Working as an SDL Translation Vendor Guide for Vendors

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1 Working as an SDL Translation Vendor Guide for Vendors Copyright SDL International 2010

2 Introduction Welcome to SDL and thank you for taking the time to qualify as an SDL Translation Vendor. We have put together this simple guide to help our vendors get to know a little more about how we work, what we may ask of you, and guidance on fundamentals like submitting invoices for work you undertake for us, and how to track payment Copyright SDL International 2010 Version 1.0, Author: Peter Dann, SDL Vendor Manager 1

3 Contents INTRODUCTION... 1 HOW SDL IS ORGANISED... 3 WHO YOU MAY BE IN TOUCH WITH IN SDL... 3 THINGS WE MAY ENGAGE YOU TO DO... 4 TRANSLATION... 4 REVIEW... 4 OTHER THINGS WE MAY ENGAGE YOU TO DO... 4 ACT AS A LEAD TRANSLATOR... 4 LSO (LINGUISTIC SIGN-OFF)... 4 TRANSLATE TERMLIST... 5 ALIGNMENT... 5 SOFTWARE TESTING... 5 LINGUISTIC ADVISING... 6 POST-EDITING... 6 QUALITY EVALUATIONS... 7 DOCUMENTS WE LL ASK YOU TO COMPLETE AND RETURN TO US... 7 SDL FREELANCE CONTRACT... 7 MDS (MATERIAL DELIVERY SHEET)... 7 WHAT HAPPENS WHEN WE ALLOCATE YOU A PROJECT... 8 CONFIRMING YOUR INTEREST IN WORK OFFERED... 8 PROJECT HANDOFF... 8 KICKOFF CALL... 8 STYLE GUIDES, REFERENCE MATERIAL... 8 QUERIES ARISING DURING YOUR TRANSLATION... 9 QUALITY - SDL TRANSLATION PROCESS RULES DEADLINES FOR COMPLETION AND DELIVERY OUR PROJECT PROCESS UNDERTAKING PROJECTS VIA TMS (TRANSLATION MANAGEMENT SYSTEM) SDL TRADOS AUTOMATIC UPDATING OF YOUR TRANSLATION VENDOR DATABASE RECORD TO INDICATE SDL TRADOS SOFTWARE OWNED (SDL VENDOR PORTAL) SDL TRADOS SUPPORT YOUR AVAILABILITY UPDATING YOUR RECORD IN OUR TRANSLATION VENDOR DATABASE (SDL VENDOR PORTAL) PURCHASE ORDERS APPROVAL OF PURCHASE ORDERS FOR PAYMENT CHECKING PAYMENT STATUS VIA THE SDL VENDOR PORTAL SUBMITTING INVOICES FOR WORK YOU UNDERTAKE FOR US OTHER INFORMATION ABOUT INVOICING HOW WE MAKE PAYMENTS, TRACKING PAYMENT FURTHER INFORMATION? Copyright SDL International 2010 Version 1.0, Author: Peter Dann, SDL Vendor Manager 2

4 How SDL is organised A little bit about how we are organised: SDL is a UK company with its headquarters in Maidenhead UK, and has offices worldwide: both Multilingual Divisions and in-country Network Offices, with extensive teams of professional project management and translation staff. Project teams arrange translations with a combination of our in-house translators and qualified SDL translation vendors as appropriate. SDL standard quality procedure for translations involves translation and separate review we may ask you to undertake either role on a project. Who you may be in touch with in SDL Your initial contact with us will likely have been with our central Vendor Team, based at our headquarters in the UK, or with the respective Vendor Coordinator from one of our Network Offices. The Vendor Team and Coordinators deal with recruitment and long-term management of our translation vendors, and their records on our central Translation Vendor Database. If you translate into one of our in-house languages, where we have suitable work to offer you, you ll likely be contacted by one of our Lead Translators. Our Network Office Lead Translators are responsible for the end quality of the translation within the Network Office, they head-up a team of in-house translators and are the ones to select which of our vendors may be suitable to use on a given project. The Lead Translator will usually be your contact for the duration of the project. If you handle one of our external languages, if we have work to offer, once the project is underway, you will be in contact with the Project Manager or Project Coordinator assigned to the project. Our Project Managers and Project Coordinators are usually dedicated to specific client accounts. Occasionally you may be in contact with a Translation Manager from one of our offices Translation Managers have overall responsibility for translation quality within a Division or Network Office they will normally only be in contact with vendors directly if there are specific queries or issues to be resolved. Copyright SDL International 2010 Version 1.0, Author: Peter Dann, SDL Vendor Manager 3

5 Things we may engage you to do All our vendors will be familiar with the task of translation itself and what this involves (though please do refer to the Guide to Rate Types document (accessible here: for details of what we expect from vendors when translating different types of document), but here are a couple of important points that we ask you to bear in mind: Translation It might seem obvious, but when we offer you a translation project, we ll expect you to look carefully at the files and to check that you are comfortable with it at the outset when you accept the project. A brief word on quality: as mentioned above, our standard procedure involves translation and a separate review however, we will expect the quality of translations you deliver to us to be of a standard that can be sent directly to a client our review process should not be considered a safety net - it is a step intended to take the translation to the highest level we can before we pass it to our customer. You must be certain of any terminology in your translation and research it thoroughly before delivery to SDL. We ll also expect you to carry out the QA, Spelling & Grammar and Number checks (more on this further on in this document) on every translation you deliver these will help you ensure that your translation is error-free. Review We may engage you to undertake the Review of a translation carried out by another translator (especially for external SDL languages). Note that where we allocate Review work, this consists of both proofreading for any errors and implementing the necessary corrections to rectify those errors, shortcomings in style, etc., not just identifying points requiring attention. Other things we may engage you to do There are other important project-related tasks which we may contact you to undertake too, with which you may be less familiar so here you ll find a brief explanation of these Act as a Lead Translator We may occasionally invite you to take on the role of freelance Lead Translator on a project this will ordinarily only be for external SDL languages. If you accept work we offer as a Lead Translator on one of our projects, what we ll be looking for from you is consistency that means that, where possible, we ll also want you to take on future projects for the same client that may arise going forward. We realize that this is not always possible, but where our teams approach you to act as Lead Translator on one of our accounts please bear this in mind, and let us know if you have doubts about your availability to take on any future projects on that account. LSO (Linguistic Sign-off) Texts we translate are often destined for publication in hard copy as instruction manuals, brochures, leaflets, etc., or as websites, and therefore, once the translation has been completed and finalized, it has to be assembled in the relevant final format - our DTP (DeskTop Publishing) team lay out the translation for hard copy documents, and our Engineers assemble the text in its appropriate HTML format for websites. Following assembly, we need to ensure that no errors or issues have been introduced by this process, such as corruption of accents, words truncated, and spot any instances of text that hasn t been localized where it should have been. Copyright SDL International 2010 Version 1.0, Author: Peter Dann, SDL Vendor Manager 4

6 This process is called LSO, or Linguistic Sign-off and we may engage you to undertake this task. For DTPd materials, you will be provided with PDF versions of the laid-out translated material (and of the corresponding original source language document) any corrections to be made should be indicated using annotations in Adobe Acrobat Reader. For websites, you will normally be given access to check the website itself, and will follow a Test Case provided by the client this dictates the order in which you progress through the pages and options of the website. Any issues/errors should be highlighted on the PDFs (screen-shots are taken in the case of websites) and these returned to SDL. Normally we will ask the translators involved in the original translation to undertake the associated LSO task. Translate TermList At the outset of a project we may engage you to translate the terminology list or TermList this is a glossary of terms that will be commonly used in the upcoming translations for the account. When the termlist has been translated it is sent to the client for approval. Alignment Where a new client has legacy translated material that is not in CAT format (may be in MS Word format, for example), when the files are transferred into SDL Trados, the segments must be manually checked for correct alignment ensuring that the source and target segments are correctly aligned so that the right source parts appear side-by-side with the right translated parts so that we can create translation memories from the material. From time to time we may engage you to undertake this task. Software Testing Usually carried out on-site at an SDL office (for some projects, testing can be done remotely, or may occasionally be performed at a client location), we may ask if you would like to be involved in the testing of software we have localized. This involves working through all functions and options of the localized software, according to a Test Case provided by the client this dictates the order in which you progress through the functions: Copyright SDL International 2010 Version 1.0, Author: Peter Dann, SDL Vendor Manager 5

7 Any issues (target language text not fitting in the allotted space, on buttons, for example), or errors (functions not working in the localized version) are noted on the Bug Report for rectification (this may either be in database form or in the form of a spreadsheet): Linguistic Advising At SDL we have our own multimedia studios where we regularly undertake audio recordings of promotional material, computer-based training courses and computer game dialogue that we have localized for our clients. Professional voice artists are selected for the various language recordings required. Where we ask you to translate or review this type of material, we may also engage you to undertake the Linguistic Advisor role when the translated script is recorded. This involves coming on-site and sitting-in on the recording, to check for any mispronunciations and resolve any linguistic queries from the voice artist or director during the recording. Post-editing For selected clients we undertake their translations using our KBTS (Knowledge-Based Translation System). This system, integrated with SDL Trados CAT (Computer Aided Translation) tools, uses translation memories, terminology databases and constantly updated customised dictionaries to generate automated translations (sometimes referred to as machine translations). These translations are then refined by human translators this process is called post-editing. The advantage of the post-editing method is very high throughput of content translators experienced with post-editing can turnover significantly higher volumes on a daily basis than would be possible through traditional translation, and the system actually learns, with increased quality of the automated translation output, the more content for a given client flows through the system. Copyright SDL International 2010 Version 1.0, Author: Peter Dann, SDL Vendor Manager 6

8 Quality Evaluations We carry out quality evaluations of selected samples, in order to gauge the quality levels of translations. We may ask you to perform a quality evaluation for us on a translated sample that you have not worked on, using our standard scorecard to record the results. Documents we ll ask you to complete and return to us When you first qualify as an SDL vendor, and when you undertake tasks for us, there are documents that we ll need you to complete and return to us: SDL Freelance Contract Upon qualifying as an SDL external translation vendor, you will have been asked to sign the SDL Freelance Contract. This same contract is signed by all our translation vendors we cannot work with vendors unless they have signed this contract. In brief, this contract outlines the relationship between yourself and SDL, and your responsibilities to undertake translation, review or other tasks we assign to you to a high level of quality, to deliver them fully checked, within the agreed delivery deadline. It also details obligations regarding nondisclosure of confidential information. The obligations in the contract reflect obligations by which we, in turn, are bound with our clients. The contract also covers our undertaking to arrange payment to you for the work done in accordance with the Purchase Order (Purchase Orders you receive are in effect appendices to the contract), however, note that the contract also provides for the possibility of withholding payment for work that is delivered late, or is not delivered, or which is of poor quality. As mentioned, the high quality and timeliness of work you deliver to SDL is essential in order to maintain our position as a leading localization provider, and in turn as a leading work-giver, and our clients depend on us to deliver this high quality with every project. MDS (Material Delivery Sheet) When you undertake a translation for us, we will ask you to complete relevant parts of the relevant MDS or Material Delivery Sheet. This important document is effectively a quality checklist that certifies that each member of the team involved in a project at each stage has carried out everything required for the completion of that task (it may also include specific requirements stipulated by the client in some cases). You ll ordinarily receive this form when we send you the materials to translate (or review), or with which to carry out any other task we may allocate you, and it must be completed and returned to SDL with your delivery. Material Delivery Sheets are an integral part of our ISO quality system, and our project teams will come back to you for these if they are not submitted with your delivery. Copyright SDL International 2010 Version 1.0, Author: Peter Dann, SDL Vendor Manager 7

9 Consult your SDL project manager or project coordinator if you have any questions about how to complete the form. What happens when we allocate you a project When we have work to outsource, our project teams may contact you by phone, or by to inform you about the work on offer. In some cases, especially where work is urgent, project teams may contact several translators with a relevant profile simultaneously to offer the work. Confirming your interest in work offered Where we contact you to offer a project, please make efforts to respond as promptly as you can, to confirm your availability to take on the work, or to decline it. Urgent projects especially will be allocated to the first suitable vendor who confirms they can accept the work. Some of our vendors arrange for their s to divert to handheld devices when they are out and about, or make a point of activating their out of office messages with details of how they can be contacted and keeping them up-to-date, which increase the chances of us being able to successfully allocate work. Project Handoff When the project begins and is allocated to the respective translators that will be undertaking the work, we call this the Project Handoff. When we have offered you work, and you have confirmed that you can take it on, your project contact will send you the necessary files (or direct you to an FTP where they are to be downloaded), instructions and reference material where available. You will also be issued with a Purchase Order detailing the work allocated (further information about Purchase Orders can be found further on in this document). Kickoff Call For some larger projects the project team may organize a kickoff call, to which you may be invited if you will be undertaking translations for the project. The kickoff call is used to go through and expand upon the requirements of the project as described in the Project Briefing, to ensure that the whole team (including external freelance translators) that will be involved in the work is clear on what is required of them, and any initial questions are addressed. If you are invited to participate in a kickoff call, please make every effort to join the call, as we value the input of all members of the team involved in our projects. Style Guides, Reference Material We have standard SDL Style Guides for many languages, which confirm standard grammatical rules to be followed, and where available, you will be provided with the relevant Style Guide for your language when you first join us as an SDL vendor. For certain projects we may also provide you with a Style Guide specific to the client in question, which dictates how certain terminological and grammatical aspects should be handled for that client throughout the translation. You may also be provided with reference material appropriate to the project, supplied by the client. It is important to ensure that the terminology in your translation corresponds to the reference material where this has been Copyright SDL International 2010 Version 1.0, Author: Peter Dann, SDL Vendor Manager 8

10 specified. Please always read thoroughly any reference material supplied as it will maximize your understanding of the material to be translated. Queries arising during your translation We expect our professional translators to carry out thorough research as they translate, to ensure accurate translation of the material in question. Nevertheless, should you encounter specific issues or ambiguities in the text for translation which you are unable to resolve through your research, we have an established query procedure, which should be followed. In most cases, and for larger projects especially, you will be provided with a query template at start of the project, into which details of any such issues should be entered. When entering queries in the document, please ensure that your query makes reference to both the location in the source document and the.itd or.sdlxliff file segment, and is worded clearly and with an appropriate tone (bear in mind that the query document will be passed on to the end-client see below). The document should be returned to your specified SDL project contact (e.g. project manager/project coordinator/lead translator) should any queries arise, well in advance of the delivery deadline. Our project teams will make every effort to respond to you with solutions to any queries that can be resolved centrally within SDL queries requiring outside clarification will be passed to the client, and wherever possible we ll deliver the responses back to you in time for you to incorporate them before your delivery deadline (this is of course subject to responsiveness of the client, however). Note that queries should not be sent only with the delivery of the translation to the project team at the delivery deadline this rules out any possibility of resolving such issues within the time allocated for completion of the work. Where you are coming across multiple queries that require input mid-project, please try to send the query document with your queries batched together no more than once daily. Copyright SDL International 2010 Version 1.0, Author: Peter Dann, SDL Vendor Manager 9

11 Quality - SDL Translation Process Rules SDL has built up its reputation as a leading provider of localization services to hundreds of blue-chip clients worldwide by delivering the translations our clients need, on time, with top quality. We achieve this through our efficient processes and careful quality procedures and thanks to the dedication, professionalism and attention to detail of our translation teams. We consider our external freelance translators as an integral part of our team and seek and expect the same dedication from them when it comes to delivering quality work. Specifically, we rely on our freelance translators to produce professional translations, thoroughly researched, and fully checked in accordance with our QA, Spelling & Grammar and Number Check Translation Process Rules. These rules are intended to prevent errors at source, and primarily take the form of checks which are run via the quality assurance tools and features built into SDL Trados translation software used on SDL projects. You should make yourself fully familiar with these procedures by viewing the presentation which you can access at: If you also/alternatively undertake Review assignments for SDL, please refer to the following presentation too, which details the Translation Process Rules applying to Review: Certain of our Network Offices may provide translators with versions of these procedures tailored to the particular language(s) they handle where you are provided with such language-specific versions of these procedures, please refer to the language-specific versions in the first instance instead. Deadlines for completion and delivery When you are allocated a project by SDL you will be advised of the deadline by which you must complete and deliver the work, appropriately checked (in some cases, for larger projects, delivery may be in stages, with phased deadlines). These deadlines are not moveable and we expect all our freelance translators to appreciate the importance of adhering to the specified deadline, and the impact that missed deadlines and late deliveries have on the project these can lead to imposition of financial penalties on SDL by the client (which may be passed on to the vendor) and can ultimately jeopardize the whole relationship with the client. Should you exceptionally encounter any unexpected event or issue that means there is a risk you won t be able to meet the specified delivery deadline, we will expect you to notify us straight away, giving our project teams as much notice as possible so that they can take any steps they can to minimize the impact on the project schedule. There are many stages involved in a typical localization project, and therefore the knock-on effects of a late delivery at any stage in the process can be very serious. To illustrate this, let s take a brief look at the typical project process Copyright SDL International 2010 Version 1.0, Author: Peter Dann, SDL Vendor Manager 10

12 Our project process This is a simplified illustration of the various key stages involved in a localization project. The process can involve the scheduling of significant numbers of in-house staff and vendors, and also client resources, such as client reviewers, and our projects always involve multiple languages (sometimes as many as 60). Impact of unexpected schedule changes on client resources in particular can be very damaging to the relationship with the client. In addition to the stages of our own process mentioned above, once delivery has been made to the client, it may then be scheduled by them for printing as e.g. a manual, or a brochure, or release as marketing material as a key part of a promotional campaign, and any delay in our delivery can have serious implications for the client s intended use of the material. Undertaking projects via TMS (Translation Management System) TMS is a system employed on a number of our project accounts, which streamlines and automates some of the project management process. The system can contact pre-selected vendors to alert them about the work, prepare the files for translation and apply translation memories, and dispatch files to the selected translators. For translators, TMS is accessed via the web, and translation can be carried out online within the system, or locally, offline. When you have completed your translation (or review) task, you upload the files(s) to TMS, and the system then passes the files through to the next stage of the localization process. Where you are asked to start working via TMS, your project manager will direct you to more detailed information about handling projects with the system. Copyright SDL International 2010 Version 1.0, Author: Peter Dann, SDL Vendor Manager 11

13 SDL Trados The majority of SDL projects are handled with SDL Trados CAT (Computer Aided Translation) software, such as SDL Trados 2007 and the new SDL Trados Studio. You ll need to be equipped with your own licence of the appropriate software to handle translations to be undertaken in SDL Trados. You can find out more about SDL Trados at: We are able to offer registered SDL vendors discounted prices on new licences and upgrades from older versions. You can see full details of special pricing currently available by logging-in to the SDL Vendor Portal at: Information on which version of SDL Trados you have is included in your record in our central Translation Vendor Database so that SDL project teams can easily see which vendors have the necessary software for a particular project to be outsourced. Automatic updating of your Translation Vendor Database record to indicate SDL Trados software owned (SDL Vendor Portal) Our Translation Vendor Database automatically updates translator records with details of SDL Trados software owned, via a connection with the OOS (Online Ordering System) database of the SDL Trados Technologies division of SDL. However, to ensure that your SDL Trados software is listed in your record you ll need to link your OOS account with the record. To do this: Log-in to the SDL Vendor Portal at: with your unique vendor ID - if you need a reminder of your password, please click "Forgot your Password?" and your password will be ed to your registered address Click on "Product Discounts" on the top menu bar Enter the relevant address and password of your OOS account under which you purchased your SDL Trados software - if you need a reminder of the password, please click "Forgot your Password?" and your password will be ed to your registered address Click "Link Accounts" to link your OOS account to your Translation Vendor Database record. This will also ensure that your Database record always automatically shows the correct SDL Trados version you own, even if you upgrade. SDL Trados Support Should you have any questions about use of your SDL Trados software, you ll need to consult the SDL Trados Solution Finder and Knowledge Base at: There you can view extensive information which can help resolve common queries and you can also submit a Support Request ("logging a Support Case") if necessary (regarding download, licensing and installation). SDL Trados will typically respond to all Support Requests within 3 days of their submission and provide support for download, licensing and installation issues. However, note that support on other issues requires a PSMA (Premium Software Maintenance Agreement) - details can be found at: Importantly, PSMA holders also benefit from free upgrades of their SDL Trados software for the duration of the PSMA. We are able to offer registered SDL vendors discounted prices on PSMAs too again, please log-in to the SDL Vendor Portal for full details and pricing. Copyright SDL International 2010 Version 1.0, Author: Peter Dann, SDL Vendor Manager 12

14 Your availability updating your record in our Translation Vendor Database (SDL Vendor Portal) By logging-in to the SDL Vendor Portal at: you can update your Database record with details of periods when you ll be unavailable for SDL projects, or when your availability will be limited. When you become an SDL freelance translator, you ll receive logins for the Portal, consisting of your unique Vendor ID and a password (a reminder of your logins can be obtained by clicking Forgot your password? from the main Portal page). Dates you enter in the calendar via the Portal will be visible to our project teams worldwide so they can take your availability into account when shortlisting suitable vendors for projects to be outsourced: You can also indicate temporary periods of partial availability with a percentage: We encourage you to make a habit of updating your record with any such dates when you will be unavailable throughout the year, though this information is particularly vital to us at peak times such as national holiday periods. For full details of the availability function and other Portal features, download the Vendor Portal User Guide from the main Portal page above. It is also available here: Copyright SDL International 2010 Version 1.0, Author: Peter Dann, SDL Vendor Manager 13

15 Purchase Orders When we allocate you work, we will issue you with a Purchase Order, describing the basic details and scope of the work, and the deadline(s). Here s an example: Deliverables: us to you what we ll provide you with in order to undertake the project; you to us what we ll expect you to deliver Purchase Order number, your Vendor ID number (unique alphanumeric code beginning with P) and SDL Project Code Operations required: the work we re engaging you to do, and associated tasks that must be completed, including obligatory QA checks Detail of work ordered: breakdown of words (sometimes hours) of the work in question and the corresponding agreed new word, fuzzy match and any other rates for each Activity Schedule: the start date and delivery deadline(s) for the work allocated Notes: details of standard payment terms of the SDL office issuing the Purchase Order, and /postal address for submission of corresponding invoice Payment: total payable amount for the work allocated, any interim payment amounts if payment is to be staged (e.g. for larger jobs) Copyright SDL International 2010 Version 1.0, Author: Peter Dann, SDL Vendor Manager 14

16 Please note that you may occasionally experience a slight delay with receipt of your Purchase Order, since certain Purchase Orders, depending on size or particular account, are subject to additional sign-off by a more senior SDL manager. Please always ensure that you read the Purchase Order carefully and in full, as it contains important information regarding the project work, and may contain instructions to be followed, additional to any which you may have received by . Approval of Purchase Orders for payment checking payment status via the SDL Vendor Portal Via the Vendor Portal you can view in calendar format all projects allocated to you, and you can also view details of the corresponding Projects and their Purchase Orders and associated delivery/payment statuses: In SDL, once projects are delivered by our external freelance translators, there is an approval process for the Purchase Order, whereby the payment of associated invoices is subject to authorization by the project manager who issued the Purchase Order. Note that in some cases, payment authorization cannot be made by the project manager until any associated Review of the translation has also been completed (a task which may require several days for large projects). From the Portal you can easily see when the Payment Authorization for a project you ve completed has been made, indicating that you should submit your invoice (invoices should not be submitted until status shows as Payment Authorised ). Submitting invoices for work you undertake for us When you have undertaken work for us, you ll need to submit an invoice for the work so we can arrange payment. Your invoice must include: Your full name, address and phone, contact details Any other company name or invoice name The date the invoice is being submitted Your unique Vendor ID, as it appears on the Purchase Order The Purchase Order number, as it appears on the Purchase Order The SDL Project Code for the work in question, as it appears on the Purchase Order The date the work was delivered The total amount for which you are invoicing SDL for the work in question, as it appears on the Purchase Order Copyright SDL International 2010 Version 1.0, Author: Peter Dann, SDL Vendor Manager 15

17 All invoices must also include full bank details: Account number Beneficiary name Bank name and address SWIFT code and IBAN number Routing/ABA number if an intermediary bank is used (your bank will be able to supply you with these details) Please ensure that bank details included on invoices are complete and accurate. Any errors will cause the payment to be rejected by the bank. Providing correct details will help to ensure that payment reaches you as quickly as possible. Your invoice must be submitted to the specific SDL office from which you received the work. It should be submitted by or post to the relevant Accounts Payable Department address specified at the bottom of the Purchase Order. Other information about invoicing If you have undertaken several projects for the same SDL office, for which you need to invoice SDL, you should include these together on one single invoice, however, the amounts for each separate project must be brokendown and specified clearly on the invoice next to the corresponding Purchase Order number. Grouping invoice amounts together in this way and submitting them, e.g. on a monthly basis, if you undertake regular work for SDL, can help minimize your bank charges. Work done for different SDL offices cannot be invoiced on the same invoice invoices must be sent to the correct SDL office. Do not mix amounts in different currencies on one invoice. Invoices should not be submitted for partial amounts unless agreed in advance with the SDL project manager and a staged payment schedule appears on the Purchase Order. How we make payments, tracking payment Processing of invoices and payments are handled by our Accounts Payable teams in the respective SDL offices. According to the standard payment terms in operation for the particular SDL office for whom you have undertaken work, your invoice will be processed for payment within the specified time period, from date of receipt of invoice by SDL (e.g. 30 days from receipt of invoice), however, note that this is subject to the payment runs organised by the office in question most offices typically carry out two payment runs per month. Most SDL offices arrange payments via bank transfer unless otherwise specified. Note that in accordance with the SDL Freelance Contract, where payments are subject to bank charges, SDL will meet only those charges levied by the originating bank. When our Accounts Payable teams have initiated payment of an invoice, the Status in the Portal will show as Payment Issued. Should you have any queries regarding payment for an invoice submitted, please get in touch with the SDL Accounts Payable team to whom you submitted the invoice for assistance. Copyright SDL International 2010 Version 1.0, Author: Peter Dann, SDL Vendor Manager 16

18 Further information? Now that you have read this guide we hope you ll have a good idea of the way we work in SDL and what to expect as an SDL vendor. If you have further questions, you can contact the SDL Vendor Team at: vendor.management.general@sdl.com Alternatively, for SDL in-house languages, you can contact the vendor coordinator in the appropriate SDL office you ll find their name and contact details when you log in to the SDL Vendor Portal. Copyright SDL International 2010 Version 1.0, Author: Peter Dann, SDL Vendor Manager 17

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