ZOO Contractor s Guide

Transcription

1 ZOO Contractor s Guide Version: 2.0 Author: Sean Levesley What is Echo? Contents Echo is a web-based system used for assigning subtitling and other work to contractors.!! Throughout this document the term Staff User refers to anyone administering or otherwise managing the Echo system.!! The screenshots shown are from a ZOO-branded demo system and the sample data does not represent actual content of a live system. Introduction... 2! Spam Filters... 2! Logging in... 3! Receiving a Work Request... 4! Viewing Your Purchase Orders... 5! Waivers and Contracts... 7! Submitting an Invoice for a PO... 9! Rejected Invoices... 11! Warnings... 12! Getting Help... 13!

2 Introduction As a contractor or agency providing services to ZOO, you will use Echo for the following:!!!!!! To accept or decline new work requests. To view purchase order information. To submit invoices. To track the progress of your invoices through to payment. To review all of your current and historical purchase orders and invoices with ZOO. To respond to queries on your purchase orders and invoices. Before you can begin providing services for ZOO you must complete all necessary paperwork (including a service agreement) and provide your payment details so that the ZOO Finance team can set you up on our internal systems. If you have not done so already, details on how to sign up and the paperwork required can be found on the ZOO Accounts Payable Support website ( When you are setup for payment you will be allocated and notified of your unique ZOO Vendor ID. This is an important identifier used by the ZOO team to track your work and payments; once you have received this notification please keep this information safe. Spam Filters If you have a spam filter configured for your system, then please ensure that you whitelist the following addresses: Echo: donotreply@zoonotify.com ZOO Accounts Payable Support: zooap@zoodigital.com Copyright ZOO Digital All rights reserved. Page 2 of 13

3 Logging in When visiting Echo you will be prompted to log into your CORE-ID account if you are not already logged in. These are the same login details you use to access ZOO systems such as ZOOcore and ZOOsubs. If you do not have any login details please contact your ZOO Account Handler (the member of the ZOO team you are corresponding with regarding the offered work). Once logged in, you will be presented with a list of all existing purchase orders associated with your account. Copyright ZOO Digital All rights reserved. Page 3 of 13

4 Receiving a Work Request When an assignment is offered to you by ZOO you will receive an automated from Echo providing details of the available work. Echo refers to assignments as Work Requests: Clicking the Please accept or decline this project in ZOOecho link in a request will display the full details in Echo. From here you can choose to confirm your availability and, where multiple items are offered, how many of the available items you wish to commit to. You can include any additional comments or questions in the Notes field before either accepting or declining the work request. If you are unavailable or do not wish to accept the offered assignment, click Decline. Click Accept to accept the work The Account Handler who initiated the request will be notified of your decision. If the Account Handler adds a comment on a work request assigned to you, Echo will notify you via . Copyright ZOO Digital All rights reserved. Page 4 of 13

5 The Account Handler will then process the work request and assign the appropriate work to you as agreed. Once this has been done, a purchase order will be generated in Echo on your account for the assigned work. Viewing Your Purchase Orders When logged into Echo, a list of your existing purchase orders will be shown: Clicking on a purchase order in the list will display its full details, including a list of each separate item of work associated with that PO with the agreed rate and runtime, and the total amount payable for the work. Copyright ZOO Digital All rights reserved. Page 5 of 13

6 ! If you have any notes or questions for the Finance team regarding the PO being viewed, you can add a comment. The Comments on a PO in Echo should only be used to contact the ZOO finance team. Any production issues or questions should be sent via to the appropriate Translation Coordinator. Echo will automatically notify you via whenever a new comment is added to your PO by the ZOO team and the comment can be viewed in Echo. Copyright ZOO Digital All rights reserved. Page 6 of 13

7 Waivers and Contracts In some circumstances, you may be asked to sign a contract or waiver form in relation to the assigned work, such as a Translator Credit Waiver*. If a contract or waiver is required it will be shown on the PO: * Translators are usually attributed for their translation work in the credits at the end of the film. However, should they choose not to be credited they can delete the credit event when translating the subtitles. If this is the case, they must also sign a Translator Credit Waiver to confirm that they have purposely deleted the credit. The PO line will contain a link to the contract or waiver, click the link to e-sign the document: Copyright ZOO Digital All rights reserved. Page 7 of 13

8 Clicking in the signature area at the bottom-left of the page shows an enlarged view and allows you to enter your signature by drawing with their mouse: If required, they can click the Retry button to erase the signature and start again. Also, if you select the Other Signature Options drop-down you can select Type-to-Sign to type a signature and have the system render it as a cursive font:!! The Sign via Fax option should NOT be used. Clicking the Submit Signature button completes the signing of the contract: Echo will update the PO when the contract has been signed, you can download the signed document if required: Your contracts are always available from the Contracts tab. Check the Include Signed Contracts option to show all signed documents. Copyright ZOO Digital All rights reserved. Page 8 of 13

9 Submitting an Invoice for a PO Once all of the work associated with a Purchase Order has been completed, the Create Invoice button will be shown: Click the button to see a list of POs that can be invoiced: The selected PO will be checked but you can also select any of the other POs that are listed to create an invoice including multiple POs. This cuts down on everyone s paperwork and potentially reduces any transaction charges with your bank. The Create Invoice button is also available from the PO list.!! The POs that you select must all have the same three-letter prefix to denote the type of work, e.g. ZTR in this example; if you access the pop-up directly from a PO it will only show POs that use the same prefix, if you access it from the PO list it will prevent you from selecting POs with different prefixes. Therefore the number of POs shown may vary. The pop-up will only show those POs that are in an invoice-able state. If a PO is not listed it is not ready to be invoiced. Copyright ZOO Digital All rights reserved. Page 9 of 13

10 Select the POs that you want to invoice, enter your own invoice number if required and then click Submit Invoice. An invoice will be created and shown on the Invoices tab: Any comments from the relevant POs will be copied to the invoice history and you can discuss the invoice further with the Finance team using the Comments: The Finance team will process the invoice and you will see the status change on the invoice page. Once the payment has been made the ZOO Finance team then mark the invoice as Paid in Echo. This in turn will notify you confirming that the invoice has been paid. Copyright ZOO Digital All rights reserved. Page 10 of 13

11 Rejected Invoices If the Finance team reject all or part of the invoice, you will receive a notification and the invoice state will show as Rejected in Echo: Click on the invoice number to see the details. Finance will typically have added a comment as to why it was rejected: You now have two options:! Remove the PO from the invoice by clicking the x at the end of the PO row and then click Resubmit Invoice.! Resubmit the invoice as it stands, for example if the amount has been amended. Copyright ZOO Digital All rights reserved. Page 11 of 13

12 Warnings If there is a problem with an invoice, such as a waiver has not been signed on a PO in the invoice, a warning triangle will be shown on the Invoices list and on the invoice details: On the invoice details, click the triangle to expand the PO and see which PO line has the problem: Hover your mouse cursor over the triangle to see the reason for the warning: When you have dealt with the problem, for example signed the missing waiver, the triangle will be removed.! Copyright ZOO Digital All rights reserved. Page 12 of 13

13 Getting Help If you have any questions or problems regarding assigned work or the use of Echo, please contact the ZOO team via Queries relating to an existing invoice should be added as a comment on the invoice in Echo. For all other queries, such as if you wish to update your contact or payment details, please submit a ticket using the ZOO Accounts Payable Support system: When contacting ZOO using either of the above, please include as much detail as possible including any appropriate links, to help us to resolve your query. Copyright ZOO Digital All rights reserved. Page 13 of 13