phelix's Localisation Scheduler
Tip: The Localization Scheduler' Partner Portal is Pixelogic's "little black book", where all our partners' are on-boarded so they can safely store their information, while also making use of the 2FA(2 factor authentification) process.
Tip: This guide is for Territory Managers, Territory Coordinators, Territory Supervisors, Project Managers and generally any Pixelogic Hiring Manager. For brevity, they are referred to as "Points of Contact".
Tip: This process applies to 1) entities we will work with for the first time, 2) entities we are already working with and they want to change some of their details, and 3) entities we work with and are getting paid via PayPal, which is no longer an acceptable payment method for Pixelogic, so they need to switch to Wise or wire transfer.
1. If you are the Point of Contact for the Vendor/Individual that needs to be on-boarded to Pixelogic's financial system, log on to pHelix's Localisation Scheduler.
2. Click "Admin Dashboard"
3. Click "Send Invite"
4. Click the "Email Address (Separate by commas)" field and enter their email address.
5. Click in the "Type" field and choose either "Vendor Admin" for companies or "Freelancer" for individuals from the drop-down menu.
6. If you are on-boarding a vendor or company, type in their official business name and click "Add as a New Company".
7. Click "Send"
8. The Vendor/Individual you have invited will receive the below email invite.
9. At the same time, make sure to provide them with the relevant step-by-step guides.
- Individual - Localization Portal Instructionssupport.pixelogicmedia.com/hc/en-us/articles/115003201171-Individual-Localization-Portal-Instructions
- Vendor - Localization Portal Instructionssupport.pixelogicmedia.com/hc/en-us/articles/360005066792-Vendor-Localization-Portal-Instructions
Tip: The Localisation Scheduler has been built to accommodate audiovisual localisation talent, i.e. Translators, Voice Actors, Dubbing Studios etc. If the Vendor/Individual you are on-boarding offers a very different line of service (e.g. catering, cleaning, merchandising etc.) kindly guide them to creatively fill out their profile with as much information as necessary for your purposes. In fields that do not really apply, it is fine for them to only tick one box or enter "not applicable" just so they can move to the next step.
Tip: At this stage, there is no need for any Point of Contact to manually send the Master Services Agreement (MSA), nor any need for any Vendor/Individual to sign it. As and when and if the Vendor/Individual is assigned their first project on the Localization Scheduler, the MSA will be sent on automatically for them to sign before starting their collaboration with Pixelogic in earnest.
Financial On-boarding Localization
Tip: This is a process that involves TIN (Taxpayer Identification Number) documents, as issued by the IRS (Internal Revenue Service), since Pixelogic is US-based and governed by United States laws. It is executed by the AP (Accounts Payable) and On-boarding Localization Teams. It utilizes pHelix, excel trackers, internal emails, DocuSign and phone calls for maximum security against potential scammers.
10. Navigate to the On-boarding Localization excel tracker.
Only work on the "Documents Requested" tab. The On-boarding Localization Team will move an entry from 'Documents Requested' to 'Documents Sent', after they have sent out the documents to be signed.
11. Choose the correct option from the drop-down.
A note,
W9 : any Companies or Individuals within the US
W8-BEN : any Individuals and Sole Proprietorships outside the US
W8-BEN-E : any Companies outside the US
The distinction between the 3 modes above is what causes the most mistakes and delays, so please do your due diligence.
Full drop-down menu,
Bank + W9
Bank + W8BEN
Bank + W8BEN-E
W9 only
W8BEN only
W8BEN-E only
UK onboard
12. Include the link to the Vendor's or Individual's pHelix profile for cross-reference and verification purposes.
13. Include any notes useful for the AP (Accounts Payable) and On-boarding Localization teams.
14. Now, the On-boarding Localization Team check the tracker multiple times in a day. Once there is a new entry, they will reference the Vendor's/Individual's name and email on pHelix' Partner Portal, so please ensure consistency to avoid delays. They will then send on the relevant documents you requested [Bank and/or TIN (Taxpayer Identification Number)] via DocuSign for the Vendor/Individual to fill out.
15. The Vendor/Individual should click on "Review Documents" on the automated email.
16. The Vendor/Individual should fill out the documents, hit "Finish" and "Submit".
Alert: Since these are legal documents, please refrain from offering advice and refer our partners to the official United States IRS (Internal Revenue Service) guidelines instead.
https://www.irs.gov/pub/irs-pdf/iw8ben.pdf
17. The Point of Contact receives an email alert that the Vendor/Individual has completed and signed off on DocuSign.
18. The Point of Contact then reviews the documents, particularly regarding the below common issues.
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Make sure name and address are matching in all 3 areas : the W document, the bank form, and pHelix (especially for Vendors, under the "Company" field).
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Make sure the bank form is fully filled out, as all data points needed for wire transfers. However, if the payment method is Wise, all we need is the email, no bank details necessary.
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In terms of bank accounts, please ensure that,
3.1 International bank accounts must be accompanied by a) the account number, b) the IBAN and c) the SWIFT code. Some banks have intermediary, but this is not mandatory, unless vendor specifies.
3.2 US bank accounts must be accompanied by a) the bank account number and b) the 9 digits routing code.
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For Wise users, the relevant email must be present in their profile on pHelix. In case it is different to their main one, they can use the “alternate email field”.
Alert: At this stage, if any piece of info is wrong or missing in the submitted documents, please decline the DocuSign envelope. Then, on the On-boarding Localization excel tracker, cut the relevant entry from the "Documents Sent" tab and paste it under "Documents Requested" again, with an explanatory note, so that the process can start over again.
19. The Point of Contact then triple-confirms all details with the Vendor/Individual over a good old-fashioned phone call before counter-signing on DocuSign.
Please note that in previous iterations of this process, it was the AP Manager making this phone call, but it has been decided that this is best left with the Point of Contact, as they are more familiar with the details, usually closer in terms of timezone and often speak the same language as the Vendor/Individual.
20. Once the Point of Contact signs off on DocuSign, an automated email is sent to the AP (Accounts Payable) Team, so they can review the documents. If it all looks correct and nothing is missing, they will counter-sign on DocuSign, which completes the process.
21. If however, the AP Team feels any corrections are needed, the AP Manager will request them via email from the On-boarding Localization Team. In turn, they will intervene in the standard DocuSign workflow so that the documents are sent back to the Vendor/Individual, essentially restarting the workflow. Once corrections are complete, the AP Manager will download the amended documents from DocuSign and proceed with on-boarding.
To recap,
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If dealing with an entity that has never worked with Pixelogic before, or has never been on-boarded on pHelix's Localisation Scheduler's Partner Portal before, the Point of Contact needs to do that as described in the first part of this step-by-step guide.
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The Point of Contact navigates to the On-boarding Localization excel tracker and fills out all necessary information for the Vendor/Individual to be on-boarded on the "Documents Requested" tab.
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The On-boarding Localization Team checks the tracker, cross-references the Vendor's/Individual's pHelix's Partner Portal, moves the row to the "Documents Sent" sheet, and sends the relevant documents to be signed via DocuSign.
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The Vendor/Individual receives the documents via email, fills them out and signs off on them via DocuSign.
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The Point of Contact reviews everything, gives the Vendor/Individual a phone call to triple check everything, and signs off on the documents on DocuSign.
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The AP (Accounts Payable) Team review the documents. If necessary, they request changes and the process restarts, otherwise, they sign off on DocuSign and proceed with finalising their on-boarding.
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