Preparing your shop & customers for Online Statements and Invoices

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1 Preparing your shop & customers for Online Statements and Invoices A How-to Guide for launching a Online Statements and Invoices in a DovePOS shop

2 Table of Contents Introduction... 3 Setting up my shop with Online Statements/Invoices... 4 Shop Setup... 4 Billing Setup... 6 Customer Maintenance... 8 Preparing your customers for online statements Frequently Asked Questions Online Statements/Invoices Dove POS related FAQs Customer Related FAQs P age

3 Introduction General Information With the release of Dove POS 5.2, the ability to post statements and invoices for your customers online through your eflorist site is now available. This feature is seamlessly incorporated into the Dove POS system and your eflorist site. What are online statements and invoices? Online statements and invoices look and function just like their paper versions, but are convenient for both your shop and your customers. Your customers will be able to access their online statements and invoices on their accounts through your eflorist website. How does it work? When you run your normal billing process, you ll have the option to post statements and invoices online, instead of printing. Your customers will be alerted with an notification that their statement or invoice is now available for viewing on your eflorist site. Sample Notification: 3 P age

4 Benefits of having online statements and invoices Customers are able to view and access their statements and invoices with ease. Once your billing cycle is completed, your customers will receive automatic notifications when their online statements are available usually days before they would receive paper statements in the mail. With online invoices, payments could be received four to five days earlier than with traditionally mailed invoices. You ll see payments sooner! Setting up my shop with Online Statements/Invoices Your shop will need to first upgrade to Dove POS 5.2 and have an active eflorist site. To make an appointment for an upgrade, please call Dove POS Support at The following areas within your Dove POS system need to be set up properly prior to a customer having the ability to view their statements/invoices online: Shop Setup Billing Setup Customer Maintenance Shop Setup 1. Click Tools > Shop Setup. 4 P age

5 2. Click on the name of the shop in the bottom grid to populate the fields. 3. Verify whether your shop s address and shop website URL are populated. If not, type in your shop s address and website URL. The portion of the URL should not be added here. 4. Click Replace and click Close. 5 P age

6 Billing Setup 1. Click Tools > System Setup > Billing. 6 P age

7 2. In Setup Billing, check the option Support Delivering Statements/Invoices via Online and click Save. 7 P age

8 Customer Maintenance 1. Click Lookups > Customer Lookup. 8 P age

9 2. Search for the customer then click Modify. 3. On the General Tab, verify or add the customer s address. 9 P age

10 4. On the Billing/Payment Info Tab, select the Bill Via Option of either: a. Print Only this option will print a statement and/or invoice for mailing. (This is the default setting.) b. Print and Online this option will print a statement and/or invoice and send the statement and/or invoice to the eflorist website. c. Online Only this option will post the statement and/or invoice to your eflorist website. A statement and/or invoice copy will also print but it will have the words Online Only at the top and will have no shop address to mail to. 5. Verify that Allow House Account Charges is checked. 6. Click Save and Close. Note: Once a customer s option for billing is set, it will be maintained through software upgrades. 10 P age

11 Once your Dove POS system is set up, we recommend preparing your customers for the change to online statements. Your customers will also have to set up their own accounts on your eflorist website in order to access their online statements and invoices. Preparing your customers for online statements Here are some recommended tactics to prepare your customers for online statements. Add a custom message to all invoices that are mailing out. Go to Financial Tools > Bill My Customers You can add a promotional message to all statements and invoices letting customers know about the new online statement(s) and invoice(s) functionality. Within the promotional message box, add a message about the upcoming online statements. Sample messages are below. Sample promotional messages: In an effort to go green, our shop is now offering paperless statements and invoices. In order to receive paperless statements and invoices, you will need to set up your personal account on our website: {add your shop URL}. You will be notified via when statements or invoices are available. 11 P age

12 Our shop is now offering online statements and invoices. In order to receive online statements and invoices, you will need to set up your personal account on our website: {insert your shop URL}. Once your account is set up, all statements and invoices will be available online through our secure website. You will be notified via when statements or invoices are available. Add a statement stuffer to all mailed statements or invoices. If you decide not to add a custom promotional message to paper statement or invoice, you can always add a statement stuffer to the envelope. Printing on brightly colored paper will help your message stand out. Sample Statement Stuffer messages: {shop name shop URL shop phone number} In an effort to go green, our shop is now offering paperless statements and invoices. In order to receive paperless statements and invoices, you will need to set up your personal account on our website: {add your shop URL}. Once your account is set up, your statements and invoices will be available online through our secure website. You will be notified via when statements or invoices are available. Please call our shop at {shop phone number} if you have any questions. {shop name shop URL shop phone number} Our shop is now offering online statements and invoices. In order to receive online statements and invoices, you will need to set up your personal account on our website: {insert your shop URL}. Once your account is set up, your statements and invoices will be available online through our secure website. You will be notified via when statements or invoices are available. Please call our shop at {shop phone number} if you have any questions. Send a custom message to all that have purchased customers. If your shop has the Advanced Marketing Module, you can send out a custom message to all customers that have purchased in the last 15 months. On the Customize the Message screen, add this text, and choose no image option: Our shop is now offering online statements and invoices. 12 P age

13 In order to receive online statements and invoices, you will need to set up your personal account on our website: {insert your shop URL}. Once your account is set up, your statements and invoices will be available online through our secure website. You will be notified via when statements or invoices are available. Please call our shop at {shop phone number} if you have any questions. 13 P age

14 Preview the message and send. Add a marketing message on credit card receipts You can add a message to the footer of your credit card receipts. Adding a message or changing your current message on the bottom of your receipt is quick, easy and doesn't cost a thing. Keep in mind, all credit card customers will see this message. Click Tools > Terminal Setup. Edit the Receipt Footer field and then click Save. With room for over 100 characters, you have plenty of space to communicate your message. Frequently Asked Questions Online Statements/Invoices Dove POS related FAQs If I have a problem with online statements or invoices who should I call? If the problem occurs while you are working with the Dove POS system and the billing process, please contact Dove POS Support at What if I want to still mail some of my statement(s) or invoice(s)? You have the option of printing and mailing statement(s) or invoice(s). 14 P age

15 Why do copies of my customers online statements and invoices print even when they are set to online only? These printed copies are for your shop records. We are working on an additional option where you can turn the printed copy for your shop records off. Will I have to reset my customer s billing option after future software upgrades? Once a customer s option for billing is set, it will be maintained through software upgrades. I have a customer that cannot see their statement or invoice on my website. What do I need to do? First, you will need to verify their address is the one they have on their account you re your eflorist website. Then check that they are in your system and setup to view statements online. If at this point, they can see the Online Statements option on the menu on your website (when they are logged in to their account) and still cannot see their statements, they will need to update their web browser or download Adobe Reader. 1. We recommend that you view your statements through one of these four browsers: Internet Explorer, Firefox, Chrome or Safari. 2. You will need to download Adobe Reader. This will allow you to view, save and print your statements and invoices. If there is still an issue, please contact Dove POS Support for additional assistance at Customer Related FAQs What are online statements and invoices? Online statement(s) or invoice(s) are an electronic format of your account statement or invoice that contains all of the same account information as paper statements or paper invoices. They are delivered online through our shop s website instead of through the U.S. Postal mail service. Do online statements look like my paper statements? Yes, your online statements contain all of the same account information as your paper statements. Do online invoices look like my paper invoices? Yes, your online invoices contain all of the same account information as your paper invoices. Will I still receive paper statements or invoices? Yes, you can. You have the option to receive both print and online version, online only or print only. Please contact our shop to have your option set. What if I am not receiving my notifications or do not see the Online Statement option on my account? 15 P age

16 You will need to verify with us that the address on your account on the website is the same as on your customer account in our system. How do I set-up my account on the website? 1. Go to {insert your shop s website URL here}. 2. Click on My Account at the top of the screen. 3. Under the New Customer section, click Continue. 4. Fill out the information. If you are setting this up for your business account, you ll need to use your business as your customer login. 5. Click Register. 6. Fill in the requested information on your account. 7. Click Update My Account. How do I access my online statements & invoices? Once you have an account on our website setup, you ll be able to log on to view your monthly statement(s) and/or invoice(s). You ll need to sign into your account with your customer number. This number can be found on previous mailed statements or invoices on the top right hand corner. When is my online statement available? An will be sent to the address on your account when you have a new statement or invoice available for viewing. Can I save a copy of my online statement or invoice? Yes, you can save a copy of your online statements or invoices. Can I print a copy of my online statement or invoice? Yes, you can print copies of both online statements and invoices. Do I have to receive the notification ? Yes, you will receive the notification when your statement or invoice is posted online. However, you can view your statements or invoices at your convenience 24 hours a day, 7 days a week. Statements are available for up to six months. Will I be able to see more than one online statement? Yes, you will be able to see your online statements listed by date posted. Where are the invoices posted? You can access invoices through your monthly statements. Open your statement for the month, and in the transaction detail, you are able to click on a link for separate invoices. Invoices are listed separately line by line. 16 P age

17 Now that I have my account set up, can I see any of my previous statements or invoices online? No, your paper statement(s) or invoice(s) before your account was setup on the website will not be available online. What are some possible reasons I might not receive my notification ? The most likely reason for not receiving your notification is that we have an incorrect address for you. It may be that your address may have been entered incorrectly or that your address has changed. How do I update my address? You ll need to do two things. First notify us, via or by phone then update your account on our website. What if I am in my account and cannot view my statements? We recommend that you view your statements through one of these four browsers: Internet Explorer, Firefox, Chrome or Safari. You will also need to download Adobe Reader. This will allow you to view, save and print your statements and invoices. 17 P age