BaccS Support Center

            SDL Trados Plug-in

            To use integration features with SDL Trados Studio, you have to install BaccS plug-in, which is available here:
            If you have any ideas about future plug-in development, please share your thoughts at admin@ibaccs.com.

            This plugin is free to use, and provides the following functionality:
            • Create and print invoices and quotes right inside Studio, without need to install BaccS main application. This functionality is available for free for all users.
            • Send messages from Studio to main BaccS application to automatically create translation jobs, quotes and invoices. This functionality requires to install full version of BaccS.
            • Accept messages from BaccS to automatically create projects in Studio based on Translation jobs created in BaccS, publish projects to GroupShare, etc. This functionality also requires to install full version of BaccS.

            After installing the plug-in, you will notice the following changes on the Trados toolbar


            To use any last three buttons (those with small icons), you have to launch BaccS first.

            Before you start (free light version)

            If you're going to use functionality which does not require to install main BaccS application, then you have to setup plug-in first. In the navigation tree, select BaccS TMS view to switch to the main plug-in window:


            By default, you will see list of invoices. On this view, click the following buttons on the toolbar to configure the plug-in:
            • Options (here you specify your main data and contact information, select invoice template, numeration rules, default values (currency, service type, etc.), set your company logo, etc.);
            • Reference data > Taxes. Create taxes which you usually include in your invoices.
            • Reference data > Units. Create units you use to count your work. By default, a number of units will be created (Words, Hours).
            • Reference data > Currencies. Create currencies you use to create invoices/quotes. By default, a number of units will be created (USD, EUR);
            • Reference data > Fuzzy types. Create fuzzy bands you use in Studio. By default, standard fuzzy bands are created, and if you don't change Studio settings, there is no need to make changes in this list as well.
            • Reference data > Fuzzy schemes. Here you can create different fuzzy schemes. Each fuzzy scheme allows to specify different fuzzy weights (for example, one customer applies 10% factor for Repetitions, while another may use 0 or 5%). For these purposes, you may create different fuzzy schemes and apply to different customers by default.
            • Reference data > Service types. Create necessary service types. By default, Translation, Proofreading, Editing and DTP are created.
            • Reference data > Default price. Here you can create default (general) prices applied to all customers (when a customer does not have individual price-list).
            • Reference data > Customers. Create your customers. You can specify main data, contact information, default currency, default invoice template, default fuzzy scheme for each customer. Also, you can create individual price-list for each customer. If you create at least one price for a customer, the system won't use prices from Default prices table during invoice/quote creation for that customer.
            To create an entry in any of listed tables, click New button on the bottom toolbar, fill-in required fields and click Save and close.

            When done, you may start creating quotes and invoices.

            Create a quote (free light version)

            You can select one or multiple projects in the SDL Trados Studio list of projects and click Create a quote on the ribbon. The system will ask if you wish to include all fuzzy matches from selected projects or calculate average volume. After that, you will see quote creation window:

            Status is set to Prepare by default, and Quote items table is filled with the analysis data of selected projects. This list is grouped by Studio project name and language. If you have default prices specified in a corresponding reference data table, than the system will attempt to automatically detect prices. After selecting a customer the system will offer to re-detect prices according customer's price-list (if specified).

            Fill-in other fields, adjust markup and discount, check taxes and amount, and click Save and close. You will return to the Quote list screen, from where you can print a new quote. Select it in the list and click Print quote(s) on the bottom toolbar:


            Generated quote will appear:


            From this window, you can export generated quote to a number of formats (PDF, Word, Excel, Image, CSV, etc.) or use system mail application to send a quote by e-mail. In addition, you can click Editing fields button and make some final edits right in the generated quote! This function will be useful in a case of incorrect word wrapping in some fields, so you can manually adjust line breaks.

            After creating a quote you will notice that quote number will appear in the list of Trados projects (which is displayed on the right of Quote list), and that project will be highlighted with yellow color. This will help to navigate in the project list.

            Create an invoice (free light version)

            Create a quote (desktop)

            After you have created a project in Trados Studio, you can quickly create a quote based on it. Before doing this, check the following:
            • You have created a customer in BaccS and added default prices for this customer (or, at least you should have general default rates created in BaccS).
            Click Create a quote button on the SDL Trados Studio toolbar. You will see the following window:


            The Customer and Currency fields allow to select data from your BaccS database. In the Language field you can leave All value (all languages will be transferred into a quote) or you can select specific language for quote creation.

            Click OK to start creating a quote. Switch to BaccS, where you will see default analysis results import window:


            Here you can define final settings for importing analysis results. In the example shown above, you can see that a quote will be created for 2 languages included in the Trados project. Language is displayed in the last column of the Analysis results table. When needed, you can delete unwanted rows from this table. Click OK again to finish quote creation:


            As you see, 2 rows has been created in the Quote items table (for 2 languages). Price has been detected automatically based on customer's information.
            Now you have to check other fields (Delivery date, Job title, Project) and click Save. After saving a quote you can generate printing form by clicking Print button:


            From this window, you can export a quote to a number of supported formats, save it as PDF and attach to a Quote document (for later viewing or sending), send by e-mail using your default Windows e-mail client, or send by e-mail using BaccS mail sender.

            Create a job (desktop)

            After you have created a project in Trados Studio, you can quickly register a translation job based on it. Before doing this, check the following:
            • You have created a customer in BaccS and added default prices for this customer (or, at least you should have general default rates created in BaccS).
            • You have create necessary specialization in BaccS, as it will be needed to select it before creating a job).
            Click Create a job button on the SDL Trados Studio toolbar. You will see the following window:


            The CustomerCurrency, Specialization and Project fields allow to select data from your BaccS database. In the Language field you can leave All value (all languages will be transferred into a quote) or you can select specific language for quote creation.

            Click OK to start creating a quote. Switch to BaccS, where you will see default analysis results import window (see example above, in the Create a quote section). When ready, click OK to finish importing analysis results. A new job will be created (with correct sequential number, filled-in fields, picked-up prices, etc.) and job editing form will be opened in BaccS:


            You can adjust information and click Save to confirm changes. Done - your job is registered in the system, linked with Trados project, and ready to be invoiced.

            Create an invoice (desktop)

            If your BaccS database contains a job linked with a project created in SDL Trados Studio, you can create an invoice right from within Studio. No need to switch to BaccS, open list of jobs, find necessary job and click Create invoice button. You can do this from Studio, and a job in BaccS will be automatically marked as delivered.

            To create an invoice, select a project in SDL Trados Studio and click Create an invoice. The system will try to find translation job in BaccS database. If such job won't be found, you will see corresponding message:


            Otherwise, you will get confirmation message in Studio, and new invoice editing from will be opened in BaccS:


            Again, all fields will be automatically filled-in. If default tax is selected in the customer settings, this tax will also be automatically applied. Just check payment term, specify contact person (if needed), or other details, and then click Save button. When invoice is saved, it can be printed (Print button):


            As with quotes, from this window, you can export a quote to a number of supported formats, save it as PDF and attach to an Invoice document (for later viewing or sending), send by e-mail using your default Windows e-mail client, or send by e-mail using BaccS mail sender.
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