Add Supplier Notes

This is the sixth of nine tasks described in this user manual for viewing or changing the following:

Notes attached at the supplier level

NOTE: The numbering is simply for reference - there is no particular order in which tasks need to be completed and, depending on the supplier, they might not all be needed.

The full list is:

Supplier Notes enables free format notes (or graphics) to be entered against a supplier. Information stored within a notes category can be used as an internal note or can be used in your documentation.

The Note Category (in Code Setup) will need to be set to 'Include in Messaging' for the text to be able to display in generated messages.

NOTE: It is important to keep the consistency of your formatting within your notes field especially if the fields are going to be used in your documentation.

Prior to entering Supplier Notes, Supplier Note Categories or Product/Supplier Note Categories must be setup in the Code Setup application (see the System Setup User Manual).

There are two locations that supplier/creditor notes can be inserted in the system. The first is noted in the procedure below, the second is from the Financial Application when a Creditor has been searched and the Creditor information is displaying on the screen users can add Supplier Notes from the Creditor > Notes menu.

Add Supplier Notes

If the supplier to which notes are to be added does not exist, create the supplier first (see Create a Supplier).
If the supplier does exist, search for and retrieve it, so that creditor details are displayed on the screen (see Searching for Products or Suppliers).
You can add supplier notes from Product Setup > Supplier Setup > Supplier Notes.
1. Click the Product Setup menu to expand it:
2. Search and find the Supplier and the Product:
3. Click the Supplier menu option to expand it:
4. Click the Supplier Notes menu option to expand it:
Click New Note to add a new note entry.
On the Supplier Notes screen, select a Category Type and enter some notes into the rich text field.
Check the completed screen.
Click Save to keep the changes.

There is no limit to the number of note categories user company's may choose to use, however the selection made available to store supplier notes will be determined in the system setup stages.

NOTE: Formatting is important when inserting note information, the note categories have been setup to either use plain text or HTML formatting. Plain text notes will get the formatting from the document layout where the note is being output. Where as if HTML formatting is set then any formatted text (such as bold or italic for example) will hold within the note and transfer onto your generated message.

Available categories for creditors in the Standard Database system are:

Code	Description	Type
CAC	Accounting Notes	Creditor
CAG	Agreements	Creditor
CMV	Creditor Visit / Meeting Notes	Creditor
CTC	Client Complaints	Creditor
DCP	Child Policy	Product Supplier
DEM	External Supplier Mapping	Product Supplier
DGN	Product General - Internal	Product Supplier
DGO	Geo Coordinates	Product Supplier
DI1	Default Image	Product Supplier
DI2	Additional Image (1)	Product Supplier
DI3	Additional Image (2)	Product Supplier
DID	Itinerary (Long) Description	Product Supplier
DRD	Directions	Product Supplier
DSP	Specials / Extras	Product Supplier
DTC	Service Terms and Conditions	Product Supplier
DWD	Web (Short) Description	Product Supplier
DXP	Cancellation Policy	Product Supplier

User Company's may display a different list, it will depend on the note categories that may have been added, amended or removed.

NOTE: In the above table:

Types marked Creditor are Creditor Notes that are available for viewing/editing in the Creditors Application and from the Product Application Supplier Menu. Types marked Product Supplier are Product Supplier Notes, which can viewed/edited in Product Setup > Supplier > Supplier Notes. A note category that is defined as a Product Supplier Note will attach to all products that are created for the supplier.

If a note category displays that is not applicable to the supplier, leave the note blank.

As described in the procedure above, to enter a note, first highlight the required note category from the Category Type list, then click in the rich text editor section at the bottom of the screen and type a note. An alternative is to copy/paste information from the suppliers website and edit it accordingly.

NOTE: When copying and pasting information from a suppliers website, ensure that the text is first inserted into a Microsoft Word document or Notepad document to strip the text into plain text before inserting (copy/paste) the text into Tourplan.

If a note applies to a particular product that the supplier offers; e.g., it applies to a Suite rather than an ROH Room, then it must not be attached here - it must be a Product Note, not a Supplier or Product Supplier Note. About Supplier Note format options

Filters

The filter section can be expanded using the + button, a full list of Supplier Note Categories are available from the left hand column, and product filters are available from the right had column.

Users can select to filter by a specific note category - a useful feature when there is a large volume of notes attached to the supplier or product, and a filtered column scroll provides fast navigation for each alphabeticallised list of Note Category Descriptions.

Show Missing Supplier Note Categories & Show Missing Product Note Categories

When either of these settings are checked, a full list of selected (Supplier or Product) note categories will display within the bottom section of the screen. Users can choose to display "All" or define specific Notes Categories from either list.

This feature removes the requirement to use the "New Note" button for individual note insertion saving time when entering a large volume of note information.

Supplier Notes

Supplier/Creditor notes stores information about the supplier, information such as cancellation rules for the property as an accommodation example. Supplier notes are listed under the Supplier Name and editing of the note can occur by clicking on the edit note icon. If the note category listed has note text saved it can be viewed by selecting the down arrow, or by clicking on the note description to expand.

NOTE: The 'New Note' button will add a new note at the supplier level.

Product Notes

Product notes store information about the different products attached to the supplier. In an accommodation example this could be information about a specific room. If the note category listed has note text saved it can be viewed by selecting the down arrow, or by clicking on the note description to expand.

NOTE: The 'New Note' button will add a new note at the product level.

If the multi language check box is enabled for the defined note category in Code Setup > Notes a language selection will be available to insert language translation text per language.

To insert notes for multiple languages, click the insert button next to the language. A Language selection screen will display for users to define the language assigned to the note text.

NOTE: Organisations can insert as many languages as they use.

Viewing alternative language note content

The arrows to the left and right of the language field allow users to view and edit alternative language note entries and a dropdown selection can be used to display a specific language note entry.