Throughout the TourTools v5 system, you will find fields that invite input/editing of Vendor Product Notes that will ultimately appear on proposals, final itineraries and such. These product notes can be edited as you move from one part of the system to another, as explained below.
Product Notes Begin in Vendor on the Itin & Proposal Notes Tab (Level 1)
The first level of Vendor Product Notes that you can create are in the Vendor Module. Select a Vendor and open the Detail View, then navigate to the Itinerary & Proposal Notes tab.
This is one of many spots where you can enter product notes that become part of printed documents later on. The field labels give an indication of which notes appear on what documents.
You may wish to enter colorful and enticing marketing copy into the Proposal Notes field.
Itinerary Notes tend to be more informational or instructional, as they are included on documents provided to the individual travelers.
In the Escort Notes field, common entries include information that your escort should be aware of like restaurant hours, the fact that the hotel likes to welcome the group upon arrival, etc.
In the Drivers Notes field you might touch on where passengers should be dropped and where parking is available.
Meanwhile, given that notes will copy from one part of the system to the next in sort of a hierarchical way, it makes sense to initially load multiple descriptions at the Vendor level, knowing that edits are possible as you move along. By example, the Vendor might be a hotel, for which you are going to create Contracted Service records for rooms and for meals. Go ahead and enter descriptive information for both services in the same field, knowing that what is not appropriate to the specific record down line can be edited out, without there being any effect on the original note.
Product Notes Pull from Vendor Into Vendor Product Details (Level 2)
The next level of Vendor Product Notes are in the Product Details record. Navigate to the Product Library and open the Product Details. This 2nd level of notes are pulled in from the Vendor record and available for adjustment here, as needed. Changes will flow forward into Package and Operations, but will not result in any changes at Level 1.
As always, at each level, any changes or adjustments made flow forward but never backward.
Product Notes Pull From Vendor Product Details Into Package Elements (Level 3)
On the Main / Itinerary tab in Package, click on the up-arrow button to the left of any Package Element to open its Detail View.
Any changes made to the proposal/voucher notes (see below) do not flow backward to the Vendor Product Notes. Basically, when you edit the product notes here, you do so just to change what is reflected in the Proposal.
Product Notes Pull from Package Elements into Vendor Operations Records (Level 4)
The Vendor Product Notes ultimately get pulled into a Vendor Operations record for a given Tour. Open the Detail View for an Operations record and navigate to the Itinerary Notes tab.
These are the Product Notes that will appear on the various reports and documents that can be generated from the Operations Module; Itinerary, Escort Notes, Driver Notes, etc. One last opportunity is available to edit as those reports compile and, again, these changes do not flow backward into the related Package Element or Vendor records.
If you have any questions that are not answered here Contact TourTools Support for assistance.
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