Monthly Archives: August 2014

Tip #203 – Inventory Tracking – Understanding Sets and Components


Tip #203
Inventory Tracking – Understanding Sets and Components

In flowerSoft, an inventory item is any item you want to know its current quantity on hand.

First, let me explain about the different flowerSoft databases (there are 3 of them) involved in item and inventory tracking.

The first database is the Item Description Codes database. Every item you sell should be in this database, whether or not you want to keep track of its quantity on hand.
Why? When you sell an item and you use its item description code, flowerSoft can report on that item. It can tell you how many you sold for any period of time and how much money you made by selling that item.
It can compare how that item sold using two periods of time.
If, for example, you use DRV as the item description code for a dozen red roses in a vase, flowerSoft can tell you how many you sold during Valentine’s Day week in 2014.
It can also compare those figures to any similar period of time, for example 2013 and 2014.
If you do not use item description codes when selling an item, flowerSoft cannot run reports on that item.

If you need or want to keep track of the quantity on hand of an item, then you must use an item description code for the item.
Inventory tracking cannot be done without using item description codes.

To indicate that an item is an inventory item, you first add it to the Item Description Codes database and indicate that the item is an inventory item, meaning that you want to know at all times how many of the item you have on hand.
When you indicate that an item is an inventory item by placing a Y in the appropriate field, a record gets added to the Inventory Items database for that item code.

When you go past the “Inventory Item?” field, flowerSoft makes sure that a record exists in the inventory items database.
If it doesn’t, it will add it for you and if it does, it will ask you if you want to update it or view it.

If in addition, you tell flowerSoft that the item has components, flowerSoft will make you add a record for that item code to the Item Components database.

The need for these 3 separate databases is that you can have Item Description codes that do not need to keep track of the units on hand, so they do not have to be included in the Inventory Items database.
Likewise, you can have inventory items that do not have components, so they do not have to be included in the Item Components database.

Next we’ll look at the steps required for entering an item into the Item Description Codes database, the Inventory Items database and the Item Components database.

But first let me try to explain what a component is.

When an item you sell as a unit, is made up of several different items, the item is called a “set”. The items that are used to make up this “set” are called the “components” of the set.
So if you have an item code A that is made up of items B, C, D and E, A is the set and B, C, D and E are the components.

Items that are components of a set cannot have components themselves. In our example, if you indicate that item A is made up of items B, C, D and E then neither of those items can have components but…

Item C could still be made up of items F, G and H, making it a set, as long as it is not listed as itself being a component of item A. I know this is confusing but let me give you an example to clarify.

If you tell flowerSoft that item A is made up of items B, C, D and E, then item C cannot have components.
But if you tell flowerSoft that item A is made up of items, B, (F, G, and H), D and E then it is OK for item C to have components because item C itself is not being listed as a component of item A.
The components of item C are the ones that get listed as being part of item A.

So, if the quantity required for each of the components of item A is one, then every time you sell item A flowerSoft will reduce the quantity on hand of items B, F, G, H, D and E by one.

A set’s quantity on hand is determined by the least quantity available of its components. Let’s say to make an item A you need

Let us also say that your quantities on hand for items B, F, G, H, D and E are as follows:

Item    Quantity on Hand
B    20 pieces
F    30 pieces
G    90 pieces
H    40 pieces
D    80 pieces
E    60 pieces

Based on this information, how many units on hand will flowerSoft say are available for Item A?
And knowing the item C is made up of items F, G and H, how many pieces of item C will flowerSoft say are available?

And the answer is…

10 sets of item A and 30 sets of item C.

Do you see why?

There are only 20 pieces of item B available and item A requires 2 of them, so after you make 10 sets of item A, you’ll be out of item B so you can’t make anymore sets of item A.

The same goes for item C. You need 3 pieces of item G for each item C. Since you have 90 pieces of item G, after you make 30 sets you’ll be out of item G.

Another good way of looking at sets and components is to look at a recipe for an item. For example, let’s look at Teleflora’s Bee Well Bouquet recipe.

Item code T01J400C is the item code you use when you sell a Bee Well Bouquet. This is the set.
The 9 different items that make up the Bee Well Bouquet are the components.

Unless you want to keep track of your flowers’ quantity on hand, the only item that you will need to enter as a component of the T01J400C item is is the Bee Well Bee.
Why? Because that is the one item you need to know how many you have on hand in order to be able to sell the Bee Well Bouquet.

Every time you sell a T01J400C, one piece will be deducted from the quantity on hand of item TFBWELLB.
You will want to know when you are running low on that item, so that you can order more.

We will talk more on sets and components in the next post.

If you have any questions, please feel free to ask.

Tip #202 – Transferring Incoming Orders


Tip #202
Transferring Incoming Orders

There is a couple of ways to do a Dove transfer but the easiest one is to do it from the New Orders menu since that is where you will be most of the time.


Instead of selecting an option from 1-7, hit the letter “T”. This will take you to the transfer menu.


Then hit “T” again to start the transfer process.


Once the order is on the screen, you can hit “T” again to start the transfer process, but first
look over the card to make sure everything looks good.
If you have to, hit “A” to auto-fix the card or if you need to correct the spelling, hit “M” to fix manually.


Answer any questions flowerSoft may ask.




 

 

 

 

 

 

 

 

 



Once the order is successfully transferred to the sales file, the incoming order will be deleted (so that you will not transfer it again) and flowerSoft will the do a browse of the incoming orders file to see if there are any more incoming orders to be transferred.


If you have additional orders to be transferred, highlight them and hit <Enter> to begin the transfer process for the next order.


 

Tip #201 – FSN Orders


 Tip #201
FSN Orders

FSN (Flower Shop Network) orders should always be entered as local orders in flowerSoft.  Just like you enter an order from one of your house accounts.

Open an house account for FSN, making sure the account name is either
FSN, Flowershop Network or Flower Shop Network. 

Do not make this account a cash only account, give it a credit limit.fsn01

Give this account a preferred customer discount of 20%.fsn02

When you enter an FSN order into flowerSoft, enter it as a local order with an ON ACCOUNT method of payment.  When FSN send you a check for payment of orders filled, enter the payments as an payment on account through the A/R module.fsn03

flowerSoft will include the delivery charge in the 20% discount.fsn04

Please note that this is the only time flowerSoft will include the delivery charge when calculating a discount.  Normally, the discount is given on the product amount only.

 

Tip #200 – Sales Analysis Reports


Tip #200 – Sales Analysis Reports

As you probably know, flowerSoft offers a myriad of sales analysis reports but perhaps you’ve had no time to look through them all.  Some of these reports can be very useful and can help you manage your flower shop more efficiently.
Let’s take a look at the most useful ones.

As you all know, we get to the Reports menu by following this path from the Main menu:
M > R.  To get to the Sales reports: M > R > A and to get to the Sales Analysis Reports menu: M > R > A > B.  This last keystroke combination will put you here:

sar01

Here are some of the menu options under the Sales Analysis Reports menu…

sar02

sar03

sar04

sar05

I don’t have the time to go through all these reports here but, when you have some free time, try a few of these to see what they report on and if they would be useful to you.
Remember, all the reports can be printed to the screen so you would not even be wasting paper.

I want to show one in particular that I just had a request for, some many of you will not have this report available in your system yet.

The report I want to tell you about will be found in the Orders Analysis menu under options R and S.  Option S is a summarized version of option R.  In other words, it does not show the details of how the figures were obtained, but it also uses a lot less paper.

Yesterday, I was asked by a flowerSoft customer if there was a way to report on the number and amount of the sales each separate workstation took each day.
Although there is a report that would show the sales entered into the system by each clerk, there was no report that could break those down the work station.  Now there is.  Let’s look at option R – Sales by Register No. (Detailed)

As you know, each workstation using flowerSoft has (or should have if set up properly) a unique register number.  Since the register number that entered the order into flowerSoft is kept in a field in the sales record menu, it is a simple matter to write a report showing sales figures for each register.

If you have a multiple shop setup, when selecting option R, the first thing flowerSoft will ask is for the shop number you want to report on,  If you want to report on all the shops at one time (the figures are kept separate) you will need to enter 999 as the shop number.  Otherwise you just enter the shop number you want to report on.  A number from 1 to 998.

sar06

After that, simply select the time period you want to report on.  Let’s take last week, for exam[;e.  You would select option 5, and flowerSoft will supply the dates for you.

sar07

After you tell flowerSoft that you have no corrections to make, it will read through the sales records and select the ones for the period requested.  After that, it will ask you if you want to print the report to the screen instead of paper.  Until you find out which reports you really like and are certain you would use them in the future, you should always first print them to the screen, like I am going to do here so that I can show you what it looks like.

sar08

Notice that the default is “N” for No, which means that if you do not enter “Y” the report will print on paper.

Here is what both the detailed and summary reports look like…

sar10

 

sar11

 

 

Tip #199 – Re-sending Order and Delivery Confirmations


Tip #199
Re-Sending Order and Delivery Confirmations

I was asked today how to do this, so here it is for all of you to enjoy.

Every once in a while you will need to re-send an order or a delivery confirmation or even just a copy of an invoice or a text message.  Here is how to do it.

Follow this path from the main menu: O > E and bring up the order you need to re-send a confirmation for.
While viewing the order on the screen, press the letter to display the available options shown below…

reemail01

Select the option you want and then select the email address you want to send it to…

reemail02

That’s it.  3 keystrokes.  I wonder how long would it take to do the same thing in a graphical environment.

Also note that one of the options available is to look at the email history for the order.  This will let you know when and to which email addresses the confirmations have been sent to.

Tip #198 – Recording ON ACCOUNT Payments by Statement Number


Tip #198
Recording ON ACCOUNT Payments by Statement Number

Please Note:
While a flowerSoft customer (Larry of Flowerworks in Lincoln, Nebraska) was testing this feature he noticed that it was not working for him, so he called me to find out why.  While looking into his system, I noticed that he was trying to use this feature on a statement for a customer that had missed making a payment for the previous statement sent.
Since this is a new feature, I was trying to seed the systems of the flower shops where I had installed the latest version, by running a process that reads the statement transactions file (which contain both the invoice # and the statement #) and looking up the invoice number in the sales file and updating a new field in that file file with the statement number where the invoices were shown.
This process seemed to work perfectly during my testing.  Things always work perfectly when I am doing the testing, the problems always come up when you guys start using the new features.
The problem was that I was using a system that generated “open item” statements, not “balance forward” statements to do my testing.
The process also worked on “balance forward” statements with one caveat, there could be no balance forward.  Why?  Because “balance forward” statements  only show current period transactions.  Any un-paid transactions are part of the “previous balance” amount.  The invoice number is not shown on the statement.
Since previous un-paid transactions are not part of the statement, the process I was running was not updating the un-paid invoices with the latest statement number.  The statement that Larry was trying to pay contained only 1 transaction, the finance charge.  The invoices he was trying to pay contained a different statement number, so flowerSoft could not find them when looking for the statement number Larry had entered.
So, for those of you running “balance forward” statements and thinking of using this new feature, you may or will run into problems if you try to use it on accounts that have either missed a payment or not paid the full amount of the previous statement.  This will hold true until you run statements again.  When you run the statements, flowerSoft will update each invoice with the latest statement #, so when you try to use the feature, it will always be able to find the invoices that were part of the latest statement, whether they are part of the previous balance amount or new transactions for the current period.
Those of you using “open item” statements should not have any problems since your statements always include all invoices with outstanding balances.

===========================================================================

Let me start by saying that this is a brand new feature and most of you do not have it yet.

I received an email a couple of days ago from a flowerSoft user asking…

“George
I have a client who likes to pay by reference instead of invoice number.
Can you please in writing tell me how to do this?
I have had trouble with this issue a few times in the past.”

Well, as you probably know, there is no way to pay by reference (statement) number in flowerSoft.  Until now…

Although no one has asked for this in the past 28 years, I thought about it and it is possible for someone with an very active account to send you a check and just include the statement’s reference number.  I guess, the only option at that point was to go into that statement and see which invoices were charged on the statement and then select each invoice through the A/R Add Payments option.

Well, now there is a way to tell flowerSoft what statement number you want to pay and flowerSoft will gather the invoices shown on that statement for you.  All you have to do is enter the customer’s check number.

There are some restrictions with this method, however.

The first one is that the statement cannot have shown more than 24 charges (including finance/rebilling) charges.

The second one is that there is no deviation from the amount paid.  It will always be the outstanding amount shown on the statement.  There is no option to waive finance charges or re-billing charges and no option for sales allowances.

Here is how it works…

psn01

psn02

psn03

psn04

psn05

Tip #197 – Interfacing with Your Accounting Program


  Tip #197 
Interfacing with Your Accounting Program

Although flowerSoft does not automatically interface with any of the many accounting software programs available, it does provide several reports that make it easy for you to keep your accounting software program up-to-date.
Most notable among these reports is the Debits & Credits report.

cdrep01

You can access this report by following this path from the main menu:
M > R > F > C
After selecting the date range you want to report on, flowerSoft will start the calculations and display the results as shown on the following screen after which you can print the 2-page report…cdrep02

cdreo04

cdrep05

Please note that for this report to work correctly, you must use item description codes while entering your orders and the item description codes themselves should have a parent and a child revenue category as shown below.

cdrep07Also note that if and when you sell items not using the item description code or with a missing parent/child revenue category, the amounts will shown in the UNDEFINED line in the report.  This line will usually be the last line in page #2 of the report shown above unless you have an income category that starts with a letter higher than “U”.cdrep06In other words if, for example, you were to sell the item code 48E – 48″ EASEL, the amount of the sale would show up in the UNDEFINED category because no parent/child revenue categories have been defined for that item code and flowerSoft would not know which category add the amount to.

After you complete your report, you can then take the numbers from this report an input them into your accounting software program as necessary.

One note of caution, although you can select either order or delivery date for this report, be aware that many other financial reports work only by order date.  So make sure when you are comparing or working with different reports, that the date range selected is the same and that you are selecting records using the same (order or delivery) date field.