Introduction 2. Creating an Invoice 3. How quickly will I receive payments once I have submitted an invoice? 6. Previous Payments 6

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2 Introduction 2 Invoicing using MultiTrans. 2 Accessing the Invoices Module 2 Creating an Invoice 3 How quickly will I receive payments once I have submitted an invoice? 6 Previous Payments 6 Deduction in Payment 7 Page 1

3 Introduction This guide is designed to help you understand our process to follow to receive payment for the services you provide to Capita Translation and Interpreting. Invoicing using MultiTrans. As a user of MultiTransyou will need to create and submit an invoice via your portal. To assist you, this amount payable on the invoice will be calculated for you automatically based on the services you have accepted and completed once you have delivered a task. When you submit the invoice this is passed directly to our Finance department which will process this in line with our payment policy. If you wish to view our Terms and Conditions, please go to the My Flow module in your portal and click on the Terms and Conditions tab where you can download a copy for your reference. Accessing the Invoices Module The Invoices module can be accessed using the Invoices button on the main screen of your portal. Within this area you can create invoices for Requests you have completed, send these to Capita for payment and track the invoice status. After clicking the Invoices button you will see the screen below which will list any invoices you have previously created. If you are using this area for this first time, the page will be empty. Important note: It is your responsibility to regularly log in to your portal to create and submit the invoices through MultiTrans. The invoicing process (and therefore payment) will not start until you have submitted your invoice through the Invoices module. Please also note that UK VAT registered suppliers must provide a valid VAT certificate before VAT payments will be remitted" Page 2

4 Creating an Invoice To create a new invoice for services once completed, follow the steps below: 1. Click on the Create an Invoice button at the top left of the screen. 2. The screen will now display a list of services you have completed for Capita. Each service is displayed on a separate line, even if it is part of the same Request, as shown in the example below. Each line displays the following information: Request No. Service Completed On Invoiced Status The unique Request for which the service was carried out. The type of service provided e.g. Translation, Proofreading etc. The date and time the task was marked as completed by you (the Provider). Invoices that have been submitted will be marked with a green icon. Invoices that have not yet been submitted will be marked with a red icon. Completed tasks will be marked with a green icon. If you hover your cursor over the green status icon you will also see the date and time a task was completed. If the icon contains an i symbol, this will indicate that the completed task was sent via the Web Editor. 3. To view specific details of the task worked on, including the name of the document(s) the name of the end customer the work was carried out for and the title of the Request, click on a row displaying a service to be invoiced. 4. In order to create an invoice you need to add the service to the box on the left of the screen. To do this click on the appropriate row in the list to highlight it and click the left-facing arrow Page 3

5 button (as highlighted below). You can add multiple services from multiple Requests to the box to include all these in one invoice. You must move across one service at a time. If you have added a service to the list on the left by mistake you can remove this by highlighting it and clicking on the right-facing arrow. The service will then be returned to the list on the right. 5. If you would like to enter your own unique invoice number for accounting purposes, enter this into the Invoice Number box. If this box is left blank, MultiTrans will assign an automatically generated invoice number. 6. Once you have finished adding the services you wish to invoice to the box on the left, click the Create the invoice button. You will now see the screen below. 7. The latest invoice created will appear in the list at the top. Click on an invoice row to display specific details about the invoice. The costs listed will include a breakdown of any word count Page 4

6 analysis relating to the service where applicable. You can use the scroll bar on the right to scroll to the bottom of the invoice and view the total payment due. Click the Send button to submit this invoice to the Capita TI Finance department. 8. Once an invoice is created, you can view these at the top of the screen which displays the following information: Invoice Number Invoice Date Total Sent Authorized Paid Either the system generated invoice number or your own invoice reference if added. The date you created the invoice. The total amount due (including any taxes where applicable) If the envelope icon is red, the invoice has not yet been submitted to Capita TI. If the envelope icon is green with a tick, the invoice has been submitted to Capita TI. The invoice submitted has been reviewed and authorised by Capita TI. This column will display a currency icon showing the currency that you will be paid in. As payments are generated through a separate Capita TI payment system, please check you bank statements to confirm payment has been received. 9. You can create and save a copy of the invoice on your own computer by clicking on the Get PDF button. You will be prompted to choose a location on your computer to save the PDF to. You can download PDFs of all your invoices in one go by clicking the Export Invoice PDFs button. A pop-up box will appear as shown below: Click the Download button to download a zip file containing PDFs of all your invoices. Page 5

7 How quickly will I receive payments once I have submitted an invoice? Payments are made within 55 days once the invoice has been successfully submitted by you through MultiTrans. Capita Translation and Interpreting operate two payment runs per month on the 15th and 30th of each month (or the next working day after this date). Invoices submitted from 1st to 15th of the month will be processed for payment on the 15th of the FOLLOWING month. Invoices submitted from 16th to 31st of the month will be processed for payment on the 30th of the FOLLOWING month. Once an invoice is processed, payments are usually made within 10 days. Example: An invoice is submitted to Capita TI on the 10 th of May. The invoice will be processed for payment on the 15th of June. Payment should be received by the 25th June. Please see Section 7 (Fees and Benefits) in our Terms and Conditions. Any tasks which you have completed, but for which you have not created or submitted an invoice, will not be processed until the invoice step has been completed. Please be aware that where international bank transfer fees apply, Capita bears no responsibility to cover this. Please check with your bank to find out if you will be affected prior to submitting your invoice to us. Previous Payments At any point you can create and save a copy of invoices on your own computer by clicking on the Get PDF button. You will be prompted to choose a location on your computer to save the PDF to. You can download PDFs of all your invoices in one go by clicking the Export Invoice PDFs button. A pop-up box will appear as shown below: Click the Download button to download a zip file containing PDFs of all the invoices. Page 6

8 Deduction in Payment Capita reserves the right to make a deduction in the event of a quality issue that is reported and validated. This deduction, if appropriate, will be made to any future subsequent payment owed to you in accordance with the Attachment in the relevant Language Services Agreement (Terms and Conditions). We may also make a deduction in the event of incomplete or non-delivery of a service. Capita will communicate the extent of any deduction to you as part of the process of resolution. For further details, please refer to section 7.10 in our Terms and Conditions. To view our Terms and Conditions please go to the My Flow module in your portal and click on the Terms and Conditions tab where you can download a copy for your reference. Any complaints submitted/issues raised by you are reviewed by the Head of Vendor Management. The feedback is reviewed as part of our quality assurance process. Page 7