This article will help the Product Managers and Account_Admin roles to understand and manage the Finance Section of our platform.
1. Accessing the Accounting Section
2. Payables
3. Receivables
3.1. Receivables Tab
3.2. Ready To Invoice Tab
Accessing the Finance Section
To access the Finance Section, on the lateral menu, click on Finance and choose between Payables or Receivables.
⚠️ Note that the user must have the following permissions to be able to manage and visualize both Receivables and Payables. To review these permissions, simply go to the main menu on the left, navigate to People > Users, search for and click on the user profile you want to review. After that, open the Permissions tab and click on Accounting, as shown below.
Payables
The Payables section will organize and synthesize all the important information and actions regarding the Agency’s Payables, offering management and control.
- Once you select the Payables page, you will find the following:
Payoneer: The amount the Agency has to pay through Payoneer
Paypal: The amount the Agency has to pay through Paypal
Currency: The amount the Agency has to pay through Bank Transfer
Missing Payment Method: The total amount the Agency has to pay to users that did not insert the payment method yet
Search Field and Filter: Where you can search for the Agency Payables, you can filter by User, Name, Missing Accounting, Creation Date, Due Date, and Status
Payable Number: The number automatically created for the Payable, can be used for reference.
User: The Vendor’s user name, the person who will receive the payment
Creation Date: The date when the Payable was created
Due Date: The Due Date for the payment
Total Jobs:
Profitability:
Net Amount: The total amount and the currency of the payment
Status: The status of the Payable - “Paid” for when the payment has been made to the Vendor, “Pending” for when the Agency is waiting for the Vendor to upload the receipt (only for Brazilian territory), “Pending_Approval” for when the Vendor doesn’t need to upload any document, but the Agency has to approve it, “Waiting for Reconciliation” for when the payment is being double-checked and “Ready” for when everything is done
Document: Where the Agency can download, remove and upload the Vendor’s receipt for the payment
By clicking on a Payable, you’ll be able to see more details such as Total Jobs, Overall Profitability, Monthly Payable Average, Total Amount, Tax Amount, Net Amount, Payment Method, Project IDs, Receivable Amount, Payable Amount, and Profitability.
And by clicking on a Payable’s vertical ellipsis (the three little vertical dots at the far right side), the following options are available:
Make Payment:
Approve: This option is for approving the Payable
Mark as Paid:
Cancel Payable: This option is for canceling the Payable
Upload Document: This option is for the linguist to upload a document, for example, a receipt
Download Payable: This option is for downloading the Payable
Receivables
The Receivables section will organize and synthesize all the important information and actions regarding the Agency’s Receivables, offering management and control. It is in the Receivables pages where you will find information about the income for your Agency, like the Receivables sent and the Projects that are ready to be invoiced.
In the Receivables main view, you will see the “Receivables” tab and the “Ready to Invoice” tab.
Receivables Tab
Search Field and Filter: Where you can search for the Agency Receivables, you can filter by Organizational Unit, Creation Date, Due Date, and Status
Number: It is the unique ID number for that invoice
Contact: The Client contact (billing contact)
[<- isso estava copiado do antigo tópico 5 "Billing contact"]Purchase Order:
Installment: The number of installments the Receivable was divided into (single or multiple)
Creation Date: The date when the Receivable was created
Due Date: The Due Date for the Receivable
Net Amount: The total amount and the currency of the payment
Status: The Receivable' status - “Invoiced” for when the Agency has already sent the invoice, "Partially_Invoiced" for when the Agency has sent one or more invoices (in case we have multiples invoices), “Paid” for when the payment has been received, “Partially_Paid” for when the payment has been partially received and “Void” for when the receivable has been canceled
By clicking on a Receivable, you’ll be able to see more details such as Total Amount, Tax Amount, Net Amount, the number of Projects, Project ID (in the format B-XXXXX-XXXXX), and Receivable Amount.
By clicking on a Receivable vertical ellipsis, the following options are available:
Mark As Paid: This option is for marking the Receivable as Paid
Mark As Void: This option is for marking the Receivable as Void
Download Receivable: This option is for downloading the Receivable
And you can also select several Receivables and bulk mark them as Paid or Void:
Ready to Invoice Tab
This tab will show all the delivered Projects that are ready to invoice. Once you create the Invoice for a specific project, it will go straight to the Receivables tab.
Search Field and Filter: Where you can search for the Agency Receivables that are Ready to Invoice, you can filter by Name, Organization, Organizational Unit, Project Manager, Reference, Creation Date, Due Date, and Tags
Project: Project’s Reference, name and Status
Contact: The Organizational Unit and the Project’s requester and contact person (Client Role)
Amount: The total invoice’s amount in the corresponding currency
Creation Date: When the Project was created
Due Date: The Due Date of the Project
Delivery Date: When the Project was delivered
Source: The Source Language of the Project
Target: The Target(s) Languages of the Project
- By Selecting a Project, you can “Create a Receivable” and “Export to XLS”:
- When you click on “Create Receivable”, the following window will open:
Project(s) Amount: You may select more than one Project to create a Receivable. Note that they must belong to the same Organization Unit
Organization Unit: The Organization Unit to which the Project(s) belong(s).
Contact: The Project(s) requester, the user must have the role “Client”
Memorandum: This field will bring the information from the Memorandum field of the Organizational Unit
Taxes: Taxes to be deducted from the Receivable. You can either use it all or none of them
Installments: You can choose to divide the Receivable into more than one installment
a) Number of Installments: The number of installments you want to divide the Receivable
b) Interval between Installments: The number of days you want to set as an interval for each installment
c) Only invoice first installment: The system will only create an invoice for the first installment
d) Equally distributed amount among installments: When enabled, all installments will have the same value
7. Total, Tax Amount and Net Amount: The value for Total, Tax Amount and Net Amount
8. First Due Date: The Due Date set to the Receivable be paid
9. Purchase Order: This is the purchase order information. This field will bring the information from the Project (you can check it from the Costs tab)