Supplier invoices may be created for both Standard and CoDyt projects. The processes are slightly different for each type of project and discussed in the following sections on this page:
| Table of Contents |
|---|
Standard Projects
First, access the Costs Tab for the project. If no invoices exist for the standard project, the screen will appear as shown below. To create an invoice for a supplier, first click on Add New in the upper right corner of the screen.
A pop-up window will appear. Choose Create supplier quote/invoice for job and then click on Continue.
The invoice information will appear as shown below. First, change the Status to Invoice Draft by clicking on the drop-down menu and making a selection. Then review the pricing information to ensure it is correct.
The drafted invoice will show each completed task along with any applied discounts for translation fuzzy matches. The total cost is displayed at the bottom of the invoice.
To the right of each displayed line, additional options are provided for managing each line in the invoice. Click on the Trash Can to remove the line or the Add 
to add a line to the invoice. If you need to change pricing information, click on the Pencil Icon. Use the Up or Down Arrows to change the position of a line in the invoice.
You may also enter an Invoice Number, select an Invoice Date, and configure an Effective Date for the drafted invoice. If an effective date is not configured, then the current date will be used.
A section is provided for entering an optional Header Line as well. When finished with any needed changes, click on OK in the upper right corner of the pop-up window.
If everything is correct, click on Attach next to Invoice.
An invoice may either be created using the template provided by Wordbee or from one that is specific to your company. In the pop-up window, you can either:
...
To the left of the Create File... option, you can click on Format Options for the new invoice being generated by the system. Here you may choose the document layout (language) and file format (Excel or PDF) for the invoice. Click on Create File... to continue.
After the invoice has been created with either the default Wordbee template or one that has been uploaded, you will be able to preview the invoice prior to attaching it by clicking on Preview File. The file will be downloaded to the computer for viewing. Click on Save & Attach to save the invoice and attach it to the project.
Once this is finished, you will see a download option appear next to Invoice in the pop-up window. This option may be used at any time to download the new invoice for the project. Click on Close to exit the pop-up window.
The Invoice will appear as shown below when viewing the Cost Tab for the project. Use the Green Document Icon to download the invoice.
CoDyt Projects
First, access the Counts & Costs Tab for the project. Then click on Quotes & Invoices to see if there are any existing invoices for the project. If no invoices exist for the project, the screen will appear as shown below. To create an invoice for a supplier, first click on Supplier Counts and Cost.
Then tick the checkbox for the appropriate item and click on Set cost selected... This will configure the cost for the document based on performed tasks, total word counts, and any entered discounts.
If a pricelist has been pre-selected in the project for the supplier, then all you will need to do next is tick the checkbox for the appropriate item(s) and click on OK.
However, if no pricelist is configured for the project, then additional options will need to be configured before generating the invoice. To make changes to this information, click on Choose Cost.
Another pop-up window will appear and can be used to choose a different pricelist, a different translation cost, and to enter a percentage for the regular costs that applies to the document. Click on OK to close this pop-up window and save any changes to the costing information. Then tick the checkbox for the supplier(s) and click on OK in the first pop-up window (shown above).
After the cost has been set, you will need to click on Create quote/invoice...
In the pop-up window, select Invoice Draft for the Status (or another applicable option in the drop-down menu). Next, tick the checkbox for the Yes, accessible to supplier option if you have the client portal and want the supplier to be able to view the costing information when logged in.
The invoice may be generated in one of two formats:
- Compact - With this option, only a total cost line will be provided.
- Verbose - Every task included as part of invoice cost will be displayed on separate lines.
Click on OK once the configuration has been finished.
Now you will be able to see the invoice underneath Quotes and Invoices on the Counts & Costs Tab for the CoDyt project. The screen will automatically be refreshed after closing the above pop-up window. Click on Select to view the details of the invoice and Attach it as done in the Standard Project example.
Just as with Standard projects, you will need to do the following to finish invoice creation in Wordbee:
...
A Download option will then appear to the right of Invoice and can be used to download the attached invoice either internally or by the supplier (if permitted). Click on Close to exit the pop-up window.
You will automatically be redirected to the Quotes and Invoices option on the Counts & Costs Tab where the invoice will now be viewable. The Green Document Icon next to the status shows that the invoice has been attached and can be downloaded.
Invoices generated using the Wordbee template will either be downloaded as an Excel File (.xlsx) or PDF File (.pdf). An Excel file will appear similar to what is shown below:
When a pricelist has been configured in the system for a supplier, it makes it possible for Wordbee to automatically generate a quote or invoice based off of the entered prices, discounts, pre-translations, and the document word count.
Before a quote or invoice can be generated, you will need to set up a pricelist for the supplier and enter the cost for each task they are able to complete. More information can be found on the Supplier Pricing page in this section of the documentation.
After this has been completed, the system will be able to generate any needed quotes or invoices for your projects. Please note that invoices are typically created at the project level and can then be compiled together to create a unique invoice such as monthly or quarterly.
| Note |
|---|
For invoices, it is also best to create the invoice after the work has been completed so that the pricing information is correct. This is especially true if discounts are to be applied for fuzzy matches and pre-translations in the source file. |
Prerequisite tasks for generating supplier quotes and invoices
To generate a proper quote or invoice for a CoDyt project, the following steps should be performed first in the system:
- A project must exist in the system.
- At least 1 document should be uploaded.
- The document must be marked for online or manual translation.
To view the current quotes and invoices for a project, first select the project within Wordbee Translator (Projects > Select). Then click on the Counts & Costs Tab and Quotes and Invoices.
