Questions?

Hello,

we're new to XTRF and it looks like vendor invoices submitted through the portal and client invoices created in XTRF do not show vendor/client VAT number and complete address. Where can we configure this setting so that the complete details are visible?

how to add GBP currency to vendors and clients

I'll be there. Love to chat!

Very often questions asked in the space of Q&A are already answered and pictured with a clip or two. Whether you are a new user of XTRF, or would like to discover more about its functionality (especially with regards to Smart Projects), you can check out the basic and advanced guides, which XTRF Academy consists of.

We decided to post a list with lesson summaries here, because searching in the Q&A part of the UserEcho doesn't catch results from the XTRF Academy chapter.

Below is a list of all topics with respective URLs to XTRF Academy Guides. 

Introduction

Lesson Zero - XTRF Basics

In this lesson you will learn how to:

• Access XTRF on the web
• Log in to your XTRF
• Change your password
• Setup company SMTP email server
• Upload your company logo
• Set your preferred language for the interface and communication
• Create usernames for your team
• Review and customize System Values in general

Basic guides

Guide to Quoting

After this lesson you should be able to

• Create a quote in XTRF
• Choose the desired parameters
• Create Receivables
• Send the quote to your client
• Find your quote
• Convert the quote to project

Guide to Project Management

Having finished this lesson, you should be able to prepare the project so that it can be started:

• Adjust the process
• Add files and schedule jobs
• Assign vendors
• Prepare payables and instructions
• Launch and distribute the jobs
• Monitor the file delivery and overall progress of the project
• Deliver the ready files to your client

Guide to Client Management

Having finished this module, you should be able to:

• Add a client account and enter all valuable details
• Create contact persons
• Configure client rates for your services
• Perform Multiple Change on the client accounts

Guide to Vendor Management

Having finished this module, you should be able to:

• Add a Vendor account and a Contact Person
• Manage basic characteristics of your vendors
• Configure Competencies & Rates
• Perform Multiple Change on your vendors

Guide to Invoicing

After this lesson you should be able to:

• create client invoices
• manage payments
• adjust system configuration with regard to invoicing

Guide to Vendor Billing and Vendor Portal basics

Having studied this guide, you should be able to:

• Adjust Expected Invoicing Dates

• Invite your partners to Vendor Portal

• Activate access and log in to Vendor Portal as a linguist

• Create an invoice as if you were a vendor

• Inspect and manage the invoice filed by the vendor

Guide to CRM module

Having followed all of the clips below you should be able to:

• create Memos, log Calls, plan Tasks and Events
• send mass emails to your partners
• look up history of CRM on your partners profiles

Guide to Smart Views and Dashboard

When you finish this guide, you should be able to perform

• copying, editing and sharing views
• looking up filters and shaping browsing tables
• managing your own Dashboard

Guide to Process Templates and Automations

After studying this guide, you should know how to

• adjust Services
• build your own Process Templates
• enable Automations

Advanced guides

Project Management: Advanced Functionality and Techniques

Having finished this lesson, you should know how to

• Use Manual and automated Job Offers

• Manage and assign teams and in-house vendors to jobs

• Change Vendor on a job

• Share and receive instructions and updates on project progress

• Send and automate sending of Project Confirmation and Purchase Order

Quality Assurance

Having studied this guide, you should be able to

• complete and review Evaluation of your vendors
• manage LISA evaluation
• manage and send Satisfaction Survey
• create and find Client Feedback Reports

Preparing for Data Import

This guide will introduce you to the topics of data preparation: practical advice and explanation how to enter and format the information within spreadsheets that will be uploaded into XTRF.

Vendor Recruitment and managing own profile in Vendor Portal

Having finished this guide you should be able to

• Configure Vendor Portal with recruitment in mind
• Know how to invite your Vendors to join
• Review new profiles and changes they request
• Manage the new vendors in XTRF

Introduction to Client Portal

After you finish studying this guide, you should be able to:

• Log in as a one of your clients
• Choose the appropriate Configuration
• Introduce the Portal to your clients

For search only: send quote, reject quote, notification, PO, Vendor Portal, registration

We currently haven't been using the feedback forms. I think in part because we don't relate well to the way it's set up - we don't use the term "Internal Nonconformity" for any purpose. 

How to others use it? Is it helpful? How do you report on it? Is this where you track issues with projects? How does follow up happen on this when a feedback is created? 

I am unclear on this feature and would love others experiences and thoughts. Even direction towards documentation would be appreciated. Thanks!

Hi,

we have a couple of questions on views:

- we have Smart views activated, but we don't have the left-hand internal navigation menu in Quotes and Projects, how can we enable it?

- what is called "Vendors" on training videos and screenshot is called "Providers" in our view, is it an older version or is there any difference?

Thank you for your help!

Hello,

We are new to XTRF and we need to start our invoicing with n. 5 instead of n. 1. How is it possible to change the numbering scheme?

Thank you very much for your help!

Hello Everyone,

I am a PM that newly transits to XTRF system, I started to try to send projects to service providers, but mutually I encounter with "Details: Cannot find valid hostname for mail session" error message. What am I doing wrongly could you please give me a hand?

Cheers,

I'd like to be able to automate sending out the client satisfaction survey. We don't want a survey for every project, but we're considering sending it to all first time projects, and all projects over $xxx.

Can this be set up on a periodic job? I don't see this as an option.

I am trying to create a new vendor by a Macro. But I can't get it to work. Anyone got a clue what is missing?

#set($providerService = $utils.getService('com.radzisz.xtrf.service.ProviderService'))

#set($branchService = $utils.getService('com.radzisz.xtrf.service.dictionary.BranchService'))

#set($countryService = $utils.getService('com.radzisz.xtrf.service.dictionary.CountryService'))

#set($defaultBranch = $$branchService.getHeadquarters())

#set($country = $countryService.getBySymbol("NL"))

#set($addressParameters = ["com.radzisz.xtrf.model.dictionary.Country","java.lang.String"])

#set($providerParameters = ["java.lang.String", "java.lang.String", "com.radzisz.xtrf.model.partner.Address"])

#set($address = $utils.createInstanceWithSpecificParamTypeNames('com.radzisz.xtrf.model.partner.Address', $addressParameters, $country, "email@gmail.com"))

#set($provider = $utils.createInstanceWithSpecificParamTypeNames('com.radzisz.xtrf.model.partner.provider.Provider', $providerParameters, "Dennis", "Dennis Rosenbaum", $address))

$provider.class

#set($newProvider = $provider.createReallyEmptyProvider())

$newProvider.setBranch($defaultBranch)<br>$newProvider.setName("Dennis Rosenbaum")

$newProvider.setCompanyName("Dennis Rosenbaum Company")

$newProvider.setAddress($address)

Creating...

$providerService.create($newProvider)

Created...