Tip #084 – Order & Delivery Confirmations

Tip #084
Order & Delivery Confirmations

I’ve been asked to explain the correct process to send order and delivery confirmations to customers.  Here it goes.

The customer’s profile record screen has two fields, one is marked O/C and the other one D/C

They stand for Order Confirmations and Delivery Confirmations respectively.
In the screen shot above, they are both marked with an N.  That means that this customer will not receive either order nor delivery confirmations.
In order for the customer to receive either type of confirmation, those fields have to be marked with  Y.

You can select just to send one type of confirmation and not the other by placing a Y in one of the fields and an N in the other.

If you enter a Y in one of the fields and you do not have an e-mail address for the customer already on file, flowerSoft will respond with…

If you are adding a new customer record, flowerSoft will ask you if you want to enter an email address after you’ve entered all the information needed to open a new account.
If you are changing the settings for an existing customer, you will need to press E after you save the record to enter a new e-mail address for the customer.

Notice the field labeled “Default Address?”.  This is a new field that was made available for customer who have several e-mail addresses on file but want to receive confirmation on only one of those addresses.  If you have such a condition, enter a Y in this field.

If you have entered a cell phone number for the customer, and you have on your default settings that you want to send text confirmations to a customer’s cell phone, flowerSoft will ask you for the name of the carrier

If the customer’s cell phone carrier is not shown on the list, hit the @ sign and flowerSoft will allow you to enter a new carrier

as you can see, you must know what to enter in the yellow line.  That information is almost always available in the internet.

Please note that text messages to a customer’s cell phone cannot contain images and may cost money to the customer if they do not have a plan with an unlimited number of text messages.  Always ask the customers if they would like to receive confirmations via a text message before setting up this option for them.

This is basically all that is needed to set up a customer to receive order and delivery confirmations.

If you have already entered a number of e-mail addresses for customers that do not have these setting correctly marked, you can update each customer manually or you can update all customers with e-mail addresses to receive both order and delivery confirmations in one step by going to the Manager’s menu > Client Operations > E-Mail Addresses Database > Set Order & Deliv. Confirmations.

This process will set both order and delivery confirmation fields in the customer’s profile record to Y for customers will e-mail addresses on file.

Order confirmations will be automatically sent when the customer places an order.
Delivery confirmations is a little more involved.

For flowerSoft to be able to send delivery confirmations, you must somehow tell flowerSoft that the order has been delivered.  The best way to do this is by using the route & recipt forms program.  When your driver gets back from making the deliveries, you, your dispatcher or the driver can mark the orders as delivered by going into the Dispatcher’s menu and selecting option L – Log-in Deliveries From R&R Form.  flowerSoft will then send the delivery confirmations for the orders marked as delivered.

If you do not use the route & receipt forms program, then you must mark each order as delivered a different and more difficult way.

You must go into the Dispatcher’s menu and select option E – Edit/View Deliveries by Inv. No.. select each invoice delivered, update the record and entered the actual delivery date and time, driver’s initials, who signed for the order and any pertinent remarks.

After that is done for all the orders delivered, you must go to the Dispatcher’s menu > Delivery Confirmations and select option 5 – Send Delivery Confirmations.

So, as you can see that is a little more involved than doing it through the Route & Receipt option.

To modify the wording that gets sent with the delivery confirmations, you can select the option in the Dispatcher’s menu > Delivery Confirmations labeled Add/Modify Message Text

When you select this option, flowerSoft will display the following screen

You can replace the text as you see fit.  Notice the special character markers and the explanation on how to use them at the bottom of the screen.

If you want to go the Carter’s Florist route and include a picture of each arrangement as it leaves the store with the delivery confirmations, you must place the jpg file of the picture in the FSROOT\PICTURES folder.  Remember that you must inform us if you want to use this type of confirmation as modifications have to be made to your version of the program.  Also remember that each file must be named with the invoice # and the .jpg extension.  In other words the picture for the arrangement ordered in invoice 2358 must be called 2358.jpg.
Also, the wording with those messages is not customizable.

I think this covers it and hope have not forgotten anything.  If I have or if there is anything else you’d like to know about sending delivery confirmations to your customers, please let me know.

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