This document allows to register assignments on the base of incoming jobs. When created, corresponding transactions are created in the Ledger (correspond to expenses for the amount of the job according translator’s rates) and in the Balance sheet (i.e. increasing of the debt).
There are two ways to create an assignment. The first is semi-automatic, when you select any job in the job list and click Create translation assignment button. In this case, a new assignment is created. Here is default look of the translation assignment editing form:
The list of tasks will be automatically filled based on a job's list list of tasks. Since each job task can be assigned to different contractors, by default the system will put currently unassigned quantity to the Quantity column. If you split some task between different contractors, decrease a number in the Quantity column. Then select a translator. When a collaborator is selected, the system will offer to automatically detect rates in each row of the tasks table. When information from base job is read, all prices in this table are automatically set to zero. If you change any prices manually in the tasks table, you can always use Re-detect prices button to load default prices of the currently selected vendor:
To quickly view default rates for the currently selected contractor, just hover mouse pointer over Contractor field. You will see a tooltip with contractor's price-list. If tooltip is not shown, this means that this contractor has no default rates defined:
When BaccS tries to detect contractor's prices, it uses advanced algorithms. Even if exact price is not found, the program may try to calculate a price for another unit or fuzzy type based on a base price. For example, if you have entered default price for Words unit, but create an assignment with Lines unit (with adjustment factor set to 10), then the system will take base price per word and calculate price per line by multiplying existing price by 10.
When creating translation assignment manually, you have to select base job from the drop-down list. The system will offer to load tasks from the selected job. It won’t be possible to save an assignment without selecting base job or vendor. After selecting a job, select a vendor. When vendor list is expanded, it will be automatically filtered by the job's language pair:
To view all contractors, remove default filter or edit it to filter a list according your preferences. Of course, you can still use quick filters which are available in each column header of this table.
When status of the assignment is changed to Invoiced and payment term is changed from empty to the specific date, the system marks it for payment and changes background color of the row, which helps to identify unpaid translation assignments. When status is changed to Paid, row color changes to dimmed gray. These colors may be changed according your preferences using conditional formatting feature.
If you want to change status of multiple assignments at the same time, select them in the assignment list, click Change status button on the ribbon or in the context menu, and select desired status.
To print a PO for the selected assignment, click Print button (from list view or detail view). Default PO template looks like this:
As with any templates, you are free to create own PO templates. You can start creating own template by cloning built-in template (open Reports - Reports, and find PO template in the list).
To process a payment, select necessary translation assignment and click Create payment. A new payment will be created for the amount of the selected assignments. When this payment will be saved, corresponding assignments will be marked as paid.
If you want to register invoice from one contractor for a number of assignments, select these assignment and click Register invoice button. You will see the following dialog:
Provide invoice number, invoice date, payment term and invoice file (if needed) and click OK. Payment term is detected automatically based on contractor's settings, but it can be adjusted manually. If a file was specified, this file will appear in the File attachments table of an assignment. Take a note that Register invoice button is available only when assignment status is not Invoiced or Paid.
In addition to default fields, there is a Rating field, which allows to save evaluation of the job quality. In future this rating will be used to recommend one or another translator for the assigned job.
In the Instructions tab you can provide additional instructions (with formatting support) to a vendor, which may be included in the Purchase order or mail message.
In the Files tab you may attach any files to the current assignment. These files are stored directly in the database and not linked with source files on your hard drive. Once the file is attached, it can be deleted or moved on the hard drive. Please use this function with care, because it leads to database file size growth. To read more about file attachment, please check this article.