Monthly Archives: November 2014

Tip #013 – Alternate Addresses

Some of the information in this post is obsolete.

flowerSoft Silver 2021

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.

The line above is no longer true.  To access this option you must follow this path: M > C > N > T

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…

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Tip #235 – When Was Your Copy of flowerSoft Last Updated?

Tip #235
When Was Your Copy of flowerSoft Last Updated?

A lot of times I will write a post about a new feature and when you try it in your system it does not work.
The reason for that might be because I have not gotten to update your flowerSoft copy yet.

To find out when your copy of flowerSoft was last updated, go to the New Orders menu…

and hit the grave accent/tilde key (left of the number 1)…


The Last FSS Update date is the last time all your flowerSoft programs were updated. The Last POS Update date is the date your copy of the POS program was compiled (revised).

These dates help you know why a new feature or bug fix has not made it to your copy of flowerSoft.

If I write a post on 11/25/2014 talking about a new feature or an improvement made and your Last FSS Update was on 11/15/2014, chances are you do not have that feature or improvement yet.

If it is something you feel you need to have ASAP, drop me a line and I’ll try to update your system as soon as possible.

If you do not have this feature, the one about finding your flowerSoft update dates, then your version of flowerSoft is pretty old.

Tip #234 – Attaching Pictures to Delivery Confirmations

Tip #234
Attaching Pictures to Delivery Confirmations

I thought I had written a post on this but I can’t find it.

Recently I made a change to the delivery confirmations program that would allow you to attach up to 5 different pictures to a delivery confirmation.
Part of this change involved creating a new folder to hold the pictures. This folder should be created in the \FSROOT\EMAILS folder and be called PICTURES.
For a picture or pictures to be sent out along with the email confirmation, the picture(s) must be placed in the \FSROOT\EMAILS\PICTURES folder.
The picture(s) should be named using the following format: invoice_number.jpg

So if 5 pictures were to be attached to a delivery confirmation for invoice number 64103, the pictures should be named as follows:

64103-3.jpg and

The delivery confirmation would then look something like this…

Again, the most important part here is that the pictures be placed in the \FSROOT\EMAILS\PICTURES folder and that they be named as shown above.

Tip #233 – The Differences Between an A/P Check and a Direct Check

Tip #233
The Differences Between an A/P Check and a Direct Check

I’ve been asked this question several times, so I guess it is time I explain this topic.

A check is a check is a check… but not in flowerSoft. J

In flowerSoft there are 3 different types of checks. There are Payroll checks, A/P checks and Direct checks and they all affect your checking account(s) in different ways.

Payroll checks are obviously used to pay employees when the payroll is calculated through flowerSoft. A Payroll check will show different information and therefore print differently than an A/P check or a Direct check.
Since there should be no question as to what a Payroll check is, we will limit this discussion to the differences between A/P and Direct checks.

The first difference is that an A/P check requires a lot more preparation from you before you can write the check.
So an A/P check is not well suited to pay the UPS guy for collect deliveries. That is the type of payment a Direct check is well-suited for.
To use A/P checks you need to have vendors in your system and outstanding invoices from those vendors.
You also need to go through 5 or 6 separate steps (called payment procedures) before you can write the check.

So by this time you are asking “What are the advantages of using A/P checks?”
If you are a small shop, probably not many to make it worth the additional time and effort required.
But if you have a lot of different bills from different vendors to pay each month, or if you want to keep track of the prices paid for certain items, then A/P checks may be for you.

There are several good reasons to go the A/P check route.
When you use A/P checks, you must enter all the invoices received from the different vendors. This allows flowerSoft to tell you how much money you owe at any time.

A/P invoices can be made recurring, just like you can make an order from a customer. So if for example you have a van payment of $300/month, you can enter the first invoice and the rest recurring so you basically only enter it one time.
By entering the detail of invoice you’ll enable flowerSoft to tell you what was the last price you paid for an item; or which vendor has the best price for an item.

A/P invoices will warn you if you try to enter an invoice that was already paid.

If you use A/P checks, you can pay all your bills and print all your checks to all your different vendors at one sitting. A/P invoices get marked paid and removed from your outstanding bills as soon as you post them.

So if you like to keep accurate records and enter all your invoices from your various vendors into flowerSoft, using A/P checks is probably a better choice than using Direct checks.

However, for a quick payment to someone who is waiting for a check you will still need to use a Direct check.
If you do not care or do not have the time to keep track of prices paid, then using Direct checks to pay your bills will work best for you.

If you enter A/P invoices, a Direct check will show you how much you owe that vendor and when and how much the last payment to that vendor was.
If you do not enter A/P invoices, then a Direct check will only tell you what your previous payments to that vendor have been.

So there you have it, now you know what the differences are between A/P and Direct checks.