The steps below are to allow you to add costs to your jobs which do not follow the automated Translation and Interpreting Workflow. Some of our users require this to adjust the agreed value when something went wrong in the booking or to add expenses which were omitted in error when the booking was charged or invoiced. Others use this workflow to add services like confirmation calls, typesetting or proof-reading to a standard interpreting or translation booking. For instructions on how to add negative costs to process a refund, discount or credit agreed with your clients and or your suppliers, please see our article titled 'What if I need to credit a client or request a credit or refund from a supplier?'


NB: Your Panacea Software is configured to include cost descriptions and types which your organisation requires. Some of the examples below may not be available on your site. 


1.  Adding a cost to a live job (a booking which has not yet been Completed AND Charged/invoiced)


e.g. Use this to add the agreed cost for a telephone call to confirm availability before an appointment or for typesetting or proof-reading a translation. 

  • Open the job.
  • Click Add Cost icon at the head of your screen.
  • Set the Cost Stage as appropriate (e.g. Translation or Interpreting).
  • Select Standard Calculator and the relevant cost description from the drop-down list (e.g. Confirmation Call, Typesetting, Proof-reading – or if you can’t see what you’re looking for, select Adjustment).
  • To calculate the price enter 1 in the Quantity field, and the agreed price in the Rate field, then click Calculate.
  • Select the Supplier from the available list.
  • In the Cost title field add a description which your client and your supplier will understand.
  • Check the Estimated mark-up is correct for this type of cost - the default mark-up will be automatically calculated.
  • If you are looking to charge the client, but not pay the supplier:
    • Ensure that the Supplier Estimate is 0.
    • Untick the calculate markup box, and specify the amount you want to charge the client in the Estimated mark-up field.
  • If you are looking to pay the supplier, but not charge the client:
    • Untick the calculate markup, and change the Estimated mark-up to minus the same value as the Supplier Estimate.
      • E.g. if the supplier estimate is £10.00, then the Estimated mark-up will need to be set to -£10.00.
  • Tick Approved.
  • Click Update and close button.

Please see steps 3 and 4 below to process this for payment to your supplier and charging to your client.

Please see important note at foot of this page.

 

2. Adding a cost to a completed  job (a booking which has already been Completed and Charged/invoiced).

 

e.g. Use this to add agreed late fees (e.g. expenses submitted after an appointment has been completed and charged), or to pay and/or charge adjustments agreed retrospectively).

 

  • Click the Add Job icon to add a job to the relevant project.
  • Give the job a title which you, your clients and your suppliers will understand (e.g. Adjustment to Job no. XX.X, or Late payment for Job no. XX.X) – always referring to the completed job.
  • Enter the Delivery date from the original job.
  • Tick Already delivered.
  • Enter the rest of the information on this modal from the original job and click Add to create a new job.
  • Click Add Cost icon at the head of your screen.
  • Set the Cost Stage as appropriate (e.g. Translation or Interpreting).
  • Select Standard Calculator and the relevant cost description from the drop-down list (e.g. Confirmation Call, Typesetting, Proof-reading, Adjustment).
    • If you would like the cost description for Adjustment set-up on your site, please contact Panacea Support to do so.
  • To calculate the price enter 1 in the Quantity field, and the agree price in the Rate field then click Calculate.
  • Select the supplier from the available list.
  • In the Cost title field add a description which your client and your supplier will understand.
  • Check the Estimated mark-up is correct for this type of cost - the default mark-up will be automatically calculated.
  • If you are looking to charge the client, but not pay the supplier:
    • Ensure that the Supplier Estimate is 0.
    • Untick the calculate markup box, and specify the amount you want to charge the client in the Estimated mark-up field.
  • If you are looking to pay the supplier, but not charge the client:
    • Untick the calculate markup, and change the Estimated mark-up to minus the same value as the Supplier Estimate.
      • E.g. if the supplier estimate is £10.00, then the Estimated mark-up will need to be set to -£10.00.
  • Tick Approved.
  • Click Add and close button.

Please see steps 3 and 4 below to process this for payment to your supplier and  charging to  your client.

Please see important note at foot of this page.

 

3. Allow your supplier to be paid for this cost

  • In the Costs tab, click on the Description to open the Cost you have just added.
  • Click the Approve for payment button next to the Supplier Invoice field.
    • This will populate the invoice details if your supplier is set for auto-invoicing, otherwise this will leave the invoice fields blank and enable the supplier to submit their invoice for this cost.
  • Click Update and Close button.

Please see important note at the foot of this page. 


4.  Complete the job an allow your client to be charged


NB: If you have added a cost to a live job, for a booking which has not yet been completed (or for which the supplier has not yet submitted timesheets or translation details), you should not complete the job. 

If, on the other hand, you have added this cost to a completed job or booking, or in relation to a job which has been completed and charged, you should follow the steps below:

  • In the Costs tab, check the Grand Total value is correct (amend cost details if not).
  • In the Main Details tab, check that the client contact details and the Cost Centre or Purchase Order fields are correctly completed.    
  • Tick Completed  (you may decide to untick Send client feedback request for a late payment or adjustment job).
  • Click Update.

This job will now be included in the next charging batch run.


IMPORTANT!

The most important thing to remember is that you should never type anything in any of the following Supplier invoice fields:

  • Supplier invoice (E exc. VAT).
  • Supplier invoice VAT code.
  • Supplier invoice total (£inc. VAT).
  • Supplier invoice no.
  • Invoice date.

 

Please see the steps below, for if you need to modify a booking that has already been processed - e.g. amend the start/end times, duration, contact information, date etc. 

  1. Within the job, click into the Cost.
  2. As this order has been processed and an email has already been sent to the supplier asking them to either accept or reject the booking, you will need to untick Approved and click Update and close so you can modify the cost details.
  3. At this point, the supplier will be notified that the booking has been withdrawn/modified.
  4. Click back into the Cost, and select Modify under the booking details. 
  5. You can now amend the necessary booking information.
  6. When happy, click Calculate and then select a supplier.
  7. The final step is to re-tick Approved and then press Update and close. The supplier will be sent an email to accept/reject the booking.