Daily Archives: December 30, 2011

Tip #036 – The F7 Key


Tip #036
The F7 key

Here is pretty useful tip that most of you may not be familiar with.
The F7 key will take you to the end of a field while in entering data into a field.  For example, let’s say you enter the customer’s address into the address field
and then you leave the field.  But now you find the need to add something the the end of the address field, like an apartment #.
You press the up arrow to go back to the address field and most of you will probably use the right arrow key to get to the end of the field and add the information.
Try this instead, use the up arrow to get back to the address field and then press F7.  flowerSoft will take you directly to the end of the data in the field.
This is true for any field in flowerSoft except 1-character fields.

But that is not all.  Let’s say you used one of the Quick Access keys mentioned on the previous tip.  The “E” quick access key that triggers flowerSoft into asking you to enter the invoice number you want to view or edit.  Let’s say it is the last order you entered or one you entered recently.
If you press the F7 key at that point, flowerZSoft will take you directly to the last invoice number entered without the need to enter the actual number.
If it is not the very last invoice entered you want, it is pretty easy to just arrow up to the one you want.
This would also be true, but not as useful, from other areas.  For example, if you are in Edit/View Orders and you are using the Account Name index and press the F7 key from there, flowerSoft will take you to the alphabetically last Account Name in the database, for example “Zwiener, Waylon”.  Like I said, not as useful but you get the idea of what the F7 key can do for you.  Had you been using the Delivery Date index, pressing the F7 key from there would have taken you to orders with the very last delivery dates in the system.  So if you had an order in the system for delivery next Valentine’s Day, it would have taken you directly to that order.

On the enclosure card section, if you arrow up to a line that already has data in it, flowerSoft automatically puts you on the first space after the last letter on the line so that
you can add words to that line.  How does flowerSoft do this?  By pushing the F7 key for you.  Now, if you move to the beginning of the line by pressing the Home key, you
can then move back to the end of the line again by pressing the F7 key.

Try it, you’ll like it.

Tip #035 – Additional Options Available From New Orders Menu


Tip #035
Additional Options Available from New Orders Menu

Let’s face it, your computer is going to spend 80-90% of the time in the New Orders Menu

We can see that we have the option of entering options 1 through 7, plus the option to exit the menu.
But are those the only options you  have from this screen?  If you read the bottom of the screen, the obvious answer is  “no” there are a LOT of other functions you can perform while on the screen.
All these options are displayed when you pressed the F10 key. We call them the “Quick Access” keys because they give you access to other functions, some totally unrelated to entering an order by simply pressing one key on your keyboard.

Some of these keys are very useful, while others you will only use once in a while.
For example, if you need to look at an order and you know the invoice number, there is no need to exit out of the New Orders menu and go into Edit/View Orders.  You can simply press “E” and flowerSoft will ask you to enter the invoice number you want to view or edit.

But let’s say you want to do something entirely different.  Your wholesaler just showed up with a delivery of flowers and you have to write him a check.
You could exit the New Orders Menu and then exit the orders menu and then go into the Accounts Payable menu and then go into the Checkbooks menu, enter the password and then go into the Direct Checks menu and then select the Write a Direct Check option.
So how many keystrokes is that?  Let’s see X > X > P > C > PASSWORD > C  and finally A.
That is 6 keystrokes plus the length of the password.  Not terrible but what if there was a much quicker way, like pressing the “@” sign?
Wouldn’t you rather use that?  I would, if I knew it was available.
Shortcuts just like this one are available for a myriad of other functions.  When you have a little time available, press the F10 key from the New Orders menu and explore them.  You might find some very useful ones.

Tip #034 – Shortcuts From Edit/View Orders


Tip #034
Shortcuts from Edit/View Orders

We try to show as many of the available options at the bottom of the screen as space will allow.

However, flowerSoft gives you so many options it is impossible to show them all at the bottom of the screen.
As you saw in the previous tip, pressing the letter “D” on an order will give you 10 different options as to things you can do at that point.
But if you look at the bottom of the screen above, “D” is not even shown.  So how do you know that “D” is even an option?

Simple, if you read the options carefully, you will see that one of the options is a question mark (?).

Press the “?” on the keyboard and this is what flowerSoft will display…

flowerSoft will display a list of all the different options available while you are looking at the order.
But you are not always in Edit/View Orders.  Most of the time you are in the New Orders menu.
What options are available from there?   For the answer see Tip #035 or click here http://wp.me/p24nOe-4m

 

Tip #034 – Adding the Disigner Initials


Tip #034
Adding the Designer Initials

If you are not the only designer at your shop, you should be keeping track of who designs each order received.

Why?  There are several reasons.

  1. It makes it very easy to see who designed an order by just looking at it on the screen.
  2. You can keep track of designer productivity.
  3. If you are using the route & receipt forms feature, it is almost mandatory.
  4. If you use the “bench” option, it is a requirement.

You should be entering orders into the computer in real time.  In other words, as the customer is giving you the order.
When you are entering an order  into the system,  you probably do not lnow who is going to be designing the order.
If you are not, and the order has already been designed then you can enter the designer initials when you enter the order.

flowerSoft makes it easy for you to enter the designer’s initials after the order has been entered.
There are several ways to get the designer initials into the order, but the most common one is by bringing the order up on the screen
through the Edit/View Orders oprion of the Orders Menu, and pressing “D”.
flowerSoft will immediately ask you to enter the designer initials

After the intials are entered, you’ll be able to tell who designed the order by simply looking at the order.

If an order has the designer initials already recorded, and you press “D” again, flowerSoft will allow you to change or erase the existinig initials,
but it will also give you opportunity to do other things as the screen shot below will show you.

This brings us to our next tip

Tip #032 – Managing Holiday Dates


Tip #032
Managing Holiday Dates

You’ve learned how to get flowerSoft to ask you for the holiday name.
Bbut how does flowerSoft know what the correct holiday dates are year after year, for holidays that do not fall on the same date each year?

The answer is that flowerSoft does not know. It has to depend on you changing the dates at the end of each year. However, flowerSoft gives you a fairly easy way to do this.
First of all, flowerSoft comes with a database of just about every holiday celebrated in the United States and Canada.

Mayor and minor ones. Last time I looked, the database had 77 entries. That is an entry for each of 77 different holidays.
Obviously, you do not need to enter dates for each of those holidays if you never or hardly ever have a call for orders celebrating a particular holiday on the list.

The database contains one field that allows you to suppress that holiday.
Entering a “Y” in that field will prevent it from being shown on the holidays list during order taking.

Of course some holidays, like Christmas or Valentine’s Day always fall on the same date, but what about the ones that do not, like Chanukah? How do you get those dates?
Well, here is where you have to put a little effort into this but still, flowerSoft tries to make it as painless as possible.
First, it tells you what the date rule is for each holiday and then by providing you with references, which are links to websites that provide the date information for each holiday.
You will, however, have to enter that information manually but think of all the headaches it will save you later.
After all, there are only a handful of important holidays that do not fall on the same date each year.

There you have it, a way to distinguish between different holidays falling within the same month.

So, where do you manage this holiday database from?
You manage it, like most other things, from the Manager’s menu.  This time from the Periodic Procedures option.
There you will find an option called “Holidays” that when selected, will take you to this menu.

Again, if you are going to use this feature, it is extremely important that you maintain the holiday dates by updating them at the end of each year.

Tip #031 – Holiday Occasions (Cont.)


Tip #031
Holiday Occasions (Cont.)

How can we tell if an order sent in December with “HOLIDAY” in the occasion field was for a customer celebrating Christmas or for one celebrating Chanukah or for one celebrating Kwanzaa? Other than going to the order and reading the enclosure card message, you can’t.

How do we avoid sending a customer an occasion reminder reading “Christmas” when the customer celebrates Chanukah or Kwanzaa?

This is how.

Go to the Manager’s menu and then to System Information and then to Operating Defaults. Press “U” to update the record and navigate to page #21 (as of this writing) or the page titled “Other Settings” and if not already set to “Y”, change the setting shown below to read “Y”.

What setting this to “Y” will do is force flowerSoft to display a list of holidays with dates equal to or greater than the delivery date of the order.

You can then select the correct holiday from the list displayed.