Create a New Creditor

Creating a new Creditor requires entering data into three mandatory fields:

  • Creditor Code - 6 Character alphanumeric code that uniquely identifies the supplier throughout Tourplan.
  • Creditor Name - the name or label by which the supplier is known (up to 60 characters of descriptive text).
  • Default Currency - typically the currency that the creditor will be paid in (Other currencies can be added later).

Creditor Code and Creditor Name are entered manually when a new supplier is created. Default Currency is a drop-down list, from which one selection must be made.

  • Always use all 6 characters for all 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.
  • Try to maintain consistency in the coding structure. This will make it easier for consultants to locate suppliers when searching within the Bookings and PCM applications.

Add a Creditor / Supplier

Adding a creditor can be accessed from one of two menus:

  1. From the Home menu, select .
    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:

    Or from the Product Menu:

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

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

  3. Click .

  4. On the blank screen, enter a Code and a Creditor name and select a Default Currency.

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

  7. Click to discard any changes.

  8. On save, the will display. The creditor name as entered in the Insert Creditor screen will have populated the Name fields under Physical (address) and Mailing (address).

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, there might be screenshot examples in this guide where such selections have been used.

About Creditor 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 locality (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 locality 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 coding method 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.

Once suppliers have been set up and saved, the Supplier code will then only be able to be amended through Product Utilities by a System Administrator.

Add Creditor Information

Once a Creditor has been created, the Creditors screen is displayed, which will be empty for a new Creditor except for the Creditor Name. Further Creditor/Supplier information is added via tabs in the body section: