Profile Codes and Rate Cards

The Profile codes and the Rate cards are premium features that allow you, as a Company Administrator, to associate a rate to each type of profile you are looking for in order to better manage your purchases of intellectual services. Let's see in this article what these features are and how to use them.

Within this article

• Presentation of Profile codes and Rate cards
• Create Profile codes and Rate cards
  • Create a Profile code
  • Create a rate Card and associate it to a Profile code
• Associate negotiated rates to a preferred supplier
• Duplicate Profile codes and Rate cards on a child entity

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Presentation of Profile Codes and Rate Cards

Definition

Profile Codes are tags that allow you to categorize, at the entity level, your expertise needs. For example, Junior Java Developer can be a profile code, as well as Senior Java Developer.

These profile codes are a prerequisite for the Rate cards, which allow you to associate a specific rate to each type of need/profile, also at the entity level.

The Rate cards can also be associated to your preferred suppliers, allowing you to integrate into the platform the prices you have negotiated with them in the referencing contract.

Usage

If you activate only the Profile codes, the Operational managers will have to select one when creating a Request for Proposals (RFP).

If you activate the Profile codes with the Rate cards, then :

• When creating an RFP, the Operational Managers will have to select a Profile code (Budget step) and the amount of the associated card will be proposed as the maximum budget (still modifiable) of the RFP.
• When comparing the proposals received, the price submitted by the supplier will be compared to the price defined in the Rate card.

With these features, you can unify the budget allocated to each type of profile on each RFP, and also ensure that the rates negotiated in your referencing contracts are respected.

The information from these features can then be exported within platform export reports or within your own tools in case the feature of interfacing has been activated for your account. It will enable you, after analyzing, to take the adequate actions to better manage your purchases of intellectual services. 

As a premium feature, if you wish to benefit from it, please contact your Customer Success Manager, or our Support Team, to activate it.  

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Create Profile codes and Rate cards

Profile codes and Rate cards are set up at the entity level and can only be created and configured by Company Administrators.

Profile codes are a prerequisite for the use of Rate cards. You must therefore create at least one Profile code before you can create a Rate card.

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Create a Profile code

To create a Profile code:

1.  Go to the Entity tab and click on Entities management 
2. Open the action menu of the entity on which you want to add a Profile code, and click on Specific Settings
3. On the page that will appear, go to the Profile Code section and click on Add a profile code in the center
4. Indicate the name of the Profile code and a description and click on Save to create it

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Create a Rate card and associate it to a Profile code

Once a Profile Code has been created, it becomes possible to add a Rate card. To do so:

1. Go to the Entity tab and click on Entities management 
2. Open the action menu of the entity on which you want to add a Profile code, and click on Specific Settings
3. On the page that will appear, go to the Rate card  section and click on Add a rate grid in the center
4. Fill in the name and description of the Rate card, then click on Submit to create the card
5. To associate the card to a Profile code, go back to the Rate card page
6. Open the action menu of the desired card and click on View, modify tariff lines
7. On the page that will appear, click on Add a rate card line in the center 
8. In the window that will open, select the desired Profile code from the drop-down menu, then indicate the rate to be associated with this code. If you wish, you can also add a description (recommended), then click on Submit

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Associate negotiated rates to a preferred supplier

If you have negotiated rates with some of your preferred suppliers, you can create a corresponding Rate card (with several tariff lines) by following the indications above, and then associate it with the supplier in question. To do this:

1. Go to the Entity tab and click on Preferred supplier management
2. You will land directly on the Preferred suppliers page, within the Specific Settings of the entity. In the main content area, click on Preferred suppliers to display the list
3. Within the list, open the action menu next to the supplier to which you want to assign a Rate card and click on Attribute the price list
4. On the window that will appear, select the Rate card you wish and click on Validate

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Duplicate Profile codes and Rate cards on a child entity

It is possible to retrieve, or trickle-down, Profile codes and Rate cards created on the parent entity of the account, to its child entities. However, it is not possible to add existing Profile codes or Rate cards from a child entity to a parent entity. 

If you have questions on the topic of entities, you can have a look at our dedicated article.

To retrieve Profile codes and Rate cards, some conditions apply:

• There must be profile codes and rate cards in the parent entity in order to add any of them to one of its child entities. If the parent entity has no profile codes or rate cards, the option to retrieve them will be greyed out.

• If in the child entity there is already a profile code that is also present in the parent entity, then the option for recovery will be greyed out. To resolve this, delete the profile code in question and after refreshing the page, the option for recovery will once again become visible.

• You can only retrieve Rate cards if the parent and child entities have the same currency.

If all these conditions are present, you can then follow the steps below to retrieve Profile codes and Rate cards:

1. Go to the Entity tab and click on Entities management 
2. Open the action menu of the child entity on which you want to add a Profile code/Rate card, and click on Specific Settings
3. On the page that will appear, go to the Profile code or Rate card section
4. Click on Retrieve a Profile code or Retrieve a Rate card in the center of the page
5. In the window that will appear, select the Profile codes and Rate cards you want to add to the child entities
6. Finally, click on Save