Accounting setup

Accounting setup

This article guides you through setting up your organization so you are ready for exporting itinerary data to an accounting system. In the Accounting setup you can add your tax information, chart of accounts  and also map your incoming and supplier payments to your chart of accounts for the purpose of sending Tourwriter data to your accounting system for easy reconciliations.

More information on the Xero integration is here.

General settings

Navigate to the Organisation > Settings tab
  • Tax number – This is your company tax number and it will display on the PDF invoices you send to travelers
  • Payment instructions – These are the payment instructions that will appear in your PDF invoices

Accounting setup

Navigate to the Organisation > Accounting tab to configure your accounting setup

Payment reference field mapping

Configure which information is used to populate the Supplier payment or Agency payment  “Reference” field when exporting payments as a CSV file, or when sending payments to an accounting system. 
    • The "Reference" field, whether exporting to CSV or sending payment information to Xero, can be customized using a combination of fields defined in the Supplier Payment settings.
    • When multiple fields are selected, then each field will be separated by a -
    • You can select Itinerary name, Itinerary ID, Booking ID, Itinerary internal reference, Supplier payment ID or Supplier payment reference number.

    Tax rates

    For customers who export itinerary supplier payments for the purpose of uploading to an accounting system, you can assign a tax rate to assist with your tax compliance requirements. The first tax rate added will be the default rate applied to all supplier payments. If you have more than one tax rate configured you can override the default for any item in an itinerary.

    How to override the default tax rate in an itinerary

    1. Navigate to the Pricing tab in an itinerary.
    2. Click Edit pricing for the Item you wish to override.
    3. Select an alternative tax rate from the Change tax rate dropdown.
    4. Click Save to save your changes

    Note: To view the tax rates assigned to an item, click the gear icon on the Markup column and select tax %

    Note: When using the Xero integration Xero does not recognize the tax rate assigned in Tourwriter but instead uses the tax rate assigned to the Account code in Xero. 

    Note: When exporting to Xero the Accounting export name should exactly match the Tax rate name in Xero to ensure the upload is successful.

    Chart of accounts

    For customers who export itinerary supplier payments to upload to an accounting system you can add your account codes to Tourwriter and then map these to your product types to ensure your payments are automatically mapped to the correct account in your accounting platform. First add all your accounts to match your accounting system then map them as detailed below.

    To add accounts already setup in your accounting platforms Chart of accounts, you can either add manually or import directly from Xero if you have Xero integration enabled.

    Add accounts manually
    1. Click Add account ( and select Add accounts from Xero if Xero integration is enabled)
    2. Type a code (usually 3 or 4 digits. This is a mandatory field)
    3. Type the Account name (This is a mandatory field)
    4. Click Save 
    Add accounts from Xero (Only available if you have active Xero integration)
    1. Click Add account
    2. Select Add accounts from Xero
    3. All the Charts of Accounts from Xero will be listed
    4. Select the  ones you would like to Import
    5. Click Add accounts
    6. The selected accounts from Xero will be imported in Tourwriter

    Note: You should only add accounts from the Revenue (Incoming payments) and Expense (Product types) side of the ledger.

    Note: You can edit a line if you make a mistake or delete the code if necessary.

    Account code mapping

    After setting up your chart of accounts you can map your Tourwriter payment types to your preferred account. Each account created above is available in the mapping dropdown. Doing this ensures fast and easy reconciliation and bank payment processing using the Xero integration.  

    Incoming payments mapping
    Select an Accounting code from Chart of accounts to be used as the Account code when exporting Incoming payments with Xero integration.

    Agency payments mapping
    Select an Accounting code from Chart of accounts.
    Note: Agency payments are not currently included in the Xero integration and require a manual adjustment.

    Product type mapping
    Select the appropriate account code from the drop down. You can also select an alternative manually in Xero so leaving a type as unmapped is OK.

    Getting setup with user roles - the different user roles explained
    Configure your organisation settings - Configure your organisation name, financial year, sales goals, billing address, subscription plan, and optional features such as Agency management and Enquiries
    Accounting setup - Set up your accounting preferences and connection to your accounting software
    Set default configurations - Set default configurations for itineraries and bookings, including terms and conditions, logos, currencies, exchange rates, and payment schedules.
    Manage your task template list - Create and manage task templates for your organisation.
    Customise your itinerary templates - Customise your itinerary templates to match your brand.
    Integrations - Connect Tourwriter to third-party tools and services.