Category Archives: Order Entry Functions

Tips useful to order entry clerks

flowerSoft Silver 2020 New and Improved Features – Post # 1


These are just some of the new and improved features that are included in the 2020 version of flowerSoft.
Features marked with a gold stat like this one smiling-gold-star-thumb, indicate that to our knowledge, no one else can offer them to you free of charge.

(Please note: This is is going to be a long continuing post, as there is no way I can document all the new and improved features flowerSoft 2020 will offer in one sitting!)

Post # 1

flowerSoft2020_LOGIN

  • Suspend” Orderssmiling-gold-star-thumb
    Ability to “suspend” an order in the middle of taking it, if customer needs to get back to you with additional information.  Once the customer can provide that information, you can bring the order back to the point it was suspended and continue the order entry process without having to re-enter any information previously entered.  flowerSoft will now automatically inform you that you have “suspended” orders waiting to be completed.
  • Obituary Orderssmiling-gold-star-thumb
    Give you the ability to save the deceased’s name, visitation location and address,
    viewing dates and times, funeral date, funeral director, cemetery, delivery instructions and many other pieces of information about the deceased.
    The obits feature will also let you generate a “Thank You” list you can provide the funeral director with the name and addresses of those who purchased flowers from you for the funeral.
    You can also generate a “Thank You” letter you can send or give the the deceased’s family which will also show the name and addressed of those who sent flowers for the funeral.
  •  Customer Order Historysmiling-gold-star-thumb
    Display previous orders from a customer and allows you to duplicate the previous order into a new one if needed.  Except from some minor details, like the delivery date and possibly the card message, this feature saves you from having to type all the data required to complete a new order.
  • Customer Recipient Historysmiling-gold-star-thumb
    flowerSoft will display on demand either all the recipients of your customer’s floral gifts or up to the last 10 most recent recipients of your customer floral gifts.
    One displays all the different recipients your customer has sent a floral gift to and the other one the ten most recent recipients.
    One has no duplicate names and the other one may.
    This lists allow you to select the current order’s recipient name and address from the lists and save you from needing to type it into the computer.
    Of course, if the recipient is not on the lists, their name and address will be saved so that it will be available in the future.
  • Alpha-Numeric Account Numbers.  smiling-gold-star-thumb
    Although 95% of your customer account numbers are or will be based on their telephone number digits, as in 9177979144, flowerSoft also allows you to have account numbers that contain a combination of numbers and letters or just letters.
    For example, you can have the account number for a customer be something like GEORGES or GSIMON or GS2020.
    More important, if the customer calls and your clerk happens to ask them for their phone number, flowerSoft will still find the alpha-numeric account.
    For example, if the clerk types in 9177979144 into the account number field and flowerSoft does not find that account number in the database, it will search for the phone number entered in the database and display the correct account number if it is successful in finding a match.
  • “Restricted Use” Accounts.   smiling-gold-star-thumb
    flowerSoft will let your customer determine who can or cannot place orders charged to their account.
    If you or one of your clerks is taking an order from one of your customers with a “restricted use” account, flowerSoft will ask for the name of the person placing the order and check it against the customer’s list of names that are authorized to order in their behalf.
    In addition, since a name is pretty easy to be overheard, a password can also be added to each of the names that are authorized to order.  In such a case, flowerSoft will also ask for the password.  If the name and/or password do not match a name on the list, the clerk will not be able to keep entering the order in the computer.
  • Enclosure Card Codes.   smiling-gold-star-thumb
    flowerSoft allows you to define and unlimited number of enclosure card codes, such as HB for Happy Birthday or HA for Happy Anniversary or WDS for With Deepest Sympathy that not only save you from having to type them but also provide the correct “occasion” for the order.
    So HB will provide “Birthday” as the occasion for the order and WDS will provide “Sympathy” as the occasion.
    In addition, flowerSoft allows to have 3 different formats for your enclosure cards, as well as “long” and “short” cards.  “Long” cards can have up to 9 lines of formatted text.
    While short card are limited to 5 lines of text, they offer the ability to have up to 3 different cards in one order.
  • Enclosure Card Signatures.   smiling-gold-star-thumb
    If you are lucky enough to have a very good business account with a name like Deciphera Pharmaceuticals or Clarence M Kelly and Associates.
    If they place a lot of orders with you,  you will appreciate flowerSoft’s enclosure card signature feature.
    This feature allows to save one or more “default” signatures for your accounts.
    Let’s say for example that Deciphera Pharmaceuticals regularly sends floral gifts to employees celebrating birthdays or anniversaries.
    So today you get an order from Deciphera Pharmaceuticals and they want their enclosure card to to read:
    Happy Anniversary!
    Wishing you Jeff and your wife Cris a very happy anniversary.
    From all your bosses and fellow employees at
    Deciphera Pharmaceuticals
    If they do regularly, you will love the income it produces but you hate the though of you or one of your employees having to type “From all your bosses and fellow employees at Deciphera Pharmaceuticals” each time they place such an order without making a mistake or just because of the amount of time it takes.
    flowerSoft to the rescue!
    With the enclosure card signature feature, you can save up to 4 lines of text as a “default” signature for each customer you have.
    Not only that, but you can have as many “default” signatures for each customer as you feel is necessary.
    So if the customer’s card signatures differ for different occasions, you can have “default” signatures for birthdays, anniversaries, sympathy or any other occasion you can think of.
    When you are entering an order from a customer that has a “default” signature on file, flowerSoft will alert you as soon as you enter the card message area.
    When it comes time to sign the card with the customer’s name, all you or your employee have to do is put an asterisk (*) at the location where you want the signature to begin or in the case of several “default” signatures for a customer, bring up a list of all the signatures and select the appropriate one.
    Nothing could be easier.  You will love this feature!
  • Delivery Dates by Day Name   smiling-gold-star-thumb
    Normally, flowerSoft defaults the delivery date to today’s date, placing it in the field as soon as you enter it.  However, many times the delivery date is not in the date the customer calls to place the order.
    flowerSoft gives you a couple of ways to alter the “default” date it has placed in the delivery date field.
    One is very simple, if the delivery date in the field is 09/13/2019 for example, you can add 1 day to it by hitting the plus (+) key on your keyboard.  You can keep doing this until you get to the correct date or, if you pass it, you can hit the minus (-) key to deduct a day from what is shown.
    However, many times the customer will say “I want the delivery next Wednesday” and now you are left guessing which date that is.
    flowerSoft does allow you to bring up a 3-month calendar by just hitting a key and they highlighting next Wednesday’s date and selecting it.  flowerSoft will fill the delivery date field with the correct date.  Yet, there is an easier way.
    Today is Friday.  If a customer asks for a delivery date of Wednesday, all you need to do is type “wed” in the field and flowersoft will bring up the correct date, 09/18/2019.  If they ask for a delivery date of a week from Wednesday, you type “nwed” and flowerSoft will supply 09/25/2019.
    You can preceed the 3-letter abbreviation of each day by up to 7 “n”‘s as in “nnnnnnnwed” to get a date of 11/06/2019.  Each “n” represents one week from the coming Wednesday or whatever day of the week is indicated by the 3-letter abbreviation.  Of course taking this that far is ridiculous, you are better off bring up the 3-month calendar but for one or two weeks, it is a time saver.
  • Delivery Time Slot   smiling-gold-star-thumb
    This is a new flowerSoft 2020 feature.
    Previous versions of flowerSoft used to provide you with a delivery time field where you could add a delivery time.  The delivery times used to be preceded by a “BEF.” or an “AFT.”, so you would have delivery times such as “BEF. 2PM” or “AFT. 4PM” which were very imprecise.  “BEF. 2PM” could be at 9 o’clock in the morning and “AFT. 4PM” cold be 7 o’clock at night.
    In the 2020 version, flowerSoft will use “Delivery Time Slots” instead of “Delivery Time”.  Delivery time slots will be defined by you the user, based on what works for your particular shop.
    Delivery time slots can range from a couple of hours to several hours.  You decide.
    There are 10 delivery slots available.  You do not have to use them all.
    flowerSoft needs to reserve  2 of the slots.  One, slot #0 when there is no delivery time specified and the order can be delivered any time it is convenient for you.
    The other one, slot #9 is reserved for pick ups and no delivery is required.
    In addition to more flexibility with your delivery times, delivery slots allow you to impose an additional “service” charge if the delivery requested by the customer warrants the extra charge.  For example, if the customer requires that the items be delivered between 9:00 am and 11:am and that creates an additional delivery expense for you, you can associate an additional “service” charge with that delivery slot and it will be automatically charged to the order.
    This is an additional service charge, so if you would normally have a standard service charge, this time slot charge would be added to it.
    This additional service charge can be removed by you or your employee if necessary.
    We want to thank Sam of San Rafael Florist for requesting this new feature.  It is a great idea.  Thank you, Sam.

Tip #238 – Enclosure Cards Your Way


Tip #238
Enclosure Cards Your Way

Every so often I will get a call about the formatting of words in the enclosure card.
Most of the time, those asking the question, either do not know that flowerSoft formats the card message as indicated in the “defaults” settings or know how to get to those settings in order to change them.

flowerSoft will format your enclosure card in one of three different ways:

  1. flowerSoft will capitalize the first letter of every word. So, if for example, you type “I love you” flowerSoft will format that line as “I Love You”
    This is OK in most cases, but sometimes it produces undesirable effects. Let’s say you type “NYC Dept. of Public Works”. flowerSoft will convert that sentence to “Nyc Dept. Of Public Works”.
    There isn’t much you can do to prevent that exempt perhaps separate each letter with a space as in “N Y C Dept. of Public Works” to get “N Y C Dept. Of Public Works”.
  2. The second option you have is to be in total control. flowerSoft will not try to format anything you type. If you want a letter or word in CAPS, you have to type it that way.
  3. The last option is to have flowerSoft capitalize all the letters in the card. So if you type “I love you”, flowerSoft will make it “I LOVE YOU”.

You can select which option you want to use by following this path from the main menu: M > S > D > 1 > 1 (in most cases) > U and then navigating to page #19 by hitting the <Page Down> key.

and then entering the number of the style you want flowerSoft to use in the red box.

Watch this video: 

However, if you like style 1, where flowerSoft capitalizes the first letter of each word, but run into the “Nyc Dept. Of Public Works” formatting problem occasionally, you can change the formatting for that order only by pressing F9 and selecting style #2. That style will remain in effect for that order only. On the next order, the style will go back to the default style.

Watch this video:

Have a nice weekend!

Tip #215 – Paying CODs and Pay on Pick Up Orders


Tip #215
Paying Outstanding CODs and Pay on Pick Up Orders

When you enter an order with a COD or Pay on P/UP method of payment, you will not be able to pay that order by updating and changing the method of payment.

The outstanding orders must be paid using the following method:

 

Please note:

  1. Method of payment on the invoice will be changed by flowerSoft, not you, from COD or Pay on P/UP to whatever method you selected for payment.
  2. Use the number in from of the method of payment to select that method of payment.
  3. If you selected credit card and the transaction was approved a token and approval number will show on the screen.

     

Tip #202 – Transferring Incoming Orders


Tip #202
Transferring Incoming Orders

There is a couple of ways to do a Dove transfer but the easiest one is to do it from the New Orders menu since that is where you will be most of the time.


Instead of selecting an option from 1-7, hit the letter “T”. This will take you to the transfer menu.


Then hit “T” again to start the transfer process.


Once the order is on the screen, you can hit “T” again to start the transfer process, but first
look over the card to make sure everything looks good.
If you have to, hit “A” to auto-fix the card or if you need to correct the spelling, hit “M” to fix manually.


Answer any questions flowerSoft may ask.




 

 

 

 

 

 

 

 

 



Once the order is successfully transferred to the sales file, the incoming order will be deleted (so that you will not transfer it again) and flowerSoft will the do a browse of the incoming orders file to see if there are any more incoming orders to be transferred.


If you have additional orders to be transferred, highlight them and hit <Enter> to begin the transfer process for the next order.


 

Tip #201 – FSN Orders


 Tip #201
FSN Orders

FSN (Flower Shop Network) orders should always be entered as local orders in flowerSoft.  Just like you enter an order from one of your house accounts.

Open an house account for FSN, making sure the account name is either
FSN, Flowershop Network or Flower Shop Network. 

Do not make this account a cash only account, give it a credit limit.fsn01

Give this account a preferred customer discount of 20%.fsn02

When you enter an FSN order into flowerSoft, enter it as a local order with an ON ACCOUNT method of payment.  When FSN send you a check for payment of orders filled, enter the payments as an payment on account through the A/R module.fsn03

flowerSoft will include the delivery charge in the 20% discount.fsn04

Please note that this is the only time flowerSoft will include the delivery charge when calculating a discount.  Normally, the discount is given on the product amount only.

 

Tip #199 – Re-sending Order and Delivery Confirmations


Tip #199
Re-Sending Order and Delivery Confirmations

I was asked today how to do this, so here it is for all of you to enjoy.

Every once in a while you will need to re-send an order or a delivery confirmation or even just a copy of an invoice or a text message.  Here is how to do it.

Follow this path from the main menu: O > E and bring up the order you need to re-send a confirmation for.
While viewing the order on the screen, press the letter to display the available options shown below…

reemail01

Select the option you want and then select the email address you want to send it to…

reemail02

That’s it.  3 keystrokes.  I wonder how long would it take to do the same thing in a graphical environment.

Also note that one of the options available is to look at the email history for the order.  This will let you know when and to which email addresses the confirmations have been sent to.

Tip #196 – Replenishing an EGC


Tip #196
Replenishing an EGC

So now we know how to sell EGCs and also accept them as payment.
Next we are going to learn how to add money to (replenish) an existing EGC.
Basically, it is very similar to selling a new EGC.
Here is how…egcr08 egcr07

egcr06 egcr05 egcr04 egcr03 egcr02 egcr01

  1.  You first enter the order and sell an EGC$ for whatever amount the customer wants to add to the EGC and then print and  save the order.
  2. After the order is saved, flowerSoft will ask you a series of questions.  The first one of which is trying to find the EGC that needs to be replenished.
  3. Once the correct EGC is selected, it is just a simple matter of telling flowerSoft if the password for the card will remain the same or if it will be different.

If you have any questions, please ask.

 

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 #194 – Selling Electronic Gift Cards (Certificates)


Tip #194
Selling Electronic Gift Cards (Certificates)

So now we are going to learn how to sell, meaning entering into flowerSoft, an electronic gift card.

There are some Item Description Codes in flowerSoft that should never be removed.  Among them is EGC, which stands for Electronic Gift Card.

To sell an electronic gift card, you simply enter the EGC code in one of the order’s lines as shown below.  Electronic Gift Cards can be sold to the customer in person or over the phone.  An electronic gift card, just like any other gift card or certificate is exempt from sales tax, as that will be paid by the recipient of the gift card when making a purchase.egc10

 egc11Notice that there is no sales tax calculated when your customer is going to pay for the electronic gift card.

When you save the order and go through the print options, flowerSoft will then record the electronic gift card sale.egc01The best method is to have flowerSoft generate the electronic gift card number.  If you are going to swipe a physical card, you have to make sure that you do it using an old swiper that does not encode the information read from the mag stripe or you can enter the number by hand if it is visible to the naked eye..egc02As usual, flowerSoft will ask for confirmation of your actionsegc03and then for an expiration date.egc04Since we are talking mainly about “virtual” gift cards, a gift card that can be accepted over the phone as well as in person, you should answer “Y”es here.egc05The customer will need to tell you what the password for the gift card is going to be.  You can also pick the password but it is best to have the customer pick it, if possible.egc07The password will have to be entered twice to make sure there is no mistake.egc08flowerSoft will then inform you that the gift card has been recorded and ask you if you want to print and/or email a receipt to give to the customer.egc09egc12

You can choose to do both if the customer is in the store or if you want to keep a printed copy for yourself.  Below is a copy of what the e-mailed receipt looks like.

egc13

 

Above is the email version of the electronic gift card receipt.  The printed copy is identical.

Next post, we’ll learn how to accept an electronic gift certificate as a method of payment and how to replenish the value of an existing electronic gift card.

Tip #191 – E-Mailing Confirmations to Multiple Addresses


Tip #191
E-Mailing Confirmations to Multiple Addresses

We all know that flowerSoft allows you to keep multiple e-mail addresses for each customer.  When an order or delivery confirmation is sent to the customer, flowerSoft will display a window showing all the e-mail addresses on file for that customer and waits for you to select which one you want to use.

What you may not know is that flowerSoft has a feature that allows you to send the order and delivery confirmations to all the addresses on file for the customer.

The easiest way is to bring up the account in Edit/View Clients and then press the letter “E”.flowerSoft will display the email address on file for the account and show you some options.

s2aa001

If you select option “S”, flowerSoft will send all order and delivery confirmations to all the email addresses on file for the account.

If you want to send either order confirmations or delivery confirmations but not both, you must do this by updating the customer’s record.

s2aa002

When you get past the CONF field, flowerSoft will display the following message if it detects that there are multiple email addresses for the account…

s2aa003

Is you answer yes to the question, flowerSoft will then display…

s2aa004

and after that it will allow you to select whether you want to send order and delivery confirmations or just one of the two.

s2aa005

That is all there is to it.