Page Comparison

Prerequisites 

Before you can start receiving the benefits of the Vendor app, you need to make some changes to your environment in the Project Management app. Before you do so, please ensure the following steps have been completed in Vendor. 

Overview

With the Vendor application, organizations can access cost detail reports and invoices, as well as manage vendor information. In TMS, a vendor is a language service provider (LSP).

This page shows how organizations can set up additional settings in the Project Management application to maximize the features of the Vendor app.

Prerequisites

The following are prerequisites that have to be completed before adjustments are made to the Project Management app:

• Select the currency that will be used

Project Management App

• to manage finances in TMS. 
  Contact support@lingotek.com to select a currency.

• Select a vendor for a workflow phase.
  Contact our Client Success team to start linking a vendor to your organization.

• Be assigned a rate chart. Your selected vendors are in charge of creating and maintaining rate charts which will be used for billing purposes in the future. Rate charts are accessible on the Rate Charts page.

Enable financial management

After completing the prerequisites, you can now set up additional features in the Project Management and Vendor applications. Workflow Changes

Add changes to your workflow

If you have not created any workflows, use the documentation to create some workflowsfollow the steps on Workflow Templates to create a workflow. Note that to generate costs, the Vendor Management app requires your workflow workflows to include a a Leverage TM phase to generate costs. 

.

Make changes to the TM Leverage

Image Removed

phase

To make the changes to TM Leverage, follow these steps:

1. On the Projects page, select a project.

2. When the Project Summary page opens, click the Project Workflow tab, and then click the Leverage TM phase.

3. In the Rules section, click the Add Rule option to add a workflow rule with the following specifications:

   • Condition: leverage translation memory process completes

   • Action

   -

   • : generate

   a

   • quote

   . 

   Adding Vendors

   Any language pairs that will be completed by an LSP should have a vendor assigned. First, assign your default vendor and default billable status. For Custom Phases only, you also specify if time spent should be used to populate the billable hours of a phase. 
   Image Removedtip

4. Click Save.

Image Added

Adjust billing details

To adjust the billing details of human translation and custom phases of a project, follow these steps:

1. On the Projects page, select a project.

2. When the Project Summary page opens, click the Project Workflow tab, and then select either a custom phase or a human translation phase.

3. Set up the following information:

   • Default vendor - Select the applicable vendor.

   • Default billable - Select the billable status.

   • Use time spent for billable hours - Select either of the following:

     • Yes - Select Yes to use the time that was spent in completing the phase. The time is based on the recorded time in the Workbench app.

     • No - Select No to enter the billable hours manually when the phase is marked as complete.

   • Allow task check-out - Select Yes to allow task check-out for the applicable workflow phase.

   • Assignments - In this section, set up the language pairs and their applicable billing details.
     Note: If you select No Vendor Assigned from the Default vendor list and your target vendor is Default Vendor, that target will have no assigned vendor.

     Image Added

Assign vendors to each language pair in the Workflow as desired. Use the default value in the dropdown to match your default vendor and default billable status. For Custom Phases only, you can also decide for each language pair if you want to use the time spent for the billable hours of a phase, or simply have them reference the default setting. 
Image Removed

Mark phases invoiceable

Mark phases as invoiceable

The system automatically scans workflow phases that are invoiceable to include them in an Invoice, which you can find in the Vendor app. Note that only billable phases can be marked as invoiceable

.

Phases are invoiceable in

two ways

:

• When the document

• that belongs to

• a phase has reached completion status.

• When a billable phase is completed.

To mark phases as invoiceable, use the following rules on the Project Summary page:

• mark phase as invoiceable

• mark all previous billable phases as invoiceable

• mark all billable phases as invoiceable

Review quotes in the Project Management app

Amount Column

For your convenience, you will receive an estimate of the costs for phases, targets, and documents in the Project application.

You can review a quote for a document in the Amount column of the Documents tab.

Take note of the following details:

• To view the quote in the Amount column, make sure to configure your columns in the document and targets list.

• Custom phases will display the quoted cost using the quote settings in the matched rate chart. Those costs will be updated when the linguist or project manager enters the billable hours

• Configure your columns in the document and targets list to view the Amount column.

• If you hover over cost estimateson a quote, you will see the cost information broken down by translation cost and project management fees. 

  Image Removed

• Once the a vendor runs a final invoice report, the phases, targets, and documents in the report will be marked and Invoicedand invoiced. The amount in the Cost column becomes bold and shows the final cost of the documents, targets, and phases. 

Image Added

Edit

vendor assignments

You can make changes to vendor assignments on phases in a project workflow phase after documents have been are uploaded by accessing to the targets tab. 

Select the vendor assignment on the phase row you want to edit. 

system.

To edit vendor assignments in the Project app, follow these steps:

1. On the Project Summary page, click the Documents tab, and then click the target in the Targets column of the applicable document.

Image Added

1. When the Targets tab opens, click the vendor in the Vendor column to open the Vendor Assignment window.

2. In Vendor Assignment, select the vendor you want to assign the phase to, and then click Apply.

Image Added

Take note of the following details:

Vendor assignments that are not eligible for changes will not be selectable. 

Use the dropdowns to change or remove the vendor assigned to the phase and to determine whether or not it the phase should be billable. 
Image Removed