The Batch field appears in three sections in Tourwriter:

• Bookings List tab
• Itinerary Accounting Purchases
• Bulk Accounting Purchases

Batching Accounting data for an Itinerary

You can batch your accounting purchases data for an itinerary and export it. Here’s how you can do it:

1. Enable the Batching field by selecting the Field Chooser in the top left corner of the Bookings List tab.
2. Add free text to the Batching field, similar to the Comments field.

Information added to the Batch field typically indicates the Booking to be reconciled. As an example, you could add your initials followed by the reconciliation date to indicate that you have reconciled the booking.

3. Save the itinerary.
4. Head to the Additional > Accounting tab and select the Purchases subtab.
5. Select Load to populate the accounting purchases data.
6. Enable the Batch filed by selecting the Field Chooser, similar to enabling it on the Booking List tab.
7. Scroll to the right to view the Batching field. The information added to the Bookings List tab will appear on the Accounting Purchases report.

8. Use the tick-box to select the invoice you want to export. Export accounting purchases information.

Batching Accounting data for all Itineraries

Just as you exported Accounting Purchases information for an itinerary, you can export it for all itineraries. Here’s how you can do it:-

1. Navigate to Tools > Additional > Accounting Export.
2. Filter the fields based on the following options:
   • Display accounting data based on Booking dates or Itinerary dates.
   • Choose a date range you wish to export accounting data for.
   • Select one or more fields within each of the status option.

3. Follow steps 5 through 8 in the Batching Accounting data for an Itinerary section to view Batching information added across multiple itineraries.

The post Batching Accounting Purchases data appeared first on Tourwriter Knowledge Base.

Quickbooks is a software that lets you store all your ever-growing financial documents in a single spot. With Tourwriter, you can export your Purchases, Sales and Supplier Payments over to Quickbooks.

Prerequisites

• A Quickbooks login account.
• A Bridge software: – Transaction Pro Import Wizard (for Quickbooks online). To access a free trial click here.

Here’s a video on how to export your financial information from Tourwriter onto Quickbooks.

The post Exporting Financial Information to Quickbooks appeared first on Tourwriter Knowledge Base.

Join our accounting expert, Philip, who takes you through the Accounting Sales features of Tourwriter. Learn how to edit and export sales for itineraries and the benefits of using the sales export and how to manage it all in Xero accounting software.

This webinar is perfect for those responsible for managing accounts receivable in their business and those interested in finding out how to manage their sales in Xero accounting software.

The post Accounting Sales appeared first on Tourwriter Knowledge Base.

Prerequisites: This feature is available but not switched on for all users. To enable the Add Tax feature in your Tourwriter database, please contact your Customer Success Executive or the support team (support@tourwriter.com).

In order to use this feature, ensure that the tax types in Accounting Setup are completed. Define your Accounting Tax Types List on the Setup Subtab then apply to the Default Tax Types table on the Settings Subtab.

Within a Supplier, Net Tax Type and Gross Tax Type can be overridden per Supplier or per Service.

To add tax to a booking, in the Itinerary Bookings List:

1. Double click the booking item to open the Bookings Editor.
2. Select Edit > Price.
3. The Bookings Price Editor appears.
4. Choose your editing option from Net and Mup, Net and Gross or Gross and Comm.
5. Enter the tax exclusive amount(s) provided by your supplier into the applicable fields.
6. Click the Add Tax button in the top right corner of the Price Editor.
7. Tourwriter will add the percentage (%) of tax applicable based on your predefined tax settings e.g. 15%.
8. If tax has already been added to this booking, a Tourwriter Message will alert you accordingly:
9. Close the Price Editor.
10. The price fields in the Bookings Editor and Bookings List will now reflect the tax inclusive amount for this booking.
11. Save your changes (CTRL S).

The Is Tax Added field on the Bookings List will indicate whether tax has been manually added to this booking using the Add Tax button. All other values are assumed to include Tax.

Tax exclusive amounts (per booking) can be viewed and exported by going to Additional Tab > Accounting Subtab within the Itinerary. See Itinerary Accounting Export for more.

The post Adding Tax to a Booking appeared first on Tourwriter Knowledge Base.

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 window and allows the User to e-mail a report as an attachment.

– 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

Custom Reports

Once a Custom Report has been scoped and created by both your Tourwriter Implementer and the Tourwriter Reports Development Team, you will be given the report file in .rdlc format. To generate a Custom Report double click on the report name.

To use the report you will:

1. Save the report into your TourwriterData\Reports folder
2. Select the Reports tab within any itinerary in Tourwriter
3. Right click the Custom Folder
4. Select Add report
5. Browse to the .rdlc file in your TourwriterData\Reports folder
6. Click Open
7. Save your changes
8. Double click the file to generate the report

Any Custom Reports can be renamed by right clicking the report name, once you have added this to your Custom Folder.

Standard Reports

These reports produce various pricing summaries, contact lists, vouchers and a Quotation Template for each Itinerary. To generate any of the below reports double click on the report name.

Standard Report – Client Pricing

This report is grouped by Service Type and includes, the booking details for an Itinerary, any payments received (including a description of the payment) and the total balance remaining. It also includes notes such as, booking terms and conditions, quote validity, required payment dates etc.

This report is a simplified document and does not illustrate any individual Service pricing.

Standard Report – Client Pricing Detailed

The Client Pricing Detailed Report includes, all the details included in the Client Pricing Report together with line by line pricing for each Service in an Itinerary, in the appropriate Service Type category. This report also documents any payment/s already received (including a description of the payment) and the total balance remaining.

The benefit of this report is that it is more detailed for clients wanting to know an exact pricing breakdown of an itinerary without revealing your markup and/or commission margins.

Standard Report – Contact List

The Contact List Report shows the contact details for each Supplier utilised in an Itinerary is designed to be distributed to selected close members of the client (e.g. family members) so that they will know where travellers are on any given date and so that they can be contact them during the trip, if need be.

Standard Report – Pricing Detailed

This report is grouped by Service Type and includes;

• Date
• City
• Description (Service)
• Bk No (Tourwriter Booking Number)
• Reference (Supplier)
• Status
• Quantity
• Rate
• Exchange rate
• Full breakdown of costs (i.e. net and gross with totals)

The Pricing Detailed Report is designed predominantly for internal use, rather than for the client. One of the main features of this report is that it lists the unit price, net price and gross price, allowing you to easily identify your final markup and commission margins.

Standard Report – Pricing Summary

This report summarizes sales by Service Type, providing Service Type totals for:

• Booking Count (number)
• Net price
• Mark-up
• Gross price
• Commission
• Margin

The Pricing Summary Report is designed to give an overview of the total Itinerary costs, and is also designed for internal use. This report is beneficial in displaying the total costings and both the markup and commission percentages for each Service Type.

Standard Report – Quotation Template

The Quotation Template is a standard template, which features all the general aspects of a quote, including who it is prepared for, the travel dates, total costings and a general description of the services included.

The quotation template is the documentation, which will be sent to the clients.

Standard Report – Voucher

This report produces a voucher for each booking. Each voucher detail what the client/s are entitled to from each Supplier and are then exchanged for the Service/s described on the voucher.

Vouchers can be customised to include your company’s logo in the top right hand corner of the voucher. This is done at Tools > Setup > Agent labels , under the Voucher Texts Subtab > Header.

There is also the option of hard coding a footer where the NOTES: section is. Similarly, this is done at Tools > Setup > Agent labels , under the Voucher Texts Subtab > Footer.
Example: Please return voucher for payment to PO Box 2323 Wellington

The post Itinerary Reports Subtab appeared first on Tourwriter Knowledge Base.

Once Accounting Setup has been completed, and you have Itineraries data to export, you can start exporting your Purchases and/or Sales from Tourwriter into your accounting software.

Also see Bulk Accounting Export.

Open any Itinerary and select the Additional Tab > Accounting Subtab

The Accounting Subtab area is split into two further Subtabs: Purchases and Sales

Purchases Subtab
Allows you to view then export purchases booking information for the Itinerary. Click Load to generate a list of purchases for the Itinerary.

Sales Subtab
Sales invoices information for the Itinerary

Edit Sales

This option only applies to the Sales Subtab. The Edit Sales button opens the Tourwriter Sales allocation popup window. Here you can add and edit Itinerary Sales records allowing you to allocate revenue to each revenue account.

NOTE – You must edit your Sales before pressing the Load button.

Tourwriter Sale Allocation Window

You can create a Sale for the deposit amount of $xx.xx; simply click on and enter the following sales information:

NOTE – The amounts in the Clients Tab > Client payments and refunds workspace appear on the Client Pricing Report and Client Pricing Detailed Report. The amounts added to Tourwriter Sale allocation popup window (shown above) are exported into your Accounting software. The reason we keep these areas separate is due to the fact that only some Tourwriter users will utilise the export sales feature (i.e. if they have Xero, for example).

Linking Client Payments to Sales Export

To link the payments on the Clients Tab to the Sales you have edited take the following steps:-

1. Go to the Clients Tab > Details Subtab
2. In the Client payments and refunds workspace click on the down arrow (triangle), in each of the entries in the Sale field, to select the applicable payment from the entries you have made in the Tourwriter Sales allocation workspace (see image below).

Date
This is the sales invoice date, ie. the date that you want to recognise the sale in your accounting system (as opposed to the date of payment or date of travel).

Comments
Description of sales information.

Amount
The invoice amount.

Other Sales Toolbar Functions

Tick-box
Tick (choose) the purchase/sales invoice that you want to export

Filter
Use this icon to filter the information by title.

Print
Use this icon to print the information that is showing on the current page

Export

Use this icon to export the information displayed on the current page to an Excel spreadsheet, making it easier for you to change data in your exported copy.
Export the Purchases/Sales information to CSV / TXT file in the format you need.
To export;

1. Load the Sales/Purchases information
2. Use the tick-box to select the invoice that you want to export
3. Click export. The TourWriter Accounting Export popup window (shown below) will appear.
   
   
4. Save the file on your PC Server.
   (Note – MYOB users have the option to choose the status of the invoice you can export; Order or Quote)
5. The file is now ready to be imported into your accounting software

After exporting your Purchases, the Bookings on the Bookings List of the Itinerary will be greyed out, indicating that an export has taken place.

Users with access to Accounting features may unlock Bookings for editing if required.

To do this;

1. Click on the Field Chooser
2. Tick Accounting
3. This will display the Accounting lock field (to the right of the Field Chooser icon) on the Bookings List
4. Untick the Accounting lock field to edit this Booking

NOTE – Adjustments will need to be made manually in your accounting software to this booking, to ensure your accounting software matches the changes you have made in Tourwriter.

For further information or to receive one-on-one Tourwriter Accounting Integration training, please contact support@tourwriter.com or your Tourwriter Customer Success Executive.

The post Accounting Subtab appeared first on Tourwriter Knowledge Base.

Also see Bulk Accounting Export.

Open any Itinerary and select the Additional Tab > Accounting Subtab

The Accounting Subtab area is split into two further Subtabs: Purchases and Sales

Purchases Subtab
Allows you to view then export purchases booking information for the Itinerary. Click Load to generate a list of purchases for the Itinerary.

Sales Subtab
Sales invoices information for the Itinerary

Edit Sales

This option only applies to the Sales Subtab. The Edit Sales button opens the Tourwriter Sales allocation popup window. Here you can add and edit Itinerary Sales records allowing you to allocate revenue to each revenue account.

NOTE – You must edit your Sales before pressing the Load button.

Tourwriter Sale Allocation Window

You can create a Sale for the deposit amount of $xx.xx; simply click on and enter the following sales information:

​NOTE – The amounts in the Clients Tab > Client payments and refunds workspace appear on the Client Pricing Report and Client Pricing Detailed Report. The amounts added to Tourwriter Sale allocation popup window (shown above) are export​ed​ into your Accounting software. The reason we keep these areas separate is due to the fact that only some Tourwriter users will utilise the export sales feature (i.e. if they have Xero, for example).

To link the payments on the Clients Tab to the Sales you have edited take the following steps

1. Go to the Clients Tab > Details Subtab
2. In the Client payments and refunds workspace click on the down arrow (triangle), in each of the entries in the Sale field, to select the applicable payment from the entries you have made in the Tourwriter Sales allocation workspace (see image below).

Date
This is the sales invoice date, ie. the date that you want to recognise the sale in your accounting system (as opposed to the date of payment or date of travel).

Comments
Description of sales information.

Amount
The invoice amount.

Other Toolbar Functions

Tick-box
Tick (choose) the purchase / sales invoice that you want to export

Filter
Use this icon to filter the information by title.

Print
Use this icon to print the information that is showing on the current page

Export

Use this icon to export the information displayed on the current page to a Excel spread sheet, making it easier for you to change data in your exported copy.

Export
Export the Purchases/Sales information to CSV / TXT file in the format you need.
To export;

1. Load the Sales/Purchases information
2. Use the tick-box to select the invoice that you want to export
3. Click export. The TourWriter Accounting Export popup window (shown below) will appear
4. Save the file on your PC Server.
   (Note – MYOB users have the option to choose the status of the invoice you can export; Order or Quote)
5. The file is now ready to be imported into your accounting software

After exporting your Purchases, the Bookings on the Bookings List of the Itinerary will be greyed out, indicating that an export has taken place.

Users with access to Accounting features may unlock Bookings for editing if required.

To do this;

1. Click on the Field Chooser
2. Tick Accounting
3. This will display the Accounting lock field (to the right of the Field Chooser icon) on the Bookings List
4. Untick the Accounting lock field to edit this Booking

NOTE – Adjustments will need to be made manually in your accounting software to this booking, to ensure your accounting software matches the changes you have made in Tourwriter.

For further information or to receive one-on-one Tourwriter Accounting Integration training, please contact support@tourwriter.com or your Tourwriter Customer Success Executive.

The post Itinerary Accounting Export appeared first on Tourwriter Knowledge Base.

Tourwriter stores any messages sent and received.

• When a booking request email is sent via Tourwriter it is recorded in the Messages Tab.
• Messages relating to an Itinerary, and not sent by email, can also be entered and recorded here by the user by using the. This allows the user to keep a record of all correspondence with Suppliers.
• To view the details of a specific email, highlight the row and double click. This opens the email and allows the user the option to print the correspondence.
• This correspondence history can be helpful if there is a need to check or re-print arrangements made prior to the current time. When a message is sent to a supplier it is also recorded in the Messages Tab of the Supplier.

Note: Reports emailed from the system are not stored in the Messages subtab. Only Booking emails sent through Bookings List > Make booking section are recorded here.

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

Follow the below steps to make Supplier Reference’s appear on the Xero remittance advice:

1. Go to Tools > Setup > Accounting setup. At the bottom of this view is the Accounting Templates box:
   Here you will see the file path to the Accounting Purchases Template, this is where the template is saved in your TourwriterData folder (normally an Excel file). Follow this path in your documents on My Computer, and open the template.
   Note: To read the full file path, simply hover your pointer over the path name.
   
2. In the opened Excel template you should see two rows. The top row shows all of the headings that Xero recognizes. The second row identifies which Tourwriter column headers are included in your export.
   Column K (Invoice Number)  is the column that pushes information into the Reference field on Xero invoices. In my example, the second row currently shows (yours may be customized slightly differently):
   
3. The above are internal references and, while the itinerary name may be helpful for our suppliers, it doesn’t specify the Supplier’s own unique reference. To add the Supplier’s booking reference, you need to add [!BookingReference] to row 2 of Column K, so that it reads:
   
4. Ensure you save your changes before you exit the template!

Once this change has been made to your template, the Supplier’s Reference simply needs to be entered into the Supplier Ref (or Ref) field in the applicable itinerary. Then this will be included on Xero remittance advice.

Important: This is for Xero users (who already export their bookings to Xero) only.
We recommend you test the export. Choose a few bookings that have been exported to Xero before (so you can easily delete them in Xero). Ensure they all have a reference in the Supplier Ref field. Export them for Tourwriter and Import into Xero as usual, so they appear in your Draft Invoices. You should now be able to see the Supplier’s Reference in the Reference field of the invoice (it will be the last number in that field). Finally, remember to delete the test invoices once you have checked them – as you don’t want to pay them twice!

The post Adding Supplier Reference to Xero Remittance Advices appeared first on Tourwriter Knowledge Base.