Manage vendor's price profile

Owned by Oksana Vishchuk
Last updated: Aug 14, 2023
8 min read

Overview

Each vendor has their own price profile in the XTRF Platform. The vendor's price profile contains financial information such as the price list valid for this vendor, the currency you settle the payments in, or discounts. The price profile also contains information about the competencies and specializations of the vendor, which are very helpful for a correct job assignment. All these pieces of information are automatically used as the default payment settings for completed jobs.

On the Home Portal, the default price profile is created along with the vendors' profile. The price profile is set up with a system default currency.

I. Add a new price profile

  1. Sign in to the Home Portal.

  2. Go to the Vendors module.

  3. Locate the vendor in question and click the corresponding icon.

  4. Go to the Competencies & Rates tab.
    If you haven’t created any price profiles for this vendor yet, you’ll be directed to the Price Profile card.

     

  5. 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 Manage price lists for vendors 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.

        • Apply one by one - each value of the discount/surcharge is applied separately.

        • 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.

You need to create a new price profile for each currency. Also, you can create several profiles for the same currency.

II. Add language combinations to the price profile

The language combinations in the price profiles determine the vendors’ qualifications and the characteristics of the jobs they can undertake in your project. In the Language Combinations section, you may provide information about the job types this vendor can perform, as well as the languages and specializations they can work with. The accurate configuration of the job types and specializations in the language combinations ensures effective vendor selection for the jobs in your projects, as the Home Portal uses this information to search for appropriate vendors while creating the availability requests.

  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 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.

  5. In the Job Types section, select the activities 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.

Start typing the language name to find it quicker.

III. Add rates to the language combinations

 The Rate is your vendor's price for a specific service, for example, translation or proofreading. A single language combination can have multiple rates that will be applied to different job types, specializations, or calculation units.

On the XTRF Platform, the rates in the vendor's profile are used to create payables for specific jobs. While creating a payable for the job, the Home Portal seeks the correct rate in the vendor’s profile. The rate is used only when its language combination, job type, and specialization match those specified in the project.

  1. Click the Add button at the top of the Rates table.

     

    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.
    Note: Please make sure that the specializations added to the job type in the rate match the specializations of the job type in the language combination. When they are the same, the Home Portal automatically uses this rate while creating a payable for this vendor.

  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.
    For fixed TM rates, 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.