Monthly Archives: September 2013

Tip #151 – Long Item Codes

Tip #151
Long Item Codes

As you know, flowerSoft allows a maximum of 5 characters in the item code field. However, it also gives the option of entering a “long” item code.  The “long” item codes allows you to enter a code as long as 10 characters. Perhaps you’ve noticed that in the Item Codes database screen there is a field for it.


This allows you to enter some of those long codes Teleflora uses, such as TFWEB124 or TF068-2. OK, so you can enter the longer codes in the items code database.

Here is how… Enter the item with  “short” 5-character code and then enter the longer code in the Ling Item Code field.  Something like this…


So now you have TFWEB124 entered into the item codes database associated with short item code WB124.

But if you get an order for a TFWEB124, how do you enter that into flowerSoft’s order entry screen if you do not remember the short item code of WB124?

Here is how, and this is something that is not very well documented in flowerSoft.  It may be in the manual but it is nowhere to be found on the screen.

What you do in enter a period (.) in the item code field and flowerSoft will immediately display this prompt


So there you enter your long item code, like this…


and flowerSoft will then translate it into this…


and since had an image associated with the code, we can display it on the screen.


So now you know one of flowerSoft’s best kept secrets, how to enter long item codes.

Tip #150 – Deleting a Customer’s Credit Card

Tip #150
How to delete a customer’s credit card

Yesterday I got an email from a customer asking me how to get rid of a customer’s credit card in flowerSoft.
I don’t know the reason why she wanted to do this but here is how to do it:

Manager’s Menu > Client Operations > Manage Gift/Credit Cards > Credit Cards (PCI Compliant) > View Credit Card Database > Find the credit card by account number or Name on Card and then hit D to delete.


Confirm that you want to delete the credit card record and it will be gone.


Next time customer calls, if that was the only credit card on file, you will have to ask for the credit card info again.


If you were having a problem this morning authorizing your credit cards, it was due to some change Merchant Warehouse implemented, not any changes in flowerSoft.  I beleive they have corrected the problem and you should be able to clear credit cards without a problem now.

Tip #149 – FInding a Filling Florist

Tip #149
Finding a Filling Florist Quickly

Sometimes you have the need to know if there is a florist in a certain town, or perhaps you need to know what the minimum order amount for a florist is or anything involving a florist.

You can access the Manager’s Menu, go to the Utilities option, then access the Florist Database option and then use one of the indeces provided to locate the information you need.

While this works well, there is a quicker way.  From the New Orders menu, the screen your your computer is 90% of the time, press Q to access the “Quick Find” program.

From the Quick Finder Programs menu, select option #1 – Florist Finder and then select the method you want to use to find the florist.



Let’s try to find a florist in Abbeville, LA

Enter the name of the city you want to find a florist in.  Only the city, do not enter the state.


If flowerSoft detects that there is more than one city by the name you entered, it will display the following list for you to select the correct city/state combination.


So we are going to highlight Abbeville, LA because that is where we want to find a florist, and the we hit <Enter>

Next, flowerSoft is going to ask you if you want to limit the search to a specific wire service.  Maybe you just want to see if there are any FTD florists in that town.
Or maybe you just want to see Teleflora florists.  If you want to limit the search to florists belonging to a specific wire service, enter the name of the wire service in the box.
If you leave it blank, flowerSoft will display all the florists serving Abbeville, LA.

For our example, we just want to see FTD florists in Abbeville, so we enter FTD in the box and hit .


flowerSoft now displays the FTD members serving Abbeville, LA and gives you 2 more options.


The first option is to look at the highlighted florist in detail.  So highlight the florist you want to see in detail and hit the letter V.
flowerSoft now displays the detailed record for the highlighted florist.


The florist record for Cajun Flowers gives you all the options you normally get from within the florist database.
You can literally do everything you can do had you accessed the record through Manager’s Menu > Utilities > Florist Database > Edit/View Florist Information > Selected Index A and entered the florist name and wire service.  The only thing you should not bo, although flowerSoft does not stop you if you want to do it, is hit B to browse.  As you can see, the option does not show.
Why?  Because in order to find the highlighted florist, flowerSoft has to look it up by the florist code index, which is not in name order.  So if you went ahead and hit B to browse, the list displayed by flowerSoft would not make any sense to you.  So do not hit B from there and then call me to tell me that the list is not in name order. 🙂

The other option given is to hit M to view the shops with the lowest prices in each product category.


flowerSoft will show you which shop has the lowest prices in each of those categories, and on request it will show you (if possible) the 10 lowest prices in each of the categories.



This is an enhanced existing feature.  Most of you do not have this update yet.  I’m still tweaking it.

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

Tip #148 – Pre-Statement Account Maintenance

Tip #148
Pre-Statement Account Maintainance

If you run balance-forward statements, you should be running at least 2 of the options found in the Pre-Statement Account Maintenance menu.


Option #1 – Find Out of Balance Accounts is an option you should run but it is not critical to a successful statement run.

However, options #4 and #5 and very important and you should run through them every month before you run your statements.

Option #4 – Verify ON ACCOUNT Sales is very important.  Running this option makes sure that all your ON ACCOUNT sales have a matching statement transaction and will therefore show on the customer’s statement.  If for any reason, an ON ACCOUNT order sis not complete successfully, a matching statement transaction may not have been created and the customer will not be billed.
Having a hard copy of the invoice does not guarantee that the statement transaction was created, since the invoice prints before any attempt is made to post the new order.

Option #5 – Calculate Finance/Re-Billing Charges is very important because just about every flowerSoft customer chooses not to run statements for accounts that do not have any activity during the billing period.  By the way, this is the correct option to select while running statements.  You do not want to have a bunch of statements generated for accounts that have not made a purchase or a payment during the billing period and that can be a lot of your accounts.

You may think that if you do not impose a finance or re-billing charge on your late accounts, you do not have to run this option but nothing could be further from the truth.

Every one must run this option.  Why?  Because it makes sure that if a customer made a purchase in June but did not pay for it in July, they will get another statement in August even though they may have not had any activity during the month of July.

Without running this option, flowerSoft will not “see” any activity on the account for the month of July and will not select it for the statement run unless you selected to run statements for all accounts whether they had activity or not, which you are never going to do.

So, if I was you I would run options 1, 4 and 5 every month before I ran the statements, but you’d be foolish not to run at least options 4 and 5.

If you run open-item statements these options are not so critical but there is no harm in you running them.  As a matter of fact, I would encourage you to run them.