Monthly Archives: January 2012

Tip #061 – Selling Suggestions

Tip #061
Selling Suggestions

With the upcoming holidays, some of you may be thinking of adding temporary sales help.
Unfortunately, you cannot always get experienced sales people to work during the holidays.
Although you can teach someone how to enter an order into flowerSoft, you cannot always make them sound knowledgeable about the flower business in just a few days.
For such occasions, flowerSoft offers the “selling suggestions” feature that, with your help, we make even unexperienced personnel sound professional to your customers.

How do we accomplish this?  As I said before, with a little bit of your help.

flowerSoft comes with a complete set of suggestions that you can use right off the box as they say but, perhaps they do not reflect your prices or the items you offer for sale.
You can make these suggestions more specific to the items you offer for sale by editing the suggestions database.  As usual, you can do this from the Manager’s menu, Utilities, User Definable Codes and Settings and then selecting the Occasions and Suggestions option.

Once you have this file to your liking, you can train your temporary employees on how to bring up those suggestions while taking an order.

By pressing the F4 key while in the “Quantity” field,your employee can bring up a list of suggestions for different occasions.
The suggestions are grouped by categories, as the screen shot below shows.

By highlighting and selecting a category, the employee will be presented with a list of the items you offer for sale in that specific category.

The user can then the item they want to view the selling suggestions for by highlighting it and pressing the letter V.

So there you have it, with just a little work on your part you can have your inexperienced help sound as professional as you do when dealing with your customers.

Heck, it might even be useful to your experienced help.

Tip #060 – Automatic Spell-Checker

Tip #060
Automatic Spell-Checker

Did you know that you also have the option to automatically spell-check the enclosure card?

Yes, you do.  Just tell flowerSoft you want to do so by going into the Operating Defaults menu and entering a Y in the field that reads “Spell-Check Card Automatically?.

When you select this option, flowerSoft will automatically spell-check your card when it gets to the “Occasion” field without you having to remember to press the F9 key.
flowerSoft will only do this on new orders.  For existing orders that you are editing, you will still need to press the F9 key.

It will save you from embarrassing spelling errors, even if you and your staff are good spellers.

Tip #059 – Enclosure Card Spell-Checker

Tip #059
flowerSoft’s Enclosure Card Spell Checker

Did you know that flowerSoft can spell-check your cards?

Yes, just hit F9 while in the “Occasion” field if you are unsure of the spelling of any of the words you’ve typed into the enclosure card.
If flowerSoft finds anything wrong…

It will tell you about it and give you the option to either correct the word, ignore the suggestion, add the word to flowerSoft’s dictionary, delete the word completely, edit the card so that you can change it to what you want or display a list of similar words.

Let’s say you select the option to correct the misspelled word…

Type in the correct spelling of the word and …

flowerSoft will fix the spelling for you.

Tip #058 – Reverse Phone Lookup (Cont.)

Tip #058
How the Reverse Phone Lookup Option Works

Once you have installed support for Microsoft Visual C++ and we have uploaded the required flowerSoft programs into your system, the reverse phone lookup option will be ready to use.

Here is how:

The first thing you’ll have to do is tell flowerSoft that you want to use the reverse phone lookup option.
You do this by going into the Manager’s menu > System Information > Defaults > Operating Defaults and pressing U to update.
Navigate to Page #21 by hitting the Page Down key until you get to it.

Go to the field that reads “Use Reverse Phone Lookup Option?:” and enter a Y in there.
You will also need to change the next field “RPL # of Iterations” to 500.  This is very important.
Save the new settings by pressing F9 and you are all set.

Now, when someone call you to place an order and gives you their phone # and you enter it into the Account Number field, flowerSoft will immediately display the following screen…

If the reverse lookup is successful, flowerSoft will then ask you for confirmation …

Once you confirm to flowerSoft that the person found is the one you are speaking with, flowerSoft will ask you if you want to add the customer to the Customers database.

If you answer “Yes”, flowerSoft will the fill all the related fields for you.

at which point you could almost press F10 to save the new customer information.

There is always the possibility that the reverse phone lookup found the name of the person who holds the account for the phone # and you are talking to someone else in the household.  However, you should still accept the information shown because it is a lot easier just to change the name than to enter all the other address information.

The reverse phone lookup also works if you enter the recipient’s phone number.

After you enter the recipient’s phone #, flowerSoft will initiate the internet search for its owner…

and if successful, will ask you if that is the person you are delivering to.
Again, even though the name might be the one for someone else in the household, the address information should still be valid.
Once you confirm to flowerSoft that it is indeed the person you will be delivering to…

flowerSoft will fill the related fields for you.

So there you have it, a new reverse phone lookup option for you to use if you want it.

Tip #057 – Reverse Phone Lookup

Tip #057
Reverse Phone Lookup

flowerSoft has a new reverse phone lookup option available.
The reverse phone lookup option will allow you to enter a telephone number in either the customer’s account # field or the recipient’s phone # field, and have flowerSoft search the internet to see who that number belongs to.

If successful, flowerSoft will fill all related fields for you, which should save you considerable time and effort.

In order for the reverse phone lookup to work in your system, you have to install support for Microsoft’s Visual C++ in your system from one of the links shown below.

Visual C++ 2005 Redistributable Package for (X86)

Visual C++ 2005 Redistributable Packager for (x64)

Microsoft Visual C++ 2008 Redistributable Package (x86)

Microsoft Visual C++ 2008 SP1 Redistributable Package for (x64)

Microsoft Visual C++ 2010 Redistributable Package (x86)

Microsoft Visual C++ 2010 Redistributable Package (x64)

Once you download and install the Visual C++ support in your system, it will be ready to do reverse phone lookups.  All you have to do then is inform us that you want this feature to be available in your system and we’ll install the flowerSoft programs required to make it happen.

Tip #056 – Permanent Discounts

Tip #056
Permanent Discounts

Well, since nobody attempted to answer Quiz #002, I guess no one knows how to give a customer a permanent discount so…

Here is how:

Bring the customer’s profile record up on the screen and then press the percent sign (%)

flowerSoft will immediately display the following screen

At this point, you should enter the discount percent you want to give this customer on local orders.

Once you enter the discount %, flowerSoft will ask you for confirmation.

And then inform you that the customer will start receiving a 20% discount on all local orders.

I’m sure you are already getting some ideas as to how you can put this feature to good use.

When you next enter an order from this customer, flowerSoft will display the following screen once you get near the end of the order-taking process:

So flowerSoft still gives you a chance to skip the discount on each order if you choose to.
But if you do go ahead with the discount…

flowerSoft will apply the discount to the product amount only.

So, if you want to start using this feature to take and give orders from other florists you deal with on a constant basis, just open a “house” account for them and send them a bill at the end of each month.

The one thing you’ll have to work out is the sales tax.  If you are not going to collect sales tax on the order, you must make the account tax exempt because the order is a local order and flowerSoft will charge sales tax on those.

So consult your accountant before you make a decision one way or the other.

So there you have it, the answer to Quiz #002.

Get your system ready

Get your system ready for a new flowerSoft feature.

Your system may soon be updated to include a new reverse phone lookup feature.
You must install  the programs needed for this feature to work in your system.
They are all from Microsoft and they are all free.

Download the files below depending on your operating system version.
I would install all versions as they may be needed for different programs. Download from the links here.

Visual C++ 2005 Redistributable Package for (X86)

Visual C++ 2005 Redistributable Packager for (x64)

Microsoft Visual C++ 2008 Redistributable Package (x86)

Microsoft Visual C++ 2008 SP1 Redistributable Package for (x64)

Microsoft Visual C++ 2010 Redistributable Package (x86)

Microsoft Visual C++ 2010 Redistributable Package (x64) Thanks,


Tip #055 – Line Item Discounts

Tip #055
Line Item Discounts

OK, so not that we know about the F8 key from the sales tax field to give a discount to the entire order, let’s see how to give discounts to individual line items.

To accomplish this feat of magic, flowerSoft uses 3 reserved item codes.  By reserved we mean that you cannot use those codes for anything else but what they were intended for,
In other words, you can change the description or delete them entirely, but when flowerSoft “sees” that code it will alway do the same thing.

These codes were originally implemented to allow flowerSoft users to give discounts on “long” invoices. but they can certainly be used om “short” invoices.
Also, unlike the F8 discount, these discount only allow for a percent discount, no set amount.

Which codes are they?

Well, unless you deleted all the item codes that came with flowerSoft and entered your own, or you have had flowerSoft longer that that feature has been around (at least 10 years) you should have these codes in yur arsenal.

The codes are:

DISC1 – It applies a discount to the line immediately above.

DISC2 – It applies a discount to all the line items above it.

DISC3 – It applies a discount to all the line items below a previous discount.

Let’s show you some examples… all the discounts were entered as 10% to make the math easier to see.

The screen shot above shows you a “long” invoice with DISC1 applied on line 2 and DISC2 applied on line 4.

As you can see, DISC1 gave a 10% discount to the item immediately above, the arrangement for $100.

DISC2 applied a 10% discount to all the line items above it, excluding the DISC1 line obviously.

So the product total after line 3 was entered was $100 – $10 + $100, which is $190.
10% of that is $19, which is what line 4 shows.
Aso note that the “Detail Total” field show as $171, which is $100 – $10 + 100 – $19.

OK, so now we are entering a line item with DISC3, which will apply a discount to all the items below a previous discount.
Since line 4 show a discount (DISC2), the lines below it are lines 5 and 6, with add up to $200.
So the DISC3 line on line 7 shows a 10% discount for lines 5 and 6, which is $20.

The “Detail Total” field now shows $351 which is $100 – $10 + $100 – $19 + $100 + $100 – $20

Here is a better view of the detail lines with the discounts applied.

Does every one understand how these codes work?  If you are not clear, leave a comment on this post and I’ll try to clarify it.

In addition to these line discounts, you can then apply another discount to the product total by using the F8 key from the sales tax field.  See below.

So an additional 10% discount to that “long” invoice, applied from the sales tax field via the F8 key, produced the -$35.10 discount shown on line 6.

As I previously said, these line item discounts can also be used on “short” invoices.  Take a look at the screen shot below.

Here we have a “short” invoice with a DISC1 and a DISC2 applied.
The total of the product when at the sales tax field was $271.  We then applied another 10% discount to the entire order using the F8 key from the sales tax field..
This generated the -$27.10 discount on line 6, making the total product $243.90.

So there you have it, the scoop on line item discounts.

But nobody has answered Quiz #002 on how to apply a permanent discounts on local orders to a customer’s account.

Any guesses?

To learn how to print the detail items of a “long” invoice, see Tip #162 or click on this link


Tip #054 – Discounts

Tip #054

OK, so most of you know that by pressing F8 from the sales tax field you can apply a discount.  Either a percent or a set amount.
In other words, you can apply a discount of 5% to a $100 order (product only) or $5.00 to a %50.00 order.
Discounts that are meant to be a percent of the total product must be preceded by a minus (-) sign.

flowerSoft will then calculate the discount off the total product amount and ask you for verification.

Once you verify the amount of the discount, flowerSoft will insert it into the 6th line of the order.
(This may answer your question as to why you can never enter anything directly into the 6th line)

Notice that flowerSoft only applies the discount, 10% in this case, to the total product amount.  It never includes delivery or relay charges in the total amount.

OK, so you already knew about this flowerSoft feature, but did you know that you can apply discounts to individual lines of an order?

I know some of you who have been using flowerSoft for many years, did not know this while others who have been using it for only a couple of years did know.

Well, now every one who reads this blog will now.  Onward to tip #055 !




A bug was recently introduced affecting this option.  The bug does not let you get out of the discount screen unless you hit the <Esc> key.  The bug has been fixed and will be uploaded to your system shortly.

Thanks to Larry of Flowerworks in beautiful Lincoln, Nebraska for discovering this bug.


Quiz #001

Quiz #001

Welcome to the first flowerSoft Quiz!
Leave your answer as a comment to this post.

While are entering an order,  you decide to give the customer a discount on the order.
How many ways does flowerSoft give you to apply a discount to an order and what are the steps necessary to apply the discount?