A: Notes about Notes

Throughout the system, you will find fields that invite input of notes that will ultimately appear on proposals, final itineraries and such. The notes can be edited as you move from part of the system to another, as explained here.

The first level of notes you can create are those on the “Notes” tab in Vendor.

They can be added to/subtracted from by clicking on “Notes” from within the specific Price/Inventory record in Vendor. Your original notes are not affected by anything you do here.

This is the point, in Package, at which you confirm the P/I element for inclusion in your itinerary. You can read but cannot alter Notes at this point.

On the Itinerary tab in Package, if you click on the blue question mark preceding a Package element, you can review and edit notes. Be aware that any changes made here do not translate backward to the Vendor or the Price/Inventory record. Basically, when you edit the text here you do so just to change what is included in the Proposal.

The notes as typed in Vendor and as edited in the Price/Inventory record are those that flow to Ops. It is possible to add and subtract from those notes here in Ops, and those changes do not flow back to the Vendor or the Price/Inventory records.

This is the “Itinerary” report from Ops. Notes from Vendor, edited in Price/Inventory and/or Ops end up here.

This is the “Escort Notes” from Ops. Each Vendor service will be represented individually; i.e. each on a separate piece of paper.

Note that the Driver’s Notes are included on this form.

The “Group Leader” notes is an exact copy of the Escort Notes (so, including both the notes you have prepared for the escort and for the driver).

If you have information of a confidential nature that the Escort but not the Group Leader should see, be sure to prepare and print the (abbreviated ) GL report first.

The “Drivers Notes” report reflects only the notes entered and edited in the “Drivers Notes” fields. The services will list in order, one after the other, with no page breaks between.

Note that at the bottom of the form there are fields where you can add “Mileage to Next” and “Driving Time to Next” if you wish.

This is the “Tour Notes Outline” report from Ops. The notes are the same as on the Escort and Group Leader Notes, and services are printed one after the other (no page breaks). No contact information for the Vendors is included on this document.

This is the “Quick Driver Notes” from Ops. This is an abbreviated version of the Drivers Notes, without the contact detail and without the estimations of mileage or time to the next destination.

This is the “Policies” tab in Package. The text originates in the Policy Text support file accessible from the Master Menu and is loaded by clicking on the blue arrows next to each of the field labels. The text can be edited here and changes do not flow back to the source.

This text appears on the “Proposal” that can be generated from the Reports menu in Package.

Notes typed in the Voucher Remarks field on the Voucher tab in Ops appear on the Voucher that can be generated from the Reports menus in Ops and in Bookings (providing that the Voucher print control has been checked).

If you have any questions that are not answered here Contact TourTools Support for assistance.