Monthly Archives: February 2014

Tip #181- Partial Refund of a Different Kind

Tip #181
Partial Refund of a Different Kind

On an e-mail I received yesterday…

“(Probably I should know this???  Tired brain from last week.)

I have a customer that placed an order for approximately $100.00.  The girlfriend refused to accept the arrangement.  We spent a lot of time on the whole fiasco, so I would like to keep $10.00 and not do a full refund. So, how do I refund just $90.00, not $100?

thank you”

For a full explanation of partial refunds, please refer to Tip #131, but this is a little different situation.  However, it can be resolved the same way.

Here the florist wanted to keep $10 for her troubles, sort of like a re-stocking fee.
We are also dealing with a credit card payment and PCI compliance.

I do not know the particulars but if the girlfriend refused delivery because she was mad at the boyfriend, in my opinion the boyfriend is not entitled to anything.  The florist fulfilled her part of the contract.  It is not her fault that the girlfriend did not want to accept the flowers from the boyfriend.

However, maybe she did not accept delivery for a different reason.  The bottom line is that the florist wanted to refund the entire amount of the order less $10.00 for her troubles.

Here is how you can do it, should it ever happen to you.

Use the Refund and Update option to credit the full amount of the order and then, in the update portion of the process, add a line item with a negative amount for the refund you want to give.

So in our florist case, she would first refund the original $100.00, then enter a new line item for -90.00 (the amount she wants to refund) and then she would get an approval for the new total of $10.00.  This is, of course, if there are no other additional charges.

If you would like to keep track of refunds like this one, you must use an item code.
flowerSoft is geared to recognize 2 item codes for refunds.  One is REFND and the other one is REFUND.  If you do not have either of those codes because you erased the codes flowerSoft came with, simply add them to your own list of item codes.  The REFUND code is fairly new and your flowerSoft version may not as yet recognize it, so to be safe use the REFND code.

When you give a refund, you have the option of refunding the sales tax or not.  During the refund process, flowerSoft will ask you if you would also want to refund the sales tax on the $90.  Simply answer the question the way you would like the refund to be.

Also, be aware that if the method of payment is by credit card, you have to issue the refund as an additional line to the original invoice.  You cannot enter the refund as the only item on a ticket when the method of payment is by credit card, like you can with other methods of payment.

Let’s say that our original order looked like this…


Now you need to reverse & update the order and add a line item for the refund of $90.00


If you enter the refund as a positive amount, flowerSoft will ask you to make it a negative amount.  Also, a refund on a credit card order cannot be larger than the original amount.


Here is where flowerSoft tells you that it will calculate sales tax on the refund amount.  In other words, if the refund is for $90.00 and flowerSoft calculates tax on it, the actual refund will be $90.00 + plus whatever the sales tax is on the $90.00.  Let’s say you sales tax rate is 10% to make the math easier, if flowerSoft calculates sales tax on the $90.00 refund, the actual refund will be for $99.00.  $90.00 plus 9.00 sales tax.
So flowerSoft is asking you do you want to give a refund for $99.00 or for only $90.00?


Let’s say that we want the refund to be for a total of $90.00, so we are going to answer yes to the question.  Then flowerSoft will calculate how much the line item should be for so that when the sales tax is added to it, the total of the refund will come up to $90.00.
In our example, the sales tax rate is 8.7%


flowerSoft reduced the line item refund amount from -90.00 to -82.80.  Why?  Because if you calculate the sales tax on 82.80 at 8.7% it comes up to 7.20 and 82.80 + 7.20 adds up to 90.00.


So now our order looks like this and we are going to charge the customer’s credit card $29.51.  Why?  Because the total of the original order was $119.52 and refunding $90.00 on that amount would make the total 29.52.  The reason why it is 29.51 instead of 29.52 is due to the mathematical rounding that takes place.

Also note that if you also want to refund the delivery charge, you must zero it out manually.

The other option you have is to answer “No” the question about extracting the tax amount from the -90.00.  In that case our order would look like this…


In this case, the line item discount is left at -90.00 and the sales tax amount on it (-7.83) is also refunded.  The 1.74 sales tax shown  is for the sub-total amount of 19.95.

I know this is not an easy concept to understand but the only decision you have to make is whether you also want to refund the sales tax on the refund amount or not.  flowerSoft will take care of the rest.


Tip #180

Tip #180
Printing Timed Deliveries

I got the following e-mail today…

“Hey G-Man,
I am trying to tell FS to find all the deliveries marked AM for 02 14 2014.
Can’t seem to get it right.  How bout a MAP.”

I figured maybe some others might be looking for the same thing.
Here is the map…
D > A > 6 or 7

Please note that the report only shows ‘timed” deliveries, meaning orders that have something entered in the delivery date field.  Specifically, the Print Today’s AM Deliveries will only select sales records of orders containing AM in the delivery time field.
AM, BEF. 10AM and even AFT. 10AM will be selected because they all contain AM in the delivery time field.

Likewise, the Today’s PM Deliveries report will select any orders containing PM in the delivery time field.

Also note that even though both menu selections read “Print Today’s…”, you can answer “N”o to the …timed03

and then select a range of dates.

Again, deliveries with an empty delivery time field will NOT be selected by either report.

Tip # 179 – How much for a dozen roses…

Tip #179
How much for a dozen roses…

A customer walks in and asks you “How much will it cost me to send a dozen roses to Brainerd, Minnesota?  What do you do?  I don’t know, but here is what you should be doing…

  1. From the New Orders menu (where you are 90% of the time) hit  Q to access the “Quick Finder Programs” menu and then hit 8 for the Min. Order Finder option.
  2. Enter the name of the city and the state you are searching for, Brainerd, MN in our example.
  3. Select the item category, Roses in our example, and the wire service you plan to send the order through.
  4. The amount shown is the minimum amount found for the city, state and wire service selected.  If you want to view all the choices, hit V
    Here a visual representation:
    MOF01MOF02MOF04 MOF03

Hope you find this useful.

Tip #178 – How to Update the Holidays Database

Tip #178
How to Update the Holidays Database

In tip #094 I wrote about using the holidays database.
If you have not read that post, you should read it to familiarize yourself with what this database does for you.
One of the sentences in that post is this:
“This database does require maintenance, as a lot of holidays do not fall on the same date every year, but maintenance is fairly easy with the help of some links available on the web.”
However, that is all I said about updating the database.  On this post, I will show you how to do this as easily as possible.
First of all, the basics.  flowerSoft comes with two databases of holidays.  One is a very complete list of holidays, 50% of which you will never use because either people just don’t send flowers on that holiday or your particular customer base does not celebrate that holiday.  This complete list of holidays is invisible to you but available in case you need to use it.
The other one is a database of more commonly known holidays.  These are holidays on which you are more likely to sell flowers to customers that celebrate them.
Obviously, Valentine’s Day, Mother’s Day and Easter are among these holidays but there are many others.  Here is a partial list…
If the list of holiday dates is not up to date, the feature will not work.  Therefore, if you want to be able to use this feature you must update the holiday’s database.
Since this should be done only once a year, the menu option is located in the Periodic Procedures menu.
If you update this holiday list every year, the first thing you should do is move the dates from this year to last year.
What this option does is move the “Falls On” dates to the “Last Year” field for you.
Here is what the database looked before using this option…
Here is what the database looks like after using the option…
As you can see, all the dates from the “Falls On” field have been copied to the “Last Year” field.  The dates have not been removed from the “Falls On” field because they are useful when entering the dates for the current year.  However, there is an option in the menu to remove all these dates if you want to.

Entering the dates for the current year.
Entering the dates for the current year requires some work but it is not as difficult as you may think.  Holidays have “rules” as to when they occur.  Some holidays, like Valentine’s Day, always fall on the same date while others, like Easter, fall on different dates.
flowerSoft helps you as much as possible by displaying the “rule” that applies to each holiday.  In some cases however, you will have to refer to holiday websites to find out what the correct date is.
Let’s tale a look at the Valentine’s Day record.
As you can see, the rule for this holiday reads “Date Never Changes” meaning of course the Month and the day of the holiday.  So to change the date for the current year on a holiday that always falls on the same date all you have to do is add one year to the date shown.  If you read the last line on the screen above, you can see that hitting the forward slash, will add a year to the 2014 date.
However, not all holiday dates are so easy to change.
Let’s look at another pretty simple case, Secretary’s Day.
The rule for this holiday says that it falls on the Wednesday before the last Saturday in April.
In this case, it is best to use a calendar in order to get that date so we are going to hit “C” to access flowerSoft’s built-in calendar.
Use the <Page Down> key to access the correct month in the calendar, which is April for this holiday.
Now we find and highlight the first Wednesday before the last Saturday in April and hit <Enter> to select the date.
So that is fairly easy too.  Now let’s take a look at a holiday for which you will have to access a holiday website in order to enter the correct date.  Let’s look at Easter Sunday.
The rule here just reads “varies”, meaning that there is no specific rule you can follow to get to the date.  So you must consult the web,  To do this you can either use the menu option that reads “T-View This Year’s Holidays” or you can just hit the letter “T” from this screen.  Hitting “T” will connect you with a web site in which you can get the correct date for this year’s Easter Sunday.
Select the month of March to start and see if the holiday falls in that month.  If it doesn’t select either the previous or next month.  The holiday should fall within that date range.  Selecting March will show you that…
Easter Sunday falls on the 23rd of March.
That is basically how you update the holiday dates so that the results shown on tip #094 will be accurate.

Knowing that you are in a busy period right now, I’ve updated the holiday dates for the current year and place the file in flowerSoft’s drop box.  The file is called holidays_2014.exe and should be installed to the location of your flowerSoft installation.
This location is a folder called FSSILVER if you are running flowerSoft’s 2014 version.  It might be different if you are not.  If you need help installing this file, let me know.