Monthly Archives: June 2013

Question


Do you find yourself with too much stock for an item once in a while?
Do you wish you had a way to tell or remind your employees to promote that item to calling or walk-in customers?

What if flowerSoft could produce, at the touch of a key or automatically that list of items you need to sell?

Do you think such a feature would be useful?

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As you can see, the list now shows the unit price a sale price and a discount %.

Is anything else needed?

Should the list come only on demand or every time the user reaches the selling screen?

I need your input on this to make it useful.  Please help.

Tip #137 – New Employee Time Clock Options


Tip #137
New Time Clock Options

I’ve added some new options to the Employee Time Clock program to enhance its operation.
I hope you like the new features.

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The “defaults” file will now give you the option on how you want your employees to log in when punching the time clock.
They will have the option to log in by entering their social security #, employee number or either one.

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Of course, limiting the login to the social security # is the most secure one as more than likely no one else will be able to punch in or out for the employee.

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The employee number method is less secure as anyone with the knowledge of the employee’s number can punch in or out for the employee.  This method should only be used if you do not keep the social security # as part of the employee’s record.

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The last option is giving the employee the choice of how to log in.
This may be the best option if you have social security numbers for most of your employees but some part-time or seasonal employees that you do not keep social security numbers for.

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As you look at the time clock screen, you will see two options.  One has been there forever but it is difficult to notice and the other one is brand new and very easy to detect.

I’ll start with the employee notes option.

This option allows your employee to attach a note to his or her time card and communicate some message to you.

For example, let’s say that the employee did a delivery for you after punching out for the day.  Of course, the employee will want to get paid for the time spent making the delivery but if he or she punches out for the day, the computer will take that time to calculate the hours worked.
Since you, as a supervisor, have the option to edit a time card; the employee can then leave you a note attached to that day’s time card alerting you that he or she spent additional time making the delivery.  You can the edit the time card for that day and adjust the last punch of the day to give credit for the time spent doing the delivery.

To do this, all the employee has to do is hit “N” after the time card has been punched and a new screen will pop up where the note to you can be entered.

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After saving the note, flowerSoft will give the employee visual confirmation that the note has been recorded.

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So that is easy enough to do but how do you, the supervisor, view notes left by your employees?

There are several ways to do this…

The first way is for you follow this path: Manager’s menu > Payroll Operations > Time Cards and use the option that allows you to search for time cards with notes attached.

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After you select this option, flowerSoft will ask you to enter the date to start searching from…

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and it will then display every time card, starting with that date, that has a note attached to it.

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After flowerSoft displays the note and you hit the key, the time card will be displayed in full giving you additional options.

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To respond to the note the employee sent you, hit the N key.  The note will be re-displayed, giving you the option to hit U to respond.

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So after you type your response…

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how does the employee see your answer?

Simple, the next time the employee uses the time clock to punch in or out, flowerSoft will automatically display any responses from you that have not been acknowledged by the employee.

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Once the employee has acknowledge that your response has been read, it will not come up any more.

flowerSoft will keep track of who has viewed the notes and responses to the notes.

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An old note and response can always be viewed again by accessing the time card from the Manager’s menu.

Let’s now look at what happens when you select to use the new option by pressing the F10 key.

One thing that is important for your employees to know is that the F10 key can only be pressed before punching in or out.

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As you can see, these new additional options give your employees 3 choices.

Since the F10 key must be pressed on an empty time card, after selecting any of the three choices, flowerSoft will ask for the employee number and the employee’s password…

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If your employee wants to review his or her time card for today, they would select option #1 and they would get this…

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If he or she wants to review an older time card, option #2 would do that for them after they enter the date of the time card they want to review…

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and if they wanted to total their hours for a certain period of time, option #3 should be their choice…

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Note: a “processed” card means a card that has been processed by a payroll.  If you do not calculate payrolls through flowerSoft, all the cards would be “Not Processed”.

So there you have it, a new an improved time clock program.

Tip #136 – End of Day Reports


Tip #136
End of Day Reports

As most of you know, flowerSoft gives you some useful reports that you should be printing at the end of the day.

The latest version of flowerSoft gives the option to print all these reports at once or select the ones you want to print.
Here is how…

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If you answer “No” to the “Do You Want to Print ALL the End of Day Reports?”, flowerSoft will display each report in sequence allowing you to select or bypass each report.

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How Do You Like the New Look?


Tip #135 – My Outgoing Order is Not Being Tranasmitted


Tip #135
My Outgoing Order is Not Being Transmitted…

Once in a while I get calls from a flowerSoft users telling me that they entered an outgoing order but flowerSoft is not transmitting the order to the wire service.

There could be several reasons for this like not having internet service or the scheduled tasks are not running or you called Teleflora or FTD and they got into your system and made changes, etc.

But one that happens often is that the order’s delivery date is too far into the future.

There is a setting in flowerSoft’s defaults that controls the number of days from today’s date flowerSoft will wait before it transmits an order to the wire services.
In other words if you have the number of days set to 7 and the delivery date is 8 days away, flowerSoft will not transmit the order until the delivery date is 7 days away from today’s date.

This was done to lessen the chance of the filling florist forgetting about your order because it was sent to far in advance.
If you receive an order that does not have to be delivered for 2 weeks, you may also forget about it.

So the next time you have an order that does not want to go out no matter how many times you try to send it, check to see how far away the delivery date is.
If it is more than the number of days indicated in the defaults file…

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The good news is that you can make the number of days anything you want up to a maximum of 99 days, so if you want to send an order out even if the delivery date is 10 days away, simply go into the defaults menu and change the number of days to a higher number, like 14 or 30 or any number of days, 99 or less.

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I do not recommend you make that number less than 7.  Most florists can handle orders for delivery less than a week away with no difficulty.

Remember, if you make that number 3 for example, it means that flowerSoft will not send the order out until the delivery date is 3 days away.  So either keep it at 7 or increase it.

Tip #134 – Credit Card Approvals – No CVV Code Available


Tip #134
What to do when you do not have the CVV code

Those of you who are running flowerSoft in PCI compliant mode, know that to get an approval on a new credit card (one that has not been used before) that is not present (a phone order), you must have the cvv (security) code for the card in order to get an approval.

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If you attempt to get approval without entering the cvv code, the interface will respond with…

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So you cannot get an approval without entering one.

Sometimes, however, the cvv code is not available for various reasons beyond your control.

For example, web orders received through a website hosted by Teleflora provide you the card number but not the cvv code.  flowerSoft knows this, so it uses a different interface in those cases to allow you to get an approval without providing the cvv code.  It may cost you a little more to clear those cards but at least you can clear them.

Recurring (standing) orders is another type of order that you may have to process without knowing what the cvv code is.  When you process a recurring order, flowerSoft will ask you if you have the cvv code.  If you answer ‘yes’, it will use the normal interface but if you answer ‘no’ it will use the interface that allows you to bypass entering the cvv code.

So we have incoming web orders and recurring orders covered.  However, we do have a condition that requires a bit of sleight of hand.
Once in a while, thankfully not so often, you will receive a web order through Teleflora or FTD that prints on your printer but when you go to transfer it into flowerSoft is nowhere to be found.
Sometimes this is due to the clerk accidentally deleting the order but other times there seems to be no logical reason for it.

In those cases where you cannot “transfer” and order into flowerSoft, you must enter it manually into the system.  However, when you do that flowerSoft expects you to have a cvv code and you do not have one.

So how do we get flowerSoft to use the interface that does not require you to enter the cvv code?

Simple, when you get to the “source” field one of the opions you can use is “I” for internet order…

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and then continue entering the order as you would a normal local order.

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When you get to the approval of the credit card section, flowerSoft will ask you if you have the cvv code…

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and if you answer ‘No’, flowerSoft will use the interface that does not require you to enter the cvv code.

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So that is how you can get around entering the cvv code when you do not have one available.

This is not only limited to orders received through the internet that you have to enter manually.  You can also use this method to enter orders where the cvv code of the card is un-readable.

But remember, you must enter the source of the order as “I”, otherwise this will not work.  If it is not really an internet order and you want to keep your sources accurate, get the approval first and then edit the order and change the source to whatever you need it to be.

Tip #133 – Determining How Ofter a Customer Buys From You


Tip #133
Determining How Often a Customer Buys From You

Every time you enter a new order, flowerSoft displays the customer’s order history.  This tells you how many orders the customer has placed with you, the value of those orders and the average amount of each order.

While this information is very useful to you and your customers in knowing how to deal with the customer, it does not help you if for example you want to start a discount program for customer that buy from you every week or every month.

flowerSoft must know when customers place orders.  So how do you do some data mining and get that information out of flowerSoft’s vaults?

What is data mining, you ask?

Generally, data mining is the process of analyzing data and summarizing it into useful information.  This information that can be used to increase revenue, cuts costs, or both.
Technically, data mining is the process of finding correlations or patterns among dozens of fields in large databases.

OK, so how do we get this information out of flowerSoft?  Same as always, very easily as long as you know where to go to get it.

Here is how.  First follow this path: M, R, A, B and then 2

That should place you on this screen…

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Select option #4 to start the process…

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First flowerSoft will ask you if you want to print the existing figures, in case you just want a paper copy of what you printed to the screen.

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Then flowerSoft will ask you for the date range you want to analyze.

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The flowerSoft will give you the option to select all your house accounts or only one.

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A new option, if you select to process all accounts, flowerSoft will ask you if you only want house accounts.

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You now have the option to select all methods of payment.

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or just ask for a specific one.

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As always, flowerSoft gives you an opportunity to look over what you have selected.

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flowerSoft now gives the option to print a detailed report or a summary report.

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and also as usual, it gives you the option to print to the screen or to paper.
I always recommend printing to the screen first, in case it is not what you wanted.  Why waste the paper.

Below is how the detailed and summary reports look like…

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This is the detailed report.  It shows each order included in the report.

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This is the summary report.  It only show the number of orders for each week, month and year.

If you have any questions or comments, please let me know.