Creating and managing Suppliers

Creating and managing Suppliers

InfoSuppliers are the foundation of your account. Tourwriter makes it straightforward to add supplier details, products, rates, and media — so everything you need is ready when you start building a trip.

Suppliers

Finding and filtering suppliers

Go to the Suppliers tab to see your existing supplier records. You can filter by type — Accommodation, Activity, Transportation, or Fees and insurance — search by supplier name or city, and sort the list by clicking any column header.

How to create a supplier

  1. Click Create supplier.
  2. Enter the supplier details manually, or click Look up supplier online to pull in information automatically.
  3. Select the supplier type from the drop-down.
  4. Set a pricing range ($ to $$$$) and star rating (optional)
  5. Add contact details including booking email, phone, and website.
  6. Add location information. Latitude and longitude coordinates are required for map placement.
  7. Add notes and tag as needed.
  8. Click Save.

Notes
Note: Supplier tags and ratings can be used to filter suppliers when building itineraries.

Alert
Note: The Booking email field is used to send booking requests to the supplier. So, ensure that you enter a reservation email address here. 

Restrictions, cancellation policy & contacts

Once saved, make your way back to the set-up page to see additional fields.

Supplier restrictions lets you setup warnings which will be displayed in the Itinerary if this Supplier is booked during the restriction period. Similarly, if you add a Supplier Cancellation policy and select Display when adding item, the policy will be displayed when adding the Supplier into the Itinerary.

Description, Media & Amenities

Once a supplier is saved, you can add further detail across several tabs.

Description — add multilingual descriptions. Use the AI assistant to generate new descriptions and and refine existing ones.
Media — upload images for the supplier. The recommended size is 2200 × 1000 pixels. Set one image as the primary image for use in itineraries.
Amenities — select from the pre-loaded amenities list or add your own. You can control which amenities are visible in itineraries.


Products

Products represent the specific services a supplier offers — a room type, a tour, a transfer route. Each product is added within the supplier record and can include a name, type, tags, and product code, along with restrictions, cancellation policies, multilingual descriptions, locations and times, check-in instructions, media, amenities, inclusions, options such as room types or ticket categories, and rates.

To create a product, go to the supplier workspace and click Create product.

Product set-up fields

Name — the product name as it will appear on the traveller's itinerary.
Type — choose from the predefined product types including Accommodation, Activity, Bicycle, Charter, Coach charter, Credit card fee, Cruise, Extra, Fee, Ferry, Flight, Golf, Guide, Helicopter, Insurance, Meal, Motorhome, Museum, Rental car, Scenic flight, Ski, Taxi, Tour, Train, Transfer, Walking tour, and Wildlife watching.
Tags — add tags to make the product easier to find when building an itinerary.
Product code — enter the supplier's product code for this product. Note: product codes are not available for Extra, Fee, Guide, or Insurance product types.
Product restrictions — set date-based warnings at the product level. Go to the product's Setup tab, click Add restriction, enter a title, start date, end date, and description, then save. Restriction warnings appear when the product is added to an itinerary and in the itinerary pricing during the restriction period.

Additional Product details 

Descriptions — if you have a Supplier description and a Product description, both will appear on the itinerary.
Locations and times — add product-specific locations and times. Time field labels vary by product type : Check-in and Check-out for accommodation, Start and Finish for activities, Pick-up  and Drop-off transport and Departure and Arrival for flights. You can also enter check-in instructions.
Media — use this page to choose what images are displayed on the itinerary. You can select up to 5.
Amenities — specific to the product rather than the supplier. Like Supplier amenities, select from the pre-loaded list or add your own and control what is visible to travellers.
Inclusions — add what is included with the product. For example, free breakfast with a Deluxe Suite room or a discounted guided tour with a museum admission ticket.


Options

Options describe how a product is sold. For example, room types for accommodation or ticket categories for activities. A product must have at least one option before it can be added to an itinerary.

Pre-loaded options vary by product type. Accommodation options include Double, Twin, Single, Triple, Quad, and Family room. Activity options include Adult, Child, Infant, Student, and Senior. Transportation options include Adult one-way, Adult return, Child one-way, and Child return.

Two rate calculation settings are available per option. Tick Calculate rates by 24-hour period to calculate the option in 24-hour intervals, so extending a service beyond 24 hours increases the day count. Tick Use the first day rate for all days in booking to apply the rate from the booking start date across all days, even if the booking spans multiple rate periods.

Rates

Rates are added at the product level through rate periods. Each rate period covers a date range and can be broken down further by season, weekday and weekend splits, or individual days of the week. This gives you full flexibility to reflect how a supplier's pricing actually works. See Supplier pricing for more information.

The Rates sub-tab lets you view and edit rate periods across all products and options. Each product option is listed as a separate line. From here you can create a new rate period, edit or duplicate an existing one, or delete a rate period. You can also use the import function to upload rates for the next year or season. See How to import supplier rates for more information. 

Supplier pricing

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