Vendor user manual

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Introduction

Protemos is a project management system for translation agencies and freelancers.

Vendors of translation agencies receive and upload their jobs using this system. It is also used for recording invoices and payments.

This Vendor Manual is intended for the users registered as vendors within the translation agency accounts.

If you have your own account, please read Protemos Quick start guide.

How to add the vendor account

1. The translation agency you cooperate with adds your vendor account in the system. You receive the invitation email.

Invitation email.jpg

2. Accept the invitation by clicking the first link in the received letter. The following window appears:

Join to vendor account screen.jpg

3. Choose your own username and password and press "Submit".

4. Your account will be created.

For more info, please see our video tutorial Youtube.jpg

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How to accept invitations with ProZ.com account credentials

If you are invited as a user to Protemos, you may accept the invitation with your ProZ.com account credentials right away.

For more info, please see the Acceptance of invitations with ProZ.com account credentials section.

My profile settings

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

To do so, go to the My profile menu:

My profile menu VA.jpg

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

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Linking 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 Linking Vendor and Freelance accounts in Protemos with one ProZ.com account section.

Get started with vendor account

The two main sections that you need to focus on are My jobs and Finances:

VA main menu.jpg

My jobs will open the list of jobs assigned to you.

Finances contains financial info:

  • Receivables: the amount you earn for each job
  • Invoices: the invoices due to be paid or already paid by the translation agency
  • Payments: the payments paid by the translation agency

Receiving and uploading the jobs

1. Whenever the manager assigns you jobs via Protemos system, you will be notified by email:

VA assigned job mail.jpg

Open the link from the email (you need to log into the system).

You will see the Job page consisting of the following sections:

Job details section

In this section you can see the job conditions:

VA job details section.jpg

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

VA job progress chart.jpg

The job may have the following statuses:

Proposed to vendor – the job has been proposed to the vendor i.e. the manager has instructed the vendor to start working.

Confirmed by vendor – the vendor has confirmed that (s)he takes the job.

Completed – the vendor has delivered and completed the job.

Accepted by manager – the manager has checked the delivery and accepted it.

To get an idea how it looks from Manager’s side, please have a look at Job view page.

Receivables section

Here you can see the job volume and price:

VA receivables section.jpg

Job input files section

In this section you can download the files you need to work with:

VA job input files section.jpg

2. Make sure you accept the job conditions and confirm the job by pressing the "Confirm job" button:

VA confirm job button.jpg

3. Download the files by pressing "Download all as ZIP" and complete the job:

VA job input files download button.jpg

Job output files section

4.Having completed the job, upload the finalized files into the system by pressing the "Add output files" button on the Job output files section of the Job page:

VA job add output files.jpg

Here you can also delete the file in case you have uploaded the wrong one by mistake and then upload the correct one.

Delivering the job

5. Make sure that files with the completed job are uploaded into the system and press the "Complete job" button:

VA complete job button.jpg

Here you may also download the PO issued by your manager by pressing the "Download PO" button:

VA download PO.jpg

6. The manager will be notified by email that you have completed the job, accept it and the job will be completed.

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Invoicing

Both you and the translation agency can create invoices for the jobs completed by you.

To view the list of invoices, click the Finances menu on the top panel and choose Invoices:

VA finances invoices menu.jpg

If the translation agency creates an invoice by itself, you will be notified by email from the system asking to see if it is correct.

If the translation agency asks you to create invoices on your own, please do the following:

1. Click the Finances menu on the top panel and choose Receivables:

VA finances receivables menu.jpg

The list of the receivables will be displayed.

2. Select the amounts you want to include in the invoice and press the "Invoice selected on this page" button:

VA invoice selected.jpg

3. Your invoice will be stored in your and in the client’s database. All you have to do then is just wait for the payment.

If you would like to see the details of this invoice, go to the Invoices page and choose the respective invoice from the list by clicking the invoice code:

VA invoice code clicking.jpg

It will open the invoice page where you can see the invoice details, receivables and linked payments in the corresponding sections of the page:

VA VIV.jpg

On this page, you may also:

  • Download the invoice as PDF file by pressing the "Download as PDF" button.
  • Write off the invoice by pressing the "Write off" button.

VA VIV action buttons.jpg

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Payments

When the translation agency has entered the payment sent to you in its database, you will be notified by email.

To view all the payments sent to you, click the Finances menu on the top panel and choose Payments:

VA finances payments menu.jpg

It will bring you to the payments list:

VA payments.jpg

To see the received payment details, go to the Payments page and choose the respective payment from the list by clicking on the payment code.

It will open the payment page where you can see the payment details and linked invoices in the corresponding sections:

VA VPV.jpg

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Filters

Each page has filters you can use to display the necessary entries in the tables.

My jobs

The jobs filter looks as follows:

VA jobs filters.jpg

  • Job code: filters the jobs by a specific code.
  • Job name: filters the jobs by a specific name.
  • Statuses: filters the jobs by a specific status (Proposed to vendor, Confirmed by vendor, Declined by vendor, Completed, Rejected by manager, Accepted by manager, Canceled).
  • Start date: filters the jobs by a specific start date.
  • Deadline date: filters the jobs by a specific deadline date.
  • Primary manager: filters the jobs assigned by a specific project manager.
  • Service: filters the jobs by a specific service.
  • Language pair: filters the jobs by a specific language pair.
  • Overdue: filters the jobs that are overdue.
  • Free of charge: filters the jobs that are free of charge.
  • Chargeable without receivables: filters the jobs that are chargeable but do not have entered receivables.

Receivables

The filter looks as follows:

AV receivables filter.jpg

  • Payable code: displays only the amounts with the code containing specific characters.
  • Primary manager: displays only the client payables for the jobs added by a specific manager.
  • Job statuses: displays only the amounts for the jobs with the specified status (Draft, Proposed to vendor, Confirmed by vendor,

Declined by vendor, Completed, Rejected by manager, Accepted by manager, Canceled.

  • Job deadline date: displays only the amounts for the jobs with a specified deadline time span.
  • No invoice: displays only the client payables with no invoice.

Invoices

The filter looks as follows:

VA invoices filter.jpg

  • Code: displays only the invoices with a specific code.
  • Creation date: displays only the invoices created within a specific period of time.
  • Due date: displays the invoices with the due date within the specified date range.
  • Overdue: displays only the overdue invoices.
  • No linked payments: displays the invoices which have no linked payments.
  • Not fully covered: displays the invoices which are not fully covered by payments.

Payments

The filter looks as follows:

VA payments filter.jpg

  • Code: displays only the payments with a specific code.
  • Creation date: displays only the payments created within a specific period of time.
  • Paid at date: displays only the payments made within a specific period of time.
  • No linked invoices: displays only the payments not linked to any invoices.
  • Not fully covered: displays only the payments with the amounts not fully covered by the invoices.

Export data to excel

On every page of the Finances menu (receivables, invoices, payments) you can export the tables into xls.

To do so, press the "Export to Exel" button on the corresponding page:

VA export to xls button.jpg

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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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