Tips #041 through #050


Tip #041
The forward slash
 (/)

How many of you know that in any date field, the forward slash (/) [the one below the question mark on your keyboard] will give you today’s date?  Why type 01/02/2014, when you can just do enter a slash in the field and hit the <Enter> key?

Also, did you know that when you type a date into a date field you do not need to enter the slashes?

In other words, you do not have to enter a date like this: 01/15/2014, you can just enter 011514 and flowerSoft will convert it to 01/15/2014.

Gotcha: Never enter dates using dashes, as in 01-15-2012 or back slashes as in 01\15\2012 or periods as in 01.15.2012.
flowerSoft will accept it those formats but will not be able to do date math on it. In other words calculate # of days, select within a range of dates, etc.
Always make sure your dates are in the mm/dd/yyyy format.


Tip #042

The F5 key

How many of you know what the F5 key can do in some areas of flowerSoft?

The F5 key is also known as the “dup” key because it will duplicate whatever the field entry was for a previously saved record.

For example, let’s say a customer calls you and gives an order going to his wife for Valentine’s Day.

Right after you are finished with the order, he says “..and I also want to send my mother…”

Now, it is too late to enter the order as a “multiple” order so what is the next best thing?

The next best thing is the F5 key.

You can go into another new order and for all the fields that will remain the same, such as the Account Number field, delivery date, enclosure card lines and even product, you can press the F5 key while at any of those fields and flowerSoft will duplicate the previously save data for those field.

The feature will work on Order Entry, Accounts Receivable, Accounts Payable and just about anywhere where you would duplicate information from record to record.

Gotcha: flowerSoft can only duplicate the fields for the previously saved record. In the above example, if you exited from the New Orders menu after taking the first order or if you entered another order in between, you can no longer use the F5 key to duplicate the data.

  

Tip #043
Cash Register Mode

Did you know that flowerSoft has a “cash drawer” mode?

It acts exactly as a physical cash register. Nothing gets recorded into the computer until you post the cash drawer sales from the Periodic Procedures menu.

Great to enter a quick cash & carry sale for someone who has no time to wait.
Also a great way to record petty cash and open the cash drawer when you just need to make change.

Tip #044
3-Month Calendar

Did you know that flowerSoft can display a 3-month calendar while in the delivery date field during order entry?

 Press F9 while in the delivery date field and flowerSoft will display a 3-month calendar with today’s date highlighted.

Move the highlight to any date and hit Enter and the selected date will appear on the delivery date field.

If you can think of any other areas in flowerSoft where this calendar would be beneficial, please go into the “Making It Better” page and let us know.

Tip #045
Shortcut to delivery dates

OK, so most of you know that hitting Enter without entering a date while in the delivery date field will get you today’s date.

But did you know that entering the first two letters of the day will get you that day’s date?
If I go to the delivery date field and I enter “mo” and hit Enter, flowerSoft will translate the “mo” into Monday’s date.

Oh, you did know that because it is shown at the bottom of the screen.
But… did you know that entering “nmo” and hitting Enter will get you not this coming Monday’s date but next Monday’s date?
Or that entering “nnmo” and hitting Enter would get you Monday’s date 2 weeks from now?
I’d bet you didn’t know that.

How far can you take this? Well, the delivery date field can hold up to 10 characters, so…
“nnnnnnnnmo” will result in “03/05/2012”

It works like this, entering the first 2 letters of the day will give you the date for that very next day.

Preceding the day’s first 2 letters with an “N” will give you the date for that day the following week.
“NN” will give you that day’s date two weeks from the next one. And so on.

In my opinion, if the delivery date will require more than 2 N’s, you are better off bringing up the calendar.

  

Tip #046
Recipient History

As most of you know, flowerSoft allows you to display a customer’s recipient history by pressing the F4 key from the recipient’s name field.

Upon pressing F4, flowerSoft will display a list of the recipients you customer has sent flowers to.

recipient history 2

However, this list displays the names in a chronological order, with the recipients with the most recent delivery dates at the top of the list.

While this is fine, and probably preferable in most cases, the are some customers that by the nature of their business send flowers to a multitude a different recipients.

Examples of these can be real estate firms, lawyers, etc. If you have any customers like those, their recipient history can contain dozens of names, which makes it a little inconvenient to find one that has not been delivered to in a while.

I recently received a suggestion from Dick Lindskoog, of Lindskoog Florist located in beautiful Minneapolis, MN.
He said that he thought it would be convenient to be able to go to a specific letter on the list of recipients.

In other words, if the list is very large and the recipient’s name does not show up on the first list displayed, it would be very convenient to go to the first letter of the recipient’s name and then select the recipient among a much smaller group of names.

I thought that this was a terrific suggestion, so as of right now, or as soon as I update your system with the latest version of flowerSoft, when you press the F4 key to get the recipient history list, flowerSoft will have an additional option:

When you press the letter G, flowerSoft will display the following prompt:

As soon as you enter the first letter of the recipient’s name (in this case I pressed S), flowerSoft will only display the names of the recipient’s whose name start with the letter selected.

I want to thank Dick for this excellent suggestion that will make flowerSoft even better than it is today.

If you have ideas on how to improve flowerSoft, like the one Dick just offered, please enter a post on the “Making it Better” page.

With contributions like the one above, you’ll be helping flowerSoft remain at the top of the florist software application available at any price and brag that you run the best florist software there is.

 

Tip #047
Default Orders

What is a “default” order?
A “default” order is an order that doesn’t change much each time the customer places it.

If you have customers that keep sending basically the same thing to different recipients, or customers that order the same thing time after time for their own home or location.

Examples of this type of customer could be a real estate company sending a plant to customers who used them to either sell or buy a house, or a restaurant that orders the same floral arrangement each week.

If you have customers that place such type of orders, flowerSoft gives you a way to save most of the time spent entering the order by allowing you to create “default” orders for those customers.

You can have as many “default” orders as you want. You can even have different “default” orders for the same customer.

So now that you know what a “default” order is and if you have any use for them, the next question should be:

“How do I create a “default” order?”

For that information, read the next tip.


Tip #048

How to make an order the “default” order

To make an order the “default” order for a customer is a very simple process.
Simply bring up the order by using the Edit/View Orders option of the Orders menu and once the order is up on the screen, press the letter D.

flowerSoft will then display the different options you can access when you press “D“.
Select 5. Make “Default” Order and flowerSoft will then display…

That is all there is to it. You now have a “default” order for the customer.

Tip #049
How to bring up an existing “default” order

So now you know what a “default” order is and how to create one, but how do you bring one up during order entry?

If you have ever “suspended” an order and then recalled it by pressing Home from the “Source” field, then you probably know how to do it.

Err… you don’t know how to suspend and order? OK, I guess that will be post #050.

Getting back to the “default” orders and how to bring an existing one up, when you are in the “Source” field, which is the first field you go to when entering an order, press the Home key.

When you press Home from the source field, flowerSoft displays…

Go ahead and press 2. Get “Default” Order. flowerSoft will then display a list of all the “default” orders you have created.

Please note that flowerSoft displays all the default orders you have entered, not just the ones you have entered for a particular customer, since at that point you have not told flowerSoft who the customer is.

However, if you are entering an order for an account that has “default” orders, flowerSoft will give you a heads-up once you get to the “Ordered By” field.

At this point, you can press the F3 key and then “D” to bring up the “default” orders for this customer if you want to use it as a template for the new order.

Ahh… I have not told you about the F3 key yet. That will be post #051.

Tip #050
Suspending an Order

This is such an old flowerSoft feature, that I just take it for granted that everyone knows about it but in reality a lot of the more recent flowerSoft users probably are not aware of this feature.

When flowerSoft was first being developed, Windows was not available yet. The first version of Windows, Windows 1.0 first came into existence on November of 1985, about a year after the first version of flowerSoft was first deployed.

Therefore, in those days, there was no way to open another flowerSoft “window”,
So, if a customer called with an order and you started entering it in the computer and got to the method of payment field and the customer said something like “My credit card is maxed out, I’ll call you back with my wife’s card number” or “I don’t have the apartment #, I’ll call you back with that info in 5 minutes.”, you could not leave that order on the screen and open another flowerSoft window and continued taking other orders.
You either had to take the other orders by hand on a piece of paper or you had to escape out of the order a lose all the information you had entered.
Hence the birth of flowerSoft’s “suspend” and order feature.

If while in the middle of an order, you hit the Esc key, flowerSoft will display this prompt…

Notice that when flowerSoft asks you “Do You Want to Exit?”, you have the option of answering “S” to “suspend” the order.

What does “suspending” an order mean? It means that flowerSoft will make a copy of the order as it is at the moment you hit the Esc key and save it to a different location in your hard disk.
You can then, at a later time, “recall” the suspended order and not have to re-enter all the information you entered previously.

How do you “recall” a suspended order? The same way you look for a “default” order.
Press the Home key from the “Source” field and flowerSoft will display all the suspended orders it has on file.
All you have to do is select the correct one from the list.

On the multi-user version of flowerSoft, if flowerSoft detects that a clerk who previously suspended an order which has to be delivered today, is entering a new order in any flowerSoft terminal in the network, the following warning will be displayed…

The clerk has then the option of bringing up the suspended order or continuing with the new order.
This helps prevent “suspended” orders from being “forgotten” in the system.

Gotcha

flowerSoft displays a list of all suspended orders for you to select the correct one. Once you select one of the “suspended” orders, flowerSoft displays the order and asks you if it is the correct order.
If you answer “No”, flowerSoft returns the order to the “suspended” orders file but if you say :Yes” this is the correct suspended order, flowerSoft deletes it from the “suspended” orders file.

Why is this a gotcha? Because if you for some reason have to exit the order again and do not suspend it, all the information you entered will be lost.
So remember, if you recall a “suspended” order and then for any reason have to exit out of the order again, “suspend” it one more time if you want to be available for recalling later on.

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