Suppliers

The suppliers module functions in much the same manner as the Venue Module with some similar pages, functions and commands. Open the suppliers module by clicking on the link in the homepage menu bar.

Search

You can search for a specific supplier by typing the first few letters of the name, and the pick-list will drop down with nearest matches. Make your choice by clicking on the appropriate supplier.

General Tab

This is where you’ll find the basic details about the supplier including address, website address and their own description.

Agent Supplier Description – here you are able to add your own further information about the supplier that will appear exclusively on your proposals.

Agents Tab

In this section you can record your own exclusive arrangements with the supplier, accounting details, commission etc:

Agent Tab/Agent Section

Supplier Code – system reference only

Agency Accounts Reference – for external accounting software reference eg when you want to export commissions to an accounts package.

Accounts Facility Arranged – tick this box if you have a credit agreement with the supplier.

Commission % – here is where you enter your own negotiated commission rates and specify if this commission is charged on the nett (ex vat) or inclusive (inc vat) rates. 

Special Commission Rates – you also have the facility to enter any promotional commissions for this supplier; simply enter the commission percentage, again you should specify if this is based on nett or inclusive rates, the dates for which the rate is valid and whether this is based on the booking or arrival date.

GRATIS will automatically include enhanced commission rates in the charges grid of any new enquiry that falls within the promotions parameters for you. (This will override the standard default commission)

TIP irrespective of whether a commission is charged on the nett or inclusive rate, it is subject to VAT and therefore this is treated separately.

Active – this box if ticked to indicate that the supplier is active.

Confirmation Number Required: tick if this is required for your accounts team to include in commission claims

Raise Alert – tick this box if you wish to draw notice to the bookings team that there is an issue with this supplier – you can quantify this in the Alert Text field in the NOTES TAB. 

Payee Section

You can use this section to add any alternative payee details to those supplied. You can choose to copy the details supplied by clicking on the COPY command button or if you wish to include a head office address, for instance, you may enter these details here and tick the box marked use these details for invoices/claims.

Contacts Tab

This tab details all of the key information for active contacts at each supplier; you can also check for past or de-activated contacts by ticking the Show Inactive Contacts check-box at the top right of the section.

Working across you’ll see the telephone number, e-mail address etc and then which elements of the business that person deals with:

Acc – ticked if deals with accounts

Enq – ticked if handles enquiries

ACT – ticked if contact is active

VIEW – click on view to open the full contact profile where you can record history, send e-mails, schedule activities etc as described in the CONTACTS MODULE.

You can add new contacts to suppliers here using the ADD CONTACT command button, click once and the following screen will pop-up to complete.

Click on the ADD command button to confirm and save.

NOTES TAB

Here you can record and share information regarding the supplier:

Supplier Notes & Feedback – for your own agency information, notes are not included on proposals.

Alert Text – enter the information here that you want to share with the team at enquiry stage eg if there are outstanding commissions or previous negative experience with the supplier – to activate this alert you will need to tick the Raise Alert check-box in the Agent Tab, Agents section.

Accounts Notes – information for the accounts team

Post Meeting Notes – add a note in chronological order to build up a profile

Enquiries Tab

This area provides a listing of enquiries for the particular supplier detailing the type and status of the enquiry, the value and client and handling consultant.

Click on the VIEW hyperlink to open the booking

There is also a snapshot of the enquiry conversion for this particular supplier for the last twelve months with the ability to report on a given date range.