Entering Phoned-In Orders

From FloristWiki

Contents 1 Entering Phoned-In Orders When You Know the Order Amount 2 Entering Phoned-In Orders Based on Products 3 Order Entry Wire Product

There is a video available on this topic.

You can enter phoned-in orders from a wire service, so you may keep records of phoned in orders in your system. Performing this procedure with FTD orders builds the Rec Message List (see REC Message List (REC) on page 4–31) automatically, which should then be sent in at the end of each month. Entering phoned in orders from non-FTD wire services creates incoming orders with a status of “Phoned.”

Using the Order Entry window to enter incoming phone orders is an excellent way of recording orders so you can then print a “Report of Orders Filled” to send to the wire services of which you are a member, to receive credit for your orders.

There are two main scenarios for entering phoned-in orders:

• Entering Phoned-In Orders When You Know the Order Amount
• Entering Phoned-In Orders Based on Products

Entering Phoned-In Orders When You Know the Order Amount

To enter a phoned-in order when you know how much money the sending florist is providing:

1. On the FTD Mercury Main Menu, click Order Entry. The Order Entry window opens.
2. If you are configured as a multi-store environment, from the Store Name list, select your store.
3. From the Employee list, select your employee name. You can also use your bar code scanner to enter the employee name. Scan the employee ID, and the employee will be selected.
4. In the Florist area:
   1. Click the Phoned In check box.
   2. From the Wire Service list, select the wire service of the phoning florist.
   3. In the Florist Code field, enter the phoning florist’s shop code and press TAB. If the code is an FTD code, florist information will automatically populate, and the customer will be set to the FTD wire customer.
      

      You can also click the Search button (…) to perform a florist search for FTD florists. However, it is extremely likely the sending shop will provide you with their shop code.

   4. In the Amount field, enter the order amount provided to you by the sending florist. If you are set up as a Canadian shop, if the sending florist is in the United States, enter this value in U.S. dollars. If the sending florist is also in Canada, enter this value in Canadian dollars.
   5. In the Florist Contact field, enter the name of the person you spoke with at the sending shop.
5. In the Recipient area, enter recipient information (you can also use abbreviation codes).
6. In the Delivery area, enter delivery information.
7. In the Card area, enter card information.
8. From the Occasion list, select the occasion for this order.
9. In the Product area, a new item has been entered called wire with the value of the Amount field less any delivery fees or exchange rates. In the product grid, enter each product for the order. The total of all products should be the same as the value of the Wire product.
10. Enter second choice information (if there is any).
11. When the total of the products is the same as the Wire product, right-click on the Wire product and click Remove. (You can also change the product code on the Wire line and not have to remove it.)
12. Click Complete. The Payments window opens. The Wire Service house account is already selected as the customer with the house account as the payment type. From the Referral Code list, select the referral code, if any.
13. Click Complete.

14 If required, enter your employee name, password, and optionally any notes in the Audit Trail window and click OK.

Entering Phoned-In Orders Based on Products

To enter a phoned-in order based on products the sending florist is ordering:

1. On the FTD Mercury Main Menu, click Order Entry. The Order Entry window opens.
2. If you are configured as a multi-store environment, from the Store Name list, select your store.
3. From the Employee list, select your employee name. You can also use your bar code scanner to enter the employee name. Scan the employee ID, and the employee will be selected.
4. In the Florist area:
   1. Click the Phoned In check box.
   2. From the Wire Service list, select the wire service of the phoning florist.
   3. In the Florist Code field, enter the phoning florist’s shop code and press TAB. If the code is an FTD code, florist information will automatically populate, and the customer will be set to the FTD wire customer.
      

      You can also click the Search button (…) to perform a florist search for FTD florists. However, it is extremely likely the sending shop will provide you with their shop code.

   4. In the Florist Contact field, enter the name of the person you spoke with at the sending shop.
5. In the Recipient area, enter recipient information (you can also use abbreviation codes).
6. In the Delivery area, enter delivery information.
7. In the Card area, enter card information.
8. From the Occasion list, select the occasion for this order.
9. In the Products area, enter the product(s) being ordered. Enter any second choice information as well.
10. The Order Totals area at the bottom right of the window shows the total for the order. Enter this amount in the Amount field in the Florist area.
    

    If you are set up as a Canadian shop, if the sending florist is in the United States, the value of both the OE Amount field and the Amount field will be in U.S. dollars. FTD Mercury will display a U.S. indicator to inform you the funds are in U.S. dollars.

11. Click Complete. The Payments window opens.
12. In the Payments window, the wire service house account is already selected as the customer with the house account as the payment type. From the Referral Code list, select the marketing method (if any) that generated this order.
13. Click Complete.
14. If required, enter your employee name, password, and optionally any notes in the Audit Trail window and click OK.

Order Entry Wire Product

When you enter an amount in the Phoned In Order window and the amount does not equal the amount currently in the product grid (including delivery charges and taxes) in Order Entry, an item called Wire is added to the product grid. Depending on whether the amount entered in the Amount field in the Florist area is more or less than the amount in the product grid, the Wire item will be positive or negative. You need to adjust the product amount(s) until you eliminate the difference caused by the Wire item. You can then remove the Wire item from the product grid and the amount from the Amount field in the Florist area will equal the amount in Order Entry, including delivery charges and applicable taxes.

If you have only one item in the phoned-in order, you can replace the product code of the Wire item with the correct product code for the item (for example, arr for Arrangement). The amount for the item should be the same as the amount of the Wire item.

Whenever possible, you should ensure the correct delivery zone is selected before changing the value of the Wire item (so that, if configured, FTD Mercury can automatically insert the delivery charge and reduce the product amount of the Wire item).

If you change the Amount in the Phoned In Order window a second time, the Wire product will be updated (or will be created if the Wire product does not exist in the product grid).