Daily Archives: December 31, 2011

Tip #040 – Aliases and FUAs (Cont.)


Tip #040
Aliases and FUAs (Cont.)

To sumarize:

Aliases

  • Aliases are used as shortcuts to customer or recipient information.
  • Customer and Recipient aliases are independent from each other.  They are not interchangeable.
  • Customer aliases do not have to be preceeded by a period when entered into the account # field.
  • Customer aliases have to be preceeded by a period when entered in the Account Name field.
  • Recipient aliases always have to be preceeded by a period or entered after pressing the F9 key.
  • Customer aliases have to be unique.  Recipient aliases do not.
  • You can have different aliases for the same customer.
  • You can have different aliases for the same recipient as long as the customer is different.

FUAs (Frequently Used Addresses)

  • A FUA can only be used from the first line of the recipient’s address field.
  • A FUA is used mostly to hold funeral home and hospital information but can be used also for hotes, restaurants, etc.
  • Like customer aliases, FUAs must be unique.

QAC (Quick Access Codes)

  • Quick access codes are used by both aliases and FUAs.
  • A quick access code can be up to 10 alpha-numeric characters in length.

Tip #039 – Aliases and FUAs (Cont.)


Tip #039
 Aliases and FUAs (Cont.)

OK, now that you know all about aliases, let’s talk about QACs (Quick Access Codes) and FUAs (Frequently Used Addresses)

A quick access code is nothing but a shortcut to some information stored in your computer.  A quick access code can contain up to 10 alpha-numeric characters.  Aliases and FUAs use quick access codes to retreve the information stored.

When a quick access code is used from the first line of the recipient’s address, it is called a FUA (Frequently Used Address).
When used from the “Delivered To” field, it is called a recipiens alias and when used from the Account # or Account Name fields it is called a customer alias.

Like a recipient alias, a FUA can not only hold the address to a place you deliver to frequently, but also the name.
In flowerSoft, the correct or recommended way to enter the recipient information on an order going to a funeral home or hospital is to enter either the deceased’s name or the patient’s name on the “Deliver To” field and the name of the funeral home or hospital on the first line of the recipient’s address field.  The address can then be entered on the second line of the recipient’s address.

On a previous post we mentioned quick access codes but we did not go into very much detail as to what they were and when they should be used.
So you ask “
What is a FUA and when should we use them?”

A FUA, like the name implies, should be used as a shortcut to places you deliver to frequently.  These are mostly hospitals and funeral homes but can also be used for hotels, restaurants and even recipients who are very popular.

 Like aliases, they use a quick access codes to retreive stored information.  Unlike an alias, however, a FUA is not used to bring up information on a customer or recipient.  Instead, a FUA is used to bring up information on business or places that you deliver to very often.  Therefore, a FUA is only used from the first line of the recipient’s address and must be preceeded by a period (.) just like a recipient alias.

You saw that the cemeteries, funeral homes and hospitals database had a field designated to keep a quick access code.  We also gave a short explanation on how to use a quick access code.  If you want to refer back to that post, click on this link: http://wp.me/p24nOe-4H
On that post you can see how a QAC is used in a FUA to access stored delivery information on a hospital.

A FUA holds the following information:

  • A name.  Usually a business name but it could also be the name of an individual.
  • An address.  Only one line since the first line of the recipient’s address is used for the name.
  • A cross-street, if one is available to facilitate the delivery.
  • The name of the city
  • The state abbreviation
  • The zip code
  • A phone number

In other words, all that is needed to deliver the order to the correct location.

Tip #038 – Aliases and FUAs


Tip #038
Aliases and FUAs

Alias = As Known As or AKA
FUA = Frequently Used Address

These are 2 terms used in flowerSoft you should be familiar with and know what the differences are between them.

On this post, let’s start with Aliases, we’ll deal with FUAs on the next post.

There are 2 different kind of aliases, customer aliases and recipient aliases.
They are kept in 2 different databases and are not interchangeable.  In other words, a customer alias will not work in the “Deliver To” field and a recipient alias will not work from the Account Number or Account Name fields.

Customer aliases.
When entering a customer alias from the account # field, you can enter it directly into the field.  Nothing has to preceed it.
If you enter an alias into the account name field, you must precede it with a period (.) to alert flowerSoft that what you are entering is not an account name but an alias you are providing.

Once an alias is entered, and is a valid one (found in the database) flowerSoft will fill out all the information associated with that alias for you.  Account number, name, address, city, state, zip code and telephone numbers.  Customer aliases must be unique. You cannot have duplicate aliases because flowerSoft would not know which one you want to use.  As a matter of fact, flowerSoft will prevent you from entering a new alias that is already in use for someone else.  However, you can have several different aliases for the same customer, as long as they are unique.

Recipient aliases
Recipient aliases are similar to customer aliases but can only be used from the “Deliver To” field and you must always preceed them with a period (.) or you must press F9 ro have flowerSoft prompt you for the alias.

However, there is another BIG difference between customer and recipient aliases and that is that recipient aliases DO NOT have to be unique!  In other words, you can have 2 totally different recipient’s with the same recipient alias.
This allows us to have (to our knowledge) another flowerSoft feature not found in any other florist software.

Let us explain, let’s say that you have 10 very good customers that send flowers to their wifes often.  You don’t want to be embarrased by having to ask for their names each time they place an order order.  You know your memory is not what it used to be and even worse, you don’t want to further embarras yourself by calling her wife by the wrong name.  So what can you do to look good in the eyes of your customer and make them think you remember their wife’s name?

You can give each one of those ten wives the alias of “wife” and you will never have to ask for their name again!
The same goes for mother or daughter or aunt or girlfried or anything else.  Each time, flowerSoft will bring up the correct recipient information.

Now, ain’t that cool?


Tip #037 – Adding Records to the Hospital/Cemeteery/Funeral Database


Tip #037
 Adding Records to the Hospital, Cemetery & Funeral Database

Although most hospital, funeral homes and cemeteries in the United States should be in the database, sometimes you will find some that are not included or are listed under a different name than what you are used to see.

In those cases, you can add records too the database by going to the Manager’s Menu > User Definable Codes > Cemetery/Funeral Homes/Hospitals

You should then be presented with the following menu:

From this menu, either select to add a new record to the database or to edit an existing record to make it read more like what you are used to seeing.
If you select to add a record, the following screen will be displayed:

Please note that you have to press F9 to save the new entry.
Also notice that there is a “Quick Access Code” that you can define for the new entry.  This will allow you to enter the quick access code during order entry instead of searching for the hospital in the database.

Note that the quick access code has to be preceeded by a period (.) or you can also press the F9 key and flowerSoft will prompt you to enter the quick access code.
After you enter the quick access code and hit <Enter>, flowerSoft will display the information related to the quick access code.

For more information on Quick Access Codes, see tip # 039 or click here http://wp.me/p24nOe-4T