Clients and Vendors (Providers)
This section is a part of the Configuration menu. Access to this section may be restricted by Home Portal administrators.
The changes in the configuration menu settings will affect all XTRF users and, therefore, should be well considered.
Some settings depend on the selected XTRF plan and thus might be unavailable for some clients.
In the Clients and Vendors section, you can set and manage some vendor and client-specific settings. To make any changes click the Edit button at the bottom of the page.
Vendor / Provider settings
Default Values tab
In this tab, you can set several default values for all vendors. To learn how to set different values for specific vendors, see the Vendors module article.
Select the Default Communication Language for vendors from the drop-down list.
Select the Default Invoice Data Type. The available options are:
Local Company
Local Individual
Foreign Company
Foreign Individual
In the Price Profile section below, you can
Set the Default Currency, Default CAT Tool, and Default TM Rates.
Note: Fixed TM rates can be set only in the vendor’s profile, as they depend on the language combination. To learn more about TM rates, see the Vendor profile - Competencies and Rates tab - Price Profile section article.Decide which TM Rates - client's or yours - to use in jobs with no vendors assigned. Select the desired option from the For CAT Payables in Jobs with No Assigned Vendors drop-down menu. If you select the Use TM Rates Specified Below option, provide the correct numbers in the CAT grids below.
Payment Terms tab
In this tab, you can set the default payment terms for the vendors. To learn how to set different payment terms for specific vendors, see the Vendor profile - Invoicing subtab article.
In the Tax section, you can:
Select the Default Tax Rate. To learn how to add a new tax rate, see the System Values: Basic - Tax Rates article.
Select the Tax Calculation Rule.
In the Invoices Dates section below, you can set the default invoicing dates for the vendors:
(Optional) To allow using pro forma invoices, check the Use Pro Forma Invoice box. Two pro-forma-related fields will appear below.
For each invoicing type:
Select the reference date that will determine invoice dates.
(Optional) To create invoices at the end of the same month as the reference date, check the end of month box.
(Optional) Select the number of the month and/or days 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.
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.
In the Global Vendor Payment Terms table below, you can check, edit or add the payment terms.
To edit payment terms, click the icon.
To delete payment terms, click the icon.
Add payment terms
Click the Add button on top of the Global Vendor Payment Terms table. The Add Global Vendor Payment Terms pop-up window appears.
Provide the Name for the new payment terms.
Decide whether you want these terms to be:
Active, i. e. available for selection on the Home Portal.
Preferred Item, i. e. displayed on top of the drop-down lists.
Default, i. e. selected by default while adding new entities.
In the Payment Definition section, you can manage payment plans. To add a new payment definition, click the Add button. The Add Payment Definition pop-up appears.
From the Payment Plan drop-down list, select the desired plan.
Note: To add a new payment plan, go to Configuration menu > System Values: Basic > Payment Plans.
Note: Defining prepayments in Vendor Settings is deprecated.Provide the percentage of the invoice total. For example, if you use 30% prepayments on a regular basis, your standard payment will be 70%.
Select the Reference Date.
Check the End of the Month box to create invoices at the end of the same month as the reference date.
Select the number of the month and/or days you want to add to the reference date.
Click the Apply button.
In the Localized Description Expression section, you can add specific description expressions to the financial documents or use expressions to localize financial terms. For example, if you want to send invoices to vendors from France in French instead of your default language, you need to change the “invoice” term to the “facture”.
To add a new localized description expression, click the Add button. The Description Expression pop-up appears.
Select the Language to which the changes will apply.
Note: Leave the Default language to add expressions to the documents that are sent to vendors with no specific language assigned.Provide the desired expression.
Click the Save button.
Click the Save button.
In the Default Payment Terms for Empty Invoice section below, you can set specific payment terms for non-project-related invoices:
Select one of the global vendor payment terms listed above from the drop-down list.
Click the Save button.
Invoicing tab
In his tab, you can:
Select a Home Portal user responsible for vendor invoices.
Limit the scope of jobs that could be added to the vendor invoices:
Check the Only allow Jobs from the same branch on Vendor Invoice
Select whether you want to allow jobs from the client’s or project manager’s branch.
Click the Save button.
Availability tab
In this tab, you can:
Set default working hours for vendors.
Decide whether weekends should be treated as work days for vendors.
Evaluation tab
In this tab, you can:
Check the rating scale for vendors.
Switch between a 5-point and a 10-point rating scale.
Click the Edit description link to change rate descriptions. You will be directed to the Browse Ratings page. For more details, see the System Values: Advanced - Ratings article.
Client settings
Default values tab
In this tab, you can set several default values for all clients. To learn how to set different values for specific clients, see the Clients module article.
Select the Default Communication Language for clients from the drop-down list.
In the Price Profile section below, you can set the Default Currency, Default CAT Tool, and Default TM Rates.
Note: Fixed TM rates can be set only in the client’s profile, as they depend on the language combination. To learn more about TM rates, see the Clients module - Client profile - Rates tab - Price Profile section article.For the Percentage TM rates type, provide the correct numbers in the CAT grid below.
Payment Terms tab
In this tab, you can set the default payment terms for the clients. To learn how to set different payment terms for specific clients, see the Clients module - Invoicing subtab article.
In the Tax section, you can:
Select the Default Tax Rate. To learn how to add a new tax rate, see the System Values: Basic - Tax Rates article.
Select the Tax Calculation Rule.
In the Invoices Dates section below, you can set the default invoicing dates for the clients:
Set the acceptable time for delays of payments sent through the wire transfer system.
(Optional) To allow using pro forma invoices, check the Use Pro Forma Invoice box. Two pro-forma-related fields will appear below.
For each invoicing type:
Select the reference date that will determine invoice dates.
(Optional) To create invoices at the end of the same month as the reference date, check the end of month box.
(Optional) Select the number of the month and/or days 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.
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.
In the Global Client Payment Terms table below, you can check, edit or add the payment terms for clients.
To edit payment terms, click the icon.
To delete payment terms, click the icon.
Add payment terms
Click the Add button on top of the Global Client Payment Terms table. The Add Global Client Payment Terms pop-up window appears.
Provide the Name for the new payment terms.
Decide whether you want these terms to be:
Active, i. e. available for selection on the Home Portal.
Preferred Item, i. e. displayed on top of the drop-down lists.
Default, i. e. selected by default while adding new entities.
In the Payment Definition section, you can manage payment plans. To add a new payment definition, click the Add button. The Add Payment Definition pop-up appears.
From the Payment Plan drop-down list, select the desired plan.
Note: To add a new payment plan, go to Configuration menu > System Values: Basic > Payment Plans.
Note: Defining prepayments in Client Settings is deprecated.Provide the percentage of the invoice total. For example, if you use 30% prepayments on a regular basis, your standard payment will be 70%.
Select the Reference Date.
Check the End of the Month box to create invoices at the end of the same month as the reference date.
Select the number of the month and/or days you want to add to the reference date.
Click the Apply button.
In the the Localized Description Expression section, you can add specific description expressions to the financial documents or use expressions to localize financial terms. For example, if you want to send invoices to clients from France in French instead of your default language, you need to change the “invoice” term to the “facture”.
To add a new localized description expression, click the Add button. The Description Expression pop-up appears.
Select the Language to which the changes will apply.
Note: Leave the Default language to add expressions to the documents that are sent to clients with no specific language assigned.Provide the desired expression.
Click the Save button.
Click the Save button.
In the Default Payment Terms for Empty Invoice section below, you can set specific payment terms for non-project-related invoices:
Select one of the global client payment terms listed above from the drop-down list.
Click the Save button.
Invoicing tab
In his tab, you can:
Enable or disable the invoice number modification.
Allow or forbid using multiple templates per invoice.
Select the Default Invoice Signatory among the Home Portal users.
Allow or forbid the modification of the invoice value.
Decide whether you want to send one e-mail for multiple delayed payments.
Decide whether you want to allow the status reverting for Sent invoices and credit notes.
Satisfaction Survey tab
In his tab, you can:
Enable or disable the satisfaction survey for clients.
Allow or forbid the clients to leave a comment in the survey.
Edit the survey:
To remove a question from the survey, click the icon. The question will be transferred to the list of inactive questions in the left-hand column. To remove all questions at once, click the icon.
To add a new question, click the icon to add. You will be directed to the Add Client Satisfaction Survey Question page.
In the Name field, enter the question.
Check the Active box to make this question visible in surveys. If this box isn’t selected, the newly added question will appear in the list of inactive questions.
Click the Save button.
To edit a question, hover over it and click the icon that appears in the line.
To add an inactive question to the survey, click the icon. The question will be transferred to the list of active questions in the right-hand column. To add all inactive questions at once, click the icon.
To locate the desired question in the list of inactive questions, use the search bar at the top of the left-hand column.