Organisation defaults tab explained | Tourwriter Help

Organisation defaults tab explained

The Defaults tab is where you set default configurations that apply across all new itineraries and bookings. This includes your terms and conditions, logos, currencies, exchange rates, and payment schedules.

Access it by clicking the cog icon on the left sidebar, then selecting the Defaults tab.

Booking defaults

Tourwriter lets you send booking requests to suppliers and receive responses directly within the software. You can set default email templates for these communications.

For full details, see the Booking email settings and templates help file.

Supplier defaults

The Supplier defaults section controls two settings that apply automatically whenever you create a new supplier.

Auto-create options

When this checkbox is ticked, Tourwriter automatically creates a default option for each new product you add to a supplier. This means less setup for standard products.
If your workflow involves creating products without options, unticking this checkbox saves you from archiving unwanted options every time.
The checkbox is ticked by default. Your change here applies to all new products going forward. It does not affect existing products.

Margin type

This setting controls which pricing method is selected by default on new suppliers. The available options are Net, Gross, and Both.
  1. Net means you enter the cost price and Tourwriter calculates the sell price by adding your margin on top.
  2. Gross means you enter the sell price and Tourwriter works back to show the cost and margin.
  3. Both makes both pricing fields available on the supplier.
The default is Net. Select the option that matches how your team prices most suppliers. You can always override the margin type on individual suppliers after creation.

Currencies

Tourwriter includes five predefined currencies by default. You can add more or remove any that do not apply to your business. Tourwriter supports 170 world currencies.
  1.  In the Currencies section, click Manage currencies to view available currencies.
  2. Add the currencies you want available in your account.
  3. Click the star icon next to a currency to set it as your default.
The default currency is applied automatically when setting a rate for a new supplier. You can change this within individual suppliers or itineraries.

Note: You can only set one default currency. We recommend setting it to the currency you use to buy most of your services. The default currency cannot be deleted. You can only use currencies on itineraries and suppliers that you have enabled here.

Currency exchange rate buffer

You can set a default exchange rate buffer to apply when the itinerary currency differs from the item currency. The buffer accepts non-negative numbers such as 0, 2.5, or 10. The buffer applies automatically to all new itineraries and when an itinerary is copied with Refresh exchange rate selected.

Exchange rate conversion

Tourwriter applies exchange rates in a set order of priority when you create a new itinerary, duplicate one with Refresh exchange rates selected, or change the output currency.
  1. If a fixed exchange rate exists for the itinerary's start date, that rate is applied.
  2. If no fixed rate applies, Tourwriter uses the current spot rate via Fixer.
You can always override this by manually entering a rate on the itinerary.

Fixed exchange rates
Fixed exchange rates let you set a specific rate between two currencies for a defined date range. Navigate to Organisation, then Defaults, then Fixed exchange rates. To create a fixed exchange rate:

  1. Click Create fixed exchange rate.
  2. Select the From and To currencies.
  3. Enter the Valid from and Valid to date range.
  4. Enter the exchange rate.
  5. Click Save.
Note: Tourwriter will not let you create a second fixed rate for the same currency pair if a rate already exists for those dates.

Spot rates
Spot rates are provided via Fixer. If no fixed rate applies for the relevant currency and date range, Tourwriter uses the current spot rate.
When a spot rate is applied, it appears at the bottom of the Pricing tab on the itinerary, for example:
  1. 5 items in USD     Spot rate of 0.91603979 refreshed at 13 Mar 2025 01:56:49

How exchange rates display on an itinerary

When more than one currency applies to an itinerary, exchange rate information appears at the bottom of the Pricing tab.
  1. Fixed rate applied: "Fixed rate of [rate] applied from Fixed exchange valid start date."
  2. Spot rate applied: "Spot rate of [rate] refreshed at [date/time]."
  3. Manually edited rate: "Edited rate of [rate] applied at [date/time]."
Note: Exchange rates on an itinerary only update when you click the Refresh icon. They do not refresh automatically when you select a different output currency. If your organisation's fixed rate is updated, you will need to manually refresh exchange rates on each affected itinerary to receive the new rate.

Payment schedules

Payment schedules let you define when and how payments are collected for an itinerary. You can create multiple schedules and assign them when setting up incoming payments on an itinerary. To create a payment schedule:

  1. Click Schedule, enter a Payment schedule name, then click Create rule.
  2. Complete the rule details:
    1. Rule name: a name for this rule
    2. Payment type: Deposit, Final, Instalment, or Pre-quotation
    3. Payment method: Bank transfer, Cash, Cheque, Credit card, Other, PayPal, Voucher, or Stripe
    4. Calculation method: Percentage of the itinerary, Fixed amount, or Remaining balance
    5. Amount: the amount or percentage based on your selected calculation method
    6. Generate due date from: Days after itinerary creation date, Days before itinerary start date, Days after itinerary start date, or Days after itinerary end date
    7. Number of days: the number of days for the due date rule
    8. Notes: any additional notes for the rule
  3. Click Save rule, then Save the payment schedule.
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 defaults - Customise your brand and itinerary default display settings
Integrations - Connect Tourwriter to third-party tools and services.

    • Related Articles

    • Organisation settings tab explained

      The Settings tab in the Organisation area is where you configure your organisation's core details, manage your Tourwriter subscription, and enable optional features. Access it by clicking the cog icon on the left sidebar, then selecting the Settings ...

    • Organisation > Customise tab explained

      The Customise tab in your Organisation settings is where you control the default appearance and behaviour of itineraries across your organisation. It has been organised so that sharing, export, and pricing display settings each have their own clearly ...

    • Booking email settings explained

      Tourwriter’s booking features allow you to effortlessly send booking requests to your suppliers, and receive responses all from within the software. In this article, learn how to customise the booking email settings to you and your team’s needs. ...

    • Setting supplier defaults for your organisation

      Two settings in Organisation defaults control how new suppliers and products are configured when they are created: the default margin type and whether options are auto-created for new products. Setting these once at the organisation level means you ...

    • Organisation tab to access admin only settings

      Access the Organisation page by clicking the cog icon on the left sidebar. This is where admin users manage your organisation's configuration across seven tabs. Each tab serves its own purpose and the relevant help file can be assessed below: The ...