Tips #011 through #017 (Updated)


Tip #011
Card Signatures

Do you have any accounts with a name like Wahn, Mayer, Smith, Creber, Lyons, Torrance & Stevenson LLC or Ziffren, Brittenham, Branca, Fischer, Gilbert-Lurie, Stiffelman, Cook, Johnson, Lande & Wolf?  Or perhaps more simple names like Florrick Agos or Stern, Lockhart & Gardner but you and/or your employees can’t remember how to correctly spell their names.

And do they always sign their enclosure cards:

From the offices of
Wahn, Mayer, Smith, Creber, Lyons, Torrance & Stevenson LLC or

From your friends at
Ziffren, Brittenham, Branca, Fischer, Gilbert-Lurie, Stiffelman, Cook, Johnson, Lande & Wolf?

Wishing you the best for the holidays,
Florrick Agos

or

We Miss You!
Your old friends at
Stern, Lockhart & Gardner

If you do, don’t despair. flowerSoft has a way of automating such signatures.

The next time you get an order from a client with a long and convoluted name, when you get to the “Occasion” field, press the F4 key.
flowerSoft will display a screen showing the card lines, numbered from 1 to 4 and ask you to select the line # where the signature block starts.

Once you’ve done this once, flowerSoft will remember that signature the next time the same customer places an order. Once you get to the part in the enclosure card where you have to enter the signature, simply press the asterisk (*) key twice and hit <Enter>. flowerSoft will then supply the signature for you.

Just make sure when you first save the signature block all the names are spelled correctly.

By the way, you can have more than one signature block for each customer, so you can have:

From all your friends at
Stern, Lockhart & Gardner

or

From the law offices of Stern, Lockhart & Gardner

 

Tip #012
Email History
 

You can get the email history of any local or outgoing order by bringing up the order with the Edit or View Existing Orders option and pressing E>5.

You can also look at the email history of any order by going to the Manager’s menu > Client Operations > Email/Alternate Addresses Menu and accessing the History of Sent Emails option or the Report of Emails Sent option.

Tip #013
Alternate Addresses
 

Did you know that you can have more than one address for an account?

Maybe you guys in the colder northern states have customer that go south for the winter months but they still order from you and you would like to send them statements and other mail to their winter home in Key West.

No problem, simply access the Email/Alternate Addresses Menu and go to the Add Alternate Address option.

Add the address in Key West. Then go to the Edit/View Alternate Addresses option and bring up their Key West address. At the bottom of the screen you will see an option that reads “R-Replace Information in Customer’s Profile Record with This Information”
Press “R” and the alternate address will now be the address that flowerSoft will use to send mail to that account.

When the customer moves back to the cold, cruel north, you can repeat this operation but you will now be replacing the alternate address with their original address.

Tip #014
Entering A/R Payments
 

Did you know that you can suspend a payment the same way you can suspend an order?

Let’s say you are entering a payment for a customer and in the middle of it you come up with a problem. Maybe they sent too much money or they did not tell you which invoices they are paying or anything else.

You can hit <Esc> and then press “s”, just like you do to suspend an order.

When you get the information you need, you can go back to the A/R Enter Payments option and payment and recall it by pressing <Home> from the account # field.

 

Tip #015
Shortcut Keys


Do you know how many things, besides taking a new order, you can do from the New Orders menu?
Press F10 to find out.

Tip #016
Voiding vs. Reversing
 

Do you know when to void an order and when to reverse it?

Here is the bottom line.

If on the same day the order was taken, cash orders should be voided. If after the day on which the order was taken, the order should be reversed.

ON ACCOUNT orders should ALWAYS be voided unless they have appeared on a statement that has been sent to the customer. If they have appeared on a statement, they should be reversed.

“Cash” orders (credit cards, cash, checks, etc.) should always be reversed  so that  trail exists.

Tip #017
Weddings
 

If you don’t use the wedding program and you want to keep track of the wedding payments, you should open an account for the wedding couple and enter the order as an ON ACCOUNT order, enter the deposit taken as a part payment on the invoice.

Then, as payments are received, you can add them through the A/R payments option.

If you use the wedding program, flowerSoft gives the option to convert the wedding estimate into an order.
If you use that option,  flowerSoft will make it an ON ACCOUNT order.

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