To enter 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,

Contact summary tab

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

To add a contact person, perform the following steps:

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 Contact person profile section of this 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:

1. 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.

2. Name and legal name you provided during the profile creation.

3. (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.

4. (Optional) Tax numbers of your vendor. Those fields may be different depending on the vendor's country of registration.

5. Status of the vendor. The current status may be Active, Inactive, Waiting for Approval, Rejected, Too Expensive, Incomplete Data, Potential, or Not Confirmed.

6. The Individual checkbox shows if the vendor is an individual or a company.

7. The In-house checkbox shows if the vendor is an employee of your company or an external contractor.

8. (Optional) In the Contract Number field, provide the number of the contract signed with this vendor.

9. (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 Configure System Values - Categories article.

10. (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.

1. The First Job Date can be filled automatically or manually.

2. The Last Job Date is filled automatically.

3. In the Dates Updates On, you can check when the last update occurred and click the Update button to refresh this field.

4. In the HR Notes, you can provide HR-specific notes about this vendor.

5. 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.

1. Click the Add Social Medium button to add a vendor's account on Facebook, LinkedIn, Skype, etc.

2. If you add several accounts, you can set the preferred one with the Preferred radio button.

3. Add a vendor’s photo by clicking on the Upload image file button.

Billing Address subtab

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

1. Provide the billing address details.

2. 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.

3. Select the Disallow CRM E-mails checkbox if the vendor does not want to receive CRM e-mails.

4. Provide additional e-mails.

5. 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.

6. 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:

1. Select whether you want to invoice this vendor’s jobs. Unselect the Invoice Vendor’s Jobs in case this is an in-house vendor.

2. 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.

3. In the Tax No. (UID) and Tax No.2 fields, provide the vendor’s tax number(s).

4. In the Instructions field, you can add notes concerning invoicing this vendor.

5. If you 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.

Payment Terms

In the Payment Terms subtab, you can:

1. Select or add an Accounting Contact Person.

2. Set the Tax Rate that will be applied to the vendor’s charges.

3. Set the different Invoice Dates for this vendor. To do so:

   1. Uncheck the Use System Terms box.

   2. Choose the reference date that will determine invoice dates.

   3. Check the end of month box to create invoices at the end of the same month as the reference date.

   4. Select the number of the month and/or dates you want to add to the reference date. For example, if you want to send the invoices two and a half months after the task deadline, select 2 in +”m” month and 15 in +”n” days columns.

   5. You can 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.

4. Set up the Payment Terms for this vendor. To do so:
   

   

   1. Select the Default Payment Terms from the drop-down list or create custom payment terms by clicking the Add button. To learn how to create payment terms, see the Clients and Vendors - Vendor settings - Payment terms article.

   2. Check the details of the selected payment terms.

Payment Methods

In the Payment Methods subtab, you can set how you will pay your vendor. To add a new payment method, perform the following steps:

1. Click the Add button. The Add Payment Method pop-up window appears.

2. In the Main Data tab, provide the main information about the payment:

   1. From the Payment Type drop-down list, select how the payment will be made. To learn how to add a new payment type, see the Configure System Values - Payment Methods article.

   2. Provide a unique name for this payment method.

   3. Select the Active checkbox to make the method available in the drop-down list.

   4. Select the Preferred Item checkbox to place this method at the top of the list.

   5. Select the Default checkbox so this method is selected by default.

   6. Provide the Account Owner Name.

   7. Provide the vendor billing address details. They will be set automatically if you have provided them in the Billing Address subtab.

The content of other tabs will depend on the selected payment type. For a Wire Transfer, you need to provide bank account(s) details, for PayPal - the owner’s email, etc.

Templates subtab

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

1. 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.

2. In the E-mail Templates section, select which messages will be sent to the vendor when the job is started.

   1. To add a new template, click the Add button. You will be directed to the Add E-mail/Text Message Template page.

      Note: The template’s type and localization can’t be changed on this level.
      To learn how to add or edit custom notification templates, see the Templates - Notifications article.

      1. Select a theme for your e-mail.

      2. Check the Active Template box so this template is visible on the Home Portal.

      3. Check the Default box to make this template a default one for this vendor.
         

         

      4. Give the template a concise name.

      5. In the E-mail tab, make the necessary changes in the e-mail body and Sender, Recipient, CC, and Subject fields.
         

         

      6. If you want to send the SMS notification to this vendor, switch to the SMS tab. Check the Enable Text Messages box. The field with the SMS content appears where you can make the necessary changes.
         

         

      7. Save the changes.

   2. 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.

3. 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.

To add an item to the list:

1. Double-click on it in the Available Items list or select an item and click the Add button. It will appear in the Selected Items list.

2. Use the Add all button to transfer all the items to the Selected Items list.

3. Use the Remove and Remove all buttons to delete items from the Selected Items list.

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.

1. To add a new external username, from the System Name drop-down list, select the CAT tool.

2. In the Name in external system field, provide the vendor’s username they use in this service.

3. Click the Add and then Save buttons.

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.

1. 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.

2. 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 you haven’t created any price profiles for this vendor yet, you’ll be directed to the Price Profile card.

Create a new price profile

Click the Add price profile button. A Price Profile - Add pop-up window appears.

1. Provide the Name of the new profile.

2. Select a Currency for this profile. You need to create a new profile for each currency. To learn more about currencies in the XTRF, see the Configure system values - System Values: Advanced - Currencies article.
   Note: You won’t be able to change the currency later.

3. (Optional) In the Minimum Charge field, set the lowest service cost accepted by the vendor. If you request a service that costs less than the minimum charge, the system will automatically put the sum provided in this field into the Total Agreed field in the project’s Payables. Nevertheless, you can ignore the minimum charge and enter the lower Total Agreed sum manually.
   Note: Minimum charges of the price profile will be overwritten by the minimum charges set for the specific language combinations (see the Add language combinations section below).

4. (Optional) In the Price List drop-down list, you can select an available vendor's price list to set the rates for this price profile. To learn how to add a price list, see the Add a price list section of this article.

5. (Optional) In the Duplicate from drop-down list, you can select another price profile you already have in your system to copy the rates from there.

6. (Optional) Select a Default Contact Person from the drop-down list of this vendor’s contact persons. This person will receive all related messages whenever this price profile is selected in a task.

7. (Optional) If you want to add a surcharge or discount to this price profile, click the Edit button in the Discount / Surcharge section. The Discounts/Surcharges pop-up window appears:
   

   

   1. With the Application mode radio buttons, select the way the discount/surcharge will be applied:

      • First sum up then apply - the values of all discounts/surcharges are first summed up and then applied once.
        For example, a vendor earns $500 and has a 10% discount and a 5% surcharge. When the discount and surcharge are added, the result would be a 5% discount. The 5% discount would then be applied to $500, and the vendor will receive $475.

      • Apply one by one - each value of the discount/surcharge is applied separately.
        For example, a vendor earns $500 and has a 10% discount and a 5% surcharge. The 10% discount is applied to $500, with the result being $450. The 5% surcharge is then applied to $450, and the vendor will receive $472.50. The overall discount is 5.5%.

      • Manual - you manually provide the value of the discount/surcharge.

   2. In the Edit section, select the available discounts and surcharges from the Add... drop-down list. To learn how to add discounts and surcharges to the system, see the System values: Basic - Discounts & Surcharges article.

   3. Click the Save button.

8. (Optional) In the Default section, click the Set as Default button to make this price profile a default one for this vendor.

9. (Optional) In the Description field, you can provide additional information about this price profile.

10. Click the Apply button.

11. Click the Save button at the bottom of the page.

Price Profile section

In this section, you can:

1. Switch between the existing price profiles of this vendor in the Name drop-down list.

2. Select the Default CAT tool for this price profile.

3. Select the way the Default TM Rates Type will be presented. They can be calculated in percentage or as a fixed rate.
   Note: The 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.

4. In the TM Rates section, check and change the translation memory rates for different CAT Tools.
   

   

5. In the Preferred by Client section, check which clients prefer to work with this vendor.

6. In the Excluded by Client section, check which clients don’t want to work with this vendor.

7. Add another price profile or edit the current one by clicking Add price profile or Edit price profile buttons. A Price profile - Add / Edit pop-up window will appear.

8. Delete the current price profile by clicking the Delete price profile button.

9. Set the current price profile as a default one by clicking the Set as Default button.

10. 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.
    

    

Language Combinations section

In this section, you can add language combinations to this price profile and edit or delete the existing ones.

Add language combinations

1. Click the Add button in the Language Combinations section. The Vendor Language Combination - Add pop-up window appears.

   

2. In the Mode section:

   1. Use the radio buttons to decide on the type of language combination you want to add.

      • One to many - select this option if you want to add new language combinations where one source language is translated to many target languages.

      • Many to one - select this option if you want to add new language combinations where many source languages are translated into one target language.

   2. (Optional) Select the Add also the Reverse Language Combination(s) checkbox if you want to automatically create the reverse language combinations for the chosen language pairs.  If you create the “language A to the language B” combination, the “language B to the language A” combination is created automatically.

3. For One to many:

   1. Select the source language from the Source Language drop-down list.

   2. In the Target Languages section:

      1. Select the Any Target Language checkbox to create a language combination with all active languages in your Home Portal.

      2. Leave the checkbox unselected and double-click on a language(s) in the Available Items list or select a language and click the Add button to add it to the Selected Items list. 

4. For Many to one:

   1. In the Source Language section:

      1. Select the Any Source Language checkbox to create a language combination with all active languages in your Home Portal.

      2. Leave the checkbox unselected and double-click on a language(s) in the Available Items list or select a language and click the Add button to add it to the Selected Items list. 

   2. Select the target language from the Target Language drop-down menu.
      💡 Start typing the language name to find it quicker.

5. In the Job Types section, select the activities that the vendor can perform for the listed language combinations. Double-click on a job(s) in the Available Items list or select a job type and click the Add button to add it to the Selected Items list. 

6. (Optional) In the Minimum Charge section, set the lowest service cost accepted by the vendor for this particular language combination.

7. Click the Apply button.

8. (Optional) To add specializations to the language combination(s) you’ve just added, select a language combination and expand the Specializations section. Select the specialization(s) from the drop-down lists next to each job type. Click the Add All button to add all the available specializations at once. To learn more about specializations, see the Configure system values - Specializations article.
   

   

9. Click the Save button at the bottom of the page.

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 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 (see the Rates Multiple Change expand below).

• Edit the default view or create a new one. To learn how to do that, see the Classic views article.

Rates Multiple Change

Add rates

1. Click the Add button.
   

   

   The Vendor Rate - Add pop-up window appears.
   

   

2. In the Language Combination section, select the combination(s) to which this rate will be applied. Double-click on the combination in the Available Items list or select a combination and click the Add button to add it to the Selected Items list.

3. From the Job Type drop-down list, select the job to which this rate will be applied.

4. (Optional) In the Specializations section, uncheck the Any specialization box if you want this rate only applied for certain specializations. Double-click on the specialization in the Available Items list or select a specialization and click the Add button to add it to the Selected Items list.

5. From the Calculation Unit drop-down list, select the unit(s) to which you want to apply this rate. You can select multiple units; however, the rate will be the same for all of them.

6. In the Rate field, provide the desired rate.
   If you have selected fixed TM rates in this price profile (see step 3 in the Price profile section above), click the Show TM Rates link. In the Rates section, a CAT grid will appear.
   

   

   1. Select the desired CAT Tool from the drop-down list.

   2. Provide the fixed rates that will be applied for different segment types.

      To learn more about the CAT tools, see the CAT tools articles.
      To hide the CAT grid, click the Hide TM Rates link.

7. (Optional) In the Minimum Charge field, set the lowest service cost accepted by the vendor for this particular language combination.

8. (Optional) In the Notes field, leave additional information about this rate.

9. Click the Apply button.

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.

Also, you can edit the default view of the rates or create a new one. To learn how to do that, see the Classic views article.

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 section if you want to make a general evaluation. The results will be displayed with an average of N initial rating(s) note.

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).

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.

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.

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 CRM - Create new activities article.

• 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.

• 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. The Customize pop-up window appears.
  

  

  • Check the Show Tree box to display the structure of the directory in the left-side pane.

  • Check the Show Summary box to display a line that summarizes the file sizes in a subfolder.

  • Check the Unfold Nodes box to display the files from the subfolders.

  • Check the Show Filter box to display the search filter.

  • Check the Enable Split View to divide the view into two panes.

  • Select which columns you want to be displayed in the Columns section. Click the Up or Down buttons to change the order of the columns.

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.
  Note: 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.