Setting up and using Flora settlement

Introduction: What is Flora settlement?

Flora settlement is a way to have customer payments automatically processed via FloraHolland. Instead of the customer paying you directly, the amount is settled via their FloraHolland auction invoice. FloraHolland deducts the money from their account and pays you. It's like an automatic direct debit via the auction.

Why use Flora settlement?

You want to use Flora settlement because:

• You're sure you'll get paid (via FloraHolland)
• The risk of non-payment is smaller
• Customers find it easy (one invoice via FloraHolland)
• You don't have to chase individual payments
• FloraHolland handles the collection
• It's administratively clear
• Many customers already buy via FloraHolland anyway

How does it work?

1. You sell products to a customer
2. You create an invoice in the special "Flora Settlement" administration
3. You send the settlement to FloraHolland
4. FloraHolland puts the amount on the customer's auction invoice
5. FloraHolland pays you

What do you need beforehand?

From the customer:

• The customer's FloraHolland number
• Permission to settle via Flora

In Easyflor:

• A special "Flora Settlement" payment method
• A separate administration for Flora settlements
• Correct configuration settings

We'll set this up step by step.

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Part 1: One-time settings (Setup)

You only have to do this once. After that, the system works automatically.

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Step 1: Add payment method

First, we create a special payment method for Flora settlements.

To payment methods menu

1. Go to "Admin"
2. Click on "(Organization) Payment methods"
3. You now see a list of current payment methods (e.g. SEPA, Cash, etc.)

Create new payment method

1. Click at the top on "+ New"
2. Fill in the details:

Name:

• Type: "Flora Settlement"
• This is the name you'll select later

Type/Kind:

• Select the correct type (probably "Other" or "Settlement")
• Check your system for the right option

Active:

• Turn on (checkmark)
• Otherwise you can't use the method

Save

1. Click on "Save"
2. The "Flora Settlement" payment method now exists

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Step 2: Add administration for Flora Settlement

Now we create a separate administration specifically for Flora settlements. This keeps everything separated and organized.

To administrations menu

1. Go to "Organization"
2. Click on "Administration"
3. You see a list of your current administrations

Create new administration

1. Click at the top on "New"
2. Fill in the required fields:

Name:

• Type: "Flora Settlement"
• Or another recognizable name like "FloraHolland Settlement"

Code/Abbreviation:

• For example: "FLORA" or "FH"
• This is for internal use

Other settings:

• Fill in any other required fields
• Such as VAT number, address, etc. (if requested)

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Create invoice number series

Each administration needs its own numbering for invoices.

1. Find the field "Invoice number series" or "Invoice numbering"
2. Click on "New" or the "+" icon

Invoice number series settings:

Prefix:

• For example: "FL" (for Flora)
• This appears before each invoice number (FL0001, FL0002, etc.)

Start number:

• For example: 1 or 1000
• The first invoice number

Example result:

• Invoice numbers become: FL0001, FL0002, FL0003, etc.

Save

1. Click on "Save" for the invoice number series
2. Click on "Save" for the administration
3. The "Flora Settlement" administration is now created

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Step 3: Set up default configuration

Now we set this administration as the default for Flora settlements.

To configuration menu

1. Go to "Admin"
2. Click on "(System) Configuration"
3. Click on "(General) Invoice"
4. Find the section "Flora configuration" or "FloraHolland settings"

Select administration

1. Find the field "Administration" or "Default Flora administration"
2. Select the administration you just created: "Flora Settlement"
3. This ensures that Flora settlements always end up in this administration

Save

1. Click on "Save" or "Apply"
2. The default configuration is now set up

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Step 4: Set up debtor for Flora settlement

Now we'll set up per customer that they're settled via Flora.

To debtors menu

1. Go to "Organization"
2. Click on "(General) Debtors"
3. Find the debtor (customer) who should be settled via Flora
4. Click on the debtor to open it

Set administration

1. Find the field "Administration"
2. Select "Flora Settlement" (the administration you created)
3. This ensures that invoices for this customer end up in the Flora administration

Fill in FloraHolland number

1. Find the field "FloraHolland number" or "Flora number"
2. Fill in the customer's FloraHolland number
3. You get this number from the customer themselves
4. Example: 123456

Note: Without this number, settlement is not possible!

Save

1. Click on "Save"
2. This customer is now set up for Flora settlement

Repeat this for each customer that should be settled via Flora.

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Step 5: Set default payment method for debtor

Lastly, we set the payment method as default for this customer.

To debtor configuration

1. At the debtor, go to "(General) Configuration"
2. Or find the tab "Invoicing" or "Payments"
3. Click on "(General) Invoice"

Set payment method

1. Find the field "Payment method" or "Default payment method"
2. Select "Flora Settlement"
3. This ensures that new invoices automatically get this payment method

Save

1. Click on "Save"

Setup done! The settings are now complete.

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Part 2: Execute Flora settlement (Periodic use)

Now that the settings are ready, you can start executing Flora settlements. You do this, for example, monthly or weekly.

Prerequisite: Invoices must first have been created in the "Flora Settlement" administration.

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Step 1: Create invoices

Normal invoicing process

1. Sell products to customers who settle via Flora
2. Create invoices as usual
3. These automatically go into the "Flora Settlement" administration (if you did step 4 correctly)
4. The invoices are not yet paid

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Step 2: To Flora settlement menu

Start settlement

1. Go to the "Invoices" tile
2. Click on "(Payments) Per debtor"
3. Click on "Flora"
4. You're now in the Flora settlement screen

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Step 3: Select administration and execute

Settings

1. Find the field "Administration"
2. Select "Flora Settlement"
3. You now see all open invoices in this administration

Period/filters (optional):

• You can optionally set filters for date
• Or select specific debtors
• Usually you leave this empty for all open invoices

Execute

1. Check whether the correct invoices are displayed
2. Click on "Apply"
3. The system now automatically sends the settlement to FloraHolland

What happens?

• An email is automatically sent to FloraHolland
• With all invoice details and FloraHolland numbers
• FloraHolland processes this on the next auction invoice of your customers
• The customers see the amount on their FloraHolland invoice
• FloraHolland pays you

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Step 4: Check (IMPORTANT!)

Check the first few times carefully

⚠️ NOTE: It's strongly recommended to carefully check the first few times whether everything goes correctly!

What to check?

1. Check if the email has been sent to FloraHolland (request confirmation if necessary)
2. Ask a test customer if the amount is on their auction invoice
3. Check if you receive payment from FloraHolland after a few days
4. Check the amounts (are they correct?)

If something goes wrong:

• Contact Easyflor support
• Via your normal support channels (email, phone, ticket)
• They can help with troubleshooting

After a few successful times:

• You can trust the process
• And simply execute it periodically without extra checking

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Practical examples

Example 1: New customer via Flora

• Situation: Florist "The Tulip" wants to pay via Flora
• Action:
  1. Ask for FloraHolland number (e.g. 123456)
  2. Organization → Debtors → "The Tulip"
  3. Administration: "Flora Settlement"
  4. FloraHolland number: 123456
  5. Configuration → Payment method: "Flora Settlement"
  6. Save
• Result: All invoices for "The Tulip" are settled via Flora

Example 2: Monthly settlement

• Situation: End of the month, 10 Flora customers have open invoices
• Action:
  1. Invoices → Per debtor → Flora
  2. Administration: "Flora Settlement"
  3. Check list with invoices (10 customers, total €15,000)
  4. Apply
  5. Email goes to FloraHolland
• Result: FloraHolland settles all 10 customers, you receive €15,000

Example 3: Forgot to fill in FloraHolland number

• Problem: Settlement doesn't work for a customer
• Check: Go to debtor, is FloraHolland number filled in?
• Solution:
  1. Fill in the correct FloraHolland number
  2. Save
  3. Try settlement again
• Result: Now it works

Example 4: Customer not in correct administration

• Problem: Customer doesn't appear in Flora settlement list
• Check: Is administration set to "Flora Settlement" for debtor?
• Solution:
  1. Go to debtor
  2. Change administration to "Flora Settlement"
  3. From now on, invoices go to the correct administration
  4. Move or credit + recreate old invoices manually if necessary
• Result: Customer now appears in list

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Important tips

Tip 1: Separate administration is essential

• Always keep Flora settlements separated
• This way you see at a glance what goes via Flora
• And what goes via other payment methods
• Makes your bookkeeping clear

Tip 2: FloraHolland number is mandatory

• Without this number, settlement is not possible
• Always request it from new Flora customers
• Check that the number is correct
• One wrong digit and it doesn't work

Tip 3: Test first with one customer

• Start with one test customer
• Follow the entire process
• Check if payment arrives
• Only then roll out to more customers

Tip 4: Communicate with customers

• Let customers know you're settling via Flora
• This way they know what to expect on their auction invoice
• Prevents confusion

Tip 5: Regular settlement

• Settle weekly or monthly, for example
• Don't wait too long
• This keeps your cash flow healthy

Tip 6: Save confirmations

• Screenshot or save the confirmation after "Apply"
• Useful for any discussions
• Or for your own administration

Frequently asked questions

Question: How long does it take before I get paid?

• Depends on FloraHolland payment cycle
• Usually within 1-2 weeks
• Check with FloraHolland for exact terms

Question: Can I have some customers pay via Flora and others not?

• Yes, absolutely
• Only set up the Flora customers as described
• Other customers get their normal payment method

Question: What if a customer doesn't have a FloraHolland number?

• Then they can't settle via Flora
• Use another payment method (SEPA, invoice, etc.)
• Only customers who actively buy at FloraHolland have a number

Question: Are there costs associated with Flora settlement?

• FloraHolland may charge administration costs
• Check your contract with FloraHolland
• Usually the costs are low and the benefits are large

Question: What if FloraHolland refuses the settlement?

• Check FloraHolland number
• Check if customer is active at FloraHolland
• Contact FloraHolland and Easyflor support

Question: Can I undo the settlement?

• Once sent, you can't retrieve it
• Contact FloraHolland if it was by accident
• That's why you should always check carefully before clicking "Apply"

What to do with problems?

Problem: Customer doesn't appear in settlement list

• Check if administration "Flora Settlement" is set for debtor
• Check if there are open invoices
• Check if invoices are in the correct administration

Problem: FloraHolland sends error message

• Check FloraHolland number (filled in correctly?)
• Check if customer is active at FloraHolland
• Contact FloraHolland for their system status

Problem: Payment doesn't arrive

• First wait for the normal payment term (1-2 weeks)
• Check if settlement was sent (email confirmation)
• Contact FloraHolland to check status
• There may be an administrative problem at FloraHolland

Problem: Wrong amount settled

• Check invoices in Easyflor (are they correct?)
• Contact FloraHolland
• A correction may need to be made

Problem: Configuration doesn't work

• Did you follow all the steps?
• Check each step again
• Contact Easyflor support
• They can check your configuration

Summary

Setting up and using Flora settlement is done in two parts:

Part 1 - One-time setup (do once):

1. Payment method: Admin → Payment methods → New → Name "Flora Settlement" → Save
2. Administration: Organization → Administration → New → Name "Flora Settlement" → Create invoice number series (e.g. prefix "FL") → Save
3. Configuration: Admin → Configuration → Invoice → Flora configuration → Select administration "Flora Settlement" → Save
4. Set per debtor:
   • Organization → Debtors → Select customer
   • Administration: "Flora Settlement"
   • FloraHolland number: [fill in customer's number]
   • Configuration → Invoice → Payment method: "Flora Settlement"
   • Save
   • Repeat for each Flora customer

Part 2 - Periodic use (weekly/monthly):

1. Create invoices as usual (automatically go to "Flora Settlement" administration)
2. Invoices → Per debtor → Flora
3. Administration: "Flora Settlement" → Apply
4. Email is automatically sent to FloraHolland
5. FloraHolland settles on customers' auction invoices and pays you

Why important:

• Payment certainty via FloraHolland
• Less risk of non-payment
• Easy for customers
• Clear administration

Note: Carefully check the first few times whether everything goes correctly and contact support in case of problems!