Introduction

To open the vendor’s profile, go to the Vendors module and click on the desired vendor in the Vendors tab. Alternatively, you can enter the vendor's name into the search field in the top menu bar.

Here you can provide and check the detailed information about your vendor. To make changes to the vendor’s profile, click the Edit button at the bottom of the page.

At the top of the vendor’s profile, you can see the basic information about this vendor.

When you enter the vendor’s profile in the edit mode, three buttons appear at the bottom of each tab and subtab,

Note

IMPORTANT!

Do not forget to save the changes to the vendor’s profile by clicking the Save button.

Contact summary tab

In this tab, you can check the details of this vendor's contact persons.

If you have checked the Individual box while adding a new vendor and provided their personal information in the additional fields (see the Add a vendor section of this article), a contact person with the same name and address will appear in the contact summary tab.

To learn how to add a contact person, see the Create a new vendor profile | II. Add a contact person guide.

To edit the contact person's details, hover over their card and click the Show Profile button that appears in the card’s bottom right-hand corner.

You will be directed to this contact person profile in the Contacts tab (see the Vendor contact person profile article).

Main data tab

Identification data subtab

In this tab, you can provide or check the basic information used to organize vendors in the database:

The unique ID number used to identify your vendor. It is provided automatically, but you can also enter a custom number. To find out how to modify the ID numbering scheme, see the Templates - Numbering Schemes article.
Name and legal name you provided during the profile creation.
(Optional) Branch - your company's department, an affiliate, subsidiary, or regional office that does business with this vendor. To find out more about branches in the Home Portal, see the General configuration - Branches article.
(Optional) Tax numbers of your vendor. Those fields may be different depending on the vendor's country of registration.
Status of the vendor. The current status may be Active, Inactive, Waiting for Approval, Rejected, Too Expensive, Incomplete Data, Potential, or Not Confirmed.
The Individual checkbox shows if the vendor is an individual or a company.
The In-house checkbox shows if the vendor is an employee of your company or an external contractor.
(Optional) In the Contract Number field, provide the number of the contract signed with this vendor.
(Optional) From the Category drop-down list, select a specific category you want to assign this vendor to. To find out more about categories, see the Categories article.
(Optional) Provide additional Notes about this vendor.

HR data subtab

In this tab, you can provide or check the HR-related information about the vendor.

The First Job Date can be filled automatically or manually.
The Last Job Date is filled automatically.
In the Dates Updates On, you can check when the last update occurred and click the Update button to refresh this field.
In the HR Notes, you can provide HR-specific notes about this vendor.
From the Recruitment Source drop-down list, you can select how this vendor was found.

Social Media subtab

In this tab, you can list additional communication canals for the vendor.

Click the Add Social Medium button to add a vendor's account on Facebook, LinkedIn, Skype, etc.
If you add several accounts, you can set the preferred one with the Preferred radio button.
Add a vendor’s photo by clicking on the Upload image file button.

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After the vendor signs in to the Vendor Portal, the Photo section will be blocked. If the vendor adds a photo on the Vendor Portal, it will appear in their profile on the Home Portal.

Billing Address subtab

In this tab, you can provide the billing contact information for the vendor.

Provide the billing address details.
Check the CC in E-mails to Contact Person box to make sure the copies of all e-mails to the contact person are sent to the main e-mail address.
Select the Disallow CRM E-mails checkbox if the vendor does not want to receive CRM e-mails.
Provide additional e-mails.
Check the Use for CC 2/3 boxes if you want to send copies of the XTRF-generated e-mails to those additional e-mails.
Provide the address of the vendor’s website(s).

Mailing Address subtab

In this tab, you can provide the vendor’s mailing address details. By default, the mailing address is the same as the billing address. To provide a different address, uncheck the Use Billing Address box and fill in the address fields.

Invoicing subtab

Invoice data

In the Invoice Data subtab, you can:

Select whether you want to invoice this vendor’s jobs. Unselect the Invoice Vendor’s Jobs in case this is an in-house vendor.
From the Invoice Data Type drop-down list, select whether this vendor is a local or a foreign one, an individual, or represents a company.
In the Tax No. (UID) and Tax No.2 fields, provide the vendor’s tax number(s).
In the Instructions field, you can add notes concerning invoicing this vendor.
If you have selected an individual in the Invoice Data Type field, additional fields will appear. Here you may provide the additional information that will appear in the invoice, such as your vendor’s social security number, tax office, or birth date.

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To learn how to set up a vendor’s tax office, see the Configure system values - Tax offices article.

Payment Terms

In the Payment Terms subtab, you can:

Select or add an Accounting Contact Person.
Set the Tax Rate that will be applied to the vendor’s charges. If you want to change the Tax Rate, select the new Tax Rate and save the changes. The new Tax Rate will be applied automatically to new jobs.
Check or uncheck the Use System Terms box to decide whether you will use system terms or set up custom ones for vendor’s payments. If you decide not to use system terms, the fields below become active.
Set the Invoice Dates for this vendor.
Test the calculation dates you’ve set. In the Job Deadline Example field, provide any date and click the Show Expected Invoicing Dates button. A pop-up window with dates calculated for a given deadline appears so you can check if those calculations are as expected.
In the Payment Terms section of this tab, you can:
- Select the Default Payment Terms from the drop-down list.
- Create custom payment terms for this vendor by clicking the Add button. To learn how to create payment terms, see the Configure payment settings for vendors and clients | Define payment terms for vendors and clients guide.
- Check the details of the selected payment terms.
- Select the Default Payment Terms for Empty Invoice.

Payment Methods

In the Payment Methods subtab, you can set how you will pay your vendor. For details, see the Configure payment settings for vendors and clients | Define payment methods for vendors guide.

Templates subtab

In this tab, you can select the templates for vendor-related documents.

In the Document Templates section, select the templates you want to use for documents sent to this vendor. To do so, select the desired template from the drop-down list next to the document types. To learn how to add or edit custom document templates, see the Templates | Document templates article.
In the E-mail Templates section, select which messages will be sent to the vendor when the job is started.
- To add a new template, click the Add button. For details, see the Create a custom e-mail notification template.
  The template’s type and localization can’t be changed on this level.
- From the Preferred Language for E-mails drop-down list, select the language of the e-mails. If the language you choose here differs from the language of the templates you have chosen in the Document Templates section of this tab, you’ll see warnings next to those templates.
In the Miscellaneous section, you can leave a note that will appear in the vendor's invoice. Click the button to open an Invoice Note text pop-up window.

IT Tools subtab

In this tab, you can list the CAT tools, software, and hardware your vendor prefers or uses in their work.

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The selections you make in this tab are for reference purposes only. To add another CAT tool, software or hardware to the list, go to Configuration menu → System Values: Basic → CAT Tools / Software / Hardware.
System Accounts subtab
In this tab, you can list the vendor’s accounts in the CAT tools services. To check or add a new external account, click on the username in external system link. A Partner Aliases pop-up window will appear.
Note
IMPORTANT!
Before adding a username in external system, check the mapping requirements for your CAT tool(s). To learn more about those requirements, see the documentation in the CAT tools section.
Acceptance of Terms subtab
In this tab, you can set or check whether the vendor has accepted your company’s terms (outside XTRF) and when they did so.
Click the Accept Terms button to confirm that this vendor has accepted your company’s terms. The status will change to Accepted (set by PM), and the Acceptance Date will be set to the current date and time.
To change this data,enter the desired date in the Acceptance Date field or select it from the calendar.
Competencies & Rates tab
In this tab, you can create new or modify existing price profiles for this vendor. In a price profile, you can set special rates and calculation units that will be applied to a specific activity and language combination.
If this vendor already has a price profile(s), the Competencies & Rates tab will display a list of price profiles.
To see the details of a price profile or change them, click on the desired profile. You’ll be directed to the Price Profile card described below.
To add a new price profile, click the Add button on top of the table. For details, see the Manage vendor's price profile | I. Add a new price profile guide.
To edit the main settings of the price profile, click the icons.
You cannot check the vendor’s rates in this table, as they are shown only when the language combination and the job type are specified.
If you haven’t created any price profiles for this vendor yet, you’ll be directed to the Price Profile card.
Price Profile section
In this section, you can:
Switch between the existing price profiles of this vendor in the Name drop-down list.
Select the Default CAT tool for this price profile.
Select the way the Default TM Rates Type will be presented. They can be calculated in percentage or as a fixed rate.
Fixed TM rates are hard to maintain throughout the system. Every time you change the basic rate, you’ll have to manually reenter the TM rates for each language combination.
In the TM Rates section, check and change the translation memory rates for different CAT Tools.
In the Preferred by Client section, check which clients prefer to work with this vendor.
In the Excluded by Client section, check which clients don’t want to work with this vendor.
Add another price profile or edit the current one by clicking Add price profile or Edit price profile buttons. For details, see the Manage vendor's price profile guide.
Delete the current price profile by clicking the Delete price profile button.
Set the current price profile as a default one by clicking the Set as Default button.
Set the real vendor’s productivity by clicking the Edit Vendor Productivity button. A Vendor Productivity pop-up window will appear. With the radio button, switch between the Default Vendor Productivity and Current Vendor Productivity columns and provide the actual data on work volume performed per day for different jobs. For details, see the Set vendors' productivity for job time calculations (Smart) guide.
Language Combinations section
In this section, you can add language combinations to this price profile and edit or delete the existing ones. For details, see the Manage vendor's price profile | II. Add language combinations to the price profile guide.
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To edit several language combinations at once, use the Update multiple option.
Rates section
In this section, you can provide or edit rates for different language combinations and job types for this price profile. A single language combination can have multiple rates that will be applied to different job types, specializations, or calculation units.
Click the Add button to add rates to this language combination. For details, see the Manage vendor's price profile | III. Add rates to the language combinations guide.
Click on the rate line in the table to check its details.
Click the icon to edit the rate.
To edit several rates at once, use the Multiple Change option.
Edit the default view or create a new one. To learn how to do that, see the Classic views article.
You can import rates from other sources or export the ones created there. To learn how to do that, see the Data import and export article.
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The Rate section’s content will depend on both the price profile and the language combination you’ve selected above.
Evaluation tab
In this tab, you can check how this vendor’s work was rated for different jobs and language combinations.
If the vendor has already performed some jobs and has been evaluated on the project level, the results will be displayed next to the listed jobs and language combinations with an average of N job(s) note.
If the vendor hasn’t been evaluated yet, you can do it on this page. Click on the stars next to the job and language pair you want to evaluate or in the Overall sectionif you want to make a general evaluation. The results will be displayed with an average of N initial rating(s) note.
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The initial ratings provided in the Evaluation tab will be overwritten by the job evaluation on the project level.
Jobs tab
In this tab, you can monitor the jobs assigned to this vendor and take shortcuts to access them quickly. All the jobs are divided into two subtabs: Current and All.
In each tab, you will see the list of projects with several filters on the left. Use the filters to narrow down the job list.
To open a job, click on its line in the table or click the icon to open the job in the edit mode (for classic projects).
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If the vendor has overlapping jobs, they will be highlighted.
You can change the view along with the available filters so it suits your needs better. To learn how to do that, go to the Classic views article.
Feedback tab
In this tab, you can check the feedback reports available for this vendor.
To enter a feedback report, click on its line in the table.
To preview and print, click the icon in the last column.
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New feedback reports can be added only on the project level (see the Smart projects - Feedback tab or Classic projects articles).
Holidays tab
In this tab, you can keep track of the vendor’s absence periods so they are not assigned to the jobs during their holidays or days off.
To add a holiday, click the Add button. A Vendor Holidays - Add pop-up window appears. Enter the start and end dates, and provide a short description that will be visible in the Holidays tab.
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Holidays can also be added by the vendor in the Vendor Portal.
The information you provide here and the holidays added by vendors will be visible in the Vendor Workflow view. However, it won’t block the possibility of assigning a vendor to a job on the project level.
CRM tab
In the Customer Relationship Management (CRM) tab, you can create, plan, and review CRM-related actions concerning this vendor.
To create new activities for the vendor, click on the buttons on top of the CRM table. From this tab, you can send an e-mail from scratch or a template, save an e-mail to this vendor as a template, create a memo, log a call, or plan a task or an event. To learn how to create new CRM activities, see the Add a CRM activity article.
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When you are creating new activities in the CRM tab of the vendor profile, the system automatically provides the contact e-mails and vendor associations.
To find a certain activity or narrow down the CRM list, use the filters on the left. Select the desired filter(s) and then click the Search button.
You can edit the default view of the CRM activities or create a new one. To learn how to do that, see the Classic views article.
Files & Qualifications tab
In this tab, you can gather and keep the information about the vendor’s education, experience, qualifications, etc.
Personal files subtab
In this tab, you can keep the vendor’s documents, such as CVs, diplomas, and certificates.
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You can upload files up to 1 GB.
To add a new document, click the Upload File button. The Upload File pop-up window appears. Click the Add Files… button, select the necessary files on your local machine, and then click the Save button.
To manage folders in this tab, click the Folder button. A drop-down menu appears, from which you can:
Download the current folder content in a ZIP file.
Upload files.
Create a new folder.
Refresh the current folder.
To manage selected files or folders, click the Selection button. A drop-down menu appears, from which you can:
Download the items in a ZIP file.
Delete the items.
Refresh the items.
To change the way the files are displayed in this tab, click the Customize button. For details, see the Customize a workflow directory guide.
Qualifications subtab
In this tab, you can keep track of the vendor’s career information, such as education, work experience, certifications, and references. This information can be used for selecting the best vendor for the job.
To add a new entry, click the Add… button in the desired section and provide the necessary details.
To learn how to add new fields of study, see the System Values: Basic - Fields of Study article.
To provide Additional Information about the vendor’s qualifications, leave notes in the last field.
History tab
In this tab, you can keep track of changes made to this vendor’s profile. Use the filters on top of the list of actions to find the relevant entries. To learn more about the History feature, see the History feature article.
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The History feature is available for Professional, Ultimate and Enterprise XTRF Plans. Additional charges may apply. Please contact our Help Desk or your Regional Growth Manager for more information.
Sensitive Clients tab (available only for Trusted Vendors)
In this tab, you can:
Check which clients regard this vendor as a trusted one.
Remove this vendor from all Trusted Vendors lists.
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To learn more about Sensitive Clients and Trusted Vendors, see the Restricted vendor pool article.