Note: This article explains how data can be exported from Tourwriter. The exported data cannot be reimported back to Tourwriter. You can only import contacts and suppliers into Tourwriter by downloading templates. Check how to import contacts into Tourwriter here and learn how to import Suppliers into Tourwriter here.

Additional > Data Import / Export

Click Tools > Additional > Data import/export > Select a Data export (e.g. Itineraries) and then select a date range and then press the Load button. When initially testing an export, we recommend selecting a small date range, to avoid loading unnecessary data.

Click Load. Once the data you have selected has been gathered, the loaded data will appear in a grid format in the main window. Numerous fields will appear, displaying the selected content from TourWriter. Use the scroll bar along the bottom of the window to view additional columns left to right.

Customising the Export Fields

Click the Field Chooser icon in the top left-hand corner of the window to view the headings of all the fields displayed in the grid. Fields are listed in alphabetical order, and by default, all fields are ticked. Untick each box to the left of each field to de-select/select fields for your export. When you untick fields, the non-required fields will disappear from the workspace. When the field selection has been made, close the Field Chooser.

Saving a Grid Layout

Tourwriter does not automatically save the selected fields in the export grid. To save the layout (i.e. the fields you have selected and the order you have put them in), for use another time, take the following steps:

Click Layouts at the top right of the main window, then Save Current Layout.

The Save As window appears. Save the layout to the TourwriterData folder, in the Templates Folder. Please note that if you save the layout outside of the TourwriterData folder, a message will appear to notify you that are saving the layout to another area that your colleagues may not be able to access.

Name the File, Save as Type (default) .xml file (*.xml), then click Save.

Loading a Previously Saved Grid Layout

The next time you wish to use the same field layout, load up your required export field eg. Itineraries. Then click Layouts at the top right of the main window, then Load saved layout.

The Open Grid layout File window will appear. From here navigate to the to the TourwriterData Templates folder (or wherever you saved the XML layout), and search for the saved layout. Open the file and the grid will change to use the field layout saved previously. This function will save you from repeating the Field Chooser selection process each time you want to export similar data.

How to Sort, Filter, Group and Print

Click a field heading to sort the data by that field. A small triangle to the right of the field heading indicates the sort-by field.

Click the Filter icon , to enable field data filters. Click a field heading to filter by that field.

Above the grid formatted workspace, there is a grey banner, this is where you can drag field headings, to group the data in a different way. Click a column header, then drag and drop it into the white space. The data in the workspace below will then be grouped by that field/s.

Click the + signs to display the data for each respective field.

Click the print icon , to view a print preview, then print the current data view. Note the document size/number of pages before printing.

Exporting Data to Excel

Click the Export icon , to export the data from Tourwriter. The Save As window appears. Save the file in a convenient location. Name the File, Save as Type (default) Excel (*.xls), then click Save. Open the Excel document and use or manipulate the data any way you like.

The post Export Information from Tourwriter appeared first on Tourwriter Knowledge Base.

In order to import your existing Suppliers information you need to populate the Suppliers Import Spreadsheet with your data by following the instructions and notes detailed below.

1. You can access the Suppliers Import Spreadsheet template here. Download it and save it to your computer.
2. City, Region, State & Country fields must match exactly to the existing ones in TW (Tools-> Setup-> Locations)
3. Multiple lines of text can be imported in the Comments, Description and Cancellation Policy fields (columns). Press Alt+Enter to force a line break within the cell in the Excel spreadsheet.
4. Every cell which contains Supplier import information must be of Text Format. To check this, right click the cell and select “Format Cells…” In the Numbers tab, select “Text”.

Fields in the Supplier Import Spreadsheet

Supplier Tab

Supplier Name, Host Name, Street Address, Postal Address, Phone, Fax, Email, Website, Description, Comments, Post Code and Mobile Phone (i.e. data from Columns A- J , L and Q) will populate the applicable fields on the Supplier Tab (example seen below).

Details Tab

Cancellation Policy and Bank Details (i.e. data from Column K and R) will populate the Cancellation policy field and Bank Details respectively in the Supplier >Details Tab (example seen below).

Tools-> Setup-> Location

City, Region, State and Country (i.e. data from M-P) fields must match exactly to the existing ones in TW (Tools-> Setup-> Locations).

Character Limits

The below table contains the character limits for each field in the Supplier Import Spreadsheet. It is important to note that if the number of characters entered in any Field exceeds the below limits you will be unable to successfully import your Suppliers into your database.

Definition: varchar = various characters

How to import an Excel spreadsheet into Tourwriter

Now that you have populated your Suppliers Import Spreadsheet you are ready to Import this into Tourwriter. The steps below will guide you through this simple process.

1. Save the Suppliers Import spreadsheet to your PC.
   IMPORTANT – please make sure your spreadsheet is saved as .XLS format

2. Add your supplier information to the Supplier Import spreadsheet and save.

3. Log in to Tourwriter.

4. Click ‘Tools’ at the top left hand corner of Tourwriter. Navigate to Additional > Data import/export.

5. Click on the Suppliers option under Data import

6. Click Load and attach the completed Supplier Import spreadsheet. The suppliers to be imported will appear within the grid. Check all columns are correct.

If your existing suppliers list is extensive it is recommended to segregate these suppliers by saving the import to a new folder (note: ‘Save to new folder?’ is ticked by default) and create a folder name that works for you. If you wish to import suppliers directly into your existing suppliers list, click the ‘Save to new folder?’ box to remove the default tick; this will remove the option to create a new folder.

7. Click Save

Click OK to remove the Tourwriter message: Data saved successfully. The new suppliers will appear within the Suppliers menu.

Note:- After the setup, the spreadsheet may still fail to upload to Tourwriter if there are compatibility issues due to some missing Microsoft Excel files. As such, to ensure smooth import, install the Microsoft Access Database Engine 2010 Redistributable file from here. Alternatively, you can also install the Access Database Engine Driver. Once the driver is installed the import should go through successfully.

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