Create a Supplier

Tourplan recommends using 6-character codes for suppliers to allow flexibility and consistency. If less than 6 characters are used, it can make searching for suppliers difficult, since the system will always find, alphabetically, the supplier with the least number of characters in the code. If possible, use alphanumeric rather than numeric characters for Creditor/Supplier codes. It is easier for Consultants to remember and use them efficiently.

Add a Supplier

  1. Select menu .
    1. Click the Products menu to expand it:

    2. Click the Supplier Setup menu option to open the Creditors Application:

    or

    Select menu .
    1. Click the Home Menu to expand it:

    2. Click the Financials menu option to expand it:

    3. Click Creditors to go to the Creditors screen:

  2. Click .

  3. On the screen, enter a Code and a Creditor name, and select a Default Currency. The Local Creditor field should only be used if there is a requirement to display an alternative local name.

    NOTE: Take care when entering names and descriptions. Names in particular, as they appear on documentation exactly as entered during the code setup.

  4. Check the .

  5. Click to keep the changes and save or update the entry.

  6. Click to discard any changes.

  7. View the screen (for a new supplier, it will be empty except for the Creditor Name).

     

The procedure just described is sufficient to create and use a supplier in all subsequent procedures in this user manual. There are many more details that should be added to a supplier and a significant number require selection from drop-down fields - the creation of these drop-down entries is outside the scope of this user manual, however, you might see screenshot examples where such selections have been used.

NOTE: For more information on creating drop-down selections, see the System Setup User Manual.

About Codes

There is constant debate about which is the best way to code suppliers. Tourplan makes no hard and fast rules. There is consensus that the location (or an indication of the locality) of the supplier should be included somehow in the code. This is because there are often chain hotels in different cities so, for example, the code CROWNP could not be used for Crowne Plaza Hotel when there may be more than one Crowne Plaza Hotel to be used in the system. So the coding structure CRPAKL could be Crowne Plaza Auckland; CRPCHC Crowne Plaza Christchurch and so on. Another point of discussion is whether the code should have the location first or last – i.e., CRPAKL or AKLCRP. We recommend the former – It’s easier to find a supplier based on a portion of the name rather than the city and a portion of the name.

Another popular alternative is to use the first three characters of the code as an identifier for the supplier, and the last three characters as location/number, e.g. CROA01 meaning CRO = Crowne Plaza; A = Auckland; 01 = the first Auckland supplier coded CRO.