Category Archives: Bookeeping Functions

Tips useful to bookeeper

Tip #288-Bad Checks


Tip #288
Bad Checks

There are times when a customer’s check will come back as “Insufficient Funds” along with the amount your bank is charging you for processing that check.  Hopefully, this will not happen to you often.  But if it does, in most cases (if not all) you will want to recoup these bank charges from the customer.  This post will tell you how to do that.

First of all, there are 2 different types of bad checks, the ones entered through the accounts receivable module and the ones entered at the point of sale module.

Let’s start by saying that you should never accept a check from a customer through a “999” sale because if the check “bounces” there is no way for you to recoup the money.
I would not even accept a check from a customer if I don’t have a backup credit card to charge in case the check is no good.

Most “bad” checks will be entered through the A/R module and that is why there is a specific menu option to handle them.

badchecks01

Upon selecting this option, you will be presented with the following screens…

badchecks02

You will need to enter the account number and the correct check number of the “bad” check.  This should be easily available to you from the bank but if it is not you can always find it through the A/R module.  Once you have the correct account and check number entered, flowerSoft will allow you to continue…

badchecks03

flowerSoft will supply the check amount and let you enter the bank charge you want to recoup.  It then informs you of the total amount the customer will be charged back.

Since this is a check entered through the A/R module, it will have one or more ON ACCOUNT invoices linked to it.  So instead of adding a new charge for $220.oo in this example, what flowerSoft will do is void the payment, restoring all the original outstanding amounts for the invoices it paid, and then just add an additional charge for the bank charge.

badchecks04

If you go and look at the original payment, you will see that it has been marked as void.

badchecks05

So if you now look into the customer’s account, you will see that the payment is not even shown but a charge back amount is now visible.

badchecks06

That is how you handle a payment made through the A/R module when the check comes back as “Insufficient Funds” or any other reason for that matter.

However, if the “bad” check was accepted through the POS module, we need to use a different method to charge back the customer.

First you need to bring up the invoice that was paid with the “bad” check.
Once you have it on the screen, you will need to update the record and indicate why you are doing so…

badchecks09

Next, you will need to navigate to the products screen and add a line item for the chargeback…

badchecks07

In order to add what the bank charged you for the returned check, you will need to have an item code for the chargeback.  The code name and description is entirely up to you but you must make sure that it is marked as a tax free item.

badchecks08

Once you have an item code for the chargeback, you can enter it on the next available line in the order.

badchecks10

By the way, you can make the chargeback amount to the customer greater than what the bank charged you if you want to cover your additional expenses.

Once this line item is added, you must change the method of payment from check, to either ON ACCOUNT or CREDIT CARD if you have a backup credit card for this customer.  Remember that since flowerSoft does not store credit card numbers,  to have a backup credit card for the customer, the customer must have made a previous purchase using a credit card.

So now you must go to the method of payment screen and change the method of payment to ON ACCOUNT or CREDIT CARD.

badchecks11

Notice that the order is still a taxable order and that even though the Subtotal amount has changed to $90.00, the taxable amount remains at $60.00 and the Sales Tax amount remains the same as it was.

Those are the steps needed to charge the customer back for a returned check accepted through the POS module.  A little more complicated than a check accepted through the A/R module but still a fairly simple process.

The one thing to remember is that you must make your chargeback item code as a tax free item, otherwise flowerSoft would calculate sales tax on $90.00 instead of $60.00

If you have any questions or comments, please let me know.

 

 

 

 

 

 

Tip #204 – Bad Check Charge Back


Tip #204
Bad Check Charge Back

It has happened to most of us. We get a check from a customer, we deposit it and a couple of days later we get a letter from the bank telling us that the check from the customer bounced along with a $20 to $30 charge.

So how do we recoup that money?

flowerSoft has always given you to option to debit a customer’s account for the total of the check plus any bank charges, but now flowerSoft goes a step further and (if possible) it will reverse the effect the bad check had on the customer’s account.

In other words, it will void the check and remove the amount paid from the invoices it affected. It will then add a debit for the amount of the bank charge.

This is particularly good news for those of you who send “open-item” statements, since now all those invoices that were marked as paid will show again on the statements instead of one lump sum that is difficult to explain.

Here is how to enter a bad check chargeback…

These are the invoices paid by the bad check (check #104)

Step 1 – Go to the Accounts Receivable menu and select option P – Payments/Credits/Debits

Step 2 – Select option C – Charge Back a Returned Check

Step 3 – Enter pertinent information. Once you enter the payment reference number (check number) flowerSoft will display a list of payments for that customer using that reference number.

Yes, as horrible as that is, some of you enter the same reference number every time you get a payment from a customer, so I have to make sure you are selecting the correct one.

Step 4 – Tell flowerSoft everything is OK.

flowerSoft will then tell you if the charge back was successful.

The is the way the invoices for the customer’s account will look now…

Easy as pie.

 

 

 

 

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 #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 #195 – Accepting Electronic Gift Cards (EGC) as Payment


Tip #195
Accepting Electronic Gift Cards (EGC) as Payment

So now that you know how to sell an Electronic Gift Card, let me show you how to accept one as payment.  I am going to refer to electronic gift cards as either e-gift cards or EGCs for short.

First off, the same rules apply as with a paper gift certificate.  If the balance in the EGC is less that the total of the order you must use SPLIT as the method of payment and then select e-gift card as one of the methods of payment in the SPLIT.

So here is the process of accepting and EGC to pay for an order.
After entering the order, just before you get to the method of payment screen, you will select E-GIFT CARD as the method of payment, egcp01flowerSoft will display the following message on the screen…
egcp02
alerting you to make sure the e-gift card has sufficient available balance to pay the full amount of the order.  You could answer “Yes” if you are sure the EGC available balance will cover the total amount of the order, but what if you are not sure?   How do you determine what the EGC’s available balance is at this point?

Simple, look at the bottom of the screen.  What does it say?

To find out an EGC’s available balance you simply hit “C” at this point and flowerSoft will come back with…
egcp03
Yep, you need to know the EGC’s password.  flowerSoft told you so on the previous screen.
flowerSoft cannot assume that the person supplying the EGS is the same person who purchased it, so it cannot go be the customer’s account number.  flowerSoft has to assume that the person providing the EGC is not the same person who purchased it, hence the gift in electronic gift card.
So flowerSoft must find the card by the password used when it was purchased..  Without it, the transaction cannot be completed.

Once you enter the correct password, flowerSoft will display all e-gift cards containing that password.  It is possible that the same password was used for two or more different gift cards by different customers or even the same customer, although the latter should be discouraged.
The possibility of different EGCs with the same or similar password may present a problem, even if the passwords are not identical.
For example, if one e-gift card has a password of george and another one has a password of george2014 and you enter george as the password when prompted, flowerSoft will display both e-gift cards, as shown below…
egcp04

Why?  Because even though flowerSoft is looking for an exact match of what you entered as the EGC’s password (george), strage as it may seem to you, george2014 is also an exact match as far as flowerSoft is concerned, so it displays both cards.
This is not a big problem since flowerSoft is also showing you what the password is for each of the EGCs displayed.
Be careful though, since flowerSoft cannot assume the customer paying with the e-gift card is the same customer that purchased the e-gift card, it cannot limit the cards being displayed to a specific account and it has no way of knowing if you selected the correct card from the list.
It is also possible, though unlikely, for several e-gift cards to be displayed and only one belonging to the customer making the purchase.
Make sure you select the correct one by observing the details of the e-gift cards as displayed on the screen.  You can also press “V” to display more complete details on the EGC highlighted…
egcp05

If necessary, ask the customer for the name of the person who gave them the e-gift card so that you can make sure you are selecting the correct one.
Due diligence are two words that are thrown around a lot these days, so I am going to use them also.  Make sure you do your utmost to make sure you are selecting the correct EGC in the event that more than one is shown on the screen.

Even after you’ve highlighted the correct EGC, flowerSoft will still give you another opportunity to verify it…egcp06Notice that now you can also view the invoice on which the EGC was sold, as an additional aid in determining the correct EGC to be used.
Once you have determined which one is the correct e-gift card, select it by highlighting and hitting the <Enter> key, flowerSoft still wants to make sure you have not made a mistake by asking you to…
egcp07
to hit “A” to accept the ECG shown on the screen as payment.

A bit of an overkill but better safe than sorry.
Once you hit “A” to accept the EGC displayed as payment, flowerSoft will put the EGC number of the order and take you past the expiration date field and then ask how much money from the gift card should be used to pay for the order.egcp09 If you select to use less than the available balance on the card, flowerSoft will keep the remaining balance as available for future purchases.

If you select to use the full available amount of the EGC, the flowerSoft will assume that you gave customer whatever the balance was in cash.
In other words, the available balance of this EGC was #100.  If you enter 100.00 in the amount tendered field, the available balance of the card will be $0.00 and flowerSoft will assume that you gave the customer change, just like if they had handed you a $100 bill.
If you enter 94.40 in the amount tendered field, flowerSoft will keep a balance of $7.60 as available in that card unless you in the screen below that you are giving the remaining $7.60 as change to the customer.egcp10

After you answer the question (I answered :No” to keep the $7.60 as available balance in the card), flowerSoft will print a receipt and save the order.

In the next post, we’ll learn how to replenish an existing EGC.
In other words, how to add money to an existing e-gift card.

 

Tip #181- Partial Refund of a Different Kind


Tip #181
Partial Refund of a Different Kind

On an e-mail I received yesterday…

“(Probably I should know this???  Tired brain from last week.)

I have a customer that placed an order for approximately $100.00.  The girlfriend refused to accept the arrangement.  We spent a lot of time on the whole fiasco, so I would like to keep $10.00 and not do a full refund. So, how do I refund just $90.00, not $100?

thank you”

For a full explanation of partial refunds, please refer to Tip #131, but this is a little different situation.  However, it can be resolved the same way.

Here the florist wanted to keep $10 for her troubles, sort of like a re-stocking fee.
We are also dealing with a credit card payment and PCI compliance.

I do not know the particulars but if the girlfriend refused delivery because she was mad at the boyfriend, in my opinion the boyfriend is not entitled to anything.  The florist fulfilled her part of the contract.  It is not her fault that the girlfriend did not want to accept the flowers from the boyfriend.

However, maybe she did not accept delivery for a different reason.  The bottom line is that the florist wanted to refund the entire amount of the order less $10.00 for her troubles.

Here is how you can do it, should it ever happen to you.

Use the Refund and Update option to credit the full amount of the order and then, in the update portion of the process, add a line item with a negative amount for the refund you want to give.

So in our florist case, she would first refund the original $100.00, then enter a new line item for -90.00 (the amount she wants to refund) and then she would get an approval for the new total of $10.00.  This is, of course, if there are no other additional charges.

If you would like to keep track of refunds like this one, you must use an item code.
flowerSoft is geared to recognize 2 item codes for refunds.  One is REFND and the other one is REFUND.  If you do not have either of those codes because you erased the codes flowerSoft came with, simply add them to your own list of item codes.  The REFUND code is fairly new and your flowerSoft version may not as yet recognize it, so to be safe use the REFND code.

When you give a refund, you have the option of refunding the sales tax or not.  During the refund process, flowerSoft will ask you if you would also want to refund the sales tax on the $90.  Simply answer the question the way you would like the refund to be.

Also, be aware that if the method of payment is by credit card, you have to issue the refund as an additional line to the original invoice.  You cannot enter the refund as the only item on a ticket when the method of payment is by credit card, like you can with other methods of payment.

Let’s say that our original order looked like this…

ref13

Now you need to reverse & update the order and add a line item for the refund of $90.00

ref05

If you enter the refund as a positive amount, flowerSoft will ask you to make it a negative amount.  Also, a refund on a credit card order cannot be larger than the original amount.

ref06

Here is where flowerSoft tells you that it will calculate sales tax on the refund amount.  In other words, if the refund is for $90.00 and flowerSoft calculates tax on it, the actual refund will be $90.00 + plus whatever the sales tax is on the $90.00.  Let’s say you sales tax rate is 10% to make the math easier, if flowerSoft calculates sales tax on the $90.00 refund, the actual refund will be for $99.00.  $90.00 plus 9.00 sales tax.
So flowerSoft is asking you do you want to give a refund for $99.00 or for only $90.00?

ref07

Let’s say that we want the refund to be for a total of $90.00, so we are going to answer yes to the question.  Then flowerSoft will calculate how much the line item should be for so that when the sales tax is added to it, the total of the refund will come up to $90.00.
In our example, the sales tax rate is 8.7%

ref09

flowerSoft reduced the line item refund amount from -90.00 to -82.80.  Why?  Because if you calculate the sales tax on 82.80 at 8.7% it comes up to 7.20 and 82.80 + 7.20 adds up to 90.00.

ref14

So now our order looks like this and we are going to charge the customer’s credit card $29.51.  Why?  Because the total of the original order was $119.52 and refunding $90.00 on that amount would make the total 29.52.  The reason why it is 29.51 instead of 29.52 is due to the mathematical rounding that takes place.

Also note that if you also want to refund the delivery charge, you must zero it out manually.

The other option you have is to answer “No” the question about extracting the tax amount from the -90.00.  In that case our order would look like this…

ref15

In this case, the line item discount is left at -90.00 and the sales tax amount on it (-7.83) is also refunded.  The 1.74 sales tax shown  is for the sub-total amount of 19.95.

I know this is not an easy concept to understand but the only decision you have to make is whether you also want to refund the sales tax on the refund amount or not.  flowerSoft will take care of the rest.

 

Tip #175 – The PrePaid Method of Payment


  Tip #175
The Prepaid Method of Payment
There are occasions when you need to enter an order into the computer that has been paid through some method outside of flowerSoft, usually (but not limited to)  a credit card .  You do not want to charge the customer’s credit card again but you need to enter the order into flowerSoft, especially if you want to keep your records accurate.

The way to do this is through the PREPAID method of payment.
The PREPAID method of payment behaves just like a credit card payment in that it pays the order in full but, does not attempt to get an approval from Merchant Warehouse.
It will also give you an opportunity to enter the approval and token numbers, if they are available to you.
Here is how it works…
ppd01

This may actually happen pretty often during holidays like Valentine’s and Mother’s Day.
Let’s say the above was a walk-in sale made at your counter and you had no access to flowerSoft at the time.  You had to write the order on a piece of paper or manual ticket and needed to get an approval right way (lots of customers waiting in your store) so you had to resort to either your smart phone, VeriFone terminal on Genius device to get the approval.
ppd04ppd03ppd02

So now either the mad rush Is over or you give the manual ticket to one of your employees who you’ve designated as the person to enter all manual tickets.  Great, he/she goes into flowerSoft and enters your manual ticket and gets to the point where he or she is going to need to enter a method of payment, just like on the screen-shot above.
Enter the PREPAID method of payment.
ppd05
As you can see below, selecting this method of payment completely bypasses all other fields and goes directly to the “Ready to Save” field.
ppd06
After you confirm you do not have any corrections to the order, flowerSoft will ask…
ppd07
and if you answer “yes”…
ppd08
ppd09
ppd10
and if you answer ‘yes’ to the above question, your approval and token numbers will be recorded, as you can see below.
ppd11
So that is how you can take credit card payments when a flowerSoft terminal is not available at the time.

A similar function is also available from the A/R module.
Let’s say on Valentine’s Day a customer walks in the store when there are 30 other customers waiting to be helped and shows you his statement and wants to pay in now, with a credit card and there are not flowerSoft terminals available.
Same thing, record the payment amount on paper and get the credit card approval through some other device and then later on, enter the payment.

To enter a PREPAID method of payment in the A/R module you must enter PP in the payment reference field.  See below…
ppd12
after you enter PP, hit the <Enter> key, just like you do when the method of payment is credit card and you enter CC or cash and you enter CA.  flowerSoft will automatically assign a control number to the transaction.
ppd13
Enter the amount of the payment just like you normally do and then let flowerSoft take over…
ppd14

ppd15
ppd16
ppd17
I hope these tips help you cope with the madness coming your way.

Have a very busy Valentine’s Day!

 

Deciphering the Daily Financial Report


Deciphering the Daily Financial Report
(A.K.A. The Daily Activity Snapshot)
dfr15I’ll admit it, the Daily Financial Report is hard to understand and sometimes it makes mo sense at all.  So let’s try to demystify it by breaking it into small pieces.
Let’s first take the “Order Types” section.dfr05
This one is a fairly easy section to understand.  It probably needs no explanation except perhaps for the Dollar amounts.  The Dollar amounts in this section include everything.  Product,  discounts, delivery, relay and sales tax.  The average order amount is obtained by dividing the total amount by the number of orders.  So this average amount does not paint a true picture of how much your customers spend each time they place an order with you because it includes sales taxes, which you do not get to keep.

Now let’s look at the “Revenue Sources” section.dfr06

A “Cash” sale is any sale that does not have an ON ACCOUNT method of payment or is received from one of the wire services.
“House Charges” are any sales with an ON ACCOUNT method of payment and “Wire Services” is any orders received from one of the wire services.
The Dollar amounts in this section also include all charges, including sales tax.

Let’s now look at  the “Sales Tax – Liability vs Collected” section.dfr07

Here you’ll see a breakdown of the sales taken on that day into taxable sales and tax exempt sales.  Sales allowances coming from the A/R module are also reported here.
The Dollar amount reported here does not include any sales tax collected on the orders.  The sales tax collected is reported just below under the heading of “Collected”
The sales tax amount you are liable for is reported under the “Liability” column.  These 2 amounts  never match each other because of the rounding done when calculating the sales tax to be collected, but they should be fairly close to each other.
flowerSoft allows you to have up to 3 different tax rates mainly because Canadian shops had that many different rates at one time.  If you charge a different rate if you deliver to a different state, then enter that rate as either Rate B or Rate C.

The “Cash Receipts” section.

dfr08

The actual amounts for cash, checks and credit cards are reported here.  It should give you a pretty good estimate of what your bank deposit should be for the day.  Note that the credit card amount is the gross amount.  No deduction is made for the percentage you pay the credit card company.

The “A/R  Activity” section

dfr09

This section shows you how many payments were received that day and the amount of money received.  Please note that the amount does not include any sales or finance/re-billing charge allowance applied through the A/R module.
Credits and Debits issued through the A/R module are also shown here.
Please note that finance /re-billing charge allowances are not considered credits (although they really are) and are not included here.  They are included in the “Misc. Charges” section.

The “Methods of Payment section

dfr10

dfr11

This section shows you the different methods of payment you used on your sales for the day.  The Dollar amount includes sales taxes collected.  The ON ACCOUNT and SPLIT methods of payment are shown but no amount is included.  The methods of payment used to pay for those orders are included (preceded by an asterisk) when the orders are paid for.

The “Credit/Debit Card Receipts” section

dfr13

This section shows you the amounts received as payment using the credit cards you accept.  In order to give you a better idea of how much you are really getting from your credit card sales, flowerSoft shows you a “Net Amount” which is obtained by multiplying the total receipts for each card by 3%. 

The incoming and outgoing orders section is pretty self-explanatory and all I’m going to add is that the net amount received and the commission earned are calculated using the entries made in the incoming and outgoing wire services database.

The “Source of Orders” section.

dfr14

This section shows you how your orders came in.  The amounts include the sales tax collected.

Finally, the “Misc. Charges” section shows you…

dfr16

Delivery, relay and finance/re-billing charges collected.  If a finance/re-billing charge was waived through the A/R module, that amount will be deducted from this section.

That concludes the demystification of the Daily Financial Report, also known as the Activity Snapshot.  Hopefully this post has helped you understand a little better how the numbers in this report are obtained and what the represent.

CC-PRE-AUTH (Cont.)


CC-PRE-AUTH (Cont.)

OK here is more information on pre-approval of credit cards.
The CC-PRE-AUTH method of payment will display (or not) based on a setting in the defaults file (see below).  If the delivery date is further than nn days from today’s date the CC-PRE-AUTH method of payment will display on the list of methods of payment.  If it is less than that number, it will not display on the list but can still be used by selecting #2 from the list (its shortcut number).  If you want the cc-pre-auth method of payment to display all the time, enter a zero (0) in the field.
ccpa06

This field will control only when the cc-pre-auth method of payment is displayed on the list, not when it can be used, which is at any time.
I’ve also provided a couple of easy ways the get authorizations on pre-authorized cards.The first one is by pressing the letter A at the New Orders menu prompt.ccpa07Pressing A from the New Orders menu will tell flowerSoft that you want to fully authorize a previously pre-authorized sale.  flowerSoft will then search your orders and find any orders with a CC-PRE-AUTH method of payment and display them for you to select which one is the one you want to get approval for.
ccpa08Highlight the desired order and then hit A again to start the authorization process.ccpa09Select the credit card number (it should already be there since you did a pre-authorization) to be used…ccpa10and you should have an approval for the balance of the invoice in a matter of seconds.ccpa11flowerSoft will then return you back to the list of orders that still need approval (notice that the one you just approved will not be there) in case you have others to process.ccpa13I think this is the most efficient way of getting approvals on orders that were pre-authorized but just in case I also added the option in a couple of other places.
From the “Other Functions” menu, you can select the credit card authorizations option…ccpa14and from there select the display list of unauthorized option…ccpa15It should give you the same or very similar list as before.  The only difference is that this option displays all unauthorized credit card sales, not just the pre-authorized.
Although the default is “Yes”, it is possible to answer “No” to the question below …ccpa17So the 1 – Display List of Unauthorized displays any credit card order that has not been authorized for the full amount (cc-pre-auth method of payment) and those where no attempt to authorize was made.  The list does not include declined authorizations, as an attempt was made to get those authorized.ccpa16As you can see from the screen shot above, invoice 55006 has no credit card information at all even though the method of payment is credit card.  This indicates that an approval was never attempted.
The other place where this function can be performed is from the Manager’s menu by following this path… M > C > 9 > C > 1ccpa28This option will give you the same results as the 1 – Display List of Unauthorized explained above.
If you think I may have missed something, please let me know asap.

As always comments are welcomed.