Accounting for a translation center

Date this page was reviewed:
2024-05-19

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Translation center accounting is usually formed spontaneously. A translation center is either an independent organization that provides translation services to external clients or a department in a large organization that meets its needs. An independent center is most often created by professionals who have decided to unite joint business management. There are, for example, two highly qualified translators. They work well, have a good reputation and regular customers. Moreover, each of them specializes in certain types of work (simultaneous translation, certain topics, etc.). When an application comes to one of them, with which the other is better able to cope, the first gives him this order, and he receives in return another, more suitable. Thus, the exchange of tasks takes place, which over time grows into a joint work and a common translation center. However, each of them initially maintained their own customer base and registered the received tasks on their own. That is, both translators kept records separately. The creation of a single-center did not change this circumstance. The spontaneously formed accounting systems have remained each on their own, not united into one whole. Differences in structure, accounting units, and logic of functioning lead to certain contradictions and conflicts between them. If efforts are not made to build a common accounting system (better automated), the existing contradictions intensify and can create a lot of problems. In the extreme negative version, even paralyze the activities of the organization. For example, both translators took into account the volume of work performed in thousands of characters. However, the first measured the received translation text (original), and the second measured the translated text (total). It is clear that the number of characters in the original and the end are different. As long as the partners acted separately, this did not create a particular problem, since they just exchanged orders and entered data into their tables the way they were used to. In the general center, however, discrepancies arose between the payment amounts received from the first and second partners. This, in turn, began to cause difficulties in accounting and tax accounting. Only the introduction of a unified accounting system adapted to the translation center effectively copes with such problems and prevents their occurrence in the future. If we talk about a translation center as a subdivision of a large company, the complications with taking into account it follows precisely from the fact that it is a subdivision. This means that the accounting system available in the organization is automatically extended to this department. It already contains accounting objects and units of measurement necessary for the activities of the entire company. The translation center has its own functions and should have its own accounting objects. For example, there is a certain educational institution (UZ). It provides both secondary and higher education, actively cooperates with foreign organizations, conducts joint projects, exchanges students. To meet the needs of communication with foreigners, a translation center was created. The main object of accounting in UZ is an academic hour. It is around him that the entire system is built. To the center, the main object should be translated. But in the existing platform, it is impossible to configure all the parameters. For example, there are not enough types of translation. To somehow solve the problem, employees keep records in Excel tables, and periodically transfer basic data to the general system. This leads to the irrelevance of information about the center in the general system. Attempts to solve problems without affecting the fundamentals of the system only lead to their aggravation. The way out of this situation is the introduction of an accounting system that can be adapted to the tasks of different businesses. Common storage of data about customers, orders, and the degree of task execution are being formed. All the necessary information is properly structured and practically stored. Each employee can receive the necessary materials. Accounting is performed based on single objects, which minimizes disagreements due to inconsistencies in the meaning of events. The units of account are common to all personnel. There are no discrepancies in received and completed tasks accounting. The development of the center and its operational activities Planning is based on complete and up-to-date information. The manager can provide the required manpower promptly in case of a large text. It is also possible to plan vacations with minimal disruption to processes. The program supports the function of ‘binding’ information to the selected accounting object. For example, to each call or each customer of services. The system provides the ability to flexibly manage mailings depending on the required task. General news can be sent by general mailing, and a translation readiness reminder can be sent by individual message. As a result, each partner receives only messages of interest to him. There is automatically entering standard data into official documents functionality (contracts, forms, etc.). This saves translators and others drafting them staff time and improves the quality of the documentation. The program allows assigning different access rights to different users. All personnel can use its capabilities to search for information while maintaining data consistency. The system provides the function of assigning artists from different lists. For example, from a list of full-time employees or freelancers. This expands the resource management possibilities. When a large text appears, you can quickly attract the right performers. All files required for execution can be attached to any specific request. The exchange of both organizational documents (for example, contracts or the finished result requirements) and working materials (auxiliary texts, finished translation) is facilitated and accelerated. The automation program provides statistics on the calls of each consumer for a certain period. The manager able to determine how important this or that client is, what is his weight in providing the center with tasks. The ability to obtain information on each order payment makes it easy to understand the value of the center client, clearly see how much money he brings and what costs it costs to retain and ensure loyalty (for example, the optimal discount rate). Performers' salaries are calculated automatically. An accurate record of the volume and speed of the task is carried out by each performer. The manager easily analyzes the income generated by each employee and able to create an effective motivation system.