Add Supplier Contacts

This is the last of nine tasks described in this User Manual for viewing or changing the following:

  • Supplier Contact information
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:

  1. Supplier Policies
  2. Cancellation Rules
  3. Amenities
  4. Replicated Locations
  5. Supplier FYI
  6. Supplier Notes
  7. Language Translations
  8. Allocations
  9. Contacts (this task)
There are two locations that supplier/creditor contacts can be inserted into the system. The first is noted in the procedure below, the second is from the Financial module when a creditor has been selected and the credtor information is displaying on the screen. Users can add creditor contacts from the Financial > Credtor > Communication > Contacts menu.

This screen enables contacts to be added, changed and deleted for a supplier. Supplier contacts are used in Tourplan’s messaging system to provide an automated phonebook when messages are sent by email to a supplier. Prior to the set-up of a contact, a list of standard contact types must be set up in the Code Setup application.

If contacts have already been inserted a full list of contacts are available to view when selecting menu Product Setup > Supplier > Contacts.

Adding Supplier Contacts

  1. If the supplier to which contacts are to be added does not exist, create the supplier first (see Create a Supplier).
  2. If the supplier does exist, search for the supplier from Product Setup, select menu (if contacts are attached a list will display on this screen).
    1. Click the Product menu to expand it and search for a supplier:

    2. Click the Supplier menu option to expand it:

    3. Click Contacts to go to the Contacts screen:

  3. Click .

  4. On the screen, select contact type from the dropdown.

  5. Enter a Contact Name and relevant contact details required.
  6. Check the completed screen.
  7. Click to keep the changes.

  8. Click to discard any changes.

NOTE: The Contact Name field will be cleared and details of the next contact for this supplier can be entered. Phone, fax, email and web details are retained, but can be overridden if necessary.

About Insert Creditor Contact Fields

Type

The type of contact.

Examples are: AC – Accounts; SA – Sales; RS – Reservations; AD – Administration etc. These must first be set up in Code Setup > Messaging > Contact Types.

NOTE: Contact Types can be used multiple times in this screen - e.g., there can be more than one contact with a Contact Type of 'RS' (Reservations), provided the Contact Name is different for each contact.

Contact Name

The name of the contact. E.g. Alec Brown. Generic names can also be used—e.g. Reservations, Accounts etc.

Phone Number

The phone number for this contact. The number may be different to other contacts at this supplier.

Mobile Phone

The mobile phone number for this contact. The number may be different to other contacts at this supplier.

Fax Number

The fax number for this contact. The number may be different to other contacts at this supplier.

Email Address

The email address for this contact.

Web Address

The web address for the supplier (optional).

Email details can be used by the Tourplan messaging system to send messages to the Supplier.