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 For a description of the three left-hand panels, click here: Main Data - Project .

In the Finance tab, you can review the revenue and cost of the overall project and each of its individual tasks.

The primary purpose of this page is to serve as a financial overview of the project.

Total AgreedThe revenue, or more specifically, the amount paid by the client to you in order to complete the project. In most cases, the Total Agreed is the sum of all receivables.
Total CostThe amount paid to your vendors for completing their respective jobs in the project. In most cases, the Total Cost is the sum of all payables.
ROI

Your return on investment for the project, which is the percentage of the project's profit in relation to the total cost to complete it. ROI is determined by dividing the project's profit (i.e. the difference between the Total Agreed and the Total Cost) by the Total Cost. For example, your revenue for a project was $1,000. The cost of completing the project was $800, resulting in a profit of $200. Therefore, your ROI is 25%.

MarginYour profit margin for the project, which is the percentage of the project's profit in relation to its revenue. Margin is determined by dividing the project's profit (i.e. the difference between the Total Agreed and the Total Cost) by the Total Agreed. For example, your revenue for a project was $1,000. The cost of completing the project was $800, resulting in a profit of $200. Therefore, your margin is 20%.
Prepayment

A prepayment is when the translation agency requires that the client pays some or all of the project's value prior to the start of the project. Typically a prepayment is required for new clients or, in some instances, when the client is an individual person. 

To specify the amount of the prepayment, set the payment's due date and select how and it will be invoiced, click . When you click on this, a new window appears. For a description of the window, click here: Add Prepayment Window.

When you add a prepayment, new fields appear in this tab. The following 5 fields for the added prepayment are described below:

Prepayment

The money to be paid in advance for this project.

    • To modify the prepayment, click . A new window appears. For a description of the window, click here:  Add Prepayment Window.
    • To permanently remove the prepayment from the project, click . A confirmation window appears. Confirm your decision.  
Amount

The total amount of the prepayment. The amount of the prepayment paid by the client appears in parentheses (eg. (paid: $350)).   

To modify the amount, click  in the Prepayment field.

A message which appears whenever a client has available funds that can be used to pay the invoice's total outstanding amount.

To pay this invoice with the client's available funds, click . The invoice's status changes to "Fully Paid".

Due Date

The client's payment deadline for this prepayment.

To modify the due date, click  in the Prepayment field.

Clearing Mode

The way in which the prepayment will be allocated to the project's total agreed amount.

The methods of prepayment allocation are:

With First Task

The amount of the prepayment is allocated to the first task.

For example, a project has two tasks, and the total cost of the project is $200. The cost of each task is $100, and each task will be invoiced separately. The translation agency requires from the client a payment of $50 prior to the project's start date, which will later be allocated to the first task's invoice. After the prepayment is paid and the project is completed, the client is invoiced $50 for the first task and $100 for the second task.

Proportionally to Tasks Total Agreed

The amount of the prepayment is allocated equally amongst the tasks.

For example, a project has two tasks, and the total cost of the project is $200. The cost of each task is $100, and each task will be invoiced separately. The translation agency requires from the client a payment of $50 prior to the project's start date, which will later be allocated equally amongst the tasks. After the prepayment is paid and the project is completed, the client is invoiced $75 for the first task and $75 for the second task.

With Last Task

The amount of the prepayment is allocated to the last task.

For example, a project has two tasks, and the total cost of the project is $200. The cost of each task is $100, and each task will be invoiced separately. The translation agency requires from the client a payment of $50 prior to the project's start date, which will later be allocated to the final task's invoice. After the prepayment is paid and the project is completed, the client is invoiced $100 for the first task and $50 for the second task.


To modify the clearing mode, click  in the Prepayment field.

Invoice

The invoice issued to the client for this prepayment.

The invoice types are:

Pro FormaA non-legally binding agreement between you and your client with regards to the charges for a specific task.
FinalAn invoice which contains the closing charges for a client.


    • To create a pro forma invoice for this prepayment, click . When you click on this, you are taken to a new page. For a description of the page, click here: Main - Client Invoice.
    • To create an invoice for this prepayment, click . When you click on this, you are taken to a new page. For a description of the page, click here: Main - Client Invoice .
Tasks / Receivables / Jobs

In the Tasks, Receivables or Jobs tables, you can view all of the project's tasks, receivables or jobs and their respective financial information.

The filter is used to limit your search results.

The search filters appear only for the Receivables and Jobs tables.

    • To adjust the width of the filter, click and hold . While holding the icon, move your cursor to the left side of the screen to decrease or to the right side to increase the size of the filter.
    • To open or close the filter, click .
    • Click  to begin filtering the data.
    • Click  to cancel the past filters.

Configuring Search Filter Panel

You can configure the filter and the way the entities are displayed in the View Editor pop-up window.

 

View Editor Pop-up Window

View Editor Pop-up Window

In the View Editor pop-up window you can configure what is displayed in the page you are currently viewing. You can add a new view or edit existing one. You can provide the name for your new view to easily associate the view with the content which it displays. In the Columns tab you can specify what information is displayed on the page you are viewing, the Filter tab allows for configuration of available filtering options which can be used to browse the entities in the table and in the Permissions tab you can specify whether or not other groups of users can used the view prepared by you.

 
 

Name field

Name field

You can provide the name of the view in this field.

The name does need to be unique, however, a different name of each view would help you avoid confusion in the further entity management in the Home Portal.

 
 
 

Columns tab

In the Columns tab you can select what information is displayed in the table on the page you are viewing. You can also specify in what order are the columns displayed and how many items is displayed on one page of the table.

Column Selection Tree section

In this section you can decide what information is displayed in each column of the view which is being created. You can expand the selection tree and find the information you are looking for:

  • You can expand single branches,
  • You can click the Expand All button If you want to expand all the branches at one time,
  • You can click the Collapse All button to collapse all the branches at one time .

Select the check box next to the branch name to get the information displayed in the columns of your view.

Column Order section

In this section you can decide in what order the columns selected in the Column Selection Tree are displayed. To do so, you can c lick the name of the column and press one of the following buttons:

  • Move Up button to move the column up the selection,
  • Move Down button to move the column down the selection,
  • Remove button to remove completely the column from the View.
Sort by drop-down menuTo decide how the data in each column is going to be sorted, select the preferred option from the drop-down menu.  
Ascending Sort checkboxBy default, the data are displayed in descending sort. You can select the checkbox, if you want the data to be displayed in the ascending sort.
Number of Items drop-down menuYou can decide how many entities you want to get displayed on one page of the list. Select the number of items from the drop-down menu.
Save buttonTo finish creating a new view, click the button to save your changes.
Cancel buttonClick this button to discard any changes and close the View Editor pop-up window.
Restore Defaults buttonIf at any point you decide that you are not satisfied with the changes you made, click the Restore to Defaults button to return to the standard settings of this view.
 
 

Filter tab

In the Filter tab of the View Editor pop-up window you can configure filtering options. You can add new filters or remove unnecessary ones. You can also set up the details of the particular filtering options.

Filter Expanded checkboxSelect this checkbox, if you want the Search Filter panel to be always expanded whenever you get displayed your newly defined view.
Reset Filter when Selecting This View checkbox

If this checkbox is selected, every time you switch to this view, the search criteria are set to the defined search settings. In other words, If there is a default value set on any criterion, the cleared criterion will not become empty, but will return to the default value.

Group fieldYou can provide the name for the filter group.
Choose Filter from the List drop-down menu

To customize your search mechanism, you can add fields to the filter settings. Select one of the available search queries from the Choose filter from the list... drop-down menu to receive the list of available criteria.

If you know what you are looking for, you may provide the search query in the search field - the system suggests the available criteria while you start typing.

icon

  The search criteria have their own configurable properties. Click the icon to expand the list of the properties and configure them according to your preferences.

  • Once you have configured the criterion, click to hide the configuration. 
  • If you want to move the specific criterion, click the arrow icons to move it up or down. You can move the criterion not only inside the particular group, but also to another group, which is higher or lower on the list. 
  • If you do not need to search using the specific criterion, click the icon on its right hand side. The deleted criterion returns to the list and can be added back, if necessary.

 

Click to Read about Search Criteria Properties

Type drop-down menu


You need to specify the type of search criterion selecting one of the following options:

Text field optionYou can search for the specific text in the specific area.
Suggestion optionYou can search for the specific entity and its name will be suggested while typing it in.
Date optionAllows you to search for information updated in the specific time.
Combobox optionA drop-down menu that allows you to specify one term of search.
Listbox / Large listbox optionAllows you to specify multiple terms of search at the same time.
Value with currency optionAllows you to search for the amounts of money.
Percentage optionAllows you to search for the percentage values.

Restriction Type drop-down menu

 

The Restriction Type drop-down menu is only available if you have selected the Text field option from the Type drop-down menu.

By selecting the option you are interested in, you decide how the system will compare the data in your database with the text provided in the Text field.

Case-insensitive Match optionThe filter will search for provided text and will not be case-sensitive.
Equals option

You will need to provide the exact name of the searched item.

Please mind that this option is case-sensitive.

Starts With option

When you provide a few letters of the word, the system will search for all items which names begin with these letters.

Please mind that this option is case-insensitive.

Ends With otpion

When you provide a few letters of the word, the system will search for all items which names end with these letters.

Please mind that this option is case-insensitive.

Wildcard option

You can search for incomplete words using:

  • The asterisk, *, to indicate some missing characters.
  • The question mark, ?, to indicate one missing character.

Please mind that this option is case-sensitive.

Diacritical Marks in Search Field

There are no limitations of diacritical marks usage in your search - XTRF Platform recognises them all and displays the appropriate search results. However, if you experience any problems with the words containing diacritical marks, it is recommended to use the Wildcard mode and replace the marks with asterisks or question marks.

Settings section

You can set the properties of the selected criterion as follows:

Include Not Active checkboxInactive items, such as unused languages, appear in the selection list.
Default checkboxSelecting this checkbox enables you to edit the Default Value section which enables you to set up additional properties of the criterion.

Default Value section

 

This section is activated only if Default option was selected in Settings section.

Depending on the type of selected search criterion, you can set:

  • Value: You can set a specific value that will be displayed and used in this criterion by default, unless it is changed for the purpose of specific search.
  • Mode: If you are searching using one of the list boxes, when the is any of option is set, the filter will search for all items that match at least one of the selected values. If the is none of option is set, the filter will search for the items that are different than the selected values.
  • If you are searching for the value with currency or percentage, you can decide if you are looking for the exact match, something that is greater or equal than the amount set, lower or equal than the amount set, greater than the amount set or lower than the amount set.
  • If you are searching for date, you can search between the specific days or in a specific time span. You can also set your own advanced mode.
  • You can lock the value by selecting the Fixed checkbox. The locked value cannot be changed outside the View Editor.

Create Group button

You can arrange and sort the search criteria in the filter. When you click the Create Group button, a new group field appears in the search criteria list. Provide the name of the search criteria group in the Group field.

If you have more than one group in the Filter tab, you can click:

  • The arrow icons on the left hand side of selected group to move it up or down.
  • The icon on the left hand side if you wish to remove a group.

    You need at least one group created to add new search criterion to your filter.

Expand All buttonIf you prefer to see all the criteria expanded click the Expand All button.
Collapse All buttonTo hide configurations of all criteria click the Collapse All button.
Save buttonTo finish creating a new view, click the button to save your changes.
Cancel buttonClick this button to discard any changes and close the View Editor pop-up window.
Restore Defaults buttonIf at any point you decide that you are not satisfied with the changes you made, you may click the Restore to Defaults button to return to the standard settings o f this view.
 
 

Permissions tab

In the Permissions tab of the View Editor pop-up window you can select groups of users that will be able to use the view you are currently editing.

Shared With section

In this section you can decide which group is going to see and use your view. Select one of the available options:

    • The All Groups checkbox: Select it if you want your view to be available to all groups listed.
    • The Add All button: Click it to move all available groups from Available Items to Selected Items list.
    • The Add button: Select the group name in the Available Items list and then click the button to move the group to the Selected Items list.
    • The Remove button: Select the group name in the Selected Items list and then click the button to move it back to the Available Items list.
    • The Remove All button: If you have already selected group names in the Selected Items list, click the button to move all available groups back to the Available Items list.
Save buttonTo finish creating a new view, click the button to save your changes.
Cancel buttonClick this button to discard any changes and close the View Editor pop-up window.
Restore Defaults buttonAlthough the button Restore Defaults is available, clicking it does not reset the view's permissions. Clicking it results in restoring to defaults all the changes in other tabs.
 

Click to update the entities in the Tasks, Receivables or Jobs table.

Click to format the data from the Receivables or Jobs table so that it can be used in another application. When you click on the button, the Export Data pop-up window appears.

The Export button is only available in the Receivables and Jobs tables.

Export Data Pop-up Window

Entity Name drop-down menuSelect the required type of information, you want to have exported, from the drop-down menu.  In some system areas you can only export one type of data. In others, you can select what type of data to export.
Name drop-down menu

Select the view you want to use from the drop-down menu. The view which includes the set of columns with data. This set of columns will be included in the formatted file.

Export Views != Browse Views

The Export views are not the same as the Browse views. For example, if you have created a view that allows you to browse only active customers, you will need to recreate it in the Export Data window before you can export it.


Export type drop-down menu

To use the exported files with other applications select what column separator should be used in the exported file.

From the drop-down menu select which separator might be used in .CSV files::

  • A file where columns are separated by semicolons;
  • A file where columns are separated by commas;
  • A file where columns are separated by tabs.
Export buttonClick to download the .CSV file. Depending on your Web browser settings a file manager window might appear asking you to choose the location where you want to download the generated file. If the file manager window does not appear, the file will be downloaded automatically to your predefined or default location.
Cancel buttonYou can click this button to abandon data exporting action and close the Export Data pop-up window.

Click to configure what and how information will be displayed in the Tasks, Receivables or Jobs table.

When you click , the View Editor pop-up window appears.

View Editor Pop-up Window

View Editor Pop-up Window

In the View Editor pop-up window you can configure what is displayed in the page you are currently viewing. You can add a new view or edit existing one. You can provide the name for your new view to easily associate the view with the content which it displays. In the Columns tab you can specify what information is displayed on the page you are viewing, the Filter tab allows for configuration of available filtering options which can be used to browse the entities in the table and in the Permissions tab you can specify whether or not other groups of users can used the view prepared by you.

 
 

Name field

Name field

You can provide the name of the view in this field.

The name does need to be unique, however, a different name of each view would help you avoid confusion in the further entity management in the Home Portal.

 
 
 

Columns tab

In the Columns tab you can select what information is displayed in the table on the page you are viewing. You can also specify in what order are the columns displayed and how many items is displayed on one page of the table.

Column Selection Tree section

In this section you can decide what information is displayed in each column of the view which is being created. You can expand the selection tree and find the information you are looking for:

  • You can expand single branches,
  • You can click the Expand All button If you want to expand all the branches at one time,
  • You can click the Collapse All button to collapse all the branches at one time .

Select the check box next to the branch name to get the information displayed in the columns of your view.

Column Order section

In this section you can decide in what order the columns selected in the Column Selection Tree are displayed. To do so, you can c lick the name of the column and press one of the following buttons:

  • Move Up button to move the column up the selection,
  • Move Down button to move the column down the selection,
  • Remove button to remove completely the column from the View.
Sort by drop-down menuTo decide how the data in each column is going to be sorted, select the preferred option from the drop-down menu.  
Ascending Sort checkboxBy default, the data are displayed in descending sort. You can select the checkbox, if you want the data to be displayed in the ascending sort.
Number of Items drop-down menuYou can decide how many entities you want to get displayed on one page of the list. Select the number of items from the drop-down menu.
Save buttonTo finish creating a new view, click the button to save your changes.
Cancel buttonClick this button to discard any changes and close the View Editor pop-up window.
Restore Defaults buttonIf at any point you decide that you are not satisfied with the changes you made, click the Restore to Defaults button to return to the standard settings of this view.
 
 

Filter tab

In the Filter tab of the View Editor pop-up window you can configure filtering options. You can add new filters or remove unnecessary ones. You can also set up the details of the particular filtering options.

Filter Expanded checkboxSelect this checkbox, if you want the Search Filter panel to be always expanded whenever you get displayed your newly defined view.
Reset Filter when Selecting This View checkbox

If this checkbox is selected, every time you switch to this view, the search criteria are set to the defined search settings. In other words, If there is a default value set on any criterion, the cleared criterion will not become empty, but will return to the default value.

Group fieldYou can provide the name for the filter group.
Choose Filter from the List drop-down menu

To customize your search mechanism, you can add fields to the filter settings. Select one of the available search queries from the Choose filter from the list... drop-down menu to receive the list of available criteria.

If you know what you are looking for, you may provide the search query in the search field - the system suggests the available criteria while you start typing.

icon

  The search criteria have their own configurable properties. Click the icon to expand the list of the properties and configure them according to your preferences.

  • Once you have configured the criterion, click to hide the configuration. 
  • If you want to move the specific criterion, click the arrow icons to move it up or down. You can move the criterion not only inside the particular group, but also to another group, which is higher or lower on the list. 
  • If you do not need to search using the specific criterion, click the icon on its right hand side. The deleted criterion returns to the list and can be added back, if necessary.

 

Click to Read about Search Criteria Properties

Type drop-down menu


You need to specify the type of search criterion selecting one of the following options:

Text field optionYou can search for the specific text in the specific area.
Suggestion optionYou can search for the specific entity and its name will be suggested while typing it in.
Date optionAllows you to search for information updated in the specific time.
Combobox optionA drop-down menu that allows you to specify one term of search.
Listbox / Large listbox optionAllows you to specify multiple terms of search at the same time.
Value with currency optionAllows you to search for the amounts of money.
Percentage optionAllows you to search for the percentage values.

Restriction Type drop-down menu

 

The Restriction Type drop-down menu is only available if you have selected the Text field option from the Type drop-down menu.

By selecting the option you are interested in, you decide how the system will compare the data in your database with the text provided in the Text field.

Case-insensitive Match optionThe filter will search for provided text and will not be case-sensitive.
Equals option

You will need to provide the exact name of the searched item.

Please mind that this option is case-sensitive.

Starts With option

When you provide a few letters of the word, the system will search for all items which names begin with these letters.

Please mind that this option is case-insensitive.

Ends With otpion

When you provide a few letters of the word, the system will search for all items which names end with these letters.

Please mind that this option is case-insensitive.

Wildcard option

You can search for incomplete words using:

  • The asterisk, *, to indicate some missing characters.
  • The question mark, ?, to indicate one missing character.

Please mind that this option is case-sensitive.

Diacritical Marks in Search Field

There are no limitations of diacritical marks usage in your search - XTRF Platform recognises them all and displays the appropriate search results. However, if you experience any problems with the words containing diacritical marks, it is recommended to use the Wildcard mode and replace the marks with asterisks or question marks.

Settings section

You can set the properties of the selected criterion as follows:

Include Not Active checkboxInactive items, such as unused languages, appear in the selection list.
Default checkboxSelecting this checkbox enables you to edit the Default Value section which enables you to set up additional properties of the criterion.

Default Value section

 

This section is activated only if Default option was selected in Settings section.

Depending on the type of selected search criterion, you can set:

  • Value: You can set a specific value that will be displayed and used in this criterion by default, unless it is changed for the purpose of specific search.
  • Mode: If you are searching using one of the list boxes, when the is any of option is set, the filter will search for all items that match at least one of the selected values. If the is none of option is set, the filter will search for the items that are different than the selected values.
  • If you are searching for the value with currency or percentage, you can decide if you are looking for the exact match, something that is greater or equal than the amount set, lower or equal than the amount set, greater than the amount set or lower than the amount set.
  • If you are searching for date, you can search between the specific days or in a specific time span. You can also set your own advanced mode.
  • You can lock the value by selecting the Fixed checkbox. The locked value cannot be changed outside the View Editor.

Create Group button

You can arrange and sort the search criteria in the filter. When you click the Create Group button, a new group field appears in the search criteria list. Provide the name of the search criteria group in the Group field.

If you have more than one group in the Filter tab, you can click:

  • The arrow icons on the left hand side of selected group to move it up or down.
  • The icon on the left hand side if you wish to remove a group.

    You need at least one group created to add new search criterion to your filter.

Expand All buttonIf you prefer to see all the criteria expanded click the Expand All button.
Collapse All buttonTo hide configurations of all criteria click the Collapse All button.
Save buttonTo finish creating a new view, click the button to save your changes.
Cancel buttonClick this button to discard any changes and close the View Editor pop-up window.
Restore Defaults buttonIf at any point you decide that you are not satisfied with the changes you made, you may click the Restore to Defaults button to return to the standard settings o f this view.
 
 

Permissions tab

In the Permissions tab of the View Editor pop-up window you can select groups of users that will be able to use the view you are currently editing.

Shared With section

In this section you can decide which group is going to see and use your view. Select one of the available options:

    • The All Groups checkbox: Select it if you want your view to be available to all groups listed.
    • The Add All button: Click it to move all available groups from Available Items to Selected Items list.
    • The Add button: Select the group name in the Available Items list and then click the button to move the group to the Selected Items list.
    • The Remove button: Select the group name in the Selected Items list and then click the button to move it back to the Available Items list.
    • The Remove All button: If you have already selected group names in the Selected Items list, click the button to move all available groups back to the Available Items list.
Save buttonTo finish creating a new view, click the button to save your changes.
Cancel buttonClick this button to discard any changes and close the View Editor pop-up window.
Restore Defaults buttonAlthough the button Restore Defaults is available, clicking it does not reset the view's permissions. Clicking it results in restoring to defaults all the changes in other tabs.
 

Actions which you can apply to either one or multiple tasks.

 Click here to expand...
The list of available actions for the Tasks table.
Select AllTo select all tasks in the table.
Deselect AllTo deselect all the selected tasks.
XTRF Macros

Macros enable you to write scripts which operate on the entities that you have selected, allowing you a greater freedom when working on the entities. For example, you could change properties for all of them at once or merge multiple entities at one.

Move your cursor over the action and select one of the macros from the drop-down list.

To create a macro, go to  Configuration  >  Integration  >  XTRF Macros .  

Change Project Manager

To select a new project manager responsible for the selected task and to manage any of the task's CRM messages sent earlier to the past project manager.

When you select this, a new window appears. For a description of the window, click here: Change Project Manager.

Create Pro Forma Invoice

To create a pro forma invoice for the selected task.

When you select this, the pro forma invoice for the selected task is created, and you are taken to a new page. For a description of the page, click here: Main Tab - Client Invoice  

Create Invoice

To create a final invoice for the selected task.

When you select this, the final invoice for the selected task is created, and you are taken to a new page. For a description of the page, click here: Main Tab - Client Invoice.

This button is only available in the Tasks table.  

Click to modify.
Click to apply the modifications.
Click to terminate the modification process.