Category Archives: Order Entry Functions

Tips useful to order entry clerks

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…


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


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…
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…
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…

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…

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…
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.



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.


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.


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…


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


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


That is all there is to it.



Tip #189 – To split or not to split, that was the question…

Tip #189
To split or not to split, that was the question…

In 25+ years of answering questions, no one had asked this one before.  It must be such an unusual occurrence… yet, someone asked so I must answer.

Here is the scenario.  A “cash” customer (no “house” account) walks into the store and orders 2 items, let’s say an arrangement for $50 and another one for $60.  The customer wants to take the $50 arrangement with her and pay cash for it, then come back a couple of days later pick up the other arrangement and pay for that one at that time.

OK, no problem you say to the customer.
So now you get to the method of payment field.  What method of payment would you select from the list of allowed payments?

Well, this florist chose “split” and a method of payment.  Her reasoning was that she would select “cash” for payment #1 and then “cod” or “pay on pickup” for payment #2.

Her reasoning makes sense, except that flowerSoft does not allow “cod” or “pay on pick up” as a method of payment in “split” payments.  flowerSoft expects the entire invoice amount to be paid using different methods of payment.  Since “cod” or “pay on pick up” do not increase the payment amount, they cannot be used on a “split” payment invoice.

So what method of payment should she have used, if not “split”?

The only method(s) of payment that allow you to have an outstanding amount on an invoice, which are “cod” or “pay on pick up”.
These  methods of payment allow you to enter the payment amount field and enter an amount, which can be less than the total invoice amount.

So pay attention as this might happen to you in the future, here is how the order should have been entered…


After selecting “pay on pick up” as the method of payment, enter 50.00 in the “Payments” field and tell flowerSoft how you collected the $50.


When you save the order, flowerSoft will retain the “pay on pick up” method of payment but reduce the outstanding balance by 50.00.
Then, a couple of days later when the customer comes back for the rest of the order, you can bring up the outstanding “pay on pick up” order and pay the outstanding balance using any method of payment on the list.


So the moral of the story is that when you enter an order, you can only have an outstanding balance of the method of payment is “on account”, “cod” or “pay on pick up”.

All other methods of payment require that you pay the invoice in full.