Adding Payees

In order to be assigned as a Payee, the Supplier needs to first be created in the usual way. Please note that a Supplier record does not need to have Services in order to be assigned as a Payee, so if you are using an online booking tool such as Booking.com, there is no need to create any Services. Once your Supplier record is saved, follow the steps below.

1. Open the Supplier you want to assign a Payee to
2. Click the Details tab
3. Click Add Payee:

Next, use the Payee Manager screen to Search for and Add your Payee(s)

1. On the Payee Manager screen, type in the Supplier Name (or part thereof)
2. Click Search.
3. Results will be shown to the right.
4. Select the Supplier from the list and click Add.
5. The Supplier will be added to the Payee Name list.
6. Repeat these steps to add additional Payees, then click Close.

Default Payee

Back on the Details tab, select your Default payee from the Payee drop-down. This Payee will be automatically assigned as the Payee whenever a Booking is made with this Supplier.

Please note that the Default payee for a booking will always be the Supplier itself, unless you’ve added Payees. If you will sometimes pay the Supplier direct, but sometimes book and pay through a third party (e.g. Ground handler) there is no need to add the Supplier itself to the Payees list. The booking’s Supplier name will be available from the drop-down list when you change the Payee for a booking.

Changing the Payee for a booking

If you would like to change the Payee at the Booking level, double click the booking, and select Edit > Terms…

At the top of the Payment Terms Editor, select your new Payee from the Default Payee drop-down. Please note that this selection will not override the Default Payee set at the Supplier level, it will update this booking only. And, if a Supplier Payee is changed on the Details tab later, this change won’t affect any of the Payees assigned to existing bookings.

Accounting Purchases

If you’re exporting your Accounting Purchases from Tourwriter and importing them into your accounting software, then you’ll need to update your template to take advantage of this feature.

Navigate to your existing Accounting Purchases template saved on your computer. If you’re unsure where it is filed, you can check the file path by going to Tools > Setup > Accounting setup. You’ll find the current Path listed alongside the Accounting purchases template in the list. Open the file and edit cell A2 from [!SupplierName] to [!SupplierPayee].

For further assistance, please contact our Support team.

Supplier Purchases by Payee report

We’ve created a new report which displays Supplier Purchases by Payee. To download and add this report to your Tourwriter Database for use, follow the below steps:

1. Download the Supplier Purchases by Payee report by clicking the following link: Download Supplier Purchases by Payee
2. Save the report into your TourwriterData\Reports\General reports folder. NB: You do not need to open the file
3. In Tourwriter, access the reports area by going to Tools > Additional > Reports, or click on the Additional menu in the bottom left corner, and select Reports
4. Right click the Custom Folder
5. Select Add report
6. Browse to the .rdlc file saved in Step 2 above
7. Click Open
8. Save your changes
9. Double click the file to generate the report

Any Custom Reports can be renamed by right clicking the report name, once you have added it to Tourwriter.

Options filter

Once you have run the report, click on the in the top right corner of the reports area, and deselect (untick) the options you do not require in your report. Click Run to refresh your results.

The post Suppliers with different Payees 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.

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