Monthly Archives: September 2018

Tip #303 – Freezing an Account

Tip #303
Freezing an Account
(New Feature of flowerSoft 2019)

You all should know that if a “house” account does not pay you in a timely fashion,  you can “suspend” that account thus preventing them from making purchases using the ON ACCOUNT method of payment without a supervisor’s password being entered.  They can make purchases using any of the other methods of payment but not with the ON ACCOUNT method of payment.

You can also “clear” an account, which gets rid of all their transaction, and then you can delete the account from your system.  This action has the disadvantage of losing all the history on the account.  It will be as if it never existed.

However, it was brought to my attention that sometimes you don’t want an account to be able to make purchases of any kind, but you also do not want to lose all the history for that account either.
For example, a company may have several corporate accounts with you that employees use (almost as if they were personal accounts) in the course of doing business for the company.  The employee makes the purchases but the company pays for them.

If one of such employees happens to leave the company, they might not want him or her to be able to charge purchases using their corporate account.

For those and similar cases, we now have the option to “freeze” and account.

Freezing an account prevents it from making any purchases using any type of payment.
Literally, the account is “frozen” as far as making purchases is concerned.  Payment on account can still be accepted for “frozen” accounts.

Here is how to “freeze” and account:


Bring up the account and hit “F” to display those options.


flowerSoft will ask for confirmation.


A supervisor’s password will be required.


Account is now “frozen”.


The next time you bring the account up, flowerSoft will inform you that it is frozen and show you only the options allowed for a “frozen” account.
To “un-freeze” the account, you hit “F” again and enter the supervisor’s password.


If someone tries to enter an order using that account number, they will be informed that the account is “frozen” and cannot be used.


As stated previously, you will still be able to take payments for “frozen” accounts and any other actions flowerSoft allows except entering a new order using that account number.

If you have any concern about using this new feature, please let me know.



Tip #302 – 2 Ways to Export Your E-Mail Addresses

Tip #302
2 Ways to Export Your E-Mail Addresses

Some of you have had some problems understanding how to export your customer’s email addresses to a .csv file, which can then be sent to an outside outfit that generates your promotional mailings.

Here are the 2 different ways to accomplish this.

The first option

The first option is accessed from the Manager’s menu, Client Operations, Page 2.
See the screen shots below…






The default on this question is “No” because to get gut results you must have calculated the YTD purchases for your customers before running this option.  If you have, then you can answer “Yes” and then tell flowerSoft how many of your best customers you want to export the email addresses for.


Here, flowerSoft is asking you to enter a date.  This date determines whether an email address will be exported or not.  To be exported, an email address must have been obtained on or after the date entered.


If you just want the email address for a specific account type, answer “Yes” and then enter the account type you want.  Otherwise, just answer “No” to get all account types.


Here flowerSoft wants to know the name you want to give to the .csv file that will be created with the email addresses that will be exported.  The choice is yours, but you are limited to 24 characters.


Now flowerSoft wants to know if the name you chose is OK.


If you are OK with the name you gave the .csv file, flowerSoft will ask you where you want to store that file.  This is called the PATH to the file and it is very important because you will need to know it later on so that you can retrieve the .csv file and send it to the company that is doing your email marketing.
If you are not particular about where to store the file, you can accept flowerSoft’s default location of \FSROOT\EMAILS\ADDRESSES\ by simply leaving the path field blank.
The drive letter, C:, N:, M:, S: is determined by the drive where your flowerSoft program is installed.


When flowerSoft is finished exporting the email addresses, it will ask you if you want to see the addresses exported.  If you answer “Yes” you must have Excel installed in the computer you ran this option from.

The identical program as shown above can also be accessed from the Manager’s menu, Marketing menu





The second option

The second exporting option is also accessed from the Manager’s menu, Utilities option.
This option is easier to use but less flexible, as the only things you have control over is the name of the .csv file and what date to start from.





This is the only thing you have control over, the name of the .csv file.



Once you give your OK to the name of the .csv file, flowerSoft will tell you where it is going to place it.


This is the only other thing you have control over.
If you do not want all the email addresses on file to be exported, you can tell flowerSoft what date do you want to start from.





So there you have it.
Option 1 is more flexible than option 2 because it lets you pick the location where the file will be installed and lets you export emails by customer rank (think Christmas gift for your best customers) and you can limit the exported email to one type of account, for example “commercial” accounts only.
It is harder to use because if you do not want to accept the default PATH to the file, you have to enter your own and then remember where you put it.

Option 2 is definitely easier to use as you know the file will always be placed in the \FSROOT\EMAIL\ADDRESSES\ folder.

























The second way and easiest method (but less flexible) is to use the option found in the Manager’s menu, Client Operations, Page #2.




Tip #301 – How Long Did It Take?

Tip #301
How Long Did It Take?

New feature in flowerSoft 2019 allows you to see how long it took for an order to be entered into flowerSoft.
Or, to see how long it took for all the orders for a day or a period of time took to be entered into flowerSoft.
You can get to this new feature by bringing up an order and pressing either E or T.



From either T or E, you will see the following option:


When you hit E, flowerSoft will present you with the following options:


Hitting 1 at this point will give you the time it took the clerk to enter the order.
Hitting 2 will give the time it took for all the orders for that day to be entered.
Hitting 3 will allow you to enter the starting and ending dates for a period of time.





These times were obtained during a period that had a major holiday in it.
We can then compare it to a period with no major holidays.


Or, we can compare it for the same period of time on the previous year…


So by looking at these numbers, you can see that a lot more time is spent entering one order during a holiday than when there is no holiday involved.

I hope you find other good uses for this type of data mining.










New Features Available Now in flowerSoft

New Features Available Now in flowerSoft

The following features are now available in flowerSoft but probably not on your version.
If you want these new features, just let me know and I will update your system.

  1. Send Order and Delivery confirmations to a customer’s cell phone in addition to his e-mail address.
  2. Send occasion reminders to a customer’s cell phone in addition to his or her e-mail address.
  3. If you do not want fowerSoft to ask you about the wireless carrier gateway for a cell phone you’ve entered, make sure that in your “Defaults” file you have these 2 options set to “N”.
  4. Similar to the “order map” you get when hitting the F3 key while entering an order, now there is a “record map” you can get by hitting F3 while in a customer’s profile record.record_map
    Hitting the number by the field name will take you directly to that field.  This will help you cut down on the number of times you have to hit the [Enter] key to get to the field you want to go to.
    For example, if after pressing “U” to update, you want to go to the “Remarks” field, hit the F3 key and when this screen is displayed, hit the number “8” to jump to that field immediately.