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License Agreement

The article presents the features available in the Premium plan of XTRF Language Business Platform. Please keep in mind that your access to the described options might be limited due to your license agreement. If you would like to change your plan of XTRF Language Business Platform and gain access to the additional features, contact your XTRF Customer Success Manager.

Target audience: Sales person



 

 

Overview

In the localization business there are two elements which influence the project process: specifications and appropriateness. Having insight to that, you need to admit that one of the key elements of the translation process is a translation quote. Understanding of clients needs and what they require for a given project is fundamental. Before you even start working on the source documents you need to make an agreement what is the unit you want to charge the client for and what the unit price is. This part of the localization process allows you to save your and your vendors time, improve the quality and consistency of services, and, obviously, speed up the entire process. If you take a look at XTRF Platform's quotes you may ascertain how many aspects are important and which may impact your process, for example language combinations, workflows of your future projects, deadline to close your project, translation specialization. In XTRF Platform you have everything in one place with fully established communication with your client. Your client is informed about the offer you make and can decide whether accept it.

This article guides you in the process of preparing a quote and how to associate the financial aspect of the project by adding cost of the task. In XTRF Platform the cost of the task, with the calculation unit and price unit is called a receivable. You are going to create a quote with two tasks, one for each language combination, and add receivables to the created tasks. The last phase is while sending a quote for the client's acceptance.

Before Reading a Tutorial

  • The steps without any marking are mandatory to perform because they ensure carrying on a proper function of the Home Portal.
  • The steps marked with the (Optional) label give you information about settings useful for you in terms of fulfilling specific requirements for your projects, but if you skip them it will have no negative effect on the function of the Home Portal.

 

 

I. Start Creating a Quote

The very first step of creating a quote is providing the basics for it necessary to trigger the whole process. To enter the basic information for your quote, follow the steps:

 Sign in to the Home Portal of XTRF Platform.
 Click the Quotes Module icon. You are redirected to the Quotes display.
 Click the Add Quote button in the Quotes display. You are redirected to the Create Quote display.
 

Select for which client a quote is processed clicking the Select Client button:

    1. In the Select Client Price Profile pop-up window find client with a price profile you are interested in:
      • You can select a price profile from a list on the right-hand side.
      • If you have a lot of entries on your Client Price Profile list, you can use the search on the left-hand side to narrow the displayed entries.
    2. When you select the client with the required price profile the Select Client Price Profile pop-up window closes and the data are provided in the Client field and the Client Price Profile section.

 

Creating a Client

If you click the Create Client button, you are redirected to the Clients module where you can add a client to your database. For more information how to add a client in the Home Portal go to the Adding a New Client Profile to the Database article. 

 

From the Contact Person drop-down menu select a person to whom you should send the offer.

Client as the Individual

 If in the client's profile the client e-mail address is given also as the address where the target language should be sent to, this client profile appears also as the contact person profile.

 

(Optional) In the Name field provide a name for this quote. For this example, the quote's name is Quote: T (Swedish).

 

From the Project Manager drop-down menu select the user at your company who is responsible for this project. By default, the system automatically selects the currently signed-in user.

 

 (Optional) From the Services drop-down menu select a service you want to use. This setting is optional in XTRF Platform, however the workflow Translation is selected in this tutorial.

 

Services

Services are representing your translation process workflows in a marketing language. Your client can select which service they want to purchase at your company. To read more about the services in XTRF Platform go to the Services for Your Clients article.

 

(Optional) From the Workflow drop-down menu select a Workflow Definition you want to use. You can select a workflow defined by default in the Home Portal or the one you have created. This option accelerates the process of creating the project because in the Workflow Definition the jobs are already defined. This setting is optional in XTRF Platform, however the workflow Translation is selected in this tutorial.

 

Workflow Definitions

You can define a custom workflow with tasks and jobs oftenly preformed at your company. To learn how to do that, go to the following articles:

  (Optional) From the Specialization drop-down menu select a qualification such as a knowledge of medicine or law terms required for this project. In the picture the General is selected.
 In the Created on field you need to provide the date and time when the quote is set. By default, XTRF Platform sets the current date and time automatically.
 

(Optional) In the Offer Expiry section decide when the entire offer should be closed. For example, the 2015-03-25 14:48 data is set.

  • Manually enter the date in the appropriate date format set in the System Configuration.
  • Click the   icon  and select the date from the calendar. 
 

(Optional) In the Estimated Delivery Date and Time section decide on the supposed delivery date of the project files to the client. For example, 2015-04-03 17:00 is set.

  • Manually enter the date in the appropriate date format set in the System Configuration.
  • Click the   icon and select from the calendar. 
 

Click the Save button at the bottom of the Create Quote display. You have just set up a new quote with basic information.

 

 

Settings in the Create Quote Display

The tutorials presents you the basic scenario of creating a quote. For full descriptions of the configurable options go to the Main Data - Create - Quote article. 

 

 

II. Select the Language Combination

Whenever you get files which are supposed to be processed you need to declare the target language. In other words, you need to specify the language combination in your quote: source and target language.  When you do that, one task will be created for one language combination. This allows you to easily manage the vendors' activities because the vendors declare the languages for which they are able to provide their services. 

 

In the Mode section select the radio button of the method which you want to use for your translation process:

  • One to Many option: You can trigger the workflow where you want to process your files from one language to many languages
  • Many to One option: You can run the process where files are performed from many languages, but the output files are delivered only in one language.

For example, the One to Many radio button is selected.

 From the Source Language drop-down menu select the language the client wants to provide you the source files.
 In the Target Language mutli-selection field add the language(s) of the finished material. Double-click on a language in the Available Items list in order to add it to the Selected Items list.  For example, German [DE] and French [FR] are selected. 
 

Click the Create button. You have just defined the source and target languages as the language combination in the newly created item.

 

 

Settings in the Quote Language Combination Display

You can find the full descriptions of the configurable options in the Add Language Combination - Quote article. 

 

III. Create a Task

To proceed the source files through the workflow steps in the future project you need to define tasks for it. Each task is associated with the language combination: source and target language.  To create a task for a given language combination perform the following steps:

Create Task Display

 If you have added multiple language combinations, the data are displayed for the last language combination.

 (Optional) Provide all data in the Main Data tab. All required settings are already set up because the information is transferred from the recorded item's data. 
 

Click the Save button. The task appears below its associated language combination in the left-hand panel.

 

 

 

Settings in the Quote Display

You can find the full descriptions of the configurable options in the following articles:

 

 

IV. Add a Receivable

In case of creating a quote adding a receivable means that you estimate the amount of money you want to charge the client for the activity associated with a given language combination. If you create more than one receivable, of course, this amount will be a component of the final amount included in the quote sent to the client. To add a receivable for a given language combination, perform the steps:  


 

On the left-hand side select a task which you want to add a receivable to. The selected item appears in boldface.

 Click the  icon.
 Go to the Receivables tab.
 

Click the Add Receivable button. The Task Receivable pop-up window appears. Provide the following data:

    1. Select the Task Receivable radio button in the Receivable Type section.
    2. Select a service which you want to charge your client for. In the example, the translation job is selected.
    3. Select the unit to charge your client for the service from the Calculation Unit drop-down menu, for example the source word.
    4. Provide the number of your rate in the Rate Value field.

      Client's Price Profile

      If you already have configured the price profile of your client, this value is set up automatically. To learn more about the price profiles for your clients go to the  Managing the Client's Price Profile article.

    5. In the Quantity field provide the amount of material to be processed. You can do it as follows:
      • Provide the number manually.
      • Click the Import from... button to get the number from the file statistics.
    6. In the Discount/Surcharge section click the Edit button to define the discount or surcharge for your client.
 Click the Save button. The Task Receivable pop-up window closes.
 

 You have added the receivable for the given task. If you hover your mouse over the newly added receivable you can see all details about the financial entry.

 

 

Settings in the Receivables Tab

You can find the full descriptions of the configurable options in the following articles:

 

V. (Optional) Copy the Task

If you need to process your files to more than one target language, you need to create a task which is associated with each language combination. The most suitable way of creating many tasks is copying the first one: this enables you to avoid providing the same pieces of information for each single task. In XTRF Platform you can copy a task wisely selecting which information should be copied from the previous task and which data should be specified for a newly created task. To copy a task, perform the following steps:

 In the Task display click the Copy Task button.  The new display with the duplicated data of the existing task appears.
 Select which the existing task should be copied from the Task drop-down menu.
 

In the Languages multiple selection field, decide which language combination the new task will be created for. Double-click the desired language combination in the Available Items list. Items in the Selected Items list represent the language combinations which will receive a copy of the task.

 

Multiple Tasks Created with One-Click

If you add multiple languages to the Selected Items list, a task is created for each. Let's assume that you have a project with one task: 2015/9/1. You want to make a copy of this task for English [EN] >> French [FR] and English [EN] >> German [DE]. After you click the Copy Task button, the system creates the following tasks:

  • 2015/9/2 for English [EN] >> French [FR]
  • 2015/9/3 for English [EN] >> German [DE]
 (Optional) You can select which information will be copied to the new task such as input files or receivables.
 

Click the Copy Task button.

 

You can see your newly copied task under its selected language combination.



 

 

The Copy Task Settings

For full descriptions of the settings in the Copy Task display, see the Copy Quote Task article.

 

 

VI. (Optional) Add Receivables to the Tasks

Whenever you add a new task in your quote you should consequently add a receivable to the task. It allows you to charge your client for the service for each language combination separately. Next, you can send the global offer to your client with a sum-up of receivables for all tasks defined in the quote or only for these ones which you want to select. 

To add a receivable for a given task, follow the steps presented in the IV. Adding a Receivable section in this guide. When you finish adding the receivables to your tasks in the quote, go to the next section, VII. Sending a Quote

 

VII. Send a Quote

When you have prepared a proposal for the client with the details of the future project, you can submit it to your client sending the quote to the client's contact person. 

 

 Go to the Quote display. Make sure that you are in the Quote tab in the explorer tree on the left-hand side.

Status of Your Quote

While you are creating the tasks with the receivables please notice that the status of your quote is Pending.

 

 

 

Click the Documents tab. You can find the list of all tasks for which you have created the receivables. In other words, you have prepared the financial offer for your client. The status of your quote is Pending which means that this is your proposal for the clients, but still invisible to them.

 

Click the Edit button.

 

Click the Send Global Quote button. You have sent the financial offer to your client in terms of charging for the required services. The Global Quote offer means that it includes all tasks for a given quote. The information is sent as an e-mail to your client. Besides that, your client can get information about the quote in the Customer Portal.

 

Financial Offer for Selected Services

It might happen that you want to present an offer only for selected language combinations or for all language combinations separately. It enables you to send a summary of your task details to your client. To do that, you need to select checkboxes for tasks which you want to include in the summary. When you do that, the Send Quotes for Selected Tasks button appears in boldface - click the button to send the e-mails to your client with offers for each task. In each e-mail your client can find pieces of information about a given task such as when the project is supposed to get started, what the total and gross total income is.

 

When your client accepts the offer you have sent the status of your quote changes to Accepted by Customer.

 

 

 

Accepting a Quote

Please bear in mind that your client can only accept a quote you have prepared. Although your client can get information with task's details, your client cannot accept the selected tasks in the quote. 

Converting Quote Into Project

 When you and your client accept the terms and conditions of the created quote, you can convert the quote into a project that your Project Manager can find out about the planned work. To do so, click the Convert into Project button at the bottom of the Quote display in the Quote tab. You are redirected to the Converting in Project display. When you have converted a quote to a project the status of your quote changes to Accepted. While you are converting a quote you can set up start date or deadline for your future project as well as select the Workflow Definition.


Tips and Tricks

To find more information about settings in the Quote Module go to the Classic Quote Module articles.