Financial On-boarding of external Vendors/Individuals for all PXL Hiring Managers | Scribe

    Financial On-boarding of external Vendors/Individuals for all PXL Hiring Managers

    • Nefeli |
    • 21 steps

    phelix's Localisation Scheduler

    information ordinal icon
    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.
    information ordinal icon
    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".
    information ordinal icon
    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. [https://localization.pixelogicmedia.com](https://localization.pixelogicmedia.com/admin/default_dashboard)
    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 from the drop-down menu, "Vendor Admin" only for companies that offer Localization services (i.e. translation, subtitling, dubbing) "Freelancer" for individuals and also companies that offer services unrelated to Localization (e.g. catering, cleaning, merch etc.)
    6
    If you are on-boarding a vendor or company who offer Localization services (i.e. translation, subtitling, dubbing), type in their official business name and click "Add as a New Company".
    alert ordinal icon
    Please do not add companies that offer services unrelated to Localization (e.g. catering, cleaning, merch etc.) as "Vendors". This clogs up the view and search functions for the originally intended users of Localization Scheduler's Partner Portal, i.e. Localization Project Managers, Territory Managers etc. It also confuses said companies, as they automatically receive our MSA (Master Services Agreement) to sign, which only covers Localization services, which they do not offer. Companies that offer services unrelated to Localization should always be entered as "Freelancer".
    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 Instructions[support.pixelogicmedia.com/hc/en-us/articles/115003201171-Individual-Localization-Portal-Instructions](https://support.pixelogicmedia.com/hc/en-us/articles/115003201171-Individual-Localization-Portal-Instructions) - Vendor - Localization Portal Instructions[support.pixelogicmedia.com/hc/en-us/articles/360005066792-Vendor-Localization-Portal-Instructions](https://support.pixelogicmedia.com/hc/en-us/articles/360005066792-Vendor-Localization-Portal-Instructions)
    information ordinal icon
    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.
    information ordinal icon
    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

    information ordinal icon
    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. [https://o365pixelogicmedia-my.sharepoint.com/:x:/r/personal/shana_priesz_pixelogicmedia_com/\\\_layouts/15/Doc.aspx?sourcedoc={32F17665-BF3F-4EFD-8558-C38E582BAFD2}&file=Onboarding Localization.xlsx&fromShare=true&action=default&mobileredirect=true](https://o365pixelogicmedia-my.sharepoint.com/:x:/r/personal/shana_priesz_pixelogicmedia_com/%5C_layouts/15/Doc.aspx?sourcedoc=%7B32F17665-BF3F-4EFD-8558-C38E582BAFD2%7D&file=Onboarding%20Localization.xlsx&fromShare=true&action=default&mobileredirect=true)
    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