The Notes application enables Note Categories to be set up. Note Categories allow different types of note text to be created and attached to bookings and services at various levels. Notes, by category, can be incorporated into agent and supplier messages. There is no limit to the number of Note Categories as multiple note categories can be created per type.

A Note Category type determines where the note text can be inserted

Available note category types are:

Note Category Type	Used For
Booking Header	Booking Header notes can be created at booking header level—i.e., they apply to the booking as opposed to applying to a specific service in a booking which is a booking service line note.
Booking Itinerary	Booking Itinerary notes can be created at booking header level, similar to booking header notes, but they apply to an individual Group Book itinerary.
Booking Service Line	Booking Service Line notes can be created at an individual service level in a booking—i.e., they apply to the service as opposed to applying to the overall booking (Booking Header Note).
Creditor	Creditor notes are created against the Creditor (Supplier) and can be viewed or edited in the creditors application or from the product supplier application.
Debtor	Debtor notes are created against the Debtor (Agent) and can be viewed or edited in the Debtors application. They are also able to be viewed in bookings.
PCM Header	PCM Header notes can be created at PCM header level—i.e., they apply to the PCM as opposed to applying to a specific service in a PCM (PCM service line note).
PCM Service Line	PCM Service Line notes can be created at an individual service level in a PCM—i.e., they apply to the service as opposed to applying to the overall PCM (PCM header note).
Product	Product Notes are able to be created and edited in the product and viewed in product and bookings.
Product Supplier	Supplier Notes are able to be created and viewed in the product database and suppliers and can be viewed in products, suppliers and bookings. Notes created in this category apply to all services in the product database that has the supplier attached.

There is no limit to the number of codes that can be set up under each category, but as with most coding in Tourplan NX, some thought should be put into the definitions of note categories, otherwise later maintenance can become a burden - i.e., it may be easier to have a product supplier note covering most aspects of all services that the supplier provides, rather than having product notes set up which, if applying to specific services, would need editing in every service if the note detail had to be changed.

Create Note Categories

1. From the Home menu, select Home > System > Code Setup.

   1. Click the Home menu to expand it:

      

   2. Click the System menu option to expand it:

      

   3. Click Code Setup to go to the Code Setup menu:

      

2. From the Code Setup menu, select Messaging > Notes.

   1. Click the Code Setup menu to expand it:

      

   2. Click Messaging to expand the Messaging menu:

      

   3. Click Notes to open the Notes screen:

      

3. On the Notes screen, if the Note Category that you want is not already in the list, click Insert.

   

4. On the blank Notes screen, enter a Note Category and Description.

   

5. Keeping with the Notes screen, select the Category Type and Format Type, and check if the note can be Inserted into a Booking/PCM, if the note is to be Internet Enabled, and if Multi Language is to be used.

   

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

   

8. Click Exit to discard any changes.

   

NOTE: After clicking Save, the screen clears, ready for another Note Category - continue adding Note Categories or click Exit to close the screen.

Note Category

A 3 character field used for the Note Category code.

Description

A descriptive field to describe the Note Category, this field can be up to 30 characters.

Category Type

Only one category type can be selected per Note Category, a full list and description of available note category types is in the table above the procedure to create note categories.

Multiple Notes Allowed

Note categories that have this box checked can have multiple notes created—for example new pages are added to the note each time the note is edited. When the check box is unchecked, any additional notes are appended to the same page as the original.

NOTE: When note categories that allow multiples are to be included in message output, it is not possible to control which page is to be output. Where multiple copies do exist, the last entered/edited note will be output.

Insert Into Booking /PCM

When this check box is selected, any notes attached to a PCM will be copied into the booking when a PCM is inserted or a package PCM is copied into a booking.

Internet Enabled

When this check box is selected, notes attached to suppliers, product and product supplier notes are available to be viewed via the Tourplan webConnect Internet booking system (this check box applies to creditor, product, product/supplier note category selections).

Multi Language

If you are using multiple languages in your system, select this checkbox to allow the note category to have notes in multiple languages entered.

NOTE: When Multi language is checked an addtional Language field will default above the dedicated note field.

Include In Messaging

When this setting is checked the note category is assigned as a note which can output text in your documentation when a message is generated.

NOTE: The message substitution code, followed by the note code will need to be inserted within your message definition template. Plese see the Messaging User Manual to learn more about message definitions and substitution codes.

Format Type

Two types of text format are available:Html - will generate the note including all paragraph and font formatting including bold, italic, underline etc. as well as the importing/pasting of images.Plain Text - will generate the note in plain text, stripping any formatting.

Language

If the Multi Language checkbox is checked, select the language(s) to be used for this note template.

Information saved within notes cannot use the language translation table to translate text. If notes are used as part of the messaging setup for generating text onto your messages, an added Note Translation must be used for each language. This provides users with the ability to save note information with (already) translated text within the dedicated note field.

The note can be made into a template by adding text to the free text format field. A note template will then appear within the note for consistent entry of data.

The free text format field is a blank page for the note template information text to be inserted.

The rich text editor section (or body) of the note is a blank page for the bookingPCM 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