Sometimes when a job is assigned to an external supplier such as an agency or freelance translator, the invoice needs to be sent from the translator to the requester, in other words the company who ordered the translation, revision, etc. This allows the external supplier to upload their own invoice into Wordbee for viewing without having to send it via email.
If a linguist needs to be allowed to upload their invoices and enter their own invoice number, a manager must perform the following tasks to permit the uploading of supplier invoices:
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Once these steps have been completed, the supplier will be able to log into the client portal and upload their own custom invoice, which can then be viewed within the system. To see the steps for uploading a custom supplier invoice, please see the Uploading a Custom Supplier Invoice page.
Verify & Update Access Rights
Make certain the translator's profile (External Worker for instance) allows them to edit the quote/invoice numbers, but not cost details. This can be done by clicking on Settings in the Menu Bar and then Configure for Access Rights in the Accounts and Security section.
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Please note that the option number may be different depending on the chosen profile; however, the name and section will remain the same. |
Project Configuration (CoDyt)
Secondly, if this is a CoDyt project, you will need to access the Counts & Cost Tab of your project. To do so, click on Projects in the Menu Bar and click on Select for the appropriate CoDyt project. Then click on the Counts & Cost Tab.
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The change will appear as shown below:
Project Configuration (Standard)
For standard projects the process for changing the invoice access is essentially the same. Go to the Cost Tab when viewing the project and then click on the down arrow to the right of Can View for the invoice. Next, choose the Supplier can EDIT cost details (except status) option.
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Note that if you do not want to select 'can edit' each time you create an invoice for a supplier, you can make it a default right on the supplier's page (see below to learn how). |
Supplier Configuration
To configure this for the supplier, click on the Supplier Tab of your platform and then click on the Company link next to the supplier of your choice:
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Then click on Edit in the upper right corner of the screen and tick the radial next to Can edit cost for the Default Cost Visibility option. Remember to click Save once finished.
How to Upload an Invoice
The supplier can now upload his own invoice and enter his own invoice number when connecting to his Wordbee workspace. Once connected, the supplier will need to go to My company > Invoices:
Then they will need to click on Select for the desired invoice.
Next, they will need to click on Attach to the right of Invoice to open a pop-up window for uploading the invoice:
In the provided pop-up window, click on Select to browse to the invoice and choose the file for the upload.
Click on Upload File once the invoice has been chosen.
Once the invoice has been uploaded, the screen will appear as shown below:
