Global Florist Service (GFS)

Overview

Global Florist Service (GFS) is the system used to communicate with Overseas Units. It allows agents to:

• View international order details
• Send and receive messages
• Share images and files
• Request or confirm price and delivery date changes
• Cancel, reject, accept, or deny international orders

GFS is frequently used when managing international orders, complaints, investigations, and exceptions.

Accessing GFS

1. Go to InfoHub
2. Scroll down to GFS and Payments
3. Click GFS

Order Search and Order Details

Searching for an Order

1. Locate the Original Reference Number from the Rosegold back copy
   • This is a 9-digit number, beginning with the number 1
2. Enter this number into the GFS Gate # field on the GFS homepage
3. Click Search

Viewing Order Details

Once the order is open, you can view:

• Recipient/Delivery details 
• Order details
• Messages

Sending Messages and Images

Viewing Messages

• All communication between Units appears on the same page
• Messages are displayed newest to oldest
• Scroll down to view the full message history

Sending a Message

1. Click Action on Order (top-right of the page)
2. Leave Message Type as Query Order
3. Select the appropriate Query Type
4. Enter a clear Subject
5. Type your message (as you would a Rosemail)

Adding Images or Files

• Click Choose Files to attach images
• Once sent, attachments can be viewed via the paperclip icon next to your message
• Click Save
• Copy the message and log it in Rosegold notes

Cancelling and Rejecting Orders

Cancelling an Order

Use when a cancellation is requested by the customer or the sending Unit.

1. Click Action on Order
2. Select Cancel Order from the Type dropdown
3. Choose the appropriate Reason
4. Enter a clear cancellation message
5. Click Save
6. Raise a Journal Adjustment (JA)
7. Copy the message into Rosegold notes

Rejecting an Order

Rejecting orders should be a last resort and we should always offer alternatives to the sending unit first.

Rejecting is only available when:

• The UK Unit is the Executing Member
• The order was sent to us from an Overseas Unit

Steps:

1. Click Action on Order
2. Select Reject Order in the Type dropdown
3. Enter a clear explanation in the Text box
4. Select the appropriate Reason
5. Click Save
6. Add notes in Rosegold
7. Cancel the order in Rosegold

Price Changes

International Units may request a price increase due to:

• Higher product costs
• Remote or extended delivery distances

Processing a Price Change

1. Click Price Change at the top of the page
2. Enter:
   • Full New Order Cost in the New Price field (if product value changed), OR
   • Extra Delivery Fee (if delivery-only increase)
3. Enter a clear Subject
4. Add a detailed explanation in the Text box
5. Click Save
6. Log details in Rosegold notes

Please note: No Journal Adjustment (JA) is required for price changes made via GFS Gate.

Delivery Date Changes

Use when a delivery date needs to be changed with an Overseas Unit.

1. Click Delivery Date Change at the top of the page
2. Select the new date using the calendar icon
3. Enter a clear Subject
4. Add an explanatory message in the Text box
5. Click Save
6. Record the update in Rosegold notes

Accepting and Denying International Cancellations

When a cancellation is requested by an Overseas Unit:

Before Taking Action

• Review all Rosegold notes
• Review all GFS messages

Accepting a Cancellation

1. Click Action on Order
2. Select Confirm Cancel in the Type dropdown
3. Click Save
4. Raise a Journal Adjustment (JA)
5. Add confirmation notes to Rosegold

Denying a Cancellation

1. Click Action on Order
2. Select Deny Cancel in the Type dropdown
3. Enter a clear explanation in the Text box
4. Select the appropriate Reason
5. Click Save
6. Add denial notes to Rosegold

Retrans Rules

• Go to Info on the left hand side
• Then click Extranet
• Open Cloud IDD Retrans and Clearing Rules