There are three key areas to populate;

1. Services – What is being sold
2. Service details > Rates Tab – When (date period) the Service is sold
3. Pricing options for selected season – How the Service is sold

To create a new Service, click  on the Services Tab.

Name Field

Type the service name you wish to load e.g. Harbour View Room over “New Service”. For different supplier types, your services will have different types of names:

Accommodation suppliers
The name of the rooms you sell e.g. Harbour View Room, Garden View Room, Pool View Room etc.

Activity suppliers
The activities you sell e.g. Bungy Jump or Museum Admission.

Transport suppliers
The transport options you sell e.g. ‘Transfer from Auckland to Rotorua’ or ‘Private Coach Transfer from Queenstown to Wanaka’. If the supplier offers a service in the reverse direction this must be loaded as a separate service e.g. ‘Transfer from Rotorua to Auckland ’ or ‘Private Coach Transfer from Wanaka to Queenstown’.

Type Field

This is the Service Type – the drop-down list displays pre-loaded Service Types alphabetically. Ensure you load the correct Service Type here as this information populates various reports you can run from Tourwriter. To amend Service Types go to Tools > Setup > Service configs.

Adding Fields to the Services Workspace

There are two additional fields you can bring into the Services workspace: Currency and Charge. You only need to enable currencies if your supplier’s currency (the currency in which you buy a service from your supplier) is different to your Base System Currency (to view what your Base System Currency is go to Tools > Setup > Data setup > Currencies).  If you provide your clients with per-person-pricing, or if you quote on pax ranges, you need to enable the Charge column. Even if you don’t initially plan on using the Tourwriter Groups functionality it is strongly recommended that users enable Groups as a way of future proofing your database.

Enabling Currencies

Click View then select Currencies from the drop-down options. A tick will indicate Currencies is now enabled and a Currency field will appear within the Services workspace. 

If the currency you require is not offered, when you click on the down arrow to select a currency for your Service, go to Tools > Setup > Data setup > Currencies > Currencies Setup Tab and select (tick) the currency you wish to Enable from the list of Default Currencies.
IMPORTANT – Only enable Currencies where your Supplier’s currency (the currency in which you purchase a Service from a Supplier) is different to your Base System Currency  (Tools > Setup > Data setup > Currencies).

Enabling Groups

Enabling Groups refers to the way in which you load your Suppliers’ Services in order to use the Tourwriter Group Quote functionality. Click View then select (tick) Groups from the drop-down option.

The following things will happen:

• A tick will indicate Groups is now enabled.
• A Charge field will appear under Services.
• A Type field will appear under Pricing options for selected season.
• A Default field will appear under Pricing options for selected season.

IMPORTANT – Enable Groups for every Supplier loaded (this is a simple way to ensure your database is future proofed for handling Group bookings).

Charge Field

This is the Service charged per ROOM, per PAX or per GROUP. Select the Charge type accordingly.

Creating a new Service

In the Services workspace, click   to add a new Service. You will see a New Service line appears within the Services workspace. In the Name field type over New Service with the name of the Service you are entering.

• For an accommodation Supplier this is the name of the room sold, e.g. Standard Room, Deluxe Room, Family Suite etc.
• For an activity or tour Supplier this is the activity or tour being offered, e.g. Bungy Jump, Museum Admission etc.
• For a transfer Provider this is the Service being provided, e.g Transfer from Auckland to Rotorua, Private Transfer from Queenstown to Wanaka etc.

Allocating a Service Type

To allocate a Service Type click on the down-arrow in the Type field and a drop-down list will appear displaying Service Types alphabetically.  Select accordingly. Service Types can be amended by navigating to Tools > Setup > Data setup > Service configs.
It is very important that a Service Type is allocated to every Service that is entered within the Services Name field, as this drives the reporting functionality of Tourwriter (e.g. Accommodation vs. Meal, Activity vs. Tours etc).
Service Types are also coded to display in a certain manner if custom reports are created.

Allocating a Charge Type

A Charge type must also be allocated against each Service. Click on the down-arrow and select accordingly. You must decide whether the service is charged per ROOM, per PAX or per GROUP.
Once all the Services fields have been completed, within the Services workspace, you can move to the Service details workspace (right side of the Services Tab).

Entering Season Dates for a Selected Service on the Rates Subtab

Click  to add a new Season to the highlighted Service (on the left). Use the calendar window to select the Valid From and Valid To Season dates. Once the Season dates for the highlighted Service have been entered, you can move down to the Pricing options for selected season workspace to enter the Pricing options and rates for the highlighted Service.

Entering Pricing Options for a Selected Season

IMPORTANT – Ensure the correct Service and Season dates are highlighted before creating Pricing options.
Click   to add a new Pricing option. A new line will appear with New Option in the Option field. Type over the words New Option,  name of the Option  you are entering. For an accommodation Supplier this is the room configuration or occupancy e.g. Double, Twin, Single, Triple, Quad etc.

If no Season has been selected Tourwriter will prevent you from entering any pricing options (i.e. nothing will happen when you click the yellow plus).

IMPORTANT – You must create a Pricing option line for every Pricing option available, even if they are the same price.
This is so you can select the specific room configuration required for your client at the time of creating an Itinerary and so that you can ensure suppliers will be aware of the configuration required when they receive your booking request.

For example, a hotel might charge the same price for a room irrespective of whether single, double or twin configurations are booked, however all three configurations must be entered as separate lines in the Pricing options for selected season workspace. The same rates are applied to each Option.

We also recommend that you calculate and detail the group configuration when child pricing applies, e.g. Triple (3A), Triple (2A+1C 2-12 yrs inclusive), Quad (4A), Quad (2A+2C 2-12 yrs inclusive), Quad (3A+1C 2-12 yrs inclusive) etc.  

For an activity or tour Supplier, the Option text is Adult, Child, Infant etc., or Per Person if the Supplier does not offer tiered pricing according to age. With Child and Infant Pricing options, enter the age range applicable for each option, e.g. Child (2-14 yrs inclusive), Infant (0-1 yr inclusive); this allows the user to quickly determine which Pricing option is applicable to their client, when quoting the supplier. For a transport Supplier the Option text is Per group or Per transfer or, alternatively, multiple Options can be entered, if the cost for that service is different depending on the number of days booked,  e.g. separate entries for 1-4  days, 5-9 days, 10+ days.

For examples of how to load various pricing options into Tourwriter please refer to the following videos and pages:

Adding Accommodation Suppliers
Adding Tour and Activity Suppliers
Adding Transfer Suppliers
Adding Rental Car Suppliers
Adding Other Service Types

Allocating a Pricing Option Type

As part of the Groups functionality of Tourwriter, the Pricing option Type field must be populated for each Pricing option. The Type field options are pre-set within the Tourwriter database, with assigned divisors (to amend navigate to Tools > Setup > Data setup > Option configs).

For Services sold on a per ROOM basis, your Pricing option Type will be Double or Twin or Single or Triple etc. In most cases the Pricing option Type usually matches the name in the  Option field of the Pricing option.

For Services sold on a per PAX basis, your Pricing option Type will be Adult or Child or Infant etc. In most cases the Pricing option Type usually matches the name in the Option field.

For Services sold on a per GROUP basis, your Pricing option Type will be blank (i.e. no option Type is allocated).

Pricing Option Default Field

The Default field must be completed in order for Tourwriter to calculate Group pricing.

For Services sold on a per ROOM basis, your Pricing option Default will be your most commonly sold Pricing option. For example, if Double is your most commonly sold Pricing option, you will only tick (in the Default field) Double Pricing options and you will leave all other Pricing options blank (un-ticked).

If, however, Twin is your most commonly sold Pricing option, then you will only tick (in the Default field) Twin Pricing options and you will leave all other Pricing options blank (un-ticked). Twin would then be your Default option throughout your database.

IMPORTANT – If you have selected Double as your Default Pricing option throughout your database (for accommodation sold on a per ROOM basis) you can only select an alternative Pricing option as your Default, if Double is not a Pricing option offered by a particular Supplier.

For Services sold on a per PAX basis, your pricing option Default will be Adult. Tick all Adult Pricing options.

For Services sold on a per GROUP basis, your pricing option Default will be all pricing options (i.e. tick every Pricing option).

Adding Prices to Pricing Options

Either double click on a highlighted Pricing option or alternatively click   (far right of the Pricing option line).

The Tourwriter Price Editor window will pop-up. Choose an editing option (i.e. Net and Markup or Net and Gross or Gross and Commission) and enter the pricing information accordingly. Note that only two fields need to be populated; the remaining two fields will auto-populate.

If you have chosen Net and Markup as your editing option, you can round your Gross numbers, to the nearest 1, 5 or 10 (of your Currency), by ticking one of the Rounding boxes at the bottom of the Edit price box (Net and Markup is the only editing option that allows you to do this).  

Using the Copy Function at the Pricing Option Level

Once you have entered your first Pricing option line, you can copy it and then amend the necessary information in each field, for subsequent Pricing options. To do this click the Copy icon  to copy an entire Pricing option line, including the Option, Type, Default and all pricing details.  A new Pricing option line will appear below the last entry. Overtype the Option text with the new Option and select the appropriate Pricing option Type.  Please note that if you have copied a line that has the Default field ticked, you may need to remove the Default tick for your new line.  Then amend the prices accordingly.

Copying at Season Dates Level

It is very important to enter all the Pricing options for the first Season dates for each Service  before you copy information for the next Season dates, as this will save you from having to manually add in all the Pricing options again.

Click  and click the Yes button, in the pop-up Tourwriter Message window, to copy the season to the next start date.  Adjust the Valid To date and adjust the pricing for the Pricing options as required. If you have a contract where pricing is the same for different Season dates, you can copy the first Season dates and then adjust the Valid From as well as Valid To fields.
It is very important to remember to change the Valid From date as Tourwriter will automatically populate this field with the next day from the Valid To field of the copied season, which may not be applicable.

Copying at Services Level

Only copy at the  Services level once all Season dates, all Pricing options and as much information as possible has been populated on the Configs, Details and Warnings Subtabs. Copying at Services level copies all the associated information for the highlighted Service.

The post Services Tab Overview appeared first on Tourwriter Knowledge Base.

Location notes – available to display different location and contact information on reports

Location Cards can be added to the Location table, (i.e. specific branch location information) for the Supplier. A Location Card or Cards can then be attached at Itinerary level to an individual booking. Attaching Location Cards will trigger an Itinerary report to display different location and contact information to that which is set up on the Supplier Tab and also allows multiple pick-up and drop-off information to be displayed for that one Booking Item. This information can also be pulled through to the Booking Emailer.

For more information on how to create or add a Location Card check out this page.

Booking/Voucher notes – available as quick-notes for bookings and vouchers

This field is used to set up templates for Booking notes, Voucher notes and Publishing Quick Notes.

Voucher notes are used to enter a note applicable for the voucher. Example: For a transfer service “you will be met upon arrival by your driver from Vision Limousines; your guide will be holding a sign marked xx”.

Booking notes are used to enter a note applicable for the booking request. Example: For a rental car booking: “Please include a baby seat in this rental car booking”.

This area is also where you can create Publishing Quick-notes. Please find out more here.

If a note is more than one line in length, either hover the mouse over the line to review the entire note or expand the row height by dragging the row line down with your mouse.
If the Auto box is ticked this automatically ensures the entered note is assigned to all Booking and Voucher Notes but not Publishing Notes.

­Grade 1/Grade 2

Grading options for a Supplier. These are customisable under Tools > Setup > General Lists. For example you could choose to use the Grade 1 field to show the Star rating for a Supplier and the Grade 2 field to show the Hotel chain the Supplier belongs to, as shown in the example above. It is possible to customise your reports to display a grading rating next to the accommodation/activity (e.g. In client quotes/proposals etc). These fields can be left blank, if you do not wish to use them.

Booking URL

If you have a link to a Supplier on your own website, enter the URL here. This can then be pulled onto customised reports such as client quotations.

Export ID

If you have an ID for a Supplier on your own website, enter it here.

Payment Terms

These are the payment terms for the Supplier. Payment terms should be set at an overall level per agent (Tools > Setup > Data Setup > Accounting Setup). This can be customised further by loading Supplier level payment terms here IF the Supplier payment terms are different from the default payment terms. The information loaded into this field allows you to produce Payment Due Date Reports. There are also Service level Payment Terms for a selected service (Services tab > Configs tab) for every Service within a booking. These terms can also be edited on a booking-by-booking basis within an itinerary.

Net Tax Type override and Gross Tax Type override

These fields should be used when you wish to override the Net and/or Gross Tax for a particular Service. The Default Tax Types (which appear in the drop-down as options) can be seen and loaded in Tools > Setup > Accounting setup > Settings Tab.

Cancellation Policy

This is a passive field for the users easy reference, saving the need to refer back to contracts and/or supplier websites.

Bank Details; encrypted and access controlled by users role settings

This field is a passive storage facility. If your Supplier bank account details are stored in external accounting software you do not need to enter these details here.

Configurations matched by Supplier

Select (i.e. tick) which configurations are offered by the Supplier at Supplier level. You can publish configurations if you want them to be displayed in proposal/final itinerary documentation, otherwise it is for internal use only, i.e. to help you book the most appropriate supplier/service for your client.

Check out Supplier Configs to find out how to add supplier configurations in Tools > Setup > Data setup > Supplier Configs. Here you can customise Supplier Configurations by adding and/or deleting Supplier Configurations.

The post Details Tab appeared first on Tourwriter Knowledge Base.

How to Create a New Location Card

A brief overview of creating a new Location card is outlined below:

1. Go to Supplier > Details Tab and click on above the Location notes workspace
2. A drop-down list will appear for the Supplier and Services that are available to add content against
3. The first option at the top of the list will always be for the overall Supplier, the Services are listed below this. All Services are included in this list. This includes Non-Active (passive) Items in the Services list.
4. Select the Supplier or required Service line. If you load Location information for the Supplier, this information will apply for the overall Supplier. If you load Location information for a Service, this information will only apply for this particular Service.
5. A Location Card window opens, complete fields as required within the General Tab and click Save and Close. The new location will display within the Location notes table.
6. If the Auto box is ticked this ensures the Location Card is automatically assigned to any bookings that include this Supplier or Service.

Location name
The Location name field allows you to apply a name to the Location Card so you know who the location and contact information belongs to and also to make it easy to find within the Booking Location Chooser popup window. The text entered in this field will more than likely display on reports so it is very important to have guidelines and use these to ensure report consistency.

Latitude and Longitude
Latitude and Longitude coordinates can be entered for the Supplier or Service.

Image Path
The Image path field allows an image to be attached to that particular location. This can then display on reports. Report images are saved in the TourwriterData\Images folder. To load an Image path:

1. Click on the Folder icon next to the Image path field (see image above)
2. Tourwriter will navigate to your TourwriterData folder
3. Click through to the Images subfolder, locate image and select Open
4. Tourwriter will attach the Image path

It is only possible to attach one image per Location Card. If a string of images is required (e.g. panoramic view), the photos will need to be stitched together in another editing program (e.g. Photoshop), saved as one JPEG and then it can be uploaded to the Tourwriter database.

Tourwriter cannot wrap text around images. For example, when including location information it is not possible to have a paragraph, image and subsequent paragraph. The image needs to be on either side of the paragraph.

IMPORTANT – The Images folder must be set up with a clear subfolder structure (good planning is important here). It is important to ensure that the folder structure you create will not need to be changed. If images are renamed or moved to a different folder you will have to reload the new Image path for that image (as the old image path will no longer be correct). An INCORRECT Image path can be identified in your Tourwriter reports by the presence of a small red x in the corner of the location where the image should be.

Comments
This field can be used to load additional information relating to that location such as special directions, check-in or other information specific to that Service. This field can be coded to appear on client Reports (documentation) that you produce from Tourwriter. This field can be enabled to allow HyperText Markup Language (i.e. HTML), however it is recommended information is entered as plain text. Reports using this field will then apply the correct font style and size, as determined by the report coding/scoping. We suggest that you avoid using bullet points and where possible keep details brief.

How to Add an Existing Location Card

In some instances, it might be possible to add an existing Location Card across multiple services within the one Supplier or across multiple Suppliers. A brief overview of adding an existing Location Card is outlined below:

1. Go to Supplier > Details Tab and click on above the Location notes workspace to add an existing location for a Supplier or Service
2. A dropdown list will appear for the Supplier and Services that are available to add content against
3. The first option at the top of the list will always be for the overall Supplier, the Services are listed below this. All services are included in this list. This includes Non-Active (passive) Items in the Services list.
4. Select the Supplier or required Service line. If you add Location information for the Supplier, this information will apply for the overall Supplier. If you add Location information for a Service, this information will only apply for this particular Service.
5. A Location Chooser popup window opens, locate the required location and click OK . The location will display within the Location notes table.
6. If the Auto box is ticked this ensures the Location Card is automatically assigned to any bookings that include this.

Deleting a Location Card

A Location can be deleted out of a Supplier by selecting the Location and clicking on above the Location workspace in the Supplier > Details Tab.

A Location can be deleted out of a Booking by selecting the Location and clicking on above the Location workspace in the Bookings Window > Details Tab.

A Location can be permanently deleted out of the Tourwriter database by opening the Location Chooser popup window from any Supplier > Details Tab, clicking , then selecting the Location and clicking on . You will be prompted with a message notifying you that deleting this location will remove the location from any other Suppliers and bookings that it is currently attached to.

Editing an Existing Location Card

Go to Supplier > Details Tab and either double click the selected Location or click within the More field to open the Location Card. It is very important to keep in mind that edits will impact all Itineraries that the Location Card is attached to.

Adding a Location Card to an Itinerary Booking

To add a Location Card to an Itinerary booking:

1. Go to Itinerary > Bookings List
2. Double click your chosen Booking Item to open the Tourwriter bookings window
3. Complete the Pick Up and Drop Off dates and times in the Items Tab – This information will carry across to the Booking Details Tab, when loaded
4. Go to the Details Subtab and click the yellow plus to open the Booking Location Chooser popup window
5. Select the Location Card for this Supplier/Service from the pre-loaded options (to find out how to create locations, check out the Location Cards post) and click OK. The Location will display within the Details Tab workspace, including the Pick Up information as entered in the Items Tab
6. If the date and time were not added to the Items Tab (step 2), you can add, or adjust, them here.
7. When adding an additional Location card to the same Booking Item, simply go through steps 4-8 again. The Date, Time, and Type will automatically populate with the end Date and Time for the Booking, if loaded in the Items Tab
8. Untick the box if you do not want the information to be displayed in Supplier booking emails

Allocating unique Date and Time information to a Location Card/s that has been attached to a Booking Item allows more detailed information to be provided to a supplier via the Booking Emailer or to a client on a report. For example, there may be only one Booking Item on the Bookings > List Subtab, but the Supplier will be provided with a breakdown of the booking itself (e.g. multiple pick-up and drop-off times/locations for one rental vehicle booking) and this breakdown can also be displayed in detail on reports.

The post Location Cards appeared first on Tourwriter Knowledge Base.

Before you begin loading any supplier contract, take time to interpret the contract and to ensure that it contains all the Supplier information you need in order to load the contract data into Tourwriter.

Make sure you understand the contract and that you have answers to the questions below before you start loading data:

1. Are the rates provided net rates?
2. What is the applicable markup or commission level?
3. What currency are the rates in?
4. Do the rates include all applicable taxes?
5. Are there any room types I don’t need, or any seasons I won’t sell?
6. Are the accommodation rates provided on a per room, per person or per group basis?

Be selective with regard to what you decide to load

Some supplier contracts are complex (i.e. they have a large number of Services and/or Seasons), in which case you could spend hours loading a single Supplier into your database if you were to load the entire content of the contract into your Tourwriter database. We strongly recommend that you only load the data you need and that you will use regularly.

Consider applying the ‘20/80’ rule.
Do you book 20% of your Suppliers 80% of the time? If so these are the Suppliers you should load first.
Do you book 20% of Services 80% of the time? If so these are the Services you should load for this Supplier.

Utilising these recommendations will help your team enormously and ultimately you will be using Tourwriter sooner!

General Rules

IMPORTANT – Load all of the relevant data in all of the Subtabs (i.e. Rates, including all Seasons and all Pricing options, Configs, Details and Warnings) for one Service before you copy it and use it as a base for another Service. This will save you a lot of time, as all of this information will be copied and can then be adjusted as needed, rather than having to manually load the relevant information each time.

Be consistent with the use of capitals particularly under Name and Option fields as this data will appear on your Vouchers, Invoices, Supplier emails etc.

Pricing options for selected season

1. You cannot have the same Pricing Option name on any two lines, even if the Type is different.
2. If the Charge is Group the Pricing option Type is left blank and all of the Pricing Options should be ticked as the Defaults (see example above).
3. If the Charge is Room the Pricing option Type default is always Double (only one Pricing Option Type must be selected).
4. If the Charge is Pax the Pricing option Type default is always Adult (only one Pricing option Type must be selected).

Suggested Abbreviations

1. Always state, in brackets, the age range for the Child and Infant Option, together with whether the age is inclusive.
   Examples: Child (2-15 yrs inclusive) or Infant (0-2 yrs inclusive)
2. When describing the number of people that can be accommodated, write as 2A + 3C instead of 2 adults and 3 children
3. When describing the number of nights for a tour etc. use 5 nts instead of 5 nights
4. When describing the room configuration use K for king, Q for queen and S for single, so 2 queen beds would be abbreviated to 2Q, and one king bed and 1 single bed would be abbreviated to 1K+1S

The post Database Loading Guidelines appeared first on Tourwriter Knowledge Base.

Suppliers Tab Overview – How to add Suppliers

Adding Accommodation Suppliers

Adding Tour and Activity Suppliers

Adding Transfer Suppliers

Adding Rental Car Suppliers

How to Import Suppliers into Tourwriter

Showing and Hiding Non-Active Items and Expired Seasons

Details Tab – Location Cards

The post Suppliers Videos appeared first on Tourwriter Knowledge Base.

1. Open the Supplier that you wish to link existing contacts to and navigate to Additional > Contacts.
2. Click on Contacts within the Sidebar Menu of Tourwriter.
3. Click on an individual Contact or bulk-highlight required Contacts, by holding down the Shift key and selecting the Contacts. Then drag and drop the Contact/s into the Contacts Tab within the opened Supplier.

The post Adding Contacts to a Supplier appeared first on Tourwriter Knowledge Base.

There are two types of Supplier Reports; Standard Reports and Custom Reports

Standard Reports are available to all Tourwriter users. Double click the report name (e.g. Bookings) to generate a Bookings Report for your Supplier. Once the report displays you can use the Options button to set report options and filters, such as Start date, End date, Agent and Itinerary status.

Custom Reports are persoanlised reports that you create or customise with your Tourwriter Implementer in association with the Tourwriter Reports Team.

Navigation

Options button
Some reports have the option of filtering the information to be displayed by deselecting (unticking) the options you do not require in your report.
The filter options offered vary in each report.

Refresh button
Refreshes the data and the report.

Email button
Opens the Tourwriter report email popup window and allows the User to e-mail a PDF of the report.

– Stop Rendering Icon allows you to stop a report uploading any further

– The Refresh Icon allows you to update your existing view of the report to reflect any changes

– The Print Icon allows you to select your printer, the pages or page range and the number of copies

– The Print Layout Icon allows you to view the report as it will appear when printed

– The Page Setup Icon allows you to select/set the following; the paper size you wish to print on, the orientation and the margins

– The Export Icon offers the option to export the report to Word, Excel or as a PDF

1. Standard Report – Bookings

The Bookings Report identifies who (i.e.agents/ clients/ customers) has used the Services offered by the Supplier you are running the report from. The Standard Bookings Report is displayed in chronological order by Service Name. Use to view the Report margins popup window (shown below). Here you can dictate the report information. Information can be filtered by date range (i.e. Start date and End date fields), Agent, and Itinerary status.

2. Standard Report – Who Used

The Who Used Report is a more detailed version of the Bookings Report; providing both the net and gross costs associated with each Service provided by a Supplier. Use to view the Report margins popup window (shown below). Here you can dictate the information presented by this report. Information can be filtered by date range (i.e. Start date and End date fields), Booking status, and Itinerary status.

The Who Used Report is useful in identifying overall sales with a Supplier and to identify the quantity and types of Services your business is selling, which can be particularly useful when negotiating Supplier commission levels. The information provided can also be used to quickly determine who you have booked on a Service when there has been a change to the Service offering, or if a Service is no longer offered.

The post Reports Subtab appeared first on Tourwriter Knowledge Base.

Details of messages, such as phone calls (who you spoke to and when) can be added by clicking in the top right corner of the

. Click on the to load all of the messages and emails that relate to this Supplier.

To save your messages/emails in your Supplier Message Tab:

• You must have the “Save a Copy of the Sent Email” tick box checked on the Tourwriter Bookings Emailer Edit Template screen.
• The TourwriterData folder needs to be connected and accessible.
• After the Booking Request Email is sent, the Itinerary must be saved.

A copy of this will also be saved under Itineraries Additional > Messages tab.

The post Supplier Messages Subtab appeared first on Tourwriter Knowledge Base.

To create different Content Categories, go to Tools > Setup > General Lists > Lists > Contact categories and in the adjacent List Values field click the to add a Contact Category.

This facility is useful to identify the Contact type (for example supplier contacts, agent clients, client contacts etc.). You can then tick this Contact Category under the Additional Tab of the newly created Contact Card.

The post Contacts Subtab appeared first on Tourwriter Knowledge Base.

The Supplier Tab is used to store the Name, Location and Contact details of the Supplier. It also offers both a free-format Comments field and Description field.

Name

Enter the name of the Supplier as you would like it to appear on ALL Supplier Correspondence. Make sure that all Tourwriter users in your company enter the Name in the same format.

Hosts

Option 1: Enter the key reservations contact person name, e.g. Bob Smith – your email booking requests will say Dear Bob Smith
Option 2: Leave blank – your email booking requests will default to say Dear Reservations

Is Supplier Active?

If this box is ticked the Supplier is active. If you untick this box you will deactivate a Supplier and a line will appear through the name of the Supplier in the Suppliers index to the left of the Supplier field. Remember to Save the change after you have deactivated a Supplier.
IMPORTANT
We strongly recommend that you deactivate a Supplier instead of deleting it. This will enable you to reactivate it at any stage and maintain a record of the data associated with a deactivated Supplier. We also suggest that you move deactivated suppliers to a separate folder where they can sit (out of view) for possible future use. If you need to use an inactive Supplier you just reactivate it and drag and drop it to the appropriate active supplier folder.

Supplier ID

Each Supplier has a Supplier ID. This field is automatically populated by Tourwriter when you load a new Supplier.
The Supplier ID can be used to Search (Ctrl+F) for a Supplier.

Location

Street
Enter physical address of the supplier
City, Region, State and Country
This field is automatically populated with data loaded in Tools > Setup > Locations. This information will appear on client documentation (e.g. vouchers)

Contact

Phone / Mobile / Free Phone
These fields are used to store the contact phone numbers for each Supplier. In order to create tidy uniform documents. it is important to use a standard format for phone details, as this data will pull-through to documentation, e.g.vouchers and reports (if coded to do so). Ensure all area codes are entered in these fields.

Fax
This field stores the Fax number for a Supplier (if applicable). Ensure all area codes are entered in this field.

Email
Enter the Supplier’s email address here. Click on the adjacent Envelope icon to open the Supplier create an e-mail to the Supplier.
IMPORTANT – Ensure there are no spaces at the beginning, or end, of an email address as this will prevent you from emailing a booking request.
An audit trail of all e-mails sent from Tourwriter are stored in both Suppliers and Itineraries on the Additional > Messages Tab.

Website
Enter the Supplier’s website address here. Click on the adjacent World icon to open the Supplier’s website. Again, ensure there are no spaces at the beginning, or end, of a website address as this will prevent you from accessing a Supplier’s website from here. There is no need to include “https://”.

Postal Address
The postal address is the address used to physically send post to a Supplier and should not be confused with the Supplier’s physical address, which is often different.

Comments
A passive (i.e. data is not published anywhere), free-format field to use for internal comments. Suggested uses – Rate loading notes, child policy etc.

Description
A passive, free-format field to use for a description of the supplier.

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