Monthly Archives: June 2012

Tip #089 – Restricting Account Use

Tip #089
Restricting Account Use

Let me preface this post by saying that although this feature has been part of flowerSoft for many years, not all of you will have it in its present form. Changes to the existing feature came about due to a request from a flowerSoft user that asked for a way to display the names of people who had ordered under accounts not necessarily of their own, like business, schools, associations, etc. I will attempt to deploy it to all of you as soon as possible, so that all of you can make use of it.

We all know or should know, how many things you can do from the “Ordered By” field.
We can look up and update the details of an account by  pressing F6, we can look at the sales history for an account by pressing F8, we can enter a “default” order for an account by pressing F3 + D and we can generate a quick cash & carry order for the customer.
However, a feature the many of you are not aware of is that you can restrict who purchases from an account by pressing the F9 key while in this field.

Suppose you have an a business account where several employees are authorized to place order for the account but not every one that works there is allowed to do so.
It would be very difficult for you and your employees to remember which employees are authorized and which ones are not, without referring to some sort of manual list.
Well, flowerSoft offers you a solution for this problem.  Let me explain how.

First of all, flowerSoft keeps a list of all the names you’ve entered in the “Ordered By” field, except when you just hit the Enter key and make flowerSoft display “Same” in that field, meaning that the account owner is placing the order.  You can access this list by pressing the F9 key while in the “Ordered By” field.  This is a very convenient list to reference when you do not remember the name or spelling of the person placing the order.  For example, let’s say my wife was calling to place an order using my account, but you did not remember her name.  All you have to is, when you get to the “Ordered BY” field is hit F9 and the following pop-up will be displayed:

Notice that both names indicate that a password is not required from either of us to place an order.  This means that the account is not “restricted”.

Let’s say that my son Brian calls you the next day and also places an order using my account.  The next time you get an order from me and you press F9 from the “Ordered By” field, you’ll see this:

This saving of the names who order using my account will continue indefinitely.  So, as you can see, this is a good reference tool.

Now, let’s say that I want to protect my account from being used by my other son Bradley, cousins, nephews, nieces, etc., etc. and I call you an inform you that I will not be paying for any orders not placed by either myself, my wife Marilyn or my son Brian.  How do you protect yourself from someone calling and placing an order using my account, that I did not specifically authorized to use it?

Simple, you can either go to the Manager’s Menu > Client Operations and use option O – Names Authorized to Order and update the names under my account there or you can do it from order entry by pressing the F9 key from the “Ordered By” field.
What you need to do to prevent unauthorized use of my account is enter a password for each one of the names that are authorized.

As you can see from the screen shot above, one of the options flowerSoft gives you is to press U  to update the highlighted record.  Update each record for the account and enter a password.  Make sure it is a password they have given you or you have provided them with because if they cannot provide the password, they will not be able to place an order.

Also note that if after entering the passwords for each account, you press the F9 key to view the names, they will all indicate that a password is required.

The effect this will have when entering future orders for my account is that when the program gets to the “Ordered By” field, the following pop-up will display:

At this point you will have to enter a name and, if the name requires a password, you will have to enter the password associated with that name.

Now let’s see what happens when an incorrect password is entered:

After 3 incorrect password tries, the program will exit.

Now let’s see what happens when a name that is not on the list is entered:

he name Bradley is not on the list so flowerSoft displays the following:

So, if you have received permission from me to allow Bradley to place orders under my account, then you should and answer “Yes” to the question.  If Bradley has not been authorized, answer “No” and flowerSoft will exit.  Let’s answer “Yes” to see what happens in the case.

flowerSoft will then prompt you for a password for Bradley.  Please note that the password is not required.  Once there is one name with a password on the account, the account becomes “restricted” and other names do not need to have a password.  Of course, it is always more secure to have a password for each name, albeit more inconvenient.

In this case, I’m not going to enter a password for Bradley, which means that when the next order is placed under my account, if when flowerSoft asks you to enter a name you enter Bradley, the program will not ask you for a password.  Again, more convenient but less secure.

Now, when we press F9 from the “Ordered By” field, we will see that no password is required for Bradley.

There you have it, a way to restrict account access that is not too complicated and fairly secure, especially if you enter passwords for all the names.

But, you ask, what if an authorized name forgets their password?

Do you see the option to press V to View Details at the bottom of the screen?

When you press V, flowerSoft will display the pop-up shown below:

You still don’t see the password, but if you read the bottom of the screen you will see that there is an option to press P to view the password.

Let’s press P.

flowerSoft is not going to show the password to just anyone, so a supervisor’s password is required.
Once the correct password is entered, flowerSoft will display the password for that name.

That is all there is too it.  I think it is fairly simple but I will be happy to answer any questions you may have on this feature.

Please remember that even if you do not restrict access to any of your accounts, you can still press the F9 key from the “Ordered By” field to see that names that have previously ordered on that account.

Tip #088 – Scanning UPC Codes

Tip #088
Scanning UPC Codes

Note:  This post only applies to flowerSoft 2013 and earlier versions)

Did you know that you can scan upc codes in flowerSoft?

If you sell items that are marked with upc codes, you can enter them into a flowerSoft order by simply scanning the code with a bar code scanner.

Or course, for you to be able to do this, the item must exist in flowerSoft’s inventory database.

So, the first thing to do is add the items you want to be able to scan to the inventory.  You do this from the Manager’s Menu
Option I – Inventory Control, A – Add Items to Inventory.

Next, you must tell flowerSoft that you are using a bar code scanner at the POS station.  You do this by modifying the shortcut on the desktop that starts flowerSoft on that station.  To modify the shortcut, right-click on it and select the option to edit it.

Once you left-click on “Edit”, Windows will open the batch file that controls flowerSoft at that station.

Once that window opens, navigate towards the bottom of the screen using the scroll bar on the right or the down arrow key until you get to a setting that reads “SET SCANNER”

Change the setting from N to Y as shown above.  Take care not to change any other settings unless you know what you are doing.

Once you make the change,  save the file by clicking on “File” at the top of the screen and then on “Save”

If you think you may have changed a setting by mistake, instead of clicking on save, click on exit and the batch file will remain as it was.

Once you click on “Save”, click on “File” again and then click on “Exit” to exit the editing process.

Once you have done this, that particular station is ready to start using a bar code scanner from flowerSoft.

Here is how:

Once you’ve set a station to use a bar code scanner, every time flowerSoft enters the “Code” field, it will display the pop-up box shown above.  Please note that this pop-up will only show on the stations you’ve indicated are using a bar code scanner.  All other station will behave normally, which means the pop-up box will not show.

Once the pop-up box is on the screen, scan the upc code of the item and flowerSoft will display all the information you filled for the item when you entered it on the inventory file.  If you are keeping inventory on the item, the # of units on hand will also decrease.

That is all there is to it folks, so if you have the need to scan gift items or birthday cards, flowerSoft will allow you to do it.

Question #001

Question #001
Credit Card Expiration Date

Have any of you been getting credit cards with expiration dates beyond 2019?

flowerSoft would flag those cards as expired and ask you if you want to update the card.  If you answer “yes”, flowerSoft will allow you to continue.

I have a customer who has gotten 2 such cards, one expiring on 2020 and the other one on 2021!

I’ve never heard of credit cards expiring 9 years from today.  That’s crazy if true.

This all goes back to the Y2K problem of 1999.  On dates with 2-digit years (such as the credit card expiration date) I had to come up with a century mark (a 2-digit number) which demarcated the 20th and 21st centuries.  The number I chose was 20.  So an expiration date of 12/19 would be OK because flowerSoft considers any 2-digit year before 20 be in the 21st century.  So, an expiration date of 12/19 would be considered to be in the year 2019, while and expiration date of 12/20 would be considered to be in 1920.  Hence, flowerSoft proclaims that the card is expired.

The only place flowerSoft uses a 2-digit year is in the expiration date field.  All other date fields have 4-digit years and there is no problem with those dates.

So, if credit cards are now going to have expiration dates beyond 2019, I’ll change the 20 to 25 or 30.  That is an easy fix.  The only thing it would affect is a birthdate.  Some one born in 1931 would be considered to be 1-year-old by flowerSoft.  Not a big problem since the only place flowerSoft asks for a birth date is in the employee file and I don’t think many of you have employees born in the 1920’s or 30’s.

So, I’d like to have your input as to what year should I use for the century mark, 25 or 30.  Please let me know by voting in the poll below.


Tip #87 – FUAs or Frequently Used Addresses

Tip #087
FUAs (Frequently Used Addresses)

As probably some of you know, flowerSoft offers a quick way to enter addresses that are used frequently.  We refer to them as FUAs for Frequently Used Addresses.

In order to use a FUA, you must have set it up when entering a previous order going to that address.  For example, let’s say you have a lot of deliveries going to the Hilton Hotel in your city.
Instead of entering the name of the recipient and then entering Hilton Hotel on the first Address line and then the address of the Hilton on the second address line, the city, state, zip and phone number every time you have an order going there, you can simply set up a FUA to avoid that tedious process.

Let’s take a look at how we do that.

When we have finished entering the entire address and get to the “Instructions” field, you will see a prompt at the bottom of the screen that reads “F9 to Add to “Frequently Used Address” File”

If we press F9 at this point, a pop-up window will open up highlighting what is going to be saved as the FUA and asking you to provide a Quick Access Code for it.

In this case, I selected tshilton as the code because I wanted to show another feature later on.  Normally, I would probably have used something like HHTS or HILTONTS for the code.
In any case, you can use whatever you feel you’ll remember best for the code.  The only limitation is that you can only have 1 code per address.  If you need to have more than 1 FUA for a specific address, you will have to change something in the address field or in the name to fool flowerSoft into thinking it is a different address.

Once you’ve save that code, you can use it from the first address line anytime you have an order going to the same address by pressing the F9 key.

In the screen shot above, I purposely entered the incorrect code for the Hilton Hotel FUA that I had saved before.  The correct code should have been TSHILTON.

Because I did not enter the correct code, flowerSoft displays a list of the FUAs closest to the code I entered, which was HILTONTS.

However, flowerSoft gives you the option to display the FUA list by name.  Just press N and the FUA list will be sorted by name instead of code.

So, even though flowerSoft is asking for a Quick Access Code, if you do not remember the code but remember the name, you can enter part of the name in the code filed and then ask to have the list displayed by name instead of code.  Once you switch to sort by name, you can switch back to code by pressing C.

Now, if you do remember the code or the beginning of the code, there is even an easier way to enter a FUA and that is by preceding the code with a period.

When flowerSoft “sees” a period as the first character in the address 1 field, it assumes you are entering a FUA and goes directly to retrieve the information.

The use of FUAs can save you and your staff valuable time when entering an order.  Try them, you will like them.