These tables are used to describe job tasks and job total price. Job tasks table is used to enter all actions required by a particular job, including service type, fuzzy type (when required), quantity (including quantity assigned to external collaborators), unit of measure, prices, amounts and work time. In other words, it fully describes all the services which must be performed. Receivables table allows to separate job price calculation from the job tasks list. This table is optional and is not required to use. It may be used in the following cases:
1. When you want to 'shrink' job tasks table to include limited number of records into an invoice which will be created on the base of this job. For example, if a job contains a lot of fuzzy matches, proofreading and editing, instead of full fuzzy breakdown you can create one single row for Translation services, one row for proofreading and one row for editing. In a result your invoice will contain only 3 rows.
2. When total job price differs from amount you get in job tasks table. For example, you have agreement with your customer to translate 5000 source words per some price. But in fact, with a help of own TMs or based on other factors, actual wordcount appears to be lower. In this case you enter actual wordcount in the Job tasks table and then agreed quantities and prices in the Receivables table. Later, when invoice will be created, correct amount and list of tasks will appear there.
Take a note that when you add something into the Receivables table, the following columns in the Job tasks table automatically become disabled: Price, Discount, Price with discount and Amount.
Here is default look of these tables:
To create a new row in any of these tables, click Add (Ctrl-N) or Copy (F9) on the toolbar above a table. To edit selected row, click inside desired cell. Depending on selected cell, you may press F4 button to open its editor (calculator for quantity, list of work types for Work type, time editor for Work time, etc.). Please note that when you save a row (finish editing it), the document won't be saved. Therefore, if you cancel editing the whole document (job), than all changes made in the job details and receivables tables will also be canceled.
MAIN COLUMNS AND COMMANDS
Receivables table provides has Fill table button on the toolbar. This button allows to quickly transfer data from the Job tasks table and group it by work type and unit. For multiple fuzzy types, you will get total wordcount with average price. You can make manual edits in the table after automatic fill.
Few words about Quantity field in the job details. To enter quantity, you can use built-in calculator (F4 or down arrow). Just make necessary calculations and hit Ctrl-Enter to apply the resulting value. Also, it is possible to get a quantity on the base of final amount and specified rate (for example, when you know amount from the PO, but don't wish to enter all fuzzy types with different rates). In this case, just type price and final amount, and the system will automatically re-calculate quantity.
When a unit with Flat rate option checked is used, a number you enter in the Quantity field won't affect on the task amount, which must be entered manually in this case. This way, you can save job volume for future reporting matters.
The first column named Sort is used to sort job rows on the quote form. You can use Move Up and Move down buttons to change the order. Alternatively, you can manually type sort order in the corresponding cell. This column allows to organize rows in a table (both Job tasks and Receivables) and later use this sorting when printing an invoice.
Above the Job tasks table you can find a button called Re-detect prices (eye icon). When clicked, the program will go through all rows and try to pickup corresponding price from the client's settings (this function may be useful after manual editing of prices).
Above the Job tasks table you can find a button called Pre-fill fuzzy types (). When clicked, the program will fill Job tasks table with default fuzzy types. This set depends on a selected customer, because you may have different fuzzy type sets for different customers. By default, Translation work type and Words unit will be specified in each created row. Prices will be detected automatically. You have just only enter quantities and, optionally, remove odd rows with zero quantities (when not all of fuzzy types are needed).
FIELDS HIDDEN BY DEFAULT
Job tasks table contains a number of fields which are hidden by default. Right click on the table header and select Column Chooser to display a list of hidden fields. Here you will find a number of fields, which may be useful in your work. For example, Discount/Markup (%), Corrected price, Notes, Amount per hour, Quantity assigned and Quantity unassigned fields allow to specify/see additional information, which also can be printed in a quote. The same applies to Notes - you can use this field if you wish to include some information about each work type of the job in the quote. Weight volume column displays row quantity as a weighted volume (using unit and fuzzy adjustment factors). Fuzzy factor column allows to quickly see a factor which is applied according to a selected fuzzy type. When no default price is specified for some fuzzy type, this factor will be used to calculate the price.
At the right you can see a number of fields with totals. When you make any edits in this table, these totals are updated correspondingly. They include job total in a job currency, currency rate (and a date below it, to which this currency rate belongs) and amount in the base currency. If job currency and base currency are identical, then you will see the same amounts. As noted above, job amount is calculated from the Receivables table if this table has at least one row. Otherwise, job amount is calculated from the Job tasks table.
Currency rate is applied automatically from the currency rates list. This value can be edited manually, but in this case it will be applied only to the current job, but not saved in the currency rates list. If edited manually, you can use Refresh button to reload currency rate from the reference data list. This field also contains Download button to download and immediately apply today's rates.
Another field here is Edit time, which value can be calculated automatically or edited manually. Edit time is calculated on the base of the previous data entered in another jobs. Thus, when you create a new job, the program uses historical data to 'predict' time needed to complete a job. When the job is done, you can edit it to provide more precise value here or use built-in timer functionality. It will influence on the future calculations. Later this value can be used to build charts displaying your performance change over time.
Linked (not linked) with CAT project field displays information about linkage status of a current job with any CAT system. To establish such link, please click Link with a CAT project button on the ribbon. Then select a CAT tool in the drop-down list. Currently BaccS only supports linkage with SDL Trados. Such link establishment allows to track project progress right from BaccS, which is displayed in the list of jobs using Progress column.