 menu vendors exp by invoices.jpg

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 menu vendors exp by payments.jpg

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 menu languages by project balances.jpg

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 menu services.jpg

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:

Project page export to excel button.jpg


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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