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DonnelleyLanguageSolutionsVendorManual
v.6.0
October2016
TableofContents
Introduction............................................................................................................................................................................................3
VendorPortal..........................................................................................................................................................................................4
AccessingthePortal.............................................................................................................................................................................4
Resettingyourpassword...................................................................................................................................................................4
Home...........................................................................................................................................................................................................5
CurrentWork..........................................................................................................................................................................................6
AvailableWork.......................................................................................................................................................................................6
PastWork.................................................................................................................................................................................................6
MyInvoices..............................................................................................................................................................................................7
HowtoUploadaninvoice.................................................................................................................................................................7
InvoicingProceduresInstructions................................................................................................................................................8
MandatoryinformationtobeincludeonYourInvoice:.......................................................................................................9
Payments:.................................................................................................................................................................................................9
InvoiceSample.......................................................................................................................................................................................10
WorkOrderSample.............................................................................................................................................................................11
MyInfoTab..............................................................................................................................................................................................12
EditingYourPersonal/CompanyInformation.........................................................................................................................12
AddingContacts.....................................................................................................................................................................................12
EditingyourAddresssection...........................................................................................................................................................13
EditingYourServices..........................................................................................................................................................................13
Rates:..........................................................................................................................................................................................................13
EditingYourTechnologySkills.......................................................................................................................................................14
EditingYourBillingandACHInformation.................................................................................................................................14
HowtoIndicateYourAvailability..................................................................................................................................................15
INTRODUCTION
DonnelleyLanguageSolutionsispositionedasalanguagepartnerwhounderstandsdeadlinesandtargetmarkets,accuracy,quality,priorities,andexpectations.
Whilewearegearedtowarddeliveringasmoothandeminentlyreadabletext,wefocusoncommunicatingtheprecisemessageofthesourcecopyforareaderinanotherlanguage.Ourclientsappreciatethatdocumentmanagementfocusesonlanguage‐specificdetails‐glossaries,stylisticpreferences,appropriateacronymsandabbreviations,reviewcycles.Aseachprojectweundertakehasuniqueaspects,wetailorsolutionsforeachclientaccordingtotheirspecifications.Ourphilosophyisthatallparticipantsmustbefullysatisfiedwiththeexperienceaswellaswiththeresult.Formoreinformationaboutuspleasevisitusatwww.dfsco.com/languagesolutions/,orcheckusoutatthePROZblueboardsforfeedbackfromothertranslators:http://www.proz.com/blueboard/4254.
Werequireallourvendorstoreadandacceptourtermsandconditionsbeforewecanworkwiththem,calledLSServiceLevelAgreementthatyouinitiallyreceivedwhenyouregisteredwithus.
Wewouldliketotakethisopportunitytoremindyouaboutourstrictprivacypolicy,whichweconsidervitalintheprofessionalconductofthetranslationbusiness.AtthispointyouwillbefamiliarwithourconfidentialityclauseasyouhavereadandagreedtoourSLA(LSServiceLevelAgreement)uponregistration.
Toreiteratetheessenceoftheclause,pleasedonotpublishorshareprivatelyorpubliclyanydocuments,referencematerialsorotherinformationreceivedfromDonnelleyLanguageSolutionsrelatedtojobsrequestedordelivered.Failuretodosowillresultintheterminationofourcollaborationandmayhavefurthercontractualorlegalconsequences.
VENDORPORTAL
YoucanlogintoyourVendorPortaltoviewyourprofile,amendyourcontactdetails,updateyouravailabilityandtechnology,submityourinvoicesandviewpaymentstatusinformationbutforallotherchangespleasecontactVendorManagement.
ACCESSINGTHEPORTAL
ToaccessourvendorportalpleaseclickonthelinkbelowtologinusingInternetExplorer81andabove.WerecommendsavingthistoyourfavoritelistinInternetExplorer
http://atlas.dfsco.com/VendorPortal/Login.cfm
Tologin,entertheusernameandpasswordthatweresenttoyoubytheVendorManagerorgeneratedbyyou,thenclickon.Ifyoudon’trememberyourpassword,pleaserefertotheResettingyourpasswordsectionbelow.
RESETTINGYOURPASSWORD
Shouldyouforgetyourpassword,pleaseusethe“Forgotyourpassword?”functionalityavailableontheloginpage.YouwillneedtoprovideyourusernameandVendorID,asprovidedonthewelcomee‐mailandcanalsobefoundonanyWorkOrder.
1 Some version of Firefox, Safari and Google Chrome will also allow for you to access Vendor Portal but not to make any modifications.
PleasefollowthesestepsusingInternetExplorer
1. Clickon“Forgotyourpassword?”2. PleaseenteryourVendorSAPIDandclickResetPassword.3. Anewpasswordwillbesenttoyouremailaddress.
Pleasecheckyouremail(samee‐mailasyourusername)andmakesurethemessagedidnotgotoyourSPAMfolder
4. Nowgobacktotheloginpageandenteryourusernameandresetpasswordsentbyemail.5. Thiswilltakeyoutopagetochangeyourpassword.
6. Pleaseusethefollowingcriteria
a. atleasteightcharactersinlength,b. containingatleastoneuppercaseletter,c. onenumber,andd. oneofthefollowingspecialcharacters:!@#$%^&+=(‐ forexample:1Abcd#efg
7. Onceyoureachthisscreenyourpasswordhasbeenreset,clickonOK
8. Onceyouresetthepassword,thesystemwilltakeyoubacktoyourvendorportalloginpageat
whichpointusingyourusernameandnewpasswordyouwillbeabletologin.
HOME
Atthehomepage,youcanaccessvarioustabsto:
ReviewallyouropenWorkOrdersandcorrespondingassignmentdetails.
ContacttheProjectCoordinatorassociatedwitheachprojectyouareworkingon.
Reviewallthepastassignments.
AsyouhavedoneonforLanguageSolutions.
Submityourinvoiceselectronically,andreviewthestatusofsubmittedinvoices.
Manageyourpersonalinformationonthesystemandrequestupdatestoyourratesandbillinginformation.
CURRENTWORK
ThistabshowsalltheactiveWorkOrdersyouhaveaccepted:
AVAILABLEWORK
Thispageisunderconstruction,butwilleventuallyletyouseeavailableprojectswhichProjectCoordinatorswouldlikeyoutoconsider,andacceptorrejectassignments.
PASTWORK
SelectedayearfromthepulldownmenuatthetoptoviewalltheassignmentsyoucompletedinthatyearforDonnelleyLanguageSolutions:
ClickingonaWorkOrdernumberlaunchestheWOSpecswindow,whereyoucanreviewwhatwasrequiredonthatparticularassignment,whenitwasdueandactuallydelivered,howmuchthetotalinvoicecameto,andmonitorwhetherithasbeenpaid.
MYINVOICES
ThistabletsyouuploadyourinvoicestoaDonnelleyLanguageSolutionsserverandtracktheirprogressthroughtheadministrativeprocess:
ThedefaultdisplaysshowsallWorkOrdersandinvoicesforthecurrentyear.Topulluprecordsfromapreviousyear,selectthedesiredWorkOrdersIssuedInorInvoicesSubmittedIn.
Topullupaspecificinvoice,enteryourinvoicenumberintheSearchbyYourInvoiceNumberfield.
ClickonanyhyperlinkintheWorkOrdercolumntoviewthecorrespondingworkorderdetails.
ClickonanyinvoicehyperlinkintheInvoicecolumntolaunchthecorrespondinginvoiceintheappropriateapplication.
HOWTOUPLOADANINVOICE
Touploadaninvoice,gotothebottompartofthescreen:
1. IntheYourInvoice#fieldenteryourownnumberfortheinvoice.
2. ClickontolaunchtheChooseFilescreen,browseyourcomputerfortheinvoiceyouwishtosubmit,andclickontoattachtheinvoice.
3. Clickontouploadyourinvoice.ItnowappearsintheYourInvoiceslist:
Uploadinganinvoicealsotriggersanautomaticnotificatione‐mailtotheVendorInvoiceManager,whowillthenreviewtheinvoiceittoconfirmthechargesagainstallassociatedWorkOrders,andenterthecorrespondingWorkOrdernumber(s)andtotalinvoiceamountinthesystem.
TheYourWorkOrderssection,whichbydefaultdisplaysallActiveWorkOrderscurrentlyassignedtoyou,allowsyoutotrackyourinvoicesfromthetimetheyareuploadeduntiltheyarepaid,byshowing:
EachactiveWorkOrdercurrentlyassignedtoyou(default),ortheWorkOrdersmatchingthesearchcriteriayouentered.ClickonanyWorkorderhyperlinktoviewtheWorkOrderdetails.
ThestatusofeachWorkOrder.
TheProjectCoordinatorassignedtoeachWorkOrder.
ThesitewheretheProjectCoordinatorisbased.Yourinvoicenumber.
HowmuchofthetotalinvoiceamountrelatestoeachparticularWorkOrder.
ThedatewhentheWorkOrderwasissued.
ThedatewhentheworkrequestedontheWorkOrderwasdeliveredtoLanguageSolutions.
ThenumberoftheinvoiceyousubmittedtoLanguageSolutionsforthatWorkOrder.
ThedatewhentheinvoicewasuploadedtotheVendorPortal.
ThePaymentIssueddateinitiallyreflectsthedatewhenyourinvoiceissentforapproval;onceelectronicpaymentisprocessed,itchangestoindicatewhenpaymentwasprocessed.NOTE:thisdatedoesnotchangeforcheckpayments.
Onceelectronicpaymentisprocessed,theAmountPaidpopulatestoshowhowmuchwaspaid.
INVOICING PROCEDURES INSTRUCTIONS
Toassistusinmakingtimelypaymentstoyou,pleasefollowtheseinstructionswhensubmittinganinvoiceforworkrequestedbyourProjectCoordinatorsworldwide.Weencourageanyvendorwhoworkswithusregularlytoconsolidatemultipleassignmentsintoonemonthlyinvoice.Addressyourinvoicesto:DonnelleyFinancialLLC11Floor55WaterStreetNewYork,NY10041USAPLEASENOTE:ALLinvoicesMUSTbeuploadedthroughtheVendorPortal.
MANDATORY INFORMATION TO BE INCLUDE ON YOUR INVOICE:
Yourinvoicenumbero pleaseincludeyourownuniqueinvoicenumbertohelpavoidanyconfusionwhentrackingan
invoiceo donotrepeatinvoicenumbers Invoicedate VendorIDnumbero asprovidedbyDonnelleyLSVendorManagement;o yourVendorIDNumberisauniquesevendigitnumberassignedtoyou,ando willappearonanyWorkOrder(WO)forservicesrequestedbyaProjectCoordinator LSWorkOrdernumbero asprovidedtoyoubyaProjectCoordinatorinaWorkOrderfortheservicerequested.o thisnumberisuniqueforeachassignment,ando itconsistsofan11digitnumberthatwilllooklikethis000000_00000. Serviceperformedo translation,editing,proofreading,etc. Dateofassignment LanguagePair Rate‐per‐word,per‐pageorper‐hour Numberofwords,pagesorhoursforeachassignment Totalinvoiceamountinthecurrencyyouhavesigneduponourdatabase Consolidatedinvoiceso Mustincludealineitembreakdownforeachassignment,o AndreferencetheWONumberpertainingtoeachassignmento AddthePCnameperline.
BillingDetails(bankinginformationforACHpaymentsandbillingaddressforchecks) DO NOT SEND YOUR INVOICE TO EITHER THE INVOICING TEAM OR YOUR PROJECT COORDINATOR, as your payment may be delayed - invoices are ONLY accepted through the Vendor Portal, and Project Coordinators are not responsible for processing payments
YOU WILL RECEIVE YOUR PAYMENT WITHIN 30 DAYS AFTER
SUBMISSION OF YOUR INVOICE.
PAYMENTS:
PaymentsaremadebyeitherCheck(inUSDollarsonly)mailedtoUSorworld‐wideaddresses,orbyACHtobanksoutsidetheUSonly.Youwillreceivepaymentwithin30daysfromthedateyousubmittedyourinvoice,ontheconditionthatallinformationinthesubmittedinvoiceiscompleteandaccurate.Ifyoudonotreceivepaymentwithinthistimeframe,contactls.vendormanagement@dfsco.com.YoumayconsultyourVendorPortalpageatanytimetocheckonthestatusofyourpayment.AschargesontheinvoicearereconciledagainstrelatedWorkOrders,WOnumbersandinvoiceamountsarepopulatedinthePortal.The“PaymentIssued"dateinitiallyreflectsthedatewhenyourinvoiceissentforapproval;onceelectronicpaymentisprocessed,the“AmountPaid”populates,andthe“PaymentIssued"datechangestoindicateapproximatedateofpaymentreceipt.NOTE:thisdatedoesnotchangeforcheckpayments.Paymentshouldarrivewithin7daysfrominitial“Paymentissued”dateforACH,andwithin15daysforchecks.
REQUIREMENTS FOR PAYMENT BY CHECK (US DOLLAR ONLY):
Totalcostandcurrencyfrominvoicemustmatchcurrencyonyourvendorportal,thetotalcostandthecurrencyintheWO.
Inthecaseofachangeofaddress,wemustbenotifiedimmediatelybyemailatls.vendormanagement@dfsco.cominordertoensurethecheckisissuedtotheproperaddress.Changingtheaddressontheinvoiceonlymaycausedelaysinyourpayment,astheinvoicemayberejected.
USCitizensandUSResidents,pleaseprovideanupdatedW9Formwithabillingaddresschangeviae‐[email protected].
REQUIREMENTS FOR PAYMENT BY ACH (USD AND OTHER SELECT CURRENCIES):
ACHpaymentsarepossibleonlytonon‐USbankaccounts.DonnelleyLanguageSolutionsdoesnotmakeElectronicFundsTransferspaymentswithintheUnitedStates,wheretheonlypaymentmethodavailableisviacheck.
Totalcostandcurrencyfrominvoicemustmatchcurrencyonyourvendorportal,thetotalcostandthecurrencyintheWO.
RequiredACHinformation:Banknameandaddress,accountnameandnumber,Sortand/orSWIFTcode,andIBAN,ifapplicable.Thisinformationmustbeprovidedoneveryinvoice.Ifthisinformationchangesatanytime,youmustsendnotificationimmediatelytols.vendormanagement@dfsco.comtoavoiddelaysinyourpayment.
INVOICE SAMPLE
WORK ORDER SAMPLE
MY INFO TAB
Thisisthetabwheretheinformationyouenteredwhenregisteringonlineisdisplayed.Tomakechanges,clickontoactivatetheeditablefields.
EDITING YOUR PERSONAL/COMPANY INFORMATION
Fieldsinredarerequired,andyoucaneditthefollowingfields:
VendorType: MLVAgency‐Agencythatoffersawholerangeofservicesinmultiplelanguages. SLVAgency‐Agencythatdealswithasinglelanguage. Individual‐Individualfreelancer. Cooperative‐Individualtranslatorsworkingasagroup,thoughwithouthavingformedalegal
entity.
Note:ThechoiceofvendortypeaffectstheNamesectionoptions.Allagencieswillberequiredtofillasurvey,pleasecontactVMformoredetails.
We recommend having all of these fields filled out, especially the accreditations field for SwornTranslationsandCertificates.WhenupdatingaCVand/orapricelistitisalwaysbesttoe‐[email protected].
ADDING CONTACTS
Thissectionismostlyforagenciesandcooperatives;hereyouwillenteranyothercontactpersonthatwecancontactforwork.Forexample:aprojectmanagerforyourcompany.ThisnameshouldbedifferentthantheFirstandLastNameabove.
ClickonAddEntrytoactivateanewContactslineentry.
EDITING YOUR ADDRESS SECTION
Whenfirstloggingin,pleaseconfirmallinformationhereiscorrect.Wheneveryoumovethissectionalongwiththebillingaddresssectionshouldbeupdatedimmediately.Providingalternativee‐mailsandallphonenumbersinsuresthattheproductionteamcangetaholdofyouforprojectsatalltimes.
PleasemakesurethatPostalCodeiscorrect.Wenoticedthatalotofvendorsdonotentertheirpostalcodeandthismaycausepaymentissueslateron.
EDITING YOUR SERVICES
Alleditingofservices,subjectsandratesaredonebyVM.Pleasee‐mailuswithdetailedchanges,includeyourmostuptodateCVandwewillevaluatedyourrequestforchanges.Pleasenotethatsomeadditionsmayrequireatestdonefreeofcharge.
RATES:
Allunitratesquotedoninvoicesmustmatchtherateswehaveonfileforyou,whichwerecommunicatedtoyouontheWorkOrder.
ServiceNotes
Thisisafree‐formfieldforyoutoenteranycommentsorclarificationsyouseefit.
ContactVendorRelations
Tomakeachangetoanegotiatedservice(e.g.,toupdaterates,subjectarea,capacityetc.),clickontosendarequesttoVendorManagement,specifyingtheserviceitemandthenatureofthechangesyouwouldlikemade:
Tosaveyourchanges,clickonatthetopofthescreen.
You may contact us directly to [email protected] or via the Service Notes below.
EDITING YOUR TECHNOLOGY SKILLS
Note:Thissectioniseditableatanytimetoletyouupdatethesystemwheneveryoulearntousenewsoftwareorearnadditionalqualifications.
Pleasefillinallsections;youmayleaveCommentsinblank.ClickonAddEntryatthebottomtoaddnew/moresoftware.Ifyouaddedtoomany,pleaseclickonthedeleteboxbeforesaving.Tosaveyourchanges,clickonSAVEatthetopofthescreen.
ALWAYS, REMEMBER TO KEEP THE TECHNOLOGY SECTION AS UP TO DATE AS POSSIBLE.
WE RELY ON THIS SECTION TO ASSIGN CERTAIN PROJECTS THAT REQUIRE SPECIFIC
SOFTWARE LIKE TAG EDITOR OR IN DESIGN, ETC. KNOWING YOUR TRADOS VERSION CAN
SAVE PRODUCTION AND YOU A LOT OF HEADACHE ON A PROJECT.
EDITING YOUR BILLING AND ACH INFORMATION
Afewpointerstomakesuretherearenodelaystoyourpayments:1. Keepbillingsectionuptodate.Assoonasyoumakeanychangespleasee‐mailVMimmediatelyasthiswillaffectallpayments.
2. Makesurethebeneficiarynameandthenameyouhaveonyouraccountatyourbankmatch100%.
3. Wheneveryouchangeaddresses,makesuretoupdateyourbillingaddresstoo;thisisespeciallyimportantforthosewhoreceivepaymentviamail.
4. Makesureyoufollowtheinvoicetemplatehereprovided.Invoicedoesnothavetobethesame,onlycontainthesameinformation.
5. Whenchangingcountriesandcurrency,contactVMbeforemovingsowecaninformyouoftheproceduressoasnottodelaypayment.
6. Allinvoicesneedstobeuploadedintothevendorportal;werecommendinvoicingusatleastonceamonth.Pleaserefertotheinvoiceproceduressectionbelow.
IMPORTANTPlease note that Production is not aware and cannot make any changes to rates, payment, invoices, availability. Production can only assign the project and assist with any project questions; it is your responsibility to make sure your portal has the updated information for you and that you are in communications with Vendor Management for all changes related to your billing and rates.
HOW TO INDICATE YOUR AVAILABILITY
Goingawayonvacation?WillbeawayfromHolidays?Toomuchworkandyoujustcannotacceptasinglenewrequest?Insteadofe‐mailingthewholeproductionteamandtryingtorememberthenameofeveryPCyoueverworkedwith;weofferasimplersolution.ByloggingintoyourVendorPortalandupdatingyouravailabilityasdescribedbelow,inoneplaceyouletthewholeteamknowofyouravailability.1. PleaselogintothevendorportalusingyouruserIDandpassword. IfyouhaveforgottenyoupasswordpleaserefertosectionResettingyourPasswordinthis
manual.2. Onceyou’reloggedin,goto“Myinfo”tabandclickon“Edit”.
3. On“Availability”,choose“No”andthereason.Nowselectthestartdateandclickon“Save”;thenselecttheenddateofabsenceandagainclickon“Save”.
Please e-mail [email protected] with any banking changes as soon as possible so as not to delay any payments.
4. Finallyclickon“Save”tosavethechanges.
Any questions please feel free to reach out to our team across the globe. We look forward to many years of continue work.
The Vendor Management Team at
Donnelley Language Solutions
