Creating client profiles

To create a new client profile click new in any existing Client profile, in the Client List, or in the sub-menue to the main icon bar / clients, .

Das Eingabefenster ist in fünf Registerkarten unterteilt:

hmtoggle_plus1 Contact

Addresses

You can enter two addresses, any of which can be used as the postal address. Normally the first address is used on letters etc., to activate the second address click on "Use 2nd address in correspondence" (which also includes invoices).

 
Telephone

To use the Call dialling function in TOM efficiently it makes sense to keep the switchboard extension separate from the main phone number as you are keeping separate extensions for each staff member.

 

Status: Client / Prospect

Select Prospect for non-clients when a company requests a quote.

 

Status: Inactive

Set to Inactive all clients that have not placed orders for a long time and that you want to exclude from standard requests and from (dropdown) lists.

 

Acquisition

e.g. recommendation, mailings, etc.

hmtoggle_plus1 Details

Many fields in this screen are filled with default entries from Program settings: payment (credit) and reminder periods, currencies, etc. Edit those values as required.

 

Credit and Reminder periods

The values specified here are used in the Finance management to calculate the maturity of open items and the reminder status.

 

Client currency

TOM fully integrates client currencies other than your own.

Client currency 1 appears as the main currency on invoices.
Exchange rate is used in Project and in Finance management to enable the conversion of a project value to your standard currency. Important: When working with flexible exchange rates  the exchange rate here needs to be up-to-date when invoicing.

 

Gross/net conversion option

For some clients, especially private customers, you will want to quote straight gross amounts, i.e. including VAT/GST, whereas in TOM you can input only the net amount in a sub-project.

By activating this feature - for specific clients only! - TOM performs a re-calculation of the amount you input as client unit price in sub-projects into a net amount, considering the amount entered as gross.

 

Prices & services

Prices in a client's profile are specific to that particular client. To speed up the inputting process you can import prices from a central price list (Program settings - Sources).
 
The prices entered here will be shown when processing an order for this client: when a sub-project has a language combination that corresponds to one or more entries in the client profile (e.g. "DE-EN" [source language - target language]) the price will be offered. The same applies when creating offers.

Therefore it is important that you use the standard format "EN-ES" / "FR-EN" / "EN-IT" etc. for language pairs as this is the standard format in projects. However, you may also type in any other service. E.g., an hourly rate for "Layouting" work will be shown if a Layouting sub-project is created (with or without a source language).

 

Importing prices, global price adjustments

Before starting the import it is necessary to set the price level (1 - 4) for the given client.

The imported price entries can be edited one by one or globally:

change one or several price entries in the default price table in Program settings and update the change in one or several client profiles.
enter a percentage and alter the price accordingly by mouse click
edit an entry manually
change one or multiple price entries in Program settings and activate those changes in all listed client records (Client List function)

 

Default translators

You can select any number of translators as "first choice" for all translation jobs in a given language combination entered for this client. (For more information read Default translators vs Preferred translators.)

 

Pricing basis

Price calculations in most countries are based on the number of words of translated text, while in some other countries other systems are used. Select your option here. The selected mode is also used as a default value in the price list.

 

Assigning a form template

When creating a new client record the default form template (More information on form templates ) is automatically assigned to that client. You can switch that template as needed on many occasions later on, e.g. during project management, for an order confirmation, invoice creation etc.

 

Client folder

The client folder plays a central role in the files & folders features in TOM.

You can create an active project folder (used as a default folder for that client, in which project folders will automatically be created) as well as three other folders for archiving older projects for each client.

To define the active client folder you have two options:

create a new folder
read the path information of any existing folder into TOM

hmtoggle_plus1 TM Settings

Choose from the the central TM systems to define and adapt one to meet this client's specific TM requirements.

 

Price matrix and reporting options

Click on the arrow to copy a TM systems data into the current client profile.
Reporting options are to be defined separately.
If necessary, this default TM system can be switched in the TM window.

 

Further information:

TM Projects

TM Reporting options

hmtoggle_plus0Directives (Agreements and Job Instructions)
1.General Job Instructions such as "invoice always in duplicate copies". This remark is shown in every project for this client.
2.Specific Job Instructions, e.g. technical requirements, such as formatting rules that repeatedly apply in jobs for this client. This information is available in sub-projects where it can be copied to translator or reviewer purchase orders.
3.Other agreements: This information is displayed in the client portal.

hmtoggle_plus1 Miscellaneous

Distribution Lists, mailing campaigns

Language of communication (search criteria !)
Salutation
Distribution lists (to add the client to one or may lists just click on the entry)