A quick way to locate an Itinerary is to use the Tourwriter SearchForm:

• Press Ctrl+F to bring up the SearchForm.
• Search for Itineraries where Name contains and type the Itinerary Name, or a portion of it, into the phrase field.
• If you choose the Search option where ID equals, type the itinerary ID into the phrase field.
• Click Search, results will be displayed in the Results field below.
• Double click on the Itinerary you were searching for to open it.
• The Itinerary will open in a new Tourwriter tab.

It is important that the Name you are searching for is spelt correctly, as misspelt words will not be found. The SearchForm can also be accessed by clicking the Additional option in the Sidebar Menu (bottom left) and then clicking the Search option offered in the menu above (i.e.magnifying glass icon).

Alternative Search Method

This method is used when searching for a specific file in the Sidebar Menu. Itineraries and Suppliers are listed in alphabetical order in the Sidebar Menu by folder name and then by Itinerary/Supplier file name.
To locate a file in the Menu:

1. Open the Folder containing the required Supplier or Itinerary.
2. Start typing the name of the required Folder e.g. SM if you are looking for the SMITH itinerary.
3. The blue highlight will then jump to the first Supplier or Itinerary that starts with SM.
4. Double click your chosen Itinerary Name to open it.
5. The Itinerary will open in the work space to the right.

OR

1. Use the scroll bar on the right hand side to scroll up and down the list of itineraries.
2. Double click the chosen Itinerary Name to open it.
3. The Itinerary will open in the work space to the right.

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Folder Structure

A good, clear folder structure for Itineraries and Suppliers is recommended. Common sorting methods for Itinerary folders include: by year of travel, with subfolders by month of travel, or by staff member in charge of that Itinerary. Itineraries will be automatically ordered alphabetically by itinerary name within each folder.

Creating Folders

To create new top-level folders (to sit below the main Itineraries yellow folder), right click anywhere within the Itineraries menu and select New > New Folder. The folder that is created will be called New Folder, simply right click the New Folder and select Rename.

To create sub folders within any of your top-level folders, follow the same process as above: Right click the folder name, the folder that is created will be called New Folder. Right click the New Folder and select Rename.

If you organise your folders by year and then month, use numbers to set the following folder names;
01. January
02. February
03. March…..
Tourwriter lists all folders and itineraries alphabetically, so this methodology places the months in calendar order (see example shown below).

Creating a New Itinerary/Supplier

There are several ways to create a new Itinerary in Tourwriter; from the toolbar and from the itineraries menu:

From the top Toolbar:
Select New… from the Toolbar, then select New Itinerary.

A blank Itinerary template will be created in the top-level Itineraries folder in the menu. The Itinerary will then open in the workspace to the right. Enter the Itinerary Name and Save (CTRL S) or click the Save icon on the Toolbar. Move the Itinerary from the top-level Itineraries folder into the applicable Itineraries folder or sub-folder by selecting the Itinerary Name in the Menu and drag and drop the Itinerary into the desired folder or sub-folder.

From within the Itineraries/Supplier Menu:
Select the Itineraries or Suppliers Sidebar Menu.Select the folder in which the itinerary is to be stored, right click on the folder and select New > New Itinerary. A blank Itinerary template will be created in your chosen folder in the menu and the Itinerary will open in the workspace to the right. Enter the Itinerary Name and Save (CTRL S) or click the Save icon on the Toolbar.

Copying Itinerary Templates

To save time creating the same itinerary over and over you may prefer to create an Itinerary Template to work from as a base itinerary. To do this:

1. Create an itinerary entering valid rates but be sure to select the Read only box on the first page and Save.
2. File all templates in a dedicated folder for your staff to access easily e.g. Templates.
3. Before you copy the template, we suggest closing the Itinerary.
4. Locate the Itinerary in the Templates folder.
5. Right click the Itinerary Name and select Copy.
6. Right click the Folder you would like the copied Itinerary to be stored within.
7. Select Paste (copy).
8. Your Itinerary Name of the copied Itinerary will be appended with – Copy.
9. Open the Copy, rename and edit the booking dates.

You will be prompted with a message to move booking and departure dates which will open the rates management screen. Provided you have valid rates for the updated dates your bookings will update. If you do not have valid rates a will appear and you will need to edit these manually. Should you wish to omit any services un-tick the box to the left of the supplier/service name. To find out more about moving Itinerary dates, please click on the following link: How to move Itinerary Dates .

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