This screen 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 Database Supplier note categories must be setup in the Code Setup application (see the System Setup User Manual).

Add Supplier Notes

1. If the creditor to which notes are to be added does not exist, create the supplier first (see Creating New Creditors).
2. If the supplier does exist, search for and retrieve it, so that creditor details are displayed on the screen (see Retrieve an Existing Creditor).
3. When supplier details are displayed on screen, select Menu > Creditors > Details > Notes.
   

   1. Click the Creditors menu to expand it:

      

   2. Click the Details menu to expand it:

      

   3. Click Notes to open the Creditors Notes list:

      

4. Click Insert to add a new entry.

   

5. On the Supplier Notes screen, select a Category Type and enter text in the body of the note (the body is a rich text field - as well as formatting, graphics and tables can also be inserted).
   

   

6. Check the completed screen.
7. Click Save to keep the changes.

   

8. Click Exit to discard any changes.

   

The more information that can be inserted into the creditor/supplier at the time of creation reduces time in the long run. When you go to send a message to the creditor and you have no contact details entered, the message will not send.

NOTE: Formatting is important when inserting a note for documentation etc.

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

NOTE: In the above table:

Types marked Creditor notes are available for viewing/editing only in Creditors Types marked Product Supplier notes, can viewed/edited in both Product Setup and Creditors 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 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.

NOTE: If images are used in notes fields, the image size is determined by each user company's procedures.

About Supplier Note Field Formatting

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 paragraph text. Normal, Headings 1,2,3,4,5, & 6, Formatted, Address,
Font	Font of text (will default from the INI Setting DEFAULTFONT)
Size	Font Size of text (will default from the INI Setting DEFAULTEDITFONTSIZE)
	Style, Font and Font Size. The available styles and fonts are the Windows styles and fonts installed on the computer running Tourplan
	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 bulleted 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
	Left and Right justified text. Click this button to justify text between the left & right margins
	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 this button to upload an image
	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 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

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.