Monthly Archives: March 2015

CryptoLocker


CryptoLocker

I’ve had 2 flowerSoft customers this month fall victim to the CryptoLocker virus.

One customer with 2 stores, here in NYC, got the virus at both stores.
The other customer, in California, also got the virus last week.

The customer in NYC lost all her information at one of the stores.  9 years worth of data.
I was able to recover some uninfected data from a couple of years ago at the other store, so at least she got some of her customer database back.

The customer in California, called me as soon as she realized she had gotten a virus and in her case, I was able to recover all of her data before the virus got to it.

This is a nasty virus.  There is no recovery from it.  You can get rid of the virus with anti-virus software but if your data gets encrypted, there isn’t much you or anyone else can do.

If you want to read more about this virus, click on this link…

http://en.wikipedia.org/wiki/CryptoLocker

One thing these 2 customers had in common, neither one of them was backing up their data!

Backing up your data is the most important thing you can do to prevent a disaster.
You can always replace equipment but if your data is gone, it is gone.

So, if you do not one to suffer the same fate as this NYC florist, BACK UP YOUR DATA!

If you cannot find the time to back up your data each day, enroll the services of remote backup provider, such as Gillware Data Services or Carbonite.

I have several customers that use Gillware and they (Gillware) know what needs to be backed up in flowerSoft.
Give them a call and tell them you are using flowerSoft and you want your flowerSoft data backed up.

They will connect to your computer or server and set it up.
If they have any questions, have them call me.
Their phone number is 877-624-7206

Tip #257 – Identifying New Clients


Tip #257
Identifying New Clients

Recently I received an email from a flowerSoft customer asking me if there was any way to identify new (first time) clients.

The answer of course is that there is, but it might be a bit hidden from view.
So here is my response to that customer’s question…

If you mean a report looking something like this…

 
 

 
 

Follow these steps…

 
 

 
 

Enter the date range and you are all set.

Tip #256 – Finding a Customer When All Else Fails…


Tip #256
Finding a Customer When All Else Fails…

There will be times when you know you have entered a customer in the system but no matter how you try, you cannot locate him or her using the available indexes.

For those rare occasions, flowerSoft gives you a couple of different ways to attempt to locate their record.

The first was is by using the Customer Search option in the Manager’s menu Client Operations option.

Upon selecting this option, flowerSoft will display the following screen…

This screen has room for up to 30 different pieces of information you can supply flowerSoft to facilitate its locating the customer.

For example, let’s say that you are looking for a customer named Eric but you can’t remember his Last name or account number. You don’t know his address or anything else about the account, at least nothing that can be searched via an index.

To try to find Eric, you would then enter a “Y” in the “Account Name Contains” field.
You could start the search with just that piece of information but flowerSoft would search the entire customer database and give you all the accounts with the name Eric in them.
If you give flowerSoft another piece of information that if included in this screen, it will help flowerSoft narrow the results.
Let’s say you remember that you just added the account just a couple of weeks ago. Now you have another piece of information to help flowerSoft find Eric.
You would then go down to the “Account Added On or After” field and enter a “Y” there.
As you go through the fields, if you do not add a “Y”, flowerSoft will put an “X” in the field, like this…

So you are telling flowerSoft that you have those 2 pieces of information to see if Eric can be located in the database.

You then hit F10 to start the search. flowerSoft will then ask you for the information you have…

flowerSoft will then ask you if you have any correction to the information you have entered…

Once you say you have no corrections, flowerSoft will start the search…

And once if finds data matching your search criteria, it will display the results…

Note that flowerSoft is not only displaying a record for Eric Anderson, but also a record for Erica, D Austin.

Why? Because it asked you for a piece of information the account name “contains

And you entered Eric. Erica D Austin name contains Eric. E R I C A

If you had entered Erica, then only Erica’s record would have been displayed because Eric Anderson does not contain the name Erica

So now flowerSoft has displayed, the 2 names that matched your search criteria.
What can you do with that information now?

Quite a bit, as it turns out. You can highlight Eric’s name, if not already highlighted, and you can hit V to view the record.

You can also hit G to go to the record…

From there you can perform any of the action you can normally perform from a client’s record.
For example, you can view Eric’s order(s) by hitting O…

You can do anything from there you can do if you had gone to Eric’s record directly.
The only thing to remember is that once you are finished, flowerSoft will take you back to where you started. In this case

And you will need to exit from there.

The other method of searching is called an advanced search and you have to do a little “programming” to get that to work.
It is a very powerful search method and takes a little bit of time to master but it is not impossible to do.
I will teach you how to use that method in a future post.

Who is Cris Bandle?


Since I added that post about flowerSoft support, I’ve had several inquiries as to who Cris Bandle is.

Cris Bandle is an extremely bright individual and an experienced flowerSoft user.
She is the manager of Owens Flower Shop in Lawrence, KS.
She has been using flowerSoft for the past 8 years and has been the source of several new features and improvements to flowerSoft in that period of time.

In addition, Cris’ husband Jeff, is a very talented programmer that has been responsible for several of flowerSoft’s latest features, such as the Dove Plus interface and the Cayan (Merchant Warehouse) interface among others.
He is currently working on an interface with FSN, which should be available in a couple of months.

I’ve been lucky to have Cris accept a role in providing support to flowerSoft customers in need.
Cris will not be able to provide technical support right know, those must come to me for the time being, but she should be able to handle any operational questions you may have.

Since she runs a very successful flower shop on a daily basis, she is really more qualified than I am to answer any questions about how to do things in flowerSoft.
I am not saying that she knows every thing there is to know about flowerSoft, but she knows a heck of a lot.

I am also not saying to start calling her and not me for support.  She is there just so that there will be someone else to contact in case I am not available.  I am sure she will do a fine job, probably better than me. 🙂

I will also give Cris access to this blog so that she can post on subjects relevant to the daily running of a flower shop.

Here is the happy couple…

Cris and Jeff Bandle

Tip #255 – Discount Coupons


Tip #255
Discount Coupons

Some of you like to offer discount coupons to entice existing customers to purchase from you.
Or you may want to get new customers into your store by offering a new customer discount.
You place an ad on your local paper, print flyers and post cards or send emails out.
Whichever way you offer these discount coupons, I am sure you would like to know if they are effective or a waste of your time and money.

Here is how to keep track of the discount coupons you have offered and have been redeemed.

Start by going into the Marketing menu.

Let’s add a new discount coupon to the database…

Give the discount coupon a code and a description.
Select the ad source to be credited if the coupon is redeemed.
Add an expiration date to the coupon. This can be far into the future, like 12/31/9999, if you do not want it to expire.
Give it either a Dollar value or a percentage off the product amount.

That is it. You are all set to start using this discount coupon.

How do you use the discount coupon?
Well, if you want your customers to know about it you will have to advertise it in some way.
Newspaper, flyers, emails, post cards, radio ad, store sign.
You can choose any means to let your customers know but make sure you credit the correct ad source is you want flowerSoft to keep track of this.

Now, once you are entering the order into flowerSoft and the customer informs you that they want to redeem the coupon, how do you do it?

Here is how…

Once you get to the tax rate field, you can hit the F8 key to bring up the discount coupon popup.

Upon pressing F8, flowerSoft will display the discount popup for you to fill.

Enter the discount coupon code and flowerSoft will then pop up this message…

If you verify that it is the correct discount coupon, flowerSoft will calculate the discount and ask you for confirmation again…

Remember that if you are using a percent, it is only off the product amount. Delivery, relay and sales tax amounts are not included in the calculation.

So now you have recorded the redemption of a discount coupon.

Later on, whenever you want, you can pull a report showing you the stats for all your discount coupons.

The discount coupon will also feed the ad source of the order, so you can later on get a report like this…

 

Tip #254 – When Your Customer Requires a Purchase Order…


Tip #254
When Your Customer Requires a Purchase Order…

If you have a customer that requires you get a purchase order each time they order something, you must tell flowerSoft of this requirement.

Here is how you do it.

Go into the customer’s profile record, updated and enter a Y in the P.O. field…

You don’t really have to update the record

Instead of hitting U to update it, you can just hit P and select the purchase order option. This acts as a toggle switch on the field.

If the field is not set to Y, it will set it to Y. If it is set to Y, it will set it to N.

The next time the customer orders from you, flowerSoft will inform you that…

and then it will ask you for…

Which it will then place on the statement description field of the order…

Unfortunately, this is not a searchable field, so you will not be able to use an index to find an order with a certain p.o. number.

However, you can bring up the client’s orders by account number, do a browse and load a browse called “statement description”, which will show you the p.o. number if one exists.

 

 

 


Improved Feature

flowerSoft will now allow you to have an unlimited number of UPC codes for any inventory item code.
In other words, if you buy the same item from different vendors and they each have their own UPC code for the same item, you can now record all the UPC codes under one inventory item code instead of having to have a separate item code for each different UPC code.

Or if you have a general inventory item, such as flower seeds, which may have different UPC codes depending on the type of flower seed and you only care to know how many packets of flower seeds you sold and don’t care about which type of flower seeds you sold, you can have one inventory item code for flower seeds and link as many different UPC codes to that inventory item as you want.

All UPC codes linked to an inventory item code will deduct from the units on hand of that inventory item when scanned during order entry.

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Tip #253 – Understanding Negative Reference Numbers


Tip # 253
Understanding Negative Reference Numbers

I am sure most of you have noticed negative transaction numbers somewhere along the line in flowerSoft, but most of you may not know why those reference numbers start with a minus(-) sign.
They start with a minus sign to help flowerSoft identify those transactions.
For example, all finance/rebilling charge records, as well as closing date records, will have a reference numbers that start with -7
If you have entered a debit to an account, that debit will start with a reference number of -9
For example, if you entered a starting balance for an account, you will see that debit as a -9 if you look at the transaction history for the account.
Here is an example…

Reference numbers starting with -8 are used for some types of credit, such as when you waive small account balances.
Reference numbers starting with a -5 are used identify overpayment records.
Reference number -111 is used to identify voided records.