Translation assignments - overview

            List of translation assignments in the best translation management system

            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. This button provides two choices: create single translation assignment for all unassigned tasks or create separate assignment per each unassigned task (for example, if a job contains multiple translation tasks, proofreading and review tasks, then the system will create three assignments - one per each work type).
            After pressing this button new assignment(s) will be created. Here is default look of the translation assignment editing form:
            Translation assignment in BaccS - translation project management tool

            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:
            Translation assignment in translation management system

            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:
            Translation assignment in BaccS - translation project management tool

            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:
            Translation assignment in BaccS - translation project management tool

            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.

            As translation jobs, assignments has two statuses - Status of work and Status of payment. You can quickly change status of work via context menu (or Change status button on the ribbon) in the list of assignments. Also, it could be changed automatically when vendors deliver translations. Status of payment also gets changed automatically when you (or vendor) create an invoice over assignment, and sub-sequentially when you create a payment over incoming invoice. Depending on status, assignments has different colors in the list. These colors may be changed according your preferences using conditional formatting feature.

            When a job is fully assigned to external contractors, and when all assignments are delivered, the system will automatically change Work status of underlying job as Finished.

            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).

            You can also generate purchase orders in a batch mode. To do this, select multiple assignments and click Generate POs button:

            The system will create PO (without previewing) for each selected assignment, attach it as an internal file to each assignment, and then offer user to save all generated POs to hard drive.

            To create an incoming invoice and payment in a single action, select necessary translation assignment(s) and click Create payment. A new invoice and payment will be created for the amount of the selected assignments. When this payment will be saved, corresponding assignments will be marked as paid.

            To register invoice from one contractor for a number of assignments (or to register invoice by Vendor), select these assignment and click Register invoice button. Read this article to get detailed information about invoices from vendors.

            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.

            File attachments tab allows to attach files to assignment (source files, reference files, glossaries, TMs, etc.). These files are stored directly in the database and not linked with source files on your hard drive. Also, they can be stored in one of supported cloud drives (Dropbox, Google Drive and Microsoft OneDrive). Once the file is attached, it can be deleted or moved on the hard drive. (but not on cloud drive). Please use this function with care, because it leads to database file size growth. Currently, maximum file size in a local mode is 4 Gb. In network mode, file size is unlimited. To attach a file, click on the Add from file... button (). After selecting a file, specify its type in the File type column by selecting necessary value from the underlying reference table (you may create additional file types on fly).. These files are stored inside database, and available to other users who may open this project from another computer or web-version.
            Detailed information about working with file can be found in this article.
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