AdHoc Translation Management System (TMS) Guide Contents

Transcription

1 AdHoc Translation Management System (TMS) Guide Contents Introduction... 2 System requirements... 2 Log in... 2 Navigation... 2 Personal settings... 3 My Data edit your information... 3 Job... 4 Jobmail... 4 Job Overview... 4 Job Detailed view... 4 Get job data... 5 Delivery... 5 Invoicing... 8 Raising an invoice... 8 Invoice archive Extra info - how we select vendors for each job... 11

2 Introduction This manual is aimed at all vendors who work with AdHoc Translations via our AdHoc TMS system and outlines the essential steps in using the system, including receiving and delivering your jobs and raising invoices. This description gives you a brief overview of the work flow of a typical job. System requirements To be able to receive and deliver jobs using our TMS, all you need is the Internet Explorer (Version 6 or higher) and access to the Internet. Log in Link to TMS: You will receive your log in details upon enrolment. If you have not received this, please contact us asap. NOTE If you use the wrong password for login three times in a row, your account will automatically be locked for 24 hours. To unlock the account earlier, please contact your project manager. Navigation At the top left corner you will find all the navigation options. There are three levels: Level 1 - Top level has four categories: Home (identified by 4 squares), My Data, Orders, Invoices. Level 2 - Next level will you give the sub-options under the category like Dashboard and Settings under Home. Level 3 - The third level is white text on grey buttons and simply lets you navigate faster on the same page. You can just scroll up and down instead. Level 2 Level 1 Level 3

3 Personal settings The Home Settings tab lets you: o Change your password o Create an absence (e.g. if you are on vacation or on a large project for another client etc.) o Choose one of a range of interface colours NB: Please ignore this section: Accessibility - section 508 compliance My Data edit your information The My Data tab lets you: o Update your contact info o Create an absence (e.g. if you are on vacation or on a large project for another client etc.) o View (but not edit) your price list(s) o Enter your payment information. It is very important that you do this to be able to receive payments! o For any other information you would like to update on your profile, please contact the Vendor Manager

4 Job Jobmail After you have accepted a job from us, you will receive an assigning you this job. This jobmail is created by your project manager. The subject contains the job number and the message body contains details of the job. The jobmail is also a request to log in to TMS and download all the data required to execute the assigned job. Job Overview Under Home Dashboard, you will find an overview of your currently assigned jobs. Job Detailed view In the Home Dashboard overview page, simply left-click a specific job to go the Orders Jobs page. You will get the full overview of the key data needed for the selected job.

5 Get job data In the detailed view of the selected job, Under Source data, click. This opens the following window where you can retrieve all the files for the job: In order to save those files to your PC, right-click the file and select the Save Link As option to download the files. Once the download is complete, you can close the window and get back to the detailed view of the selected job. Delivery Select files and upload the delivery file/package.

6 NB!! It is important that once the files are uploaded you click Final delivery. If you do not click it, the job will appear as late delivery after the deadline and this is something we track our vendors on when we evaluate our coooperation. If you have agreed a staggered delivery schedule with your project manager, please click on the Partial delivery button when delivering a batch. This will notify the project manager that you have uploaded files. The Job will now appear as Delivered on your Dashboard:

7 Once the job is approved by the PM, it will appear as Approved on your Dashboard and can be invoiced. This can take 1-2 days, depending on the size of the project and delivery to the client. If you are experiencing a delay with this, please chase your PM for it or contact the Vendor Manager.

8 Invoicing Raising an invoice Once the job is approved by PM, it will appear as Approved (x) - Please create invoice on your Dashboard and can be invoiced. It cannot be invoiced before it is approved. In the Approved overview you can click on each job and check the details. This should match the PO you received for the job. If there is any issue, you will be able to see your contact for the job and contact them. To raise the invoices, please tick all the jobs in the list by selecting Select all in the drop down list and clicking ok. Once all jobs are selected, click on the Create invoice for approved jobs as in the image below.

9 NB!! If you have many Approved jobs that are up for invoicing, they may not all be displayed on the same page in the Approved list. To make sure you can select all the relevant jobs and that they all end up on the same invoice, please adjust the number of results that can be displayed on the same page. Please see the screenshot below. The number is unlimited so to make sure you include everything you can enter 1000, then press save in the bottom right corner. Now you can mark all the Approved jobs and they will all be raised in the same invoice, thus avoiding the risk of additional transfer charges for separate invoices. After the invoice is raised, you can view it and enter your own invoice number. It is obligatory to enter a number in this field; otherwise you will not be able to release it for payment. After you enter the number in the correct field, please make sure to press the Save button at the bottom right corner. Then please click the OK button next to Release invoice for checking and you are done. After that, you have the option to press the little W icon next to Invoices to save a copy of the invoice for your accounting. Now you can see the invoice in your Dashboard as Created by resource.

10 Invoice archive After the invoices are paid, they can be viewed in a searchable archive. Just go to Invoices -> Status report Payables. Then you can select a time frame for your search but you should ignore the Company code (invoice) and Status fields. Click on the invoice number to see the full invoice information along with amount and date the invoice was paid.

11 Extra info - how we select vendors for each job Before we explain the steps to accept a job, we would like to explain how we select vendors for each job. This can depend on the job, client, urgency and other factors. In general, our database works as a type of a marketplace. Your profile has the information you provided at enrolment about your areas of expertise, track of our QA checks on your jobs and your rates. The PMs then enter their critical criteria for a specific job and search the database to find the best candidates. Out of those candidates, they will approach those with the best rates first. There are times when a job is sent out to several translators via our TMS, especially if it needs to be done particularly urgently (as is often the case in our industry). Then it is given to the first vendor that can offer the best delivery time. Ultimately we want to get the job out to you, our vendors, and allow you to start as quickly as possible. If we write each vendor separately and await response (which very often takes a long while, especially as using out of office or not available replies seem to be rare among translators) this chips away at the valuable time for translation. Thus we have to send to a few translators right away. This is usually a small handful carefully selected vendors and not a mass to every single vendor we have (that can still sometimes happen if the deadline is extremely tight). Please do get back to us if you receive such an as we do not actually send it to all that many translators at a time and this is still very likely to lead to a job for you if you are able to help. The 3rd scenario is becoming approved for a specific client (or in some cases potentially the lead). This is something that will happen when you have passed certain criteria (passed QA and your rates match the budget). Unless a special rate or conditions to becoming approved on the client are relevant, you are not necessarily informed about this but you will have the PMs approaching you more frequently with jobs for that client.