Program settings

            Before adding any data, it is recommended to check the application settings. Settings contain all your personal information and software parameters. To open settings, click the Settings button on the Tools page of the ribbon or in the quick access row at the top. This form contains a number of tabs, which will be described below. At the end of this article you will find description of buttons available on the ribbon menu in the Settings form.


            MAIN DATA AND CONTACT DETAILS


            Here you specify your name, company name, VAT number, time zone, address, web pages and license code. Also it is possible to upload a photo (which then can be included into your CV, for example).

            The last field on this tab is BaccS license code, which is used to enter your license code to unlock full version of the program.

            INTEGRATION SETTINGS


            ProZ.com


            Please check this article to get detailed information about the settings in this group.

            Trados

            Here you can specify default folder where SDL Trados Studio projects are stored.
            In the GroupShare group you may specify server name, login and password to turn on GroupShare integration features. In the Phases - Work type correspondence group, it is necessary to select work types which correspond to default GroupShare phases. This will allow to effectively use Phase change function.

            Cloud drives

            This group of settings allows to connect BaccS to the most popular cloud drives: Dropbox, Google Drive and Microsoft OneDrive. For each of services, there is Connect and Disconnect buttons. After clicking Connect button you will be redirected to the access confirmation page. After confirming, you will be redirected to a page with resulting code. Click Copy button and then paste copied text to the dialog window, which opens after your press Connect button. Then click OK to confirm connection.

            Below toolbar with buttons you will find boxes with connection status with each of supported services.

            Memsource

            Provide login and password for your Memsource account and click Connect to Memsource to get access token, which then will be used to use Memsource integration features.

            APPLICATION SETTINGS

            Database/settings storage path

            By default, BaccS can store user settings files and database file in two different locations. When the program was installed into the Program Files folder and user does not have administrator rights, then your settings and database will be stored at c:\ProgramData\BaccS folder by default. Otherwise, settings and database file are stored in the same folder where BaccS is installed. You can change and copy database/settings files into the custom location (for example, it could be a older synced with cloud drive). To do this, click Zoom button in this field and select a new folder. The program will offer you to copy existing database into a new location. When done, it will be required to restart the program. Old database file won't be deleted automatically, you have to do it manually. This is done for safety reasons. To restore default path, click on Cross button in this field. Again, the program will offer to copy your database file back to default location.

            Application language

            If set to Auto, the software will use your default language (if localization exists). Alternatively, you can select localization language from the list of languages.

            Base currency

            The base currency is used to convert amounts from different projects (which may be in different currencies) into a single one using today's conversion rate. For example, choose USD as base currency (as seen in the screenshot). In this case, if you get a project in EUR, than it will contain two total amounts: in EUR and in USD. The amount in EUR will be used to track balances, but the amount in USD will be shown in the total calculations, which involve projects in different currencies. Example: 1st project - total 100 USD (100 USD in the base currency). 2nd project - 100 EUR (~115 USD in the base currency, if the conversion rate is 1.15). Then, the total amount for both projects: 100 EUR and 100 USD (215 USD in the base currency, which for example will be shown in the Dashboard). It is possible to change the base currency when you already have entered some jobs or invoices, but it will require some additional actions to recalculate the base currency for the existing documents. To do this, after saving settings, open the Settings window again and click Recreate transactions. All the amounts will be recalculated into the new base currency (provided you have entered the necessary currency rates).

            Many tables in BaccS contain Amount (base currency) column. This column contains an amount converted to the base currency (if document's currency differs from it). It allows to get meaningful totals in any table, expressed in one single currency. Such columns will be automatically renamed to include your base currency name in brackets.

            Earning accounting type

            Allows to specify a method of determining a date when creating a record in the Ledger. In other words, a date when earning/expense is accounted. Possible values are By date and By deadline. In the first case records date in the ledger will be determined by the job date. In the second case - by the job deadline.


            Earning accounting method

            This setting has three choices: Job-based, Invoice-based and Payment-based. It specifies when to add transactions into the Ledger and Balance sheet. If the first option is selected, then when a new job is created, you will see increased income and debt from the client. But if you select the second option, job creation will lead to nothing, while invoicing of this job will mean income registration and increase of the debt from the client. Please note, that if you change this setting, it will be necessary to click the Recreate transactions button.
            When Invoice-based method is used, the program will also track currency differences in cases when invoices are issued in a currency which is different from base currency.
            Example. You issue invoice on some day, specify amount, currency rate and amount in base currency. When a payment arrives, currency rate changes, which means you get different amount in base currency. Depending on direction of the exchange rate change, you may get more or less than expected amount. This difference is called currency difference and must be registered in the Ledger. BaccS tracks these changes and creates corresponding records in the Ledger on the date of payment arrival.


            Financial year start

            This setting allows to specify a date when financial year starts in your country. This allows to generate reports by financial year (instead of calendar year), and apply filter in lists of jobs/invoices/assignments/etc. by financial year and month.

            Default language direction

            Here you can specify the language direction, which will be applied for all added jobs by default.

            Default fuzzy type set

            Specifies fuzzy type scheme and corresponding fuzzy discounts which will be applied to default prices during creation of jobs.

            Default work type

            This work type will be used by default in all job tasks and quote items.

            UI for freelancers

            Check this box to hide commands and navigation items used by outsourcers (to assign jobs, view contractors, etc.).

            Disable price pick-up mechanism

            When you enter a new task in a translation job or assignment, the system tries to determine price based on selected customer, work type and unit. If explicit price not found, price pick-up mechanism is used to determine a price based on existing data. This mechanism uses adjustment factors you set for work types and units. For example, if price for Translation in Words is set to 0.1 USD, and you enter a task with Proofreading work type with Words unit (for which 0.33 adjustment factor was set), then the system will determine price according this formula: 0.1 * 0.33 = 0.033 USD.
            This checkbox allows to disable this calculation and apply only prices which actually exists in customer's or contractor's price-lists.

            Numbering system
            These fields (separate for invoices and translation jobs) allows you to set the rules of the new number generation when a new job or invoice is created. The default value is Sequential, which means that numbers are assigned in sequential order (1, 2…10). Also you can select Per client code value. In this case, each client will have its own numeration, and the document number will include a special prefix (client code).

            Invoice/job/assignment number format

            These parameters allow you to set-up number generation for each type of document. In BaccS, document has numerical numbers. To provide ability to represent these numbers in desired form, there is a second string field, which is formed on the basis of specified rules. You can use any symbols here and a number of variables (numeric document number, date and client code). These variables are placed inside curly brackets. You may also apply additional formatting to each variable by specifying format after a colon sign. For example, if you want to get a number which contains some prefix, followed by 6-digit number and year, use the following string:

            prf_{0:d6}_{1:yyyy}

            Here is prf is our prefix, followed by variable 0 (document number) formatted as 6 digits, followed by date formatted as four numbers of the year.

            You can see a number of examples below these fields showing how to use these parameters. Also, each field contains a zoom button to test and find out the string format which suits your needs. Also, near the zoom button, there is another button with the arrow which allows to apply formatting string to all documents. For example, you used 4-digits number for jobs (like {0:d4}), but now the number of jobs increased above 10k entries. To re-format all previous numbers, change formatting string to {0:d5} and click Apply format to all jobs. In the result the new format will be applied (for example, number 0345 will turn into 00345).


            PO number format 

            Allows to specify a rule to generate PO number in translation assignments. It also supports a number of variables which can be used in the same manner as number formats described above. To turn off PO number generation function, please leave this field empty.

            Automatic backup 

            This group allows to set-up auto-backup system. When turned on, please select a folder to store database backup files. If something will happen with your database, you will be able to restore it from one of backup. By default, the system creates backups for 5 days (5 copies). Backup is created when program closes and before update installation. When you change backup path using Zoom button in this field, then the program will offer to move all existing backup files into a new folder.

            Auto download currency exchange rates

            Allows to setup automatic downloading of currency rates on the program startup. Select source of rates and up to three currencies to switch this feature on. Clear values in the Currency 1, Currency 2 and Currency 3 fields to turn this feature off.

            Automatically send information about errors to BaccS developer checkbox controls program behavior when any error occurs. When checked, the program will automatically send bug report to the BaccS server. This report contains information necessary to quickly fix the bug. You can view copy of this information in the baccs.log file, which can be found in the BaccS installation folder. This information does not contain any private data.

            APPLICATION SETTINGS - SCHEDULER

            The Scheduler group contains a few parameters. Calendar type field allows to select a service you use for scheduling: Google Calendar or Outlook Calendar.
            Translation jobs group contains parameter for creating events in the built-in scheduler and syncing them with cloud calendar. Invoices group, correspondingly, contains similar parameters for invoice.

            Use scheduler option allows to turn built-in scheduler on or off (On by default). When turned off, job saving will be slightly faster.

            Sync with online calendar option allows to enable or disable Google Calendar or Outlook Calendar synchronization. On the first attempt to sync a browser window will be opened to login into your Google or Outlook account. After that, the program will be able to synchronize automatically. Please note that BaccS only sends data to the Google Calendar, but does not import your existing entries.

            Sync with Workload Planner. This option allows to create multiple records in a calendar according information contained in the Workload Planner tab of a job. System can help with planning periods of working on a job according your pre-defined work day period. When this option is checked, instead of one long entry which lasts from job date until job deadline, the program will create corresponding calendar entry for each day spanned over defined work period.

            Take a note that syncing with Google Calendar or Outlook Calendar will take more time if this feature is enabled, because it will be required to create multiple entries instead of one. However, it allows to get more clear picture.

            The Default scheduler entry contents. When a new translation job or invoice is created, the system creates the corresponding appointment in the scheduler (and in your cloud calendar, if needed). This parameter allows to adjust the text used as a header (summary) for that appointment.
            For jobs, you can use the following variables in this text: {0} - project number, {1} - project date, {2} - project name, {3} - client name, {4} - work field, {5} - average volume.
            For invoices, the following variables are available: {0} - invoice number, {1} - invoice date, {2} - invoice due date, {3} - client name, {4} - amount due, {5} - currency name.

            INVOICE SETTINGS


            Default tax. This tax will be automatically added to all rows in the invoices. Of course, you can delete tax in particular rows or select another one. To make it possible to choose the default tax, please add it in the ‘Taxes’ reference data.

            Accent color. This is the main color used to style elements in your invoices.

            Invoice template. Here you can select the invoice template. There are 7 built in templates, and you can create any number of custom templates using built-in template designer. Additional details about the invoice designer can be found in the corresponding section of this manual.

            Invoice numbering settings group contains the following parameters. Numbering reset date option allows to select a date, from which the program should start new numeration chain for invoices. Reset numbering each year and Reset numbering each month check-boxes allow you to have a new numeration sequence each year or month.

            The Default file name parameter allows you to setup a default file name when the printing form is exported to some file. There are a number of available variables you can use to generate file name: invoice number, invoice date, customer code and customer category code.

            The Default folder to save printing forms, respectively, allows you to specify the default location to save the exported document.

            Scheduler. This group allows you to setup appointment creation for created invoices on the date which corresponds to the invoice payment term. Also it is possible to sync this operation with Google Calendar. Important note about Google Calendar sync feature: when you register a payment over an invoice and invoice becomes fully paid, an entry created in the Google Calendar will be automatically deleted.

            Default invoice message. This text is added to the bottom of the printed invoice. Usually it contains some kind of 'thanks' to your clients.

            The last field, Logo, allows to select an image file to display it in generated invoices.


            JOB SETTINGS

            The Reset numbering each year checkbox allows to have a new numeration sequence each year.

            In the Default unit field you may select any unit which will be automatically applied when you create a new row in the Job tasks table. The most common option here is 'words'. Also, you can leave this setting empty

            JOB FOLDERS

            The Folders settings group allows you to setup a folder creation mechanism for your jobs.

            In the Default working folder field you specify a base folder on your hard drive where you save your work folders and files. For example, d:\Work.

            The next parameter, Job folder template name, allows you to set job folders naming rules. You may use any characters (letters and digits) and provided variables. Using variables, you can define job folder naming rules of any complexity. For example, job folder name can include year, month, date, customer short name, specialization, project name, PO number. List of variables is provided below the field itself:

            To use any variable, find it in the list and type it in the field (using curly brackets, as shown).
            To use any custom symbol/digit in the folder name, simply type it without brackets (for example, "Job {0}" will result in "Job 122").

            If you wish to create nested folders inside base work folders (for example, you organize your job folder by years or customers), use back slash symbol. For example: "{11}\{2}\{0}" value allows to put job files inside a folder named d:\work\2018\Client 1\122.

            A few examples of parameters usage (suppose we create project nr. 122 dated 03-oct-2016 for the TransGlobal company, and specialization is IT):

            {0} {1} {2} – {3} will result in 122 161003 TransGlobal – IT

            {2}\{0}_{1} will result in TransGlobal\122_161003 (sub-folder for the client is created)

            {7}\{2}\ {0} will result in 16\TransGlobal\122 (2 sub-folders: for year and client)


            The last parameter, Default folder inside job folder, allows you to specify default folders, which will be created during main folder creation (examples: forTrans, fromTrans, proofread, reference). To separate folders, simply type comma symbol.

            PRODUCTIVITY SETTINGS

            Turn on workload planner check-box allows to start using a feature which helps to track daily workload and facilitate in decision making process about accepting new jobs. You can read detailed information about this feature in the Workload planner article.


            Daily capacity specifies your daily outcome. It is calculated in weighted units. This means that each quantity is converted into some average volume using adjustments factors. For example, 1 hours may correspond to about 500 translated words, or 1000 proofread words may correspond to 300 translated words. Adjustment factors are set in the Units list.

            Workday start/end time fields allow to specify your normal working day. Workday end time is used to automatically set time when determining deadline during job creation.

            Preferred job allocation method allows to select one of methods to automatically allocate jobs in the workload planner. Possible choices are Earliest delivery, Latest delivery or Evenly.

            CV/PROFESSIONAL DATA

            This tab is used to provide data for the CV generation tool. It allows to set the following data:
            • Personal slogan
            • Career start year
            • Education
            • Skills
            • Work experience
            • Diplomas and certifications
            • Languages
            • Work fields
            • Feedback
            • References
            • Professional software
            • Other software
            • Custom data
            • Personal details and words to potential clients

            A full description of the CV generation tool can be found in the corresponding section of this manual.


            BUTTONS IN THE RIBBON MENU

            Except parameters listed above, the Settings form provides access to the following commands available in the ribbon menu:


            Edit custom fields. Opens a windows which allows to create custom fields in the database. You can read detailed description here.

            Recreate transactions button allows to recalculate accounting data. For example, after turning on workload planner new entries in the planner will be created only after re-saving existing job. After clicking this button all jobs (and invoices, payments, assignments, etc.) will be re-saved.

            Export all data to Json file. Allows to create backup file containing all information from database and save it in a popular json format.

            Import data from Json file. Allows to import backup in json format. Also used to import data from BaccS version 2.

            Clear user data button is used to erase database (except settings) and start from scratch. Usually used to clear demo data.

            Create demo data button allows to fill database with dummy data to quickly evaluate its functions without need to enter it manually. A number of customers, vendors, projects, jobs, invoices, payments and translation assignments will be created, which will serve as base data for built-in reports.

            Manage E-mail accounts. Opens a window to create and edit e-mail accounts. Mail sender allows to select an account used to send mail messages. In each account you provide name displayed in the From field, login, password, SMTP server, port and SSL protocol usage to connect to an e-mail service provider. Mail sender feature allows to send invoices from the print preview window, payment reminders, offers to contractors, etc. You will find examples of parameter values for the most popular e-mail service providers (Gmail, Outlook and Yahoo) in the e-mail account editing window.

            Also, in the Tools tab of the ribbon you will find Create backup and Restore from backup buttons. The first command allows you to save your database in the desired place. The second one does the opposite operation, restoring saved data. After restoring, the application requires to be shut down and run again, to update the restored database if a backup was created in the previous version.
            Important information for Mac users. Create backup button does not work on Mac computers with virtual machine. It is still not clear why this happens. You have to manually create backups. To do this, copy baccsdb.sdf file contained in the database folder inside BaccS installation folder (if application is installed in the Program Files folder, database file will be stored in C:\ProgramData\BaccS folder.


            Updated: 26 Aug 2018 02:43 PM
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