Daily/Weekly/Monthly Checklists

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(Daily Checklist)
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You should run certain procedures on a regular basis to keep your shop running smoothly. For
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{{TOCright}}
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example, if you have Point of Sale you have to set an opening balance at the beginning of the day,
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You should run certain procedures on a regular basis to keep your shop running smoothly. For example, if you have Point of Sale you have to set an opening balance at the beginning of the day, and then close the cash drawer at the end of the day. To get you started, this section contains a recommended list of procedures that you should complete on a daily, weekly, and monthly basis.
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and then close the cash drawer at the end of the day. To get you started, this section contains a
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recommended list of procedures that you should complete on a daily, weekly, and monthly basis.
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====FTD Mercury X3 Fall (Version 10.31.2.8) and later====
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Beginning with FTD Mercury X3 Fall (version 10.31.2.8), backups are performed every two hours, encrypted, and stored remotely via the Mozy service. If your server is in use during the scheduled backup point, the backup will be skipped and will be performed two hours later at the next backup point. If you are not on FTD Mercury X3 Fall (version 10.31.2.8), please contact the Mercury Technology Assistance Center at 1-888-309-2244 for assistance.
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====Earlier Versions of FTD Mercury====
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If you are not yet using FTD Mercury X3 Fall (version 10.31.2.8), backups are performed each morning at 3:00 AM to a USB thumb drive (which must be plugged into your computer during this time). Your FTD Mercury data is compressed (in a .zip file format) and stored on your backup device. A thumb drive can handle several days’ worth of backups. When a backup device gets full, the oldest data is automatically removed, but in most cases, thumb drives and external hard drives will not fill up from backups.
==Daily Checklist==
==Daily Checklist==
===At the beginning of the day...===
===At the beginning of the day...===
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*Check that your automatic backup from last night was completed.
*Check that your automatic backup from last night was completed.
*Remove your backup media (Zip disk or USB thumb drive) and store it in a safe place (ideally offsite).
*Remove your backup media (Zip disk or USB thumb drive) and store it in a safe place (ideally offsite).
*Replace your backup media (either a different Zip disk or USB thumb drive) on your server. As a best practice, you should alternate between two or more Zip disks or USB thumb drives and store the ones not being used for backup that night offsite. You can purchase additional USB thumb drives from FTD (Contact FTD Technology Sales at 1-800-767-3222).
*Replace your backup media (either a different Zip disk or USB thumb drive) on your server. As a best practice, you should alternate between two or more Zip disks or USB thumb drives and store the ones not being used for backup that night offsite. You can purchase additional USB thumb drives from FTD (Contact FTD Technology Sales at 1-800-767-3222).
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*[[Setting the Opening Balance|Set the opening balance]] for each Point of Sale terminal.
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*Set the opening balance for each Point of Sale terminal.
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*Print the Credit Card Settlement History Report for the previous day.
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====Daily Procedures====
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===Daily Procedures===
It is highly recommended that you complete each of these procedures on a daily basis:
It is highly recommended that you complete each of these procedures on a daily basis:
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*Use Ticket Search to check for pending orders, particularly orders that are pending due to
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*Use Ticket Search to check for pending orders, particularly orders that are pending due to credit card authorization.
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credit card authorization. See Searching for Tickets on page 9–50 for details.
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*Check to see if you have incomplete orders and process them.
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*Check to see if you have incomplete orders and process them. See Searching for Tickets on
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*Open Order Entry or Point of Sale, click Message Center, and [[Attaching Incoming Orders|attach incoming orders]] (by double-clicking on them). Unattached orders appear in green text.
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page 9–50 for details.
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*Check for any credit card errors or declined credit card transactions.
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*Open Order Entry or Point of Sale, click Message Center, and attach incoming orders (by
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double-clicking on them). Unattached orders appear in green text. See Attaching Incoming
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Orders on page 9–22 for details.
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*Check for any credit card errors or declined credit card transactions. See Handling Unsettled
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Credit Card Authorizations on page 13–12 for details.
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===At the End of the Day===
===At the End of the Day===
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*Verify all incoming wire orders have been attached. See Attaching Incoming Orders on page
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*Verify all incoming wire orders have been attached.
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9–22 for details.
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*Verify all orders for the day have been completed. Look at the Dashboard for a quick glance of what may remain to be done, and perform a Ticket Search for tickets with statuses of pending, incomplete, or filed.
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*Verify all orders for the day have been completed. Look at the Dashboard for a quick glance
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*Ensure all orders have been marked as designed in Design Center.
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of what may remain to be done, and perform a Ticket Search for tickets with statuses of
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*For [[Mercury Delivery]] users, verify all orders have been marked as delivered.
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pending, incomplete, or filed. See Dashboard on page 25–1.
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*Balance your cash drawers and close your Point of Sale systems by using Z-out transactions. When you perform a Z-out, FTD Mercury automatically performs an X-Out transaction first, allowing you to find errors and correct them prior to finalizing the Z-out transaction.
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*Ensure all orders have been marked as Designed in Design Center. See Design Center on
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<table>
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page 12–1.
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<tr>
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*For Mercury Delivery users, verify all orders have been marked as delivered. See Mercury
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<td>
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Delivery on page 14–1.
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[[Image:TipIcon.png]]
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*Balance your cash drawers and close your Point of Sale systems by using Z-out transactions.
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</td>
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When you perform a Z-out, FTD Mercury automatically performs an X-Out transaction first,
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<td>
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allowing you to find errors and correct them prior to finalizing the Z-out transaction. See Z-Out
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To help balance a cash drawer, perform a Ticket Search for completed orders. Verify that sales were entered correctly. Common issues that can cause the cash drawer to be out of balance include cash sales being completed in Order Entry instead of Point of Sale, and payments on accounts made from the FTD Mercury Main Menu instead of Point of Sale (if you are putting money in the cash drawer, you should use Point of Sale).
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Transactions on page 11–7.
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</td>
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TIP To help balance a cash drawer, perform a Ticket Search for completed orders. Verify that sales
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</tr>
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were entered correctly. Common issues that can cause the cash drawer to be out of balance
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</table>
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include cash sales being completed in Order Entry instead of Point of Sale, and payments on
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accounts made from the FTD Mercury Main Menu instead of Point of Sale (if you are putting
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money in the cash drawer, you should use Point of Sale).
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*Print the Credit Card Settlement History report for today. See Credit Card Settlement History
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Report on page 19–15.
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*Prepare your bank deposit.
*Prepare your bank deposit.
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*Run the Balance Report using the Balance Wizard in Mercury Accounting. Print any pages you
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*Run the Balance Report using the Balance Wizard in Mercury Accounting. Print any pages you need for your records.
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need for your records. The Balance Wizard (Exporting to QuickBooks) on page 20–15.
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*Double-check your backup media (Zip disk or USB thumb drive) in place for your server.
*Double-check your backup media (Zip disk or USB thumb drive) in place for your server.
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==Weekly Checklist==
==Weekly Checklist==
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*Print an Orders Filled report for other wire services.
*Print an Orders Filled report for other wire services.
*Run a Symantec AntiVirus Live Update.
*Run a Symantec AntiVirus Live Update.
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===Running a Symantec AntiVirus Live Update===
===Running a Symantec AntiVirus Live Update===
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#Click Live Update.
#Click Live Update.
#Follow the on-screen instructions to update your virus definitions.
#Follow the on-screen instructions to update your virus definitions.
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==Monthly Checklist==
==Monthly Checklist==
You should perform the following tasks on a monthly basis:
You should perform the following tasks on a monthly basis:
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*Print the Aged Analysis report (you should also save an electronic copy of it). Proof the report to ensure it is accurate, and make any necessary corrections to accounts.
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*Print the [[Aged Analysis Reports|Aged Analysis report]] (you should also save an electronic copy of it). Proof the report
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to ensure it is accurate, and make any necessary corrections to accounts.
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*[[Generating Statements|Generate customer statements]].
*[[Generating Statements|Generate customer statements]].
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*When you receive your Combined Report, perform [[Wire Service Reconciliation|wire reconciliation]].
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*When you receive your Combined Report, perform wire reconciliation.
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*Print the [[Sales Tax Report|Sales Tax report]].
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*Print the Sales Tax report.
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*Print the [[Sales Summary Report|Sales Summary report]].
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*Print the Sales Summary report.
*Print any other applicable reports.
*Print any other applicable reports.
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*Complete a General Ledger export (if you use [[Mercury Accounting]]) using the [[Balance Wizard]].
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*Complete a General Ledger export to QuickBooks (if you use Mercury Accounting) using the Balance Wizard.
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*Run a Windows Update. Running a Windows Update monthly keeps your system up-to-date
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*Run a Windows Update. Running a Windows Update monthly keeps your system up-to-date and helps prevent viruses from infecting your computer.
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and helps prevent viruses from infecting your computer.
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===Running a Windows Update===
===Running a Windows Update===
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#On the Windows Start menu, point to All Programs, and click Windows Update.
#On the Windows Start menu, point to All Programs, and click Windows Update.
#On the Microsoft Web site, follow instructions to update Windows.
#On the Microsoft Web site, follow instructions to update Windows.
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<hr>
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[[Basic Operations|Back to Basic Operations]]

Current revision

Contents

You should run certain procedures on a regular basis to keep your shop running smoothly. For example, if you have Point of Sale you have to set an opening balance at the beginning of the day, and then close the cash drawer at the end of the day. To get you started, this section contains a recommended list of procedures that you should complete on a daily, weekly, and monthly basis.

FTD Mercury X3 Fall (Version 10.31.2.8) and later

Beginning with FTD Mercury X3 Fall (version 10.31.2.8), backups are performed every two hours, encrypted, and stored remotely via the Mozy service. If your server is in use during the scheduled backup point, the backup will be skipped and will be performed two hours later at the next backup point. If you are not on FTD Mercury X3 Fall (version 10.31.2.8), please contact the Mercury Technology Assistance Center at 1-888-309-2244 for assistance.

Earlier Versions of FTD Mercury

If you are not yet using FTD Mercury X3 Fall (version 10.31.2.8), backups are performed each morning at 3:00 AM to a USB thumb drive (which must be plugged into your computer during this time). Your FTD Mercury data is compressed (in a .zip file format) and stored on your backup device. A thumb drive can handle several days’ worth of backups. When a backup device gets full, the oldest data is automatically removed, but in most cases, thumb drives and external hard drives will not fill up from backups.

Daily Checklist

At the beginning of the day...

  • Check that your automatic backup from last night was completed.
  • Remove your backup media (Zip disk or USB thumb drive) and store it in a safe place (ideally offsite).
  • Replace your backup media (either a different Zip disk or USB thumb drive) on your server. As a best practice, you should alternate between two or more Zip disks or USB thumb drives and store the ones not being used for backup that night offsite. You can purchase additional USB thumb drives from FTD (Contact FTD Technology Sales at 1-800-767-3222).
  • Set the opening balance for each Point of Sale terminal.
  • Print the Credit Card Settlement History Report for the previous day.


Daily Procedures

It is highly recommended that you complete each of these procedures on a daily basis:

  • Use Ticket Search to check for pending orders, particularly orders that are pending due to credit card authorization.
  • Check to see if you have incomplete orders and process them.
  • Open Order Entry or Point of Sale, click Message Center, and attach incoming orders (by double-clicking on them). Unattached orders appear in green text.
  • Check for any credit card errors or declined credit card transactions.


At the End of the Day

  • Verify all incoming wire orders have been attached.
  • Verify all orders for the day have been completed. Look at the Dashboard for a quick glance of what may remain to be done, and perform a Ticket Search for tickets with statuses of pending, incomplete, or filed.
  • Ensure all orders have been marked as designed in Design Center.
  • For Mercury Delivery users, verify all orders have been marked as delivered.
  • Balance your cash drawers and close your Point of Sale systems by using Z-out transactions. When you perform a Z-out, FTD Mercury automatically performs an X-Out transaction first, allowing you to find errors and correct them prior to finalizing the Z-out transaction.

Image:TipIcon.png

To help balance a cash drawer, perform a Ticket Search for completed orders. Verify that sales were entered correctly. Common issues that can cause the cash drawer to be out of balance include cash sales being completed in Order Entry instead of Point of Sale, and payments on accounts made from the FTD Mercury Main Menu instead of Point of Sale (if you are putting money in the cash drawer, you should use Point of Sale).

  • Prepare your bank deposit.
  • Run the Balance Report using the Balance Wizard in Mercury Accounting. Print any pages you need for your records.
  • Double-check your backup media (Zip disk or USB thumb drive) in place for your server.


Weekly Checklist

The following items may be completed at any time. However, it is suggested that they be done on a weekly basis:

  • Report phoned-in Mercury Orders to FTD by sending REC messages.
  • Print an Orders Filled report for other wire services.
  • Run a Symantec AntiVirus Live Update.


Running a Symantec AntiVirus Live Update

To run a Symantec AntiVirus Live Update:

  1. On the Windows Start menu, point to All Programs, point to Symantec Client Security, and click Symantec AntiVirus.
  2. Click Live Update.
  3. Follow the on-screen instructions to update your virus definitions.


Monthly Checklist

You should perform the following tasks on a monthly basis:

  • Print the Aged Analysis report (you should also save an electronic copy of it). Proof the report to ensure it is accurate, and make any necessary corrections to accounts.
  • Generate customer statements.
  • When you receive your Combined Report, perform wire reconciliation.
  • Print the Sales Tax report.
  • Print the Sales Summary report.
  • Print any other applicable reports.
  • Complete a General Ledger export to QuickBooks (if you use Mercury Accounting) using the Balance Wizard.
  • Run a Windows Update. Running a Windows Update monthly keeps your system up-to-date and helps prevent viruses from infecting your computer.


Running a Windows Update

To run a Windows Update:

  1. On the Windows Start menu, point to All Programs, and click Windows Update.
  2. On the Microsoft Web site, follow instructions to update Windows.



Back to Basic Operations

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