Managing orders

Creating an order

You can create a new order either from the dashboard using the “+Order” button on the main ribbon and selecting “From a client”, “From a quote” or “From a contact”.

You can also create an order from the Outlook or Gmail view by selecting the email and clicking on the “+Order” button and selecting “From a quote” or “From a contact”.

If you have selected from a quote, all the information from the quote will be prefilled. You can move on to the supplier selection in section 5 Production menu on page 16.

If you have selected “From a contact” and create an order directly without a quote first, you need to fill in the “Order” section with the missing information (if necessary): contact, reference, client PO, qualification and quality on the left panel of the order (same process as for a quote creation). The management team section of the order is prefilled with the information from the contact record.

Processing the order

If creating a new order from a client or a contact, the order is at first empty.

First, fill in the “Order” section on the left side of the screen with the missing information (if necessary): contact, reference, client PO, qualification and quality.

Then click on "Create a workflow" to start entering the services.

Workflow

On the right part of your screen, the services are sorted by “Service type” (configured in Admin – Data – Services – Services). Drag and drop a service from there to your workflow. You can then enter the units/unit type. You can set different units for the client and the supplier.

To add other services/tasks, you have two possibilities:

• Add an independent service: drag and drop a service (from the table on the right) under the previous service. Then select the units and proceed.
• Link a service/task to an existing service: drag and drop a service/task (from the table on the right) onto the service to which it must be linked. In this case, a new window opens to set up the linked service/task:

Configure the parameters of your linked service and the criteria from the original service you want to keep.

• Create a single linked service

  • Create a linked service for each selected service

  • Create several linked services for each selected service

    Remark: the creation of a workflow must always start with a service. If a task must be made before the service, link it after creating the service, and check the box "Before the selected service", to link it in the right order.

Languages

Here you can choose the source and target languages for your service groups. A service group contains a service and all its related services/tasks.

Files

Here you can see all your services with their languages and status.

Click on "Sources" to add source files.

In this screen, you can filter the services to which you want to add files.

Several options for adding files:

• Import files from the email
• Import files from the web order
• Copy files by browsing folders
• Import files from the client record

Once you have chosen your file, you can change the file type, indicate whether the file should be sent to the supplier and whether it should be subject to CAT analysis.
By default, the document will be of type "original files", sent to the supplier and not subject to the CAT analysis.

You then return to the source files screen, where you can check/uncheck the supplier/CAT box if necessary.

Once you have closed this screen, you return to the Files menu of your order processing.

You can find the summary of the files related to each service.

Details menu

To add a topic, style, etc., drag and drop the detail where needed. You can add the details:

• Globally to all services

• To all services of the same type (Translation / Proofreading / Mission / Others)

• To all similar services (only translations, only post-editing services, etc.)

  The details then appear on the corresponding line. You can delete details by clicking on the pen.

Production menu

In this menu, you will be able to process the services, set the dates, choose the supplier, etc.

Blue refers to the client, red refers to the supplier.

You can process services globally, by type, by service, by unit, by language combination ("Show more" button to display language combinations). Above the services, you can filter the services and tasks by type/status. It is also possible to make a manual filter, by selecting the services of your choice. By clicking on the blue cross, you reset the filters.

Global processing from the buttons on the right

Enter the dates

Here you can enter dates globally for all relevant services. You can put client dates, supplier dates, or both. For example, the client end date will be the same for all services. For the supplier dates, we will set one on "Translation Types" and one on "Proofreading Types".

Price calculation: This button allows you to access all the functionalities related to the price of services.

• Calculate client and supplier prices: You can enter the units, rate, or flat rate here, for the client, the supplier, or both.

• Change supplier rates:

  Once your suppliers have been added to the services, you can apply supplier rates on this screen.
  On the left, under each service of the selection, the suppliers and their respective rates are listed, you can select the rate you want for each supplier.
  On the right, the selected rates are summarised (still by service and by supplier).
  At the top of the screen, you can choose to apply the minimum price of each supplier if necessary (information registered in the supplier record).

• Recalculate client prices / Recalculate supplier prices:
  If you have made changes (number of units, units, CAT analysis), click here to recalculate all client/supplier prices.
• CAT management:
  Gives global access to the functions that are on the CAT grid: import/copy a CAT analysis and calculate the weighted words.
• Trados/Trados Could/Phrase/MemoQ:
  Project management on your CAT tools
• Create client/supplier special prices:
  Possibility to add special prices for the selection. The special prices must exist in the client/supplier records.

: Supplier

• Manual selection:
  Manual supplier search, applied to the entire selection.
• Search for favourite/regular suppliers:
  If there is only one favourite/regular supplier for the service and it meets all the criteria (style, subject, availability), he/she is automatically added to the service.
  If there is more than one supplier for the same service, or if the supplier does not meet all the criteria, the list of favourite/usual suppliers for the relevant service opens. In this case, you have to select the ones you want.
  The one you select appear in the bottom table. In my example, Sylvia Bonnet. You can select more than one, they will all appear in the bottom.

• Generalise the supplier to linked services:
  Applies the supplier of a service to its linked services.
• Supplier: Allows you to send emails/files to the suppliers of the selected services.
  You can also add suppliers of the selected services to the list of favourite suppliers or suppliers to avoid.
• Direct offer / Direct web offer / Direct purchase order/Direct WEB purchase order:
  Allows you to send an offer / a PO to the suppliers of the selected services. Generates an email for each supplier, in the language indicated in his record.
• Supplier delivery:
  Available only if your selection covers only one supplier.

: Comments

Opens all comments of the selected services and lists them here. You can add comments that will apply to all selected services.

: Functions

• Reference
  Here, you can add or change the service reference.

• Display/Do not display on the web

  Display or not the service on the web and in the mails sent to the client

• Ack. receipt:
  Send an acknowledgement of receipt to the contact.

• Internal email:

  Allow to send an internal email.

• Direct delivery / Direct WEB delivery:
  Deliver the selected services to the client.

• Direct delivery – Reply / Direct WEB delivery – Reply:
  Deliver the selected services to the client by replying to an email

• Finish / Check and lock the selected services.

• **Supplier assessment:**Enables you to make a supplier assessment on all suppliers of the selected services.

• Reactivate the services.

Processing a single service:

For line-by-line processing of services (in the main part of the screen), the menus are the same but only apply to the selected service.

The button opens the service entry window.

The button opens the service entry window, tab “General”:

Processing a task:

The tasks are processed one by one in the main table of the Production menu.

: Task settings

: Entering time spent

: Close the task

Once the task is closed, the task icon on the left side of the screen turns green. To unlock the task, click on the red lock .

Once your order has been processed, all the information has been entered, and the services are ongoing, this is what your screen may look like:

Other functions in the processing of your order

In the ribbon menu, you can save your workflow as a workflow template (if your client always asks for the same workflow for example).

You can also access the client's information and open the various folders related to the order.

In the tab "Functions", you can see the quality feedback and the survey of the order. You can also display price summaries.

In the tab "Open", you have quick access to the client record, the contact record and the quote of the order.

Order main screen

Once you have finished processing the services, you can close the window and return to the main screen of the order.

It is made up of several parts:

1. Main Tab
2. Open
3. Functions
4. Emails
5. Statistics
6. Workflow screen

Main tab

: Displays information on prices, management costs, and dates related to the order. You can also add a (customisable) memo about the order.

: Allows you to see the comment of the quote and to put a comment about the invoice.

: Displays order receipt/delivery details, currency and invoicing details. This information is filled in by default according to the client record, the contact record and the quote. They can be modified in this screen.

: Opens the client information window

: Opens the administrative folder of the order

: Opens the services folder

: Opens the web folder of the order

: Opens the files screen

: Opens the mission programme. Here you can enter the programme or import an existing one.

: Starts the linked service automatically after a supplier receipt. Only works if the quotes have been sent to the supplier portal and the first service has been delivered through the portal.

: Once the order has been validated, after a time indicated in Admin, generates the invoice PDF and sends the invoice to the client automatically (see document Configuration Tutorial - Company).

: Automatically sends offers to other suppliers after a period of time without a response from the first supplier to whom the offer was sent. The criteria of the suppliers receiving this offer need to be configured in Admin (see document Configuration Tutorial - Company).

: Automatically validates the first supplier to accept the offer. A cancellation e-mail is sent to all other suppliers who received the offer.

Order: General order information

Management team: Users related to the order

Status / Invoice: Order status and invoice information

Workflow: Summary of the order workflow (services, linked services, languages, topic, style)

Services / Status: Status of each service/task in the workflow

Functions tab

This tab regroups the different actions you can do on this order:

Quality Feedback

Survey

Update client data

Update salesperson

Import the services from the quote

Follow up

PO request

Invoice

Create Quote

Import a Trados package/Phrase/MemoQ project

Open tab

The different buttons allow you to open the corresponding elements. Greyed out buttons indicate that there is no matching element.

Emails tab

You will find here the different emails that you can generate from the order:

• Acknowledgement of receipt of the order sent to the client
• An e-mail with free text sent from the order to the order contact person
• An e-mail with free text sent to internal users from the order
• An e-mail to send files to the order contact person

Statistics tab

Allows you to see the statistics of the order.