SDLVendorManual

v.7.1

October2018

TableofContents

Introduction............................................................................................................................................................................................3

VendorPortal..........................................................................................................................................................................................4

AccessingthePortal.............................................................................................................................................................................4

Resettingyourpassword...................................................................................................................................................................4

Home...........................................................................................................................................................................................................5

CurrentWork..........................................................................................................................................................................................6

AvailableWork.......................................................................................................................................................................................6

PastWork.................................................................................................................................................................................................6

MyInvoices..............................................................................................................................................................................................7

HowtoUploadaninvoice.................................................................................................................................................................7

InvoicingProceduresInstructions................................................................................................................................................8

MandatoryinformationtobeincludeonYourInvoice:.......................................................................................................8

Payments:.................................................................................................................................................................................................9

InvoiceSample.......................................................................................................................................................................................10

WorkOrderSample.............................................................................................................................................................................10

MyInfoTab..............................................................................................................................................................................................11

EditingYourPersonal/CompanyInformation.........................................................................................................................11

AddingContacts.....................................................................................................................................................................................12

EditingyourAddresssection...........................................................................................................................................................12

EditingYourServices..........................................................................................................................................................................12

Rates:..........................................................................................................................................................................................................12

EditingYourTechnologySkills.......................................................................................................................................................13

EditingYourBillingandACHInformation.................................................................................................................................14

HowtoIndicateYourAvailability..................................................................................................................................................14

INTRODUCTION

SDLispositionedasalanguagepartnerwhounderstandsdeadlinesandtargetmarkets,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,calledSDLVendorAgreementfortheProvisionofLocalizationServicesthatyouinitiallyreceivedwhenyouregisteredwithus.

Wewouldliketotakethisopportunitytoremindyouaboutourstrictprivacypolicy,whichweconsidervitalintheprofessionalconductofthetranslationbusiness.AtthispointyouwillbefamiliarwithourconfidentialityclauseasyouhavereadandagreedtoourSDLVendorAgreementfortheProvisionofLocalizationServicesuponregistration.

Toreiteratetheessenceoftheclause,pleasedonotpublishorshareprivatelyorpubliclyanydocuments,referencematerialsorotherinformationreceivedfromSDLrelatedtojobsrequestedordelivered.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. PleaseenteryourVendorIDandclickResetPassword.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.

AsyouhavedoneonforSDL.

Submityourinvoiceselectronically,andreviewthestatusofsubmittedinvoices.

Manageyourpersonalinformationonthesystemandrequestupdatestoyourratesandbillinginformation.

CURRENTWORK

ThistabshowsalltheactiveWorkOrdersyouhaveaccepted:

AVAILABLEWORK

Thispageisunderconstruction,butwilleventuallyletyouseeavailableprojectswhichProjectCoordinatorswouldlikeyoutoconsider,andacceptorrejectassignments.

PASTWORK

SelectedayearfromthepulldownmenuatthetoptoviewalltheassignmentsyoucompletedinthatyearforSDL:

ClickingonaWorkOrdernumberlaunchestheWOSpecswindow,whereyoucanreviewwhatwasrequiredonthatparticularassignment,whenitwasdueandactuallydelivered,howmuchthetotalinvoicecameto,andmonitorwhetherithasbeenpaid.

MYINVOICES

ThistabletsyouuploadyourinvoicestoaSDLserverandtracktheirprogressthroughtheadministrativeprocess:

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.

ThedatewhentheworkrequestedontheWorkOrderwasdeliveredtoSDL.

ThenumberoftheinvoiceyousubmittedtoSDL forthatWorkOrder.

ThedatewhentheinvoicewasuploadedtotheVendorPortal.

ThePaymentIssueddateinitiallyreflectsthedatewhenyourinvoiceissentforapproval;onceelectronicpaymentisprocessed,itchangestoindicatewhenpaymentwasprocessed.NOTE:thisdatedoesnotchangeforcheckpayments.

Onceelectronicpaymentisprocessed, theAmountPaidpopulatestoshowhowmuchwaspaid.

INVOICING  PROCEDURES  INSTRUCTIONS 

Toassistusinmakingtimelypaymentstoyou,pleasefollowtheseinstructionswhensubmittinganinvoiceforworkrequestedbyourProjectCoordinatorsworldwide.Weencourageanyvendorwhoworkswithusregularlytoconsolidatemultipleassignmentsintoonemonthlyinvoice.Addressyourinvoicesto:SDLInc. 201EdgewaterDrive Suite225 WakefieldMA01880USAPLEASENOTE:ALLinvoicesMUSTbeuploadedthroughtheVendorPortal.

MANDATORY  INFORMATION  TO  BE INCLUDE ON  YOUR  INVOICE: 

Yourinvoicenumbero pleaseincludeyourownuniqueinvoicenumbertohelpavoidanyconfusionwhentrackingan

invoiceo donotrepeatinvoicenumbers Invoicedate VendorIDnumbero asprovidedbySDLVendorManagement;o yourVendorIDNumberisauniquenumberassignedtoyou,andwillappearonanyWorkOrder

(WO)forservicesrequestedbyaProjectCoordinator SDLWorkOrdernumbero 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‐mailtols.vendormanagement@dfsco.com.

REQUIREMENTS FOR PAYMENT BY ACH (USD AND OTHER SELECT CURRENCIES): 

ACHpaymentsarepossibleonlytonon‐USbankaccounts.SDLdoesnotmakeElectronicFundsTransferspaymentswithintheUnitedStates,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‐maills.vendormanagement@dfsco.comwiththenewfile.

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.

You may contact us directly to ls.vendormanagement@dfsco.com or via the Service Notes below.

ContactVendorRelations

Tomakeachangetoanegotiatedservice(e.g.,toupdaterates,subjectarea,capacityetc.),clickontosendarequesttoVendorManagement,specifyingtheserviceitemandthenatureofthechangesyouwouldlikemade:

Tosaveyourchanges,clickonatthetopofthescreen.

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.ByloggingintoyourVendor

Please e-mail ls.vendormanagement@dfsco.com with any banking changes as soon as possible so as not to delay any payments.

Portalandupdatingyouravailabilityasdescribedbelow,inoneplaceyouletthewholeteamknowofyouravailability.1. PleaselogintothevendorportalusingyouruserIDandpassword. IfyouhaveforgottenyoupasswordpleaserefertosectionResettingyourPasswordinthis

manual.2. Onceyou’reloggedin,goto“Myinfo”tabandclickon“Edit”.

3. On“Availability”,choose“No”andthereason.Nowselectthestartdateandclickon“Save”;thenselecttheenddateofabsenceandagainclickon“Save”.

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

SDL