Monthly Archives: April 2013

Tip #128 – How to Stop an “Upsell” From Displaying

Tip #128
How to stop an “upsell” from displaying.

As you may or may not know, you can have many different upsells displaying when you take an order.  Having too many though, can be counter-productive.

I was recently asked to explain how to stop an upsell from displaying.  Here is how:

Let’s say you want your employees to push “I Love You” mylar balloons during Valentine’s Day.

You should set it up like this:


This upsell will only be active between 02/08/2014 and 02/15/2014

If delivery date is outside that range, the upsell will not be displayed.

So if you want to stop an upsell from displaying, change the “Stop on Date” to a date that has already pasted.

Tip #127 – Improvement to Riminders Feature

Tip #127
Improvement to Reminders

Do you know that you can have flowerSoft send reminders to your employees?

Yes, you can. Read Tip #091

But now we have made the following improvement to the Reminders program.


We’ve added a “Frequency” field and a “Send Only On” field

This will allow you to indicate how often a reminder will be sent (once a year, every 6 months, every 3 months, every month, every 2 weeks, every week and every day) and what day of the week to send on.

For example, you can set a reminder to be sent every week but only on Wednesdays.  Or every month but only on Saturday.

The day of the week takes precedence over all the other settings.

For example, if you set a reminder to be sent every day but the also add that it should only be sent on Friday’s, the reminder will only go out on Friday.

I hope you find this improvement useful.

Tip #126 – Reverse and Update an Order

Tip #126
Reverse and Update an Order

Now that most of you are clearing through Merchant Warehouse and have become PCI compliant as far as your POS software is concerned, I have to explain one thing that is different from the non-PCI compliant way.

That is when you get an approval for a certain amount now, you cannot just add or subtract something from the order if it is going to affect the approved amount.
In other words, before you could just go into the order and add something to it and flowerSoft would get an approval for the difference between the new amount and the old amount.
That cannot be done anymore.  Here is the way things work now.

When you get to the method of payment field and you select credit card as the method of payment, flowerSoft gives you a couple of warnings…

reverseandupdate05 reverseandupdate01

On walk-in sales, flowerSoft will ask you to make sure the customer can produce a valid credit card before you confirm credit card as the method of payment.

By the way, these are not extra steps you must take, they are just warnings that flowerSoft will display on the screen.

After you confirm credit card as the method of payment, flowerSoft will display another warning…


Is basically asking you to ask the customer if they have any last-minute additions or changes before flowerSoft goes and gets an approval.

So now you the approval and the customer turns around and says “OK, let’s add 2 mylar balloons to the order.”

If you just go to Edit or View Existing Orders and bring the order up and hit U to update it, flowerSoft will display the following warning…


What that is saying is that you can go ahead ad update the order if you want but you cannot make any changes that will affect the current amount for the order.
You can change the recipient’s address and that is OK.
You can addmore description to the arrangement that was purchased and that is OK also.
But do not try to make a change that will affect the total of the order.  If you do, you are basically giving it to the customer for free because flowerSoft will not even attempt to get an approval for the additional amount.


So, how do you handle a change to an order after an approval has been obtained?

You do it like flowerSoft told you to do it when you pressed U to update the order.

You have to bring up the order just like if you were going to update it but instead of hitting U to update, you are going to hit R to Refund and Update.


After you press R and flowerSoft displays the options shown above, select option #3. Refund and Update Order.

After selecting #3, flowerSoft will ask you for confirmation and if you say “Yes”, it will go out and issue a credit to the credit card used for the full amount of the order.


After it gets approval for the refund you are put in update move.  Now you can add those 2 mylar balloons to the order.


Just make sure that you go to the Method of Payment field and get an approval for the new order amount.

Tip #125 – How to Assign a Customer to a Specific Group

Tip #125
How to assign a customer to a specific group

I’ve received a few questions on how to add a customer to a specific group.

Here is how:

To add an existing customer to a group, bring up the account from the Customer Operations menu and press G to access the G options list and select option 1.
(If your version of flowerSoft does not have a G options list yet, press U to update the record and hit Tab 3 times to get to the account type field and hit Enter)


flowerSoft will then take you to the Group field.


Select a group from the existing groups or if you know it is going to be a new group, just enter the group code.

If you want to get a list of the existing groups, just press the F6 key.


If the group is not on the list, hit X to close the list and enter a new group code.
flowerSoft will ask you if it is a new group, answer “Y”es, enter a name for the group and save the record.



From now on, the customer will be linked to that group.

If you are entering a new customer on the fly, the process is very similar.  When you get to the “Group” field, simply enter the group code you want.

If it is a new field, flowerSoft will ask you for confirmation and then to enter a name for the group.



That’s all there is to it.

Tip #124 – Delivery Confirmations

Tip #124
Delivery Confirmations

flowerSoft gives you 2 very different ways of sending delivery confirmations, but both ways have 1 thing in common and that is that you must tell flowerSoft that you have delivered the order.

The recommended way of generating delivery confirmations is from the Dispatcher’s menu.
Here is how:

First, generate route & receipt forms for your deliveries.


Next, you or your driver must log in the deliveries from the route & receipt form.



After you record all your deliveries, select the D – Delivery Confirmations from the Dispatcher’s menu and select the option you want.


Here is how one of those delivery confirmations look like…


That is the recommended way to do delivery confirmations.  However, some of you do not have the time or are not big enough to run route & receipt forms and log your deliveries that way.
For those of you, flowerSoft gives an alternate way of recording the deliveries.
Here is how…

If you want the delivery confirmation to show the delivery date, time and person who accepted the order, bring up the order you have delivered, hit the letter D and the following options will appear

Select option 2 Add/Updt. Delivery Information.
The following screen will display…


Update the delivery information as necessary.

If all you want to do is send the customer an email indicating that the order was delivered, bring up the order using the Edit/View option of the Orders menu.
Once you have the order on the screen, hit the letter E to display the e-mail options and then select option #2. Delivery Confirmation


If the customer has an e-mail address on file, flowerSoft will send the delivery confirmation to that address.  If there is no e-mail address on file, flowerSoft will ask you to enter the e-mail address.

Here is what these email confirmations look like:



Remember that you can also attach a file to the email, so if you want to you can send your customer a picture of what the arrangement looked like.

Tip #123 – Using Account Groups

Tip #123
Using Account Groups

When you add a new customer into flowerSoft, you have the option of assigning a group code to the account.
Group codes were originally conceived to allow you to separate different customers within the same account type.
For example, customers with an account type of “Professional” can be subdivided into separate groups of like professional accounts.
With groups, you can separate the lawyers, from the accountants, from the doctors. from the real-estate firms and from the dentists.
So if you ever wanted to do a mailing just to lawyers, you could just select the professional account type and then the “law” group.
That was the original purpose of groups. However, throughout the years I’ve seen florists use groups in very imaginative ways.

One such way was by a long-time flowerSoft customer who wanted to keep track of sales going to funeral homes.
Since funeral homes are neither customers nor recipients, there was no readily available flowerSoft report that he could use to get the report he wanted.
He did know that there was a report available that would give him what he was looking for.


He then made sure that every customer that called with an order going to a funeral home had a group code which would tie the sale to a particular funeral home.
So every time a customer called with an order going to the ABC Funeral Home, the made sure that in the customer profile that customer had ABC as the group code.
If another customer called with an order going to the XYZ Funeral Home, he would get XYZ as his group code.  You get the idea.
Now he could ask flowerSoft for a report showing sales by customer group and get the data he needed.

Another flowerSoft user wanted to keep track of sales generated by a certain designer.
My recommendation to her was to mark all new customers that came to purchase at the shop because of this designer, with a unique group code.
Then, she can generate a report for any time period showing purchases by customers with that specific group code.

Group codes are limited to 3 alpha-numeric characters.  That does not seem like much, but you can generate 42,875 different group codes with those 3 characters.

There are many different ways to use group codes.  If you are currently using group codes to extract certain information from flowerSoft, please share them with us.