SOLTEN'S PARTNER · PDF fileSOLTEN'S PARTNER ZONE REGISTRATION PROCESS ... date format,...

SOLTEN'S PARTNER ZONE

REGISTRATION PROCESS

© Solten groupwww.soltengroup.com

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Ce document et les informations qu'il contient sont confidentiels et propriété exclusive du groupe SOLTEN. Ils ne doivent être communiqués qu'aux personnes ayant à en connaître et ne peuvent être reproduits ni divulgués à toute autre personne sans l'autorisation préalable écrite du groupe SOLTEN.

This document and the information it contains are property of SOLTEN group and confidential. They shall not be reproduced nor disclosed to any person except to those having a need to know them without prior written consent of SOLTEN group.

http://www.soltengroup.com/

TABLE OF CONTENTSIntroduction...................................................................................................................................... 3 1 Contact Summary.........................................................................................................................4 2 Main Data.....................................................................................................................................4

2.1 Identification data..................................................................................................................4 2.2 Social Media.........................................................................................................................4 2.3 Address.................................................................................................................................5 2.4 Correspondence address......................................................................................................5 2.5 Invoicing................................................................................................................................5

2.5.1 Invoice Data..................................................................................................................5 2.5.2 Payment terms..............................................................................................................6 2.5.3 Payment Methods.........................................................................................................6

2.6 IT Tools.................................................................................................................................6 2.7 System Accounts..................................................................................................................6 2.8 Acceptance of terms.............................................................................................................7

3 Contact Persons...........................................................................................................................7 3.1 Main Data.............................................................................................................................7 3.2 Social Media.........................................................................................................................7 3.3 Address.................................................................................................................................7 3.4 Account Data........................................................................................................................7 3.5 Preferences..........................................................................................................................7

4 Competences & Rates..................................................................................................................8 4.1 Price Profile..........................................................................................................................8 4.2 Languages Combinations.....................................................................................................8 4.3 Rates....................................................................................................................................9

5 Holidays....................................................................................................................................... 9 6 Files & Qualifications....................................................................................................................9


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INTRODUCTION

Thank you for registering on our Partner Zone. If you already provide us your services on a regular basis, we you are sure that you will appreciate the great improvements this new system will bring: you will be informed faster of new potential projects, you will be able to follow the different steps of your projects, and you will be continuously updated during the processing of your invoices, greatly reducing the risk of mistakes.

For newcomers, we are excited about this opportunity to welcome new partners, and sincerely hope it will lead to a fruitful collaboration.

This guide is here to help you with setting up the various parameters: describing your services, creating your price list, etc. We will explain you what is important and what is not and how to optimize your profile so that our Project Managers will be able to contact you whenever they have a project that might interest you.

You have received an email indicating how to connect to our Partner Zone: once on the main page, all settings can be found under Provider / Main Data.

In System / Preferences, you can change a few settings according to your preferences (language, date format, etc.). In System / Change Password, you can choose a new password easier to remember than the one that was automatically generated.

If you find any mistake in these pages, a bug in the system, or errors in the values of a checklist, please report it to [email protected]. You can also ask questions if you think something is not clear, and we will answer and update this guide. Thanks for your cooperation!


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mailto:[email protected]

1 CONTACT SUMMARY

Here you should find the main information you have entered during the registration process. This is just a summary, and you cannot modify the parameters on this page, even if you click on Edit.

2 MAIN DATA

On any page, simply click on Edit to modify or add information (bottom left).

Please note that in this category, you are identifying yourself as a service provider. The next tab, “Contact Persons”, will allow you to create one or more persons. If you are a freelancer you must focus on the “Main Data” tab, and there will then be almost nothing to add in “Contact Persons”.

2.1 IDENTIFICATION DATA

• ID Number: this cannot be modified, and is your registration number for the database.

• Name: this is the name of your company, e.g. ABC Translation. If you are registered as a sole trader, you can enter your first and last names here, e.g. John Smith.

• Full Name: this is the legal name of your company, e.g. ABC Translation Ltd. If you are registered as a sole trader, you can enter you first and last names here, e.g. John Smith.

• First contact date: please ignore.

• Freelancer: must be ticked only if you work alone. If you are working as a team or agency, please untick.

• In-house: please keep unticked.

• Contract number: please ignore.

2.2 SOCIAL MEDIA

In order to add a new social media account, please click on Add Social Medium. You can choose in the pop-up the relevant social media and indicate your ID.

At the moment we use only Skype: our Project Managers appreciate to communicate quickly and directly with our most regular translators (less relevant for interpreting). If you indicate your Skype ID, they will not invite you systematically, but can decide to do it once working on a project.

We will probably start using Linkedin, Twitter and maybe Facebook in 2013, so if you wish to receive information about this do not hesitate to indicate your ID.

If you want to add a photo, just click on Upload image file, and select the document.


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2.3 ADDRESS

You should have already entered most information during the registration process. Please pay attention to a few parameters:

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The main address must be your official professional address, as we will use it on POs (Purchase Orders).

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Time Zone: please select your time zone, it helps us in contacting you at the right time of the day.

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Province: very important for interpreters, less so for translators.

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Phone: please use an international phone number format, using your country code and your phone number, e.g. +33 123456789.

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SMS enabled: at the moment we do not use SMS to warn you of a new project, but this is an option and we might start using it in the future. By ticking this box, you confirm your mobile phone number can receive SMS.

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CC in E-mails to Contact Persons: only to be ticked if you are not a freelancer, and you want the main e-mail address to receive a copy of all emails sent to contacts.

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Disallow CRM E-mails: “CRM” is a misleading expression here. If you tick this box you will not receive any information from us... but you can still receive job offers. We do not recommend ticking this box, as it greatly limits our possibilities to inform you.

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Use for CC 2 / 3: same as “CC in E-mails to Contact Persons”.

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www: if you have a professional webpage, please indicate it here.

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www 2: you can provide an additional webpage here, e.g. your ProZ or LinkedIn profile page.

2.4 CORRESPONDENCE ADDRESS

If you want to indicate a correspondence address that is different to your main address, you can untick the box “Use Main Address” and enter the details here.

2.5 INVOICING

You do not have to give your invoicing details in advance. They will only be required the first time a Project Manager offers you a job, and he/she will provide you with all necessary information.

2.5.1 Invoice Data

• Invoice Provider's Activites: leave ticked.

• Change invoice data type to: if you are located in France, UK or Czech Republic, please choose “Local Company”, otherwise “Foreign Company”. If you are not registered as a company or sole trader and are located in one of these 3 countries, please choose “Local Natural Person”. At the moment, we do not offer jobs to Foreign Natural Persons.

• EU VAT / Tax No.: if you are VAT registered in the EU, please enter your VAT number here.


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2.5.2 Payment terms

• Accountancy contact: not for freelancers (companies only). Please create a “Contact Persons” field and indicate your accountancy contact here.

• VAT Rate: you will invoice one of our agencies in France, UK or Czech Republic. If you are located in another country, in most cases you will choose “exempt”. If you believe you must charge VAT and your VAT rate is not indicated here, please notify your Project Manager the first time you are offered a job.

• Invoice Dates: keep “Use System Terms” ticked.

• Our standard payment terms are “30 days end of the month”. If you require specific payment terms, please contact us at [email protected] and we will look into your request.

2.5.3 Payment Methods

To add a payment method, click Add New, choose a Payment Type, and provide all required information. We accept the following payment types:

• Within the SEPA – Single Euro Payments Area: SEPA wire transfer, with IBAN / SWIFT.List of the 32 member states: http://en.wikipedia.org/wiki/Single_Euro_Payments_Area

• In the UK: UK Wire transfer, with account number / sort code.

• In the Czech Republic: Czech Wire transfer, prefix / account number / bank code.

• In France: as the RIB is gradually being replaced by the IBAN/SWIFT standard, we now use SEPA transfer for payments to French accounts. We can issue cheques, but will consider it only if provided with a good reason not to use wire transfer.

• Outside of these countries, we use Paypal where it is accepted (you can see the list of countries here: https://www.paypal.com/worldwide/), and Skrill / Moneybookers where Paypal is not accepted.

• Very exceptionally we accept International Wire Transfers, Western Union or Moneygram. These payments method have to be discussed with the Projet Manager before starting the project. These are not considered as acceptable solutions for a long-term collaboration.

2.6 IT TOOLS

To modify, select one or more items (using “Ctrl” for multiple selection) and use the Add All, Add, Remove or Remove All buttons. If you would like to add an item not available here, please contact us at [email protected].

• CAT Tools: please indicate the ones you own (full licences, not trials). We currently use Wordfast Pro, Trados Studio 2011 and Trados 2007.

• Software: the list is not complete and currently doesn't include for instance subtitling software. Please email us to add your software to the list.

• Hardware: please tell us what kind of platform you use (MAC, PC or Linux), and If you have an internet connection available.

2.7 SYSTEM ACCOUNTS

No parameters can be changed on that page.


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https://www.paypal.com/worldwide/

http://en.wikipedia.org/wiki/Single_Euro_Payments_Area


2.8 ACCEPTANCE OF TERMS

This is not required, but as Solten is certified according to the ISO 9001, ISO 14001 and EN 15038 standards and has set up firm targets in terms of quality, ethics and sustainable development, we encourage our suppliers to be informed about these topics.

By accepting these terms you confirm your commitment on these topics.

3 CONTACT PERSONS

In order to add a contact person, click Add New. To modify a contact person, click in the Edit column

3.1 MAIN DATA

Please check and complete this data.

• Contact languages: currently you can communicate with Solten in English, French, Czech or Spanish. We can also organise communication in Danish, Norwegian, Swedish or Finnish.

• Mother Tongues: in all language combinations where it is possible, the Solten group strictly applies the rule of translating INTO the mother tongue. When a language is spoken in different countries, you will see regional versions proposed: please indicate both the generic language and the regional variant, e.g. Spanish and Spanish (Costa Rica), Swedish and Swedish (Finland) or Chinese - Mandarin and Chinese - Mandarin (Malaysia). In most cases we will search according to the language name only, but for some particular projects we must take the regional parameter into account.

In any case, please do not forget the general language: if you indicate English (UK) and English (USA), and forget English [EN], you will be contacted only in the rare cases where we especially look for a UK or USA native English speaker, and not in all the other cases.

Please also note that apart from the regional versions, if you select more than one mother tongue and do not provide more information, we will ask you to justify it before cooperatingwith you.

3.2 SOCIAL MEDIA

For companies or teams with multiple contacts, specific information can be added for each.

3.3 ADDRESS

In most cases, simply keep the “Use Partner Adress” box ticked.

3.4 ACCOUNT DATA

Again, for companies only: if you tick “Partner Zone Login Allowed”, you can choose a Login / Password for this person to access your Partner Zone, and you can allocate different rights.

3.5 PREFERENCES

The same parameters available in System/Preferences, but specifically for the person in question.


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4 COMPETENCES & RATES

4.1 PRICE PROFILE

• Add / Edit Price Profile: you can choose the currency of your price list here. We accept quotes in a large variety of currencies, in order to cater for your specific requirements.You can also indicate a minimum charge that will be applied to all services (or it can be indicated specifically for each service in the next steps). Please note that in the case of short regular projects, we will specifically look for providers who do not specify a minimum charge.

• Edit CAT Grid: if you provide translation services and use CAT software, please indicate the discount grid you apply according to repetitions, if any. The default grid is our standard template.

• Edit Provider Productivity: optional and not applicable to interpreting services. You can indicate your average daily productivity rate here.

4.2 LANGUAGES COMBINATIONS

You can describe your services here, including activities, language combinations and specialisations. We will display the different parameters you can access after clicking on Create, and you get similar options when clicking on Edit or Update multiple.

• One to many / Many to one: allows you to create many language combinations at the same time. In most cases “Many to one” is the best option for translation services, as most translators work from a few source languages into only one target language, their mother tongue. For interpreting services, if you provide your services in both directions you will have to repeat this process: once in one direction, and again in the other direction.

• Source language: it is not necessary to repeat all variants of a language (if you translate from Arabic, to indicate Arabic from Algeria, from Bahrain, etc.), just select the generic language (in this example, Arabic). In most cases we will consider a professional translator or interpreter is able to understand the regional variations of his/her source languages.

• Target language: in all language combinations where it is possible, the Solten group strictly applies the rule of translating INTO the mother tongue. If your language is spoken in different countries, please indicate both the generic language and the regional variant, e.g. Spanish and Spanish (Costa Rica), Swedish and Swedish (Finland) or Chinese - Mandarin and Chinese - Mandarin (Malaysia). In most cases we will search according to the language name only, but for some particular projects we must take the regional parameter into account.In any case, please do not forget the general language: if you indicate English (UK) and English (USA), and forget English [EN], you will be contacted only in the rare cases where we especially look for a UK or USA native English speaker, and not in all the other cases.

• Specialisations: if you tick the “Any specialisation” box, you will be registered for the activities and language combinations, but without any specialisation (any = not specialised in any field, any specialisation ≠ all specialisations). “Preferred” specialisation are not really preferred, it just means these are the main categories (General). You can select a main category if you are competent in any of its sub-categories, or if you have qualification and/or experience in this field. Carefully choose all specialisations in which you can prove qualifications and/or significant experience: when our Project Managers search for suppliers, they often filter according to a specific specialisation.


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4.3 RATES

You have to click Add New.

• Language Combination: you can choose one or more of the language combinations you have indicated on the previous step.

• Activity type: you can choose one of the activity types you have chosen for this language combination(s). As many different meanings are used around the world, for translation services we decided to use the definitions of the EN 15038 standard:• Translation : render information in the source language into the target language in written form. • Revision : examine a translation for its suitability for the agreed purpose, compare the source

and target texts, and recommend corrective measures. • Review : examine a target text for its suitability for the agreed purpose and respect for the

conventions of the domain to which it belongs and recommend corrective measures. • Proofreading : checking of proofs before publishing.

• Specialisation: you can choose that these rates apply only to one kind of specialisation. Or you can define one rate for “Any specialisation”, and then define another one for only one or a few specialisations: the previous rate will now indicate “Any specialisation but...”.

• Calculation Unit: we accept quotes in a large variety of Calculation Units, so do not hesitate to choose the one the most familiar for you. We do not accept rates according to target words/lines/pages, as we have to agree on a price before starting the work.

In any case you are not committed to this price list, and if you decide to charge more for one specific translation after having looked at the document, or to charge more for a revision because you consider the text poorly translated, it can always be discussed with the Project Manager before he/she sends you the Purchase Order.

This is why we encourage you to indicate here your best rates, giving you more chances to receive job propositions, that you are then free to discuss and accept or not.

5 HOLIDAYS

Only for regular partners: you can inform us of your availability via this page.

Click Add New to add unavailability periods: you will not be contacted for projects during this time perdiod.

6 FILES & QUALIFICATIONS

Click on Add Files to add some new documents to your profile. Please give an explicit name to your file, e.g. “CV John Smith.pdf” or “Resume John Smith.pdf”

The main document you should add here is your CV, but you are free to add any document you may find relevant to your profile.

These are the main parameters, after completing these information your profile is now available for Project Manager. If you have any other question do not hesitate to contact us.


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