Tip #143 – Assigning Delivery Zones


Tip #143
 Assigning Delivery Zones to Street Address Entries

OK, so you have now finished entering all of your street address records from the back of your favorite map book.
So how do you assign delivery zones to each of these entries?  Let me show you how.

First off, all or most of your street address entries should look like this…

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The should have all the fields filled except the delivery zone.
On the street name field, be aware that (as in the example above) computers are very literal.  If you have the entry as shown above and the in the recipient’s address field you type “276 Suffolk Ave.”, flowerSoft will not find a match.  Likewise, “276 Suffolk Avenue” and “276 Suffolk Av” will not be a match to the way you entered the street name.

Since you do not know how the clerk will feel about entering the street address on a particular way, there is no way to solve this problem except by having multiple entries for the same street address.
flowerSoft gives you a fairly simple way to duplicate  the filed contents of the previous record by pressing the F5 key when you are at the field you want to duplicate.  In this case, you want to duplicate every field except the street address name, which you want to duplicate most of it but then change ave to ave. or avenue.
The same would hold true for the city field.  St. Louis is not the same as St Louis or Saint Louis.

Again, this is the only option you have if you want to cover all the possible way the address is entered.  You do not have to use it if you can get everyone using flowerSoft to enter addresses the same way.

OK, so like I said, now you have all your address records the way you want them and now need to assign delivery zones to those records.  Although you can, I’m sure you do not want to do this one record at a time.  So how do you do it?

OK, let’s say your shop is located in Brooklyn, NY and that is your one and only delivery area.
In my street address database I have 8,608 entries in Brooklyn.  I do not want to enter 8,606 delivery zones no matter how easy flowerSoft can make it for me.
So let flowerSoft do most of the work for you.

One of the options in the Street Map Locations menu is …

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Let’s select that option.
Upon selection, flowerSoft will give you these choices…

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All the zip codes in Brooklyn start with 112, so I am going to select option #1 and give every address in Brooklyn the same zone.
I am going to make that zone whichever is my largest zone in the city.  Let’s say I want to call that zone BLUE.

So I select option #1 and these screens will come up in sequence…

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So now if we look in the database, all the entries for Brooklyn have BLUE as the delivery zone.

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Great but now we want to make the entries referring to zip code 11201 be in the GREEN delivery zone.
How do we do it? Exactly the same way as above, except that instead of entering 112 as the zip code and BLUE as the delivery zone, we enter 11201 and the zip code and GREEN as the delivery zone.

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Now, let’s say you want to give some addresses within the same zip code a different delivery zone…

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Let’s say that we want to assign all the addresses shown in map #19 to delivery zone ORANGE.

This time, we select option #2 from the menu…

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Now let’s say that we want to change only the addresses at a certain map location (coordinates) to delivery zone RED.

For this we use option #3

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Keep in mind that map locations (coordinates) repeat themselves on different maps, so you not only have to specify the map location but also the map number in which you want the change to take place.

Let’s say we want to change the addresses at map location F16 on map #23 from BLUE to RED…

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So using the 3 different options provided gives you total control when assigning delivery zones to your street addresses.

Now when you enter a recipient’s address, flowerSoft will first look in the street addresses database for a match.
If it finds a match, it will assign the order the delivery zone found in the matched record and then it will look in the delivery zones database to see what the delivery charge should be for the order.

Like I said before, using this method requires a lot of work on your part but once it is done, it is there forever.

Why is this method better than just having multiple delivery zones in one zip code?
Because it takes the guess-work out of the equation.  You do not have to worry about your clerk picking the correct delivery zone and delivery charge from the list of available delizery zones in a zip code.

Again, I wish there was a way to obtain this mapping information in a csv format for free, but I have not been able to locate a source.
If you know of one, please let me know and I’ll investigate it.

As always, your comments and suggestions are appreciated.

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