Category Archives: Information

Information on the Different Modules of flowerSoft

Leaving for Florida


I will be leaving for beautiful and warm Miami Beach on Thursday and will be away for 2 months.

So during that time, please do not get into any trouble.  You know who you are, Lucy.

Have a very prosperous Valentine’s Day.

PS – I will be available via cell phone.

Tip #299 – The “D” Options


Tip #299
The “D” Options

The options available under the letter “D” are one of the most under-utilized in flowerSoft.  Maybe is because most of you do not know much about them.

Here they are:

The D Options

Option #1 – Add Designer Initials
This option allows you to quickly add the designer’s initials to any local or incoming order already in your system.

Option #2 – Add/Update Delivery Information
This option allow you to add the actual delivery date and time, driver, recipient’s signature and any delivery remarks to an order.
This are the same options that are available through the route & receipt program but useful to those who don’t use it.

Option #3 – View Delivery Information
This option allows you to view the delivery information entered for an order by either the driver or the dispatcher.  That information could have been entered through the route and receipt program or through option #2 above.  It includes all the information shown below.

DOPT01

Option #4 – Display Promotional Discounts
This option allows you to display the details of promotional discounts applied to an order.  Right now, these discounts are offered by credit card companies or manufacturers but could soon also be offered by you directly to your customers.
Discounts are shown as negative amounts.  If the amount shown is positive, it represents a surcharge, not a discount.

DOPT02

Option #5 – Make This a “Default” Order
If you did not know it, you can make any order by a customer be their “default” order.
This means that they can call you to place an order and simply say “Send by default order to my wife.”
It could be anyone and all they have to give you is the recipient’s address if you do not have it.

DOPT03

This can save you quite a bit of time the customer orders and wants to use his or her “default” order, since most of the information is already there.

Option #6 – Add/View Delivery Instructions
This option helps if you have previously specific delivery instructions for a recipient in an order you have taken.
This option will allow you to view, change or add those instructions as needed.

Option #7 – Change Delivery Date
This option allows you to change the delivery date of an order without having to update order.  The existing delivery date is shown in parenthesis.

Option #8 – Manually Applied Discounts
This option displays the total amount of the discounts applied to the order.

Option #9 – Driver’s Initials
This option allows you to add the drivre’s initials to an order without having to update the order.

Option #0 – Print Delivery Pool Ticket
If you use a delivery service, this option allows you to print the delivery pool ticket.

Option #S – Delivery Status
This option lets you know what the delivery statis of an order is.
Delivery status can be: ordered, ready, delivered and not available.
This option is only available with a special delivery program provided by an outside vendor.  If you are interested, let me know.

Option #W – Write FSDELS file
This option writes a text file required by the special delivery program mentioned in option #S.

Option Z – Get DZone
This option gets the delivery zone for an order if delivery zones have been defined.

 

 

 

 

 

 

 

 

 

Tip #298 – The “B” and “C” Options


Tip #298
The “B” and “C” Options

This tip will cover 2 letters because there aren’t many options associated with them.
Let’s take a look at what is available.

The “B” Option

tip#298=01

When looking at an existing order, the only thing the letter “B” lets you do is “browse” a list of other existing orders.
I found the record above by using the invoice number index, so if at this point I happen to hit the letter “B”, flowerSoft will display the following list of orders sorted by invoice number…

tip#298-02

Note that the order you were looking at, invoice # 95527 is at the top of the list.
The list will display 18 orders at time.
Here is a tip that is not documented and one that most of you are not aware of.
If while in a “browse” view such as the one shown above, you can hit the letter “B” to jump to the bottom-most record on the list…

tip#28-03

Likewise, if you are at the bottom of the list or anywhere in that neighborhood, you can hit “T” and have the highlight jump to the top record on the list.

tip#298-02

The highlight does not have to be at the top or bottom of the list for this feature to work.
No matter where the highlight is on the list, hitting “B” will take you to the bottom-most record on the list.  Hitting “T” from anywhere on the list will likewise take you the top-most record.

The other options available from the “browse” list are all documented at the bottom of the screen.
Hitting “U” will put the highlighted record in “update” mode, just as if you had hit “U” from the full-view screen shown at the top of this tip.

Some other options you are likely to use are:

  1. Hitting the “Enter” key to select the record and bring it into full view.
  2. Hitting “S” to select a “selection” set.
    This option requires a bit of understanding of how selection sets work, so I won’t go into how to write one.
    One of the options you will see at the bottom is “L-Load” and hitting the letter “L” will display a list of the pre-loaded selection sets.
    flowerSoft comes pre-loaded with some selection sets and I will get into how to load them and modify them in a future post.
    For now, stay away from this option and use the provided indexes to find records.
  3. Hitting “Z” to start a “Fuzzy” search.  Too complicated to explain.
    Stay away from this option.
  4. Hitting  “R” to Reset.  Stay away from this option also, it won’t be of much help to you.
  5. Hitting “C” for Continuous On.  This option could be of use sometimes.
    What is does is display pages of “browse” records continuously until you hit the letter “C” again.  So if you are browsing through the records of a very large account and want to get through some of the records quickly, you can hit the “C” key to start the scrolling list of records, and then “C” again to stop the list.
    The up and down arrows also control the direction in which the list will scroll.
  6. Hitting “F” for Format will allow you to change the fields that are displayed on the browse list.  I would also stay away from this option but if you don’t, at least do not save your changes because you will be stuck with that format in future browses.
  7. Hitting “H” to Hardcopy will send to your printer the list of records being displayed on the screen.
  8. Hitting “X” will of course take you out of the browse format and put you back into the index selection screen you first used to find the record(s).

That is all there is to know about the “B” option.

The “C” Option

tip#298=01

The “C” option deals strictly with the enclosure card.
When you hit the letter “C”, flowerSoft displays the following screen…

tip#298-05

The options available from this point are enumerated on the right-hand side of the screen.

The A. Auto-Fix Card will tell flowerSoft to try to fix the wording of a card that is not wrapped correctly between the available lines.  This usually only happens with incoming orders.

The E. Edit Card will allow you to fix the card just like if you had updated the order and gotten down to the card section.

The “P” option will allow you to print the enclosure card if you are using separate enclosure card forms.

The “S” option will allow you to spell-check the card.

The “C” option will allow you to change the occasion of the order.

“X” will of course get you out of this option and back to the order.

That is all there is for the “C” option.

 

 

 

Tip #297 – The Letter “A” and All Its Options


Tip #297
The Letter A and All Its Options

Tip297-01

When you hit the letter “A” from outside an order, the following options will be displayed…

Tip297-01

The first option, “1. Add/Update Again Record” you should have to use very seldom.
An “aging” record is a record of an invoice with an outstanding balance.  It could be for the full amount of the invoice or just a portion of it.
“Aging” records are only created for orders paid with an “ON ACCOUNT” method of payment.  “Aging” records are used to calculate a “house” account’s aging balances such as “current”, “30-days”, “60-days”, etc.
An “aging” record will have a date equal to the delivery date of the order.
“Aging” records are also used to display an account’s open invoices when you go to make a “payment on account” for the customer.
Once an invoice is paid in full, the “aging” record will be deleted, as it is no longer needed.
Very seldom you will need to use this feature and when you do, we will tell you to do so.
So for now, just forget about this option.

The second option, “2. Add or View Alt. Delivery Dates” does just what it says.
If an order has alternate delivery dates, it will display them or if it doesn’t, it will let you add them.
In case you don’t know about alternate delivery dates, flowerSoft gives the option to have a second and third alternate delivery dates for an order.  This comes in handy during the holiday rush.
When you are entering a new order and get to the “Delivery Time” field, you will notice that there is a prompt at the bottom of the screen that reads:
“F8-Alternate Delivery Dates”.

Tip 297-03

If you hit F8 while in the “Delivery Time” field, the following popup will appear:

tip 297-04

Just enter the dates for the alternate dates and you are all set.
By the way, while entering a new order, alternate delivery date fields also accept the day of the week abbreviations, just like the regular delivery date field does.  In other words, you can use MO, TU, WE, TH, FR, SA and SU in the fields and flowerSoft will translate it into the correct date for that day.  You can also precede the abbreviations with an “N” to indicate that you want “next” not “this” whichever day of the week.
After you enter your alternate delivery dates, flowerSoft will ask you for confirmation and save the alternate delivery dates.

tip 297-05

If an existing order already has alternate delivery dates, you can display those dates by hitting A and then 2 while looking at the order.

tip 297-06

If you need to change the date  or add an additional date, you can hit “U” and flowerSoft will put you in update mode.

tip 297-07

One thing to note, when updating or adding an alternate delivery date to an existing order, you must hit Esc to Record  it or Ctrl + C  to Cancel.

If when you hit A and 2 on an existing order that does not have an alternate delivery date, flowerSoft will respond with the following message:

tip 297-08

If you respond  “Yes” to the question, flowerSoft then will allow you to enter the alternate delivery date(s).

tip 297-09

If while viewing existing orders, you come across an order with alternate delivery dates that have not as yet passed, flowerSoft will display this message:

tip 297-10

However, that is all flowerSoft will do for you.
It will allow you to add alternate delivery dates to an order but it will not place the orders with alternate delivery dates on a route sheet for the alternate date or will not change the date on which a customer’s “house” account will be charged for the order.
To do that you need to change the original delivery date of the order, which flowerSoft also allows you to do from outside the order by pressing D + 7, but that is an option for a different letter and hence a different post.
OK, enough about alternate delivery dates.  Let’s move on to the next “A” option.

Option #3 will usually show as “Not Available” because is only used on orders that have either a credit card or prepaid method of payment and have no recorded approval and token numbers.

 

If the order has a credit card or prepaid method of payment and no approval or token numbers, then option #3 will become available.

Option #3. Add Approval & Token #

tip 297-11

This option will allow you to enter an approval and a token number for the order that is missing them.
Upon you hitting A and 3 on an order that is missing the approval #, flowerSoft will display the following:

tip 297-12

and then after you enter the approval #…

tip 297-13

You can leave the token # blank if you do not have one.

tip 297-14

That covers option #3

Option #4. Erase Approval & Token #
Again, this is an option you will seldom have to use, but if you do you will also need to provide a supervisor’s password.
You will need to enter a password because this option will also allow you to get a new approval on the order, if one is necessary.

Option #5. Enter a New Approval & Token # allows you to change the existing approval and token numbers.  This is seldom used also but available if you’ve made a mistake while entering the numbers on a prepaid or preapproved order.

Option #6. Get Credit Card Approval allows you to get an approval through flowerSoft for an order that has not been previously approved or one where the approval and token numbers have been erased.

Option A. Address Verification
flowerSoft will get an address verification on the customer’s or recipient’s address when this option is used.  An external program is used, so you may see some ads.

When you hit A and A, flowerSoft will display the following screen:

tip 297-15

You will then have to choose which address you want to verify.
I would guess most of the time it will be the recipient’s address but both are available for you.
Once you select an address to verify, flowerSoft will send the selected address to a free program that will do the actual verification.  There is nothing else you have to do unless you want to use some of the additional options offers but may charge you to use them.

tip 297-16

Option C. Add or Change Commissioned Agent.
If there is a commissioned agent for this order, flowerSoft will allow you to change it or add it if there isn’t one.
For those of you who do not know how or have never used the commissioned agents feature, flowerSoft allows you to pay a percentage of the product amount of the order to an outside agent or even an employee who drives business into your shop.
Most of the time, commissioned agents are employees of a hotel or a funeral home, but it can be anyone you choose.
Commissioned agents are set up from the Manager’s menu Employee Operations.

tip 297-17

However, although not recommended since they should be set up by a manager or supervisor, they can also be added on the fly from a new order by entering “C” in the “Source” field.

Option C allows you to change or add a commissioned agent’s code to an existing order you might have missed or entered the incorrect code for.

When you press A and C, flowerSoft checks to see if a commissioned agent’s code has been entered for the order.  If one has not, the following message will be displayed:

tip 297-18

and then ask you if you want to add one…

tip 297-19

If you answer “Yes” flowerSoft will provide you with the means to enter an existing agent’s code or create a new one.
The first thing you will be asked is the name of the organization, this could be a hotel, a funeral home or any other organization.
If there is no organization, you can leave that field blank.

tip 297-20

If you enter a name for the organization and flowerSoft will try to find an exact match or anything greater.  Most of the time, unless you have never used this option before, flowerSoft will find organization names equal to or greater than what you entered and will display then in a browse screen like this…

tip 297-21

Note that even though the name I entered, “The Plaza Hotel”, flowerSoft displayed all organizations with a name alphabetically greater than “The Plaza Hotel”, so when selecting from the list, make sure you are selecting the organization you mean to select.

If flowerSoft cannot find a match at all, it will display the following message…

tip 297-22

and if you answer “Yes” to the question above, flowerSoft will provide you with the means to add a new organization and commissioned agent.

tip 297-23

Please note that you can have as many different agents as you want for one organization.
You can even have the same agent for many different organizations but not with the same agent code.  Agent codes cannot be duplicated.

Option D. Change Item Code or Description

This option allows you to change the Item Description Code or the Item Description for any of the items entered without having to update the order.
However, only the item code and the description will be updated.
Even if there is a unit price associated with the item code, it will not replace the existing unit price.

tip 297-24

tip 297-25

tip 297-26

Well, that is all for the “A” options at this time.

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

First flowerSoft Customer Ever!


First flowerSoft Customer Ever!

Flowers by Bernard in Staten Island was the first flowerSoft customer and they are still our customer 30 years later!
Bernard Silver, the owner of Flowers by Bernard along with his wife Judith, can be considered the father of flowerSoft as he was the guiding light my early effort to write a florist software package.
My eternal gratitude to Bernard for his invaluable input and guidance.

The shop as it stands today.

flowerSoft’s guiding light, Bernard Silver.

 

Tip #296 – How to Quickly Edit Recipient’s Info.


Tip #296
How to Quickly Edit Recipient’s Information

It has been a while since my last post and several new features have been added to flowerSoft in that period of time, so here is the first of a few new posts that will come your way in the near future.

Sometimes, after you have saved an order, a customer will call you with a change to the recipient’s address or name.  If the order was paid for with a credit card and you try to update the order, flowerSoft will make sure that you understand that all fields that can affect the total of the order are locked.
This requires you to read and answer at least 3 messages.

quickrecipientchange01

quickrecipientchange02

quickrecipientchange03

Most times all you need to do is make an insignificant change, such as add an apartment number, correct the spelling of the recipient’s name or add a phone number.
Changes like those should not require you to update the order and go through all the steps flowerSoft makes you go through in order to ensure you will not change fields that affect the total of the order.
So I’ve figured out that in some cases, I can keep you away from fields that will affect the order’s total amount and make it easier for you to make small changes like that.

Here is what I have done to make it easier for you to change any information about the recipient and how to go about it:

  1. Bring up the order you need to change through the “Edit or View Existing Orders” option of the Order Entry Menu and then after hitting the down arrow, or just hit “R” to access the R Options.
    Tip296-01
  2. Hit “R” again to select the “Edit Recipient Info.” option.
    tip296-02
  3. After you hit “R”, flowerSoft will display a screen very similar to the “Deliver To” information screen.
    Note the 3 new items pointed out by the arrows.
    tip296-03
    To save the changes you make, you hit F9.  To cancel the changes you have made, you hit F4.  The RR#: is the record number in the recipient’s database corresponding to this recipient.  That number will be used to save any changes you make to the recipient’s information, if you choose to do so.
    In addition, there is no field processing (programming) involved after you leave a field.
    So if you change the recipient’s name to that another recipient that is stored in the recipient’s database, flowerSoft will not automatically update the address, city, state, zip code and phones information to match the new recipient.
    What flowerSoft will do, after you hit F9 to save the changes, is ask you if you want to update the recipient’s record with the new information or if there was no recipient, such as on a “pick up” order, flowerSoft will add a new recipient to the database.
    For example, I am going to change the first line of the address from 501 Westwood Ave to 276 Suffolk Ave.
    tip296-04
    Now I am going to hit F9 to save the changes.
    tip296-06
    I will then answer Yes to the question and the changed recipient’s order information will replace existing the recipient’s record in the recipients database.
    tip296-06
    Had I answered No, only the recipiet’s information in the order would have been changed.

    Let me know if you have ant questions.

 

 

 

 

Tip #295 – Why Does the Delivery Charge Field Sometimes Gets Locked Before Getting Credit Card Approval?


Tip #295
Why Does the Delivery Charge Field Sometimes Gets Locked Before Getting Credit Card Approval?

We all know that fields that can affect the total of the order get locked after the credit card approval is obtained.  So quantity fields and fields that hold Dollar amounts will be locked after an approval is obtained.
However, one of those fields, the delivery charge field, sometimes gets locked before a credit card approval is obtained and even before a method of payment is selected.

You may ask why does flowerSoft take such an action even though the lock can be removed from the service charge field by entering a supervisor’s password.
The reason is that your delivery zones database records contain one field that can be set to determine what the delivery charge should be based on the recipient’s address.

Here is an example:
dzone01
The screen shot above shows a delivery zone record for Eudora, KS.
The delivery zone is named 25R and it shows that the delivery charge should be $12.00.
flowerSoft has to assume that the delivery charge amount was set by a manager or the owner for orders being delivered to that zone.

flowerSoft should not allow an employee to change that delivery charge unless a supervisor’s password is entered.  That is the logical procedure and that is why if a specific delivery charge is indicated on a delivery zone record, flowerSoft will lock the delivery charge field.  See below:
dzone02In the example above, the delivery charge field has been locked (notice the gray shading) because the delivery zone record for the recipient’s address sets the delivery charge at $6.95.
The lock can be removed by pressing the F8 key from the service charge field and then entering the supervisor, manager or owner’s password.
However, a couple of you have complained that sometimes it is inconvenient to require a supervisor or manager to go to the terminal in question and enter the password to override the delivery charge called for in the delivery zone record.
So, in order to keep everyone happy (always our goal) I will now leave it up to the individual flower shops to determine how this will be handled.

I have added a field in the control file that will allow you to determine if a password will or will not be required to change a delivery charge field that comes from the delivery zone record.
Here is how:
From the Manager’s menu, access the System Information option and then select the Defaults option.
Navigate to page #23 and go to the area towards the bottom of the screen that is highlighted below:
dzone03
and change the “Y” to an “N” in the field indicated.
What that will do is tell flowerSoft not to lock the delivery charge field even if a specific charge is indicated in the delivery zone record.
The default will be not to lock the delivery charge field, so if you want the field locked is a specific delivery charge is found in the delivery zone record make sure you enter a “Y” ion that field.
dzone04
Above is the delivery field not in a locked status when either a supervisor’s password is entered or the field in the control file is set to “N”.
So now it will be left to each specific shop to determine how specific delivery charges found in delivery zone records will be handled.