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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.

You have selected

Overview

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

This page shows how organizations can set up additional settings in the Project 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. Work with your support team to configure these settings.

Select the currency that will be used

when managing your finances

Your vendor(s) have created rate charts. You can see this under the Vendor Details page, or under the Rate Chart list.

Project Management App

If the two steps above are complete, you can take a few simple steps to enable financial management

to manage finances in TMS.

You have at least one LSP listed in your Vendor Dashboard.

Tip
If you do not see any LSPs listed, or you wish to add more LSPs, please reach out to support@lingotek.com.

Assign your vendors to the desired workflow phases.
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.

info

.

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If you want to update a Project Workflow template on a project, note that existing documents will not be updated with new Vendor vendor assignments or marking mark the phase as billable. It will only apply to new documents.

Make changes to the TM Leverage

TM Phase - You must add a new workflow rule to the Leverage TM Phase.

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Condition -

phase

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

On the Projects page, select a project.
When the Project Summary page opens, click the Project Workflow tab, and then click the Leverage TM phase.
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 quote

.
Adding VendorsAny 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.

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Click Save.

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Adjust billing details

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

On the Projects page, select a project.
When the Project Summary page opens, click the Project Workflow tab, and then select either a custom phase or a human translation phase.
Set up the following information in the Settings section:
- Name - Enter the name of the phase.
- Description - Enter the description of the phase.
- Allow task check-out - Select Yes to allow task check-out for the applicable workflow phase.
- Assignments - in this table, enter the following details:
  - Source - Select the source locale or language.
  - Target - Select the target locale or language.
  - Vendor - Select the applicable vendor or language service provider.
  - Billable - Select whether the assignment is billable or not.
    If you select Default, the assignment follows your default configuration found in the Default row.
  - Billable Time Tracking - Select any of the following:
    - Default - Select this option to use your default configuration.
    - Use workbench time tracking - Select this option to use the workbench time for billing.
    - Manual entry on completion - Select this option to manually enter the billable time upon completion of the phase.
  - Assignee Groups - Click the groups link to open the Manage Assignment Groups window for an assignment.
    Default vendor - Select the applicable vendor.
    Note: If you select No Vendor Assigned from the Vendor list and your target vendor is Default Vendor, that target will have no assigned vendor.
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If you add language pairs to a document that are not specified by the workflow

using Document Actions or APIs

, the system will assign that language pair to your Default Vendor with the Default Billable status.

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.

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Info

The options in the Vendor column include:

Default Vendor
No vendor assigned
All the vendors with whom you have a client/vendor relationship

Note that if your default vendor is equal to No Vendor Assigned and your target vendor equals Default Vendor, that target will not have a vendor assigned.

Mark phases invoiceableThe Invoice Report looks for invoiceable phases when it is running the report. Only

The system identifies how a phase is billed according to the configured workflow rules and the rate chart in the Vendor app. Based on these two criteria, phases are charged according to either their billable hours or the the actual time spent to complete the phase.
If you don't specify a regional code for the source or target locales, the system automatically assigns tasks to use the general language code.

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

and they become

.

Phases are invoiceable in

one of

two ways

.

:

When the document

the phase

that belongs to

has entered a completed status OR

A billable phase has completed and has been marked invoiceable using the workflow rules described below.

Use the following rules in the workflow to mark your billable phases as invoiceable

a phase has reached completion status.
When a billable phase is completed.

To mark phases as invoiceable, use the following rules on the phase:

mark phase as invoiceable
mark all previous billable phases as invoiceable
mark all billable phases as invoiceable

tip

Info
These rules are not required. They can be used to let vendors

bill once

invoice when their part in the workflow is done or to prevent bottleneck phases from slowing down the invoicing process. If they are not used, billable phases will be marked invoiceable when the document

completes

is completed.

Note: These rules can be run

You can apply these rules on the completed translation

completed step

phases of the workflow if you wish to let the vendor bill once the target

has completed

is complete.

Amount Column

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

InfoCustom phases will initially

Review quotes in the Project Management app

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.
Phases billed by the hour 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 estimates

on a quote, you will see the cost information broken down by translation cost and project management fees.

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Once

the

a vendor runs

a final

an invoice report

,

the phases

, targets and documents

in the report will be marked

and

Invoiced

invoiced. The amount in the Cost column becomes bold and

show

shows the final cost of the documents, targets, and phases. These phases

.

Edit Vendor Assignments

will no longer show up in future invoices.

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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.

Access the Targets tab of a document.

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

TipYou can only make vendor assignment changes

system.

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

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

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When the Targets tab opens, click the vendor in the Vendor column to open the Vendor Assignment window.
In Vendor Assignment, select the vendor you want to assign the phase to, and then click Apply.

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Take note of the following details:

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You can only change vendor assignments when the phase:

has not been worked on by a linguist

- Is not in progress.

has

- Is not

entered into a completed state. (Completed, Late, Skipped, Cancelled)

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.

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note

- yet completed, set as late, skipped, or cancelled.
Changing the vendor assignment on the phase

will

also

remove

removes all linguists and teams from the assignee pool to prevent linguists working for the old vendor from being able to work on tasks assigned to the new vendor.

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Versions Compared

Old Version 16

New Version Current

Key

Prerequisites

Overview

Prerequisites

Project Management App

Enable financial management

Add changes to your workflow

Make changes to the TM Leverage

phase

Adjust billing details

Mark phases as invoiceable

Review quotes in the Project Management app

Edit vendor assignments

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