Daily Archives: December 30, 2011

Tip #026 – Minimum Order Amounts


Tip #027
Minimum Order Amounts

I’m almost sure this is a flowerSoft feature that most of you do not use and yet can be so useful when taking an outgoing order.

When you have a customer that wants to send a dozen roses to someone in New York City but does not want to spend more than $50, what do you do?

What do you tell them?

More than likely you will tell them that you cannot send a dozen roses to someone in NYC for that amount of money, and you’d be right.

But what if they ask, “What is the least amount I can spend?”

What do you do then? Take a guess and say $75?

Well, flowerSoft gives you an easy way to find out is the minimum amount you can spend to send a dozen roses to NYC or anywhere else.

Here is how:

1. From the New Orders Menu, select #3, Outgoing Order

2. As soon as flowerSoft puts you in the “Source” field, press F10

3. flowerSoft will then ask you to enter the Recipient’s City and then the Recipient’s State.

4. flowerSoft will then display the minimum amounts found for the different categories, such as Arrangements, Balloons, Blooming Plants, Candy, Fresh Fruit, Roses, Dried/Silks and Food Baskets. Each one will have the minimum amount found for either en FTD or Teleflora florist.

5. You can then select one of the categories and press “V” to view a detailed list of 10 florists offering the lowest amounts.

6. If you choose to, you can select the number in from of one of the 10 florists displayed and flowerSoft will automatically select it as the filling florist if the customer wants to then place the order.

Note: Some of you with the latest version of flowerSoft, will also be able to do this from the “Quick Find” menu, which is accessed by pressing “Q” from the New Orders menu.

Tip #023 – Occasion Reminders


Tip #023
Occasion Reminders

If you are not using them, start.

If you plan to start using Occasion Reminders or if you are currently using them, make sure the occasion field is filled properly.

flowerSoft will only send reminders to customers who had BIRTHDAY, ANNIVERSARY or HOLIDAY orders. If the occasion field does not have one of those 3 occasions, the order will not be picked!

Tip #022 – Finance/Re-Billing Charges


Tip #022
Finance/Rebilling Charges

At least once a month I get a call from some flowerSoft user complaining that not all the accounts that should have gotten a statement got one.

The reason almost always is that they either forgot to run the “Calculate Finance Changes” option or they thought they did not have to because they do not charge their customers a finance charge.

You MUST run the “Calc. Finance/Re-Billing Charges” option found in the Pre-Statement Account Maintenance menu even if you do not charge finance or re-billing charges.

If you fail to do this, accounts that owe you money from a previous month that had no transactions for the current month WILL NOT receive a statement!

I’m sure you all know the difference between a finance charge and a re-billing charge, but just in case…

A finance charge applies a percentage to the outstanding amount of an invoice if over 30 days past the delivery date.

A re-billing charge applies a pre-set charge to the account if it has balances over 30 days old.

In other words, a re-billing charge is always the same whether the customer owes $10 or $1000. A finance charge would be different for both accounts in that case.

A finance charge usually produces more revenue than a re-billing charge if the outstanding balance is large, but the re-billing charge produces more revenue if the outstanding balances are generally small.

However, maybe most of you did not know that you can have the best of both worlds.

You can have a finance charge associated with a minimum charge. So, for example, if the finance charge for an account is calculated at $1.25 for the month, you can tell flowerSoft to make the minimum finance charge $5.00.

In that scenario, no finance charge would be less than $5.00 but it certainly can be well over $5.00 for accounts that have large outstanding balances.

Like I said, the best of both worlds.

Tip #021 – Zero Payments (Cont.)


Tip #021
Zero Payments (Cont.)

To find out what accounts have transactions with negative balances; you can hit F9 while in the account number field. After you do that, you can press F8 to display a list of accounts with credit balance transactions and select from that list.

WARNING!

Even though flowerSoft will display the accounts with credit balance transactions, that does not mean that the account itself has a balance larger than the credit balance transaction. In other words, someone can have $-50.00 credit balance transaction and only have a $25.00 outstanding balance in an invoice.

Remember that you should not apply “zero” payments to accounts that don’t have enough debit balance transactions to offset the credit balances.

The bottom line is this, after applying a “zero” payment, the account should have no balance or a positive outstanding balance.

The reason almost always is that they either forgot to run the :Calculate Finance Changes” option or they thought they did not have to because they do not charge their customers a finance charge.

You MUST run the “Calc. Finance/Re-Billing Charges” option found in the Pre-Statement Account Maintenance menu even if you do not charge finance or re-billing charges.

If you fail to do this, accounts that owe you money from a previous month, that had no transactions for the current month WILL NOT receive a statement!Tip #022

Finance/Re-Billing Charges

At least once a month I get a call from some flowerSoft user complaining that not all the accounts that should have gotten a statement got one.

The reason almost always is that they either forgot to run the “Calculate Finance Changes” option or they thought they did not have to because they do not charge their customers a finance charge.

You MUST run the “Calc. Finance/Re-Billing Charges” option found in the Pre-Statement Account Maintenance menu even if you do not charge finance or re-billing charges.

If you fail to do this, accounts that owe you money from a previous month that had no transactions for the current month WILL NOT receive a statement!

 

Tip #020 – Zero Payments (Cont.)


Tip #020
Zero Payments (Cont.)

To enter a “zero” payment, go to the A/R menu and go to add a payment the way you do all the time. Enter the account #, flowerSoft will tell you how much the account owes, enter the date and then, in the “Adj.Ref.” field enter either “ZP” or MZP” and hit the <Enter> key.

The difference between “ZP” and “MZP” is that with “ZP” flowerSoft will simply look for the credit transactions and apply them (in a chronological order) to the outstanding charges. You do not get to pick the outstanding charges.

With “MZP”, flowerSoft will allow you to pick which charges the “zero” payment is going to be applied against.

Obviously, if you only have 1 credit and 1 debit you can use the “ZP” or if you do not care which invoices are paid.

If you want to select which invoices get paid, then select the “MZP” option.

“MZP” stands for Manual Zero Payment

 

Tip #019 – Zero Payments (Cont.)


Tip #019
Zero Payments (Cont.)

So, now I should explain when and when not to use “zero” payments.

Never enter a “zero” payment to eliminate credit balances if the account owes less that the credit balance. In other words, if an account has a credit balance transaction of $-50.00 and a debit balance transaction of $30.00 DO NOT enter a “zero” payment because all that is going to do is eliminate the $-50.00 credit with a $-20.00.

Do enter a “zero” payment if the credit and debit transactions match each other or if the debit transaction is larger than the credit transaction.

In other words, if you have a $-50.00 credit and a $50.00, go ahead and use a “zero” payment to eliminate both.

If you have a $-50.00 credit and a $75.00 debit, go ahead and use the “zero” payment to eliminate the credit and reduce the debit to $25.00.

Next tip, how to enter a “zero” payment.

Tip #018 – Zero Payments


Tip #018
Zero Payments

What is a “zero payment”? most of you are asking.

A zero payment is a special kind of payment flowerSoft uses to get rid of transactions with credit balances.

For example, a customer owes you $150 but sends you a check for $160 instead.

What flowerSoft does in such cases is pay off the customer’s balance and then issue an overpayment credit for $10.

This overpayment credit is in the customer’s account as a credit balance transaction, in other words, it has a negative balance.

The same would happen if you give an account partial credit for flowers that did not last very long or any other reason that would generate a negative amount transaction.

This negative balance stays in the customer’s account until they make another purchase or you send them a check for the credit balance and then adjust their account accordingly.

Most of you will opt to keep the $10 until the customer makes another purchase, and that is perfectly fine.

Now, when the customer makes another purchase, let’s say for $50, flowerSoft will show that their account owes $40 because when it adds the open transactions, it finds one for $50 and another for $-10 which adds up to $40.

When you send a statement to the customer, the statement will say that they owe $40 and that should be what the customer sends you a check for.

Let’s say you do get the check for $40. When you apply that payment, you should be first selecting the credit balance transaction for $-10 which has the effect of increasing the payment amount to $50, and then selecting the invoice for $50. If you do this, then there is no problem. The account will not show any credit balances.

However, if you select the invoice for $50 first, flowerSoft will not let you select the credit balance transaction because it “thinks” that you’ve run out of money to apply towards open transactions.

This leaves the customer’s account with a $10 open charge and a $-10 credit balance.

They do equal to $0.00 but it is sort of confusing when you look at the account’s transactions. Hence the reason for “zero” payments.

If you have accounts that have both open charges and open credits, you can get rid of the open credits by entering a “zero” payment.

To find out how and when to enter “zero” payments, read the next tip (Tip #019)

Tip #017 – Weddings


Tip #017
Weddings

If you don’t use the wedding program and you want to keep track of the wedding payments, you should open an account for the wedding couple and enter the order as an ON ACCOUNT order, enter the deposit taken as a part payment on the invoice.

Then, as payments are received, you can add them through the A/R payments option.

If you use the wedding program, flowerSoft gives the option to convert the wedding estimate into an order, but it makes the order a COD, not an ON ACCOUNT order.

I like the ON ACCOUNT method better but you can use either one.