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License Agreement

This article presents the features available in the Ultimate plan of XTRF Translation Management System. 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 Translation Management System and gain access to the additional features, contact your XTRF Customer Success Manager.

Target audience: Project Managers, Accountants, Vendor Managers


 


 

Overview

Each vendor has their own price profile in the XTRF Platform. Vendor's price profile contains financial information such as the price list valid for this vendor, the currency you settle the payments in, or discounts. The price profile also contains information about the competencies and specializations of the vendor which are very helpful for a correct job assignment.

All these pieces of information are automatically used as the default payment settings for completed jobs.

In the Home Portal, the default price profile is created along with the vendors' profile. The price profile is set up with a system default currency.

 

Before Reading this Guide

  • 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. Add a New Price Profile

To add a new price profile to the vendor's profile perform following steps:

 Sign in to the XTRF Home Portal.
 Go to the Vendors module.
 

In the Browse Vendors display click the icon for the desired vendor.

 Go to the Competencies&Rates tab.
 In the Price Profile section click the Add price profile button. The Price Profile - Add pop-up window appears.
 

In the Name field provide the name of the new price profile.

Currency in the Profile's Name

If you use multiple price profiles for one vendor, you might add the profile currency in the price profile name to identify them easily.

 

From the Currency drop-down menu select the currency for this price profile.

 (Optional) In the Minimum Charge field provide the lowest cost accepted by your vendor for performing a job.
 (Optional) From the Price List drop-down menu select the Price list valid for this price profile.
 (Optional) From the Duplicate from drop-down list select the price profile you want to copy the data from.
 

(Optional) From the Default Contact Person drop-down menu select the contact person at your vendor’s side for all price-related arrangements.

 

(Optional) To add a discount or a surcharge to this vendor's price profile click the Edit button in the Discount/Surcharge section. The Discounts/Surcharges pop-up window appears:

    1. With the Application mode radio button select the way the discount/surcharge will be applied:
      • First sum up then apply - the values of all discounts/surcharges are first summed up and than applied once.
      • Apply one by one - each value of the discount/surcharge is applied separately, one by one.
      • Manual - you manually provide the value of the discount/surcharge.
    2. In the Edit section select the available discounts and surcharges from the Add... drop-down menu. To remove a discount/surcharge from the list click the icon.
    3. Click the Save button. The Discounts/Surcharges window closes.
 (Optional) In the Default section click the Set as Default button to confirm that this new price profile should be a default profile for this vendor from now on.
 (Optional) In the Description field provide a short description of the new price profile to help other users to apply it properly.
 

Click the Apply button, the Price Profile - Add window closes. You have added a new price profile for a vendor.

 

 

II. Add the Language Combinations to the Vendor's Price Profile

 

The language combination in the vendor profile determines the characteristics of your vendor activities required for your project and their qualifications.

It contains the following information:

  • What kind of job types
  • In which language pairs
  • In which specializations

the vendor is able to perform.

Selecting the language combination is crucial in the entire translation process because the Home Portal uses this information to search for vendors while creating the availability request.

Accurate configuration of the job types and specializations in the language combinations ensures best vendors selection for the jobs in your projects.

To create a language combination in your vendor's profile, perform the following steps:

 In the  Language Combination section click the Add button.  The Vendor Language Combination - Add pop-up window appears.
 

In the Mode section use the radio buttons to decide on the type of the language combination you want to add.

  • One to many - select this option if you want to add a new language combination where one source language is translated to many target languages.
  • Many to one - select this option if you want to add a new language combination where many source languages are translated into one target language.

Select the Add also the Reverse Language Combination(s), if you want to automatically create the reverse language combinations to these ones that you are creating in this window.

The Reversed Language Combination(s) is an option, where when you create the Language A to Language B combination. The Language B to Language A combination is created automatically by the Home Portal.

 

In the Target Languages:

  • Select the Any Target Language checkbox to create a language combination to all active languages in your Home Portal.
  • Leave the checkbox unselected and double-click on a language in the Available Items list in order to add it to the Selected Items list.  For example, English, French, and German are selected.
 

In the Target as Native Language drop-down menu select if the target language(s) in this combination is native to this vendor.

Select the Also for Reverse Language Combinations checkbox if the target language(s) in the reverse combinations is also native to this vendor.

The Also for Reverse Language Combinations checkbox is displayed only when the Create also Reverse Language Comb. checkbox is selected.

 In the Job Types mutli-selection field add the job(s) for which those language combinations are valid. Double-click on a job type in the Available Items list in order to add it to the Selected Items list.  For example, translation, editing, proofreading and quality assurance are selected.
  In the Minimum Charge field provide the lowest cost allowed by your vendor in this price profile.
 

 Click the Apply button to save new price list in the Home Portal. The Vendor Language Combination - Add window closes.

II.I Define Specializations for Jobs in the Language Combination

The next step is to add a set of specializations to the job types in the newly added language combination. To do that, perform the following steps:

 In the  Language Combination section select the language combination that you have just created in the Add the Language Combinations to the Vendor's Price Profile section.
  Click the Specializations under the summary of the selected language combination. This section expands with the list of all job types defined for the language combination.
 

For each job type select the specializations from the Add... drop-down menu. To remove a specialization from the list click the icon.

Click the Add all button to add all available specializations to the job type. Click the Remove all button to remove all selected specializations from the job type.

 

 Click the Save button. You have added the specializations to the job types in the language combination.

 

Important

Please keep in mind that adding accurate set of specializations to the job type is very important. When the Home Portal is looking for a suitable vendor to do the job in the project it is using precisely the job types and specializations from the language combination.

III. Add the Rates to the Language Combinations

The rate is your vendor's price for a specific service, for example for a translation or proofreading. Mind that rates might be different for different language combinations. Therefore, the rate for translation from English to French may by different than the rate for translation from French to English.

 To add a rate to a language combination, perform the following steps:

 In the vendor's profile go to the Competencies&Rates tab.
 

Click the Edit button. On the list of available price profiles for this vendor click the name of the profile you want to modify.

 In the Language Combinations  section select the combination you want to add the rates to.
 In the Rates section click the Add button. The Vendor Rate - Add pop-up window appears.
 The Price Profile field is filled in automatically with the name of the profile.
 In the Language Combination mutli-selection field add the language combination(s) for which you wan to add the rates to. Double-click on a combination in the Available Items list in order to add it to the Selected Items list.  For example, Swedish to English is selected.
 From the Job Type drop-down menu select the type of job which this rate will be applied.
 

(Optional)

  • In the Specializations select the Any specializations checkbox to add all active specializations to the job type in this rate.
  • If you want to add only for a particular specialization double-click on a specialization in the Available Items list in order to add it to the Selected Items list.

Specializations Matching

Please make sure that the specializations added to the job type in the given rate matches the specializations of the job type in the language combination. When they are the same the Home Portal automatically uses this rate while creating a payable for this vendor.

 From the Calculation Unit drop-down menu select the unit with which the rate will be calculated. You may choose more than one calculation unit.
 

In the Rate field provide the rate value. You may also provide the rates for the Translation Memory.

 Click here to learn how to add rates to TM...

To add rates to the translation memory:

    1. Click the Show TM Rates link.
    2. From the CAT Tool drop-down menu select for which tool you want to add the rates.
    3. In the table underneath provide the rates in the second column. Provide the rates for each segment.

      The calculation unit for the rate will be used also for the Translation Memory Rates.

 (Optional) In the Minimum Charge field provide the lowest cost allowed by your vendor for this particular job type and language combinations.
 (Optional) Select the Overwrite Existing Rates checkbox if there are already some rates for this job type and language combination and you want the new rates to abrogate the old ones.
 (Optional) In the Notes field provide an internal note for other users in your company.
 

Click the Apply button to add rate to the language combination. The Vendor Rate - Create window closes.

 

Why Adding Rates?

In XTRF Platform the rates in the vendor's profile are used to create a payable for a specific job. When the payable for the job is created, the Home Portal is seeking in the vendor profile the correct rate using precisely the language combination, job type and the specialization stated in the rate. The rate is used only when it's language combination, job type and specialization match the language combination  job type and specialization specified in the project.


Tips and Tricks