Add Supplier Notes from Product Menu

This is the sixth of eight 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.

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 > Supplier Setup.
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.
Click Exit to discard any changes.

Supplier Notes Category Types

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

The rich text editor section (or body) of the note is a blank page for the note text to be inserted or edited.

The Editing screen has the following items:

Format type	Format Option Descriptions
Format	Format of the text
Font	Font of text (will default from Tourplan INI Setting DEFAULTFONT)
Size	Font Size of text (will default from Tourplan INI Setting DEFAULTFONTSIZE)
	Style, Font and Font Size. The available styles and fonts are defaulted from the INI settings noted above. Supported fonts are included in the System Setup User Manual - INI Settings DEFAULTFONT
	Bold - highlight the text to be bold faced and click this button
	Italics - highlight the text to be italic and click this button
	Underline - highlight the text to underlined and click this button
	Colour of text – highlight the text to change the colour and click this button
	Numbered bullet points - click this button to create a numbered list
	Bullet points - click this button to create a bullet pointed list
	Left aligned text - click this button to justify text on the left margin
	Centre aligned text - click this button to centre text between the left and right margins
	Right aligned text - click this button to justify text on the right margin
	Insert a URL link – click this button to insert the text you want showing as a hyperlink and insert the required URL
	Upload an image – click the upload button to upload an image. Locate the image file to Open, and select Add NOTE: Image size guidelines are determined by each user company’s procedures.
	Insert a table – click this button to insert a table
	Cut text (Ctrl+X), highlight text to be cut and click this button
	Copy text (Ctrl+C), highlight the text to be copied and click this button
	Paste text (Ctrl+V), place the cursor at the point where copied/cut text is to be placed and click this button
	Selecting this button will show the text editor in CSS styling source code