What You Need to Know
flowerSoft does not require you to perform many functions at the end of each year. As a matter of fact, you are not required to perform any of the functions in the Periodic Procedures menu unless you calculate your payrolls through flowerSoft. If you calculate your payrolls using flowerSoft’s payroll module then you must close the payroll for the previous year before you calculate any payrolls for the current year.
So let’s go through some of the periodic procedures and see which ones may be beneficial to you and which ones you can ignore if you want to.
In this post, we will deal with the Archive/Purge option of the Periodic Procedures menu.
In my opinion, you should not archive or purge any records unless you are running out of disk space. Even then, I’m sure you can clean out a lot of pictures and sound files that will save you considerably more space than purging some records from flowerSoft.
flowerSoft requires very little space to store your data because it is mostly text-base. A flowerSoft system that has been functioning for years should not take more than 1 to 2 Gigabytes of space in your hard drive. I am talking about all the programs and all the data in a very busy system that has been running flowerSoft for over 10 years.
With the size of hard drives provided in computers nowadays reaching 600 gigabytes and up, there is no reason to archive or purge.
One of the things that impresses customers the most is your ability to bring up any order they have placed with you in just seconds, no matter how long ago the order was placed. If you archive or purge records, that information might not be as easily available.
That being said, there are a few options in the Archive/Purge menu that might be of interest to you.
Let’s first look at the options offered on the right hand side of the menu, noticing the warning it offers. Deleting (purging) records from the database cannot be reversed! So make sure this is what you want to do before you do it.
Deleting “999” sales after you are no longer required to keep those records by the IRS, is a fairly safe action since you do not really know who those customers are anyhow. However, be aware that deleting those records is going to affect any financial reports you run that might include the dates for which you deleted those record.
Deleting “Cash” sales, which include all sales except those with an ON ACCOUNT method of payment, should never be done but if you need to do it, make sure it is not for any dates you may still be required to keep records for by the different government agencies.
Deleting “Delivery Notes” is probably the safest one in the group, if you go back a couple of years.
“Register Records” should never be deleted until they have been posted to your sales file.
“Paid Cash Advances” are records of payroll advances to your employees that have been re-paid. It is up to you if you want to delete those records. I wouldn’t.
So now we can concentrate in the option of Archiving Customers…
I don’t see any need to ever archive inactive clients but if you do, make sure you understand the questions flowerSoft asks you before you proceed. I have seen flowerSoft customers erase most of their customer database because they misunderstood the question flowerSoft was asking, so be careful here.
You are being asked for the date you consider a customer to be inactive if they haven’t purchased since that date. In other words, if you want to archive customers who have not purchased since 01/01/2010, enter that date.
Any customer that has not made a purchase since that date will be archived.
It might be a good idea for you to run option I – Print List of Inactive Accounts before you run option A – Archive Inactive Clients. That way you will be able to see on paper which accounts will be archived.
The C – Client Activity Report is the one option here that I find could be of some use to you.
This option will show you what percentage of your customers come back to you after making a purchase. If the number is low, maybe you need to do some promotional work.
The results above show that almost 25% of the clients in the database have been active since 01/01/2013. I think that is a pretty good number but I really don’t know.
I do see that 3,658 new clients were added since the first of last year and that 1,620 older customers were also active during the past year. That is the number to watch out for because those are your repeat customers. If that number is too low, it could mean that they are trying you out and not being happy with the results.
It is hard to come to any conclusions from looking at the figures for one year but comparing the figures for several years can give you a good picture of what is happening.
The last option is to mass transfer archived accounts back into the active file. This is there just in case you find that you need to restore the accounts you had previously archived.
Next, we will talk about the Reciprocity option.