Creating a sales order

1. From the Main Menu, click on the Create button (plus icon), then Sales order.
2. Select a customer from the list, or click Start with new customer.

Order details 

At the top of the screen are all the details for your sales. This section shows:

• Your company’s internal ordering information (order number, date, fulfillment location, etc.)
• Customer name, billing, and shipping addresses. 
• Sales order status and payment information.

Product table

The product table is where you’ll add the products your customer is ordering or returning.

1. Click on Add Products. The product picker will stay open, allowing you to select multiple products at once. To increase the quantity of a single product, click on it repeatedly. 
2. If you’re using a barcode scanner, select Scan to add.

3. If needed, edit the quantity and unit price. 
4. You can change the sorting on the product table by clicking on the table headings or by selecting the grab handles to rearrange the products.
5. Next to the Save button, you can print, email, or add an attachment to the order.
6. Click Save when done.

Picking products

1. In the product table, select the Pick tab.
2. Select the products that have been picked, or select Pick all to pick all the products on the sales order.
3. If you are using a barcode scanner, click Scan to pick. 
4. Save the order.

Shipping & completing the order

Shipping orders with a single box 

1. After picking, toggle on Ship order from the order summary (top of the order). 
2. Select the Ship tab. 
3. Click Ship order and enter the shipping details, then click Ship order to continue.

Shipping orders with multiple boxes

1. Use the Pick tab to pick the products that are ready to ship. 
2. Toggle on Ship order from the order summary (top of the order), then click on the Ship tab. 
3. Select Ship with multiple boxes to ship products into different boxes or containers. 
4. Click on Ship this box to enter the shipping details, then complete the shipping portion of the order. 

Paying the order

On the order tab, enter the payment in the Paid field. If the order is paid in full, select Mark paid. 

Completing orders without shipping

Picked orders

For orders where the products are picked, enter a payment in the Paid field. Or to pay the order in full, select Mark paid to complete the sales order. 

Unpicked orders 

If the products on the order aren’t picked, click the Mark paid and Fulfill buttons to complete the sales order.

The post Improved sales orders ✨ appeared first on inFlow Inventory.

Web

Getting started

To start, go to inFlow’s Order settings and select Email Designer (Main Menu>Options>Orders.)

Email template types

On this screen, you can toggle between the list of template types from the different areas of inFlow.

Default styling

This section of the email designer is where you can set a header image, image size, and button color that will apply to all email templates. Click on the plus button to choose a different color. 

If you’d like to remove changes made to the Default styling, click on Reset.

When done, click Save & close. 

The reset button will revert recent changes; however, it won’t restore the default styling to its original state.

Editing an email template

Hover over one of the email templates and select Edit template.

Button text

Use the Button text field to change the text on the button in the email template. (This button is what the recipient will select to view the document.)

Using custom or Default styling 

The Email Designer uses the default styling for all email templates. You can edit the default styling by selecting Edit default, or you can override the defaults by selecting Use custom styling. 

When using the custom styling, you can select the header image, image size, and button color.

Reset 

This button allows you to undo any recent changes. However, the reset button does not restore the template back to its original state.

Subject line

The first part of the email you can customize is the subject line. The subject contains variables in brackets that are placeholders that allow each email to be personalized to the recipient. 

Example: The sales order default subject line is Sales order - {{so.order_number}}. 

• Sales order = The inFlow order you’re emailing from. 
• {{So.order_number}} = The sales order number on the document.

To add other variables, click the plus icon, then select a variable from the list. 

Feel free to add or remove variables, but please avoid changing the periods, underscores, or brackets within the variables, as doing so may cause them to stop working properly.

Email body

You can edit the email template in the body field below the subject line. To add variables to the email body, click on the plus icon. 

When done, click Save & close. 

Customizing variables 

If you want to make slight changes to the variables, just add the info within the variable brackets. This is done by adding a vertical bar after the variable name, followed by a modifier within the variable brackets. See below for some examples.

Capitalization  

For any variable, if you want to make all uppercase, you can add {{variable| upcase}} in the variable brackets. 

Example: {{so.customer.name| upcase}} = JOSEPH BUCKLEY

Date formatting

By default, date fields will match the date formatting based on your browser setting and add a timestamp. 

In the examples below, we’re using {{so.due_date}} but you can change this variable with any of the other date variables in the email template. 

Default date display: {{so.order_number}} = 08/03/2024 12:45:52 +00:00

Emailing a template

Now that your template has been created you can email it from any of the inFlow orders. 

1. Open an order and click Email then select the document you want to email. 
2. Review the email fields and the email template below. To make changes to the template, click on Edit email template, make changes to the template, then click Save & close.  
3. Return to the order > click Email and select the document. 
4. Click Send when done. 

To learn more about emailing documents from inFlow, take a look at this guide. 

What else can I customize in inFlow?

In inFlow, you can customize different areas to meet your team’s needs.

Customizable inFlow features

• Rename fields: Rename most of inFlow’s fields to a term of your choice.
• Change order numbers: Change order prefixes.
• Custom fields: Track additional data with custom fields.
• Label Designer: Create product labels to include the barcode, image, and product name.
• Document Designer: Create and customize sales and purchasing documents.

Windows

If you are using inFlow for Windows and want to access email templates and send documents designed by the Document Designer, you can seamlessly switch to utilizing these powerful features!

Before you start

Switching to inFlow’s Email and Document Designer means that some Windows app features will no longer be available, such as:

• Documents created in Microsoft Word can be redesigned in inFlow’s user-friendly Document Designer. 
• inFlow Print Settings (document styles, Document page numbers, and footers.)
• Legacy email settings.

Other notable changes:

• Emails will be sent from noreply@inflowinventory.com. 
• Documents will be sent as links instead of attachments. 
• All email and document templates can only be modified on inFlow for Web.

If your team has been using inFlow before July 2024, the Email and Document Designer are optional and require inFlow Admins to opt in. We suggest previewing these features in inFlow for Web before making changes.

Once you’ve opted in, you won’t be able to switch back to using legacy email settings and the original documents from inFlow for Windows. Contact the inFlow team if you have any questions.

Converting emails and documents

1. To start, open an order in inFlow with an Admin account (sales, purchase order, etc.) > then click Email or Print. 
2. In the email document screen, click Get the latest.

3. Review the information on-screen, then click Update.

You’re all set!

From now on, when you send emails from the inFlow Windows app, the email body will be automatically filled with templates created by the Email Designer, and you’ll have access to the documents created by the Document Designer. 

Accessing the Email Designer 

As mentioned, email templates can only be edited from inFlow for Web. See below for steps on accessing the Email Designer settings from the inFlow Windows app.

1. Open any inFlow order in inFlow, then click Email then select a document. 
2. At the bottom of the email screen, click on Edit Template. This will open the Email Designer on inFlow for Web.
3. After making changes to a template, return to inFlow for Windows and close the Compose Email window.
4. Click Email on the order again to load the updated template.

Email Designer template types

On this screen, you can toggle between the list of template types from the different areas of inFlow.

Default styling

This section of the email designer is where you can set a header image, image size, and button color that will apply to all email templates. Click on the plus button to choose a different color. 

If you’d like to remove changes made to the Default styling, click on Reset.

Note: The reset button will revert recent changes; however, it won’t restore the default styling to its original state.

When done, click Save & close.

Editing an email template

Hover over one of the email templates and select Edit template.

Button text

Use the Button text field to change the text on the button in the email template. (This button is what the recipient will select to view the document.)

Using custom or Default styling 

The Email Designer uses the default styling for all email templates. You can edit the default styling by selecting Edit default, or you can override the defaults by selecting Use custom styling. 

When using the custom styling, you can select the header image, image size, and button color.

Reset 

This button allows you to undo any recent changes. However, the reset button does not restore the template back to its original state.

Subject line

The first part of the email you can customize is the subject line. The subject contains variables in brackets that are placeholders that allow each email to be personalized to the recipient. 

Example: The sales order default subject line is Sales order – {{so.order_number}}. 

• Sales order = The inFlow order you’re emailing from. 
• {{So.order_number}} = The sales order number on the document.

To add other variables, click the plus icon, then select a variable from the list. 

Feel free to add or remove variables, but please avoid changing the periods, underscores, or brackets within the variables, as doing so may cause them to stop working properly.

Email body

You can edit the email template in the body field below the subject line. To add variables to the email body, click on the plus icon. 

When done, click Save & close. 

Customizing variables 

If you want to make slight changes to the variables, just add in the info within the variable brackets. This is done by adding a vertical bar after the variable name, followed by a modifier within the variable brackets. See below for some examples. 

Capitalization  

For any variable, if you want to make all uppercase, you can add {{variable| upcase}} in the variable brackets. 

Example: {{so.customer.name| upcase}} = JOSEPH BUCKLEY

Date formatting

By default, date fields will match the date formatting based on your browser setting and add a timestamp. 

In the examples below, we’re using {{so.due_date}} but you can change this variable with any of the other date variables in the email template. 

Default date display: {{so.order_number}} = 08/03/2024 12:45:52 +00:00

The post How to create email templates with inFlow’s Email Designer appeared first on inFlow Inventory.

Web

Document Designer video

Take a look at the video below for a visual guide on customizing documents using the Document Designer.

Please note that the inFlow menu has been updated since the release of the video above. The Document Designer can now be found under Main Menu > Settings > Orders.

What types of documents can I make? 

With inFlow’s Document Designer, you can easily create various sales and purchasing documents. Below is a list of available document types.

Getting started

Go to inFlow’s Order settings and select Documents. (Main Menu > Settings > Orders.)

Document types

On this screen, there are examples of documents you can create. You can toggle between making a sales or purchasing document. 

Document settings

This section of the document designer is where you can set a default letterhead and overall document styling options that will apply to all documents. 

Default letterhead

Here, you can set the default letterhead styling for your documents. Think of this as setting a letterhead template.

Select the Alignment and select the Fields to customize the details shown on the default letterhead. 

Default styling

Here, you can choose the document designer’s default font size, font type, and heading colors.

Selecting a document type & settings

Now that we have reviewed the basics let’s create a new document. 

Select a document template or New document from the top right-hand corner on the main Document Designer screen. For example, to create a new invoice document, choose Invoice. 

Choosing the correct document type

When designing a document, you must select the proper document from the list of available documents (listed above). This is because inFlow triggers actions when some documents are printed or emailed. 

The most notable example is the Invoice document. inFlow will change any started or fulfilled sales order status to Invoiced when you print or email an invoice.

The invoiced status will set the due date on the sales order (if you have payment terms), and inFlow will send the sales order to any connected accounting integrations. 

You could trigger these status changes accidentally by creating a “Bill of lading” from the Invoice document type.

Use the Generic document for documents that don’t fall under one of the sales or purchasing document types. These documents don’t trigger any order status changes.

Getting to know the Document Designer

Once in the document on the left-hand pane, you make changes to the overall document before customizing the document blocks. Settings you can change include:

• Document name
• Max paper width
• Font size 
• Font
• Heading color.

Here is where you can select Reset document to set the document back to its original state. 

If defaults have been set, documents will use the default styling first. You can override the defaults by selecting Use custom.

Document blocks

The Document designer consists of rows of blocks that group similar order-level information. You can hover your cursor over the document to view the available blocks. 

Click on the + icon at the bottom of the document to add a new block to your document. 

Click and hold the drag handles to rearrange a block on the document.

Hover over a block and select the trash can icon to remove it.

Document rows & changing blocks 

As mentioned, document blocks are in rows that take up the entire width of the document. Rows can have a maximum of two blocks.

The only exception is the product table block, which uses the entire width of the row.

Changing blocks in a double-block row

You can remove any block in a double-block row to convert it to a single-block row. 

To add another block, select the + icon. 

Customizing blocks

When you’ve selected a block, you can customize some of the appearance and fields shown. 

Each block has specific fields that can be added and removed. Some fields can be further modified by selecting Options.  

Adding fields to a block

Rearrange the fields by clicking and dragging them into the desired position. 

Select the + icon next to the fields below to add them to the block. Use the search bar to narrow down the results for blocks with many available fields. 

Renaming document fields

To change the name of a field on a block, click on the field name and select the pencil icon. Then, type the new name in the field below. 

Adjusting block & product table column widths 

As mentioned above, each document row can hold up to two blocks. You can adjust the width of the blocks by dragging the dotted block divider line to your desired placement. 

For the product table, follow the above steps, click and drag on the column divider to the desired placement. 

Document block overview

Letterhead

On this block, you can customize the letterhead for your document. 

If a default letterhead has been set, documents will use the default styling first. You can override the defaults by selecting Use custom.

To reset the letterhead to the default settings, select Use default letterhead. 

Document title 

This block allows you to customize the document title, order number, order date, and more. 

Order details

The order details block allows you to edit order-level information, such as the customer name, shipping address, payment terms, etc. 

Product table

This document block lists the products on the order. To improve visibility, you can add line numbers and stripes to the table. You can add, remove, and rearrange the columns, and they can be further customized by selecting Options. 

The product table block displays different information depending on the document type and the order tabs. 

For example, the product table on a pick list document type displays information sourced from the inFlow Pick tab, and the product table on the invoice document type displays information sourced from the inFlow Sales Order tab.

Columns across order tabs cannot be combined into a single product table.

The Document Designer will use the default barcode of the product.

Order Summary

This block contains the order totals. To make this block stand out on the document, toggle on Highlight to fill in this section. 

For regions where QR codes are required on invoices, toggle on the QR code setting.

Custom text

This block is where you can add a body of text to your document. Use this block to add terms and conditions or any text you don’t want to copy and paste into each order. 

HTML/CSS

This block type will give you significant control and customization of the document. To learn more, see this guide.

At this time, page numbers, per-page headers, and footers aren’t available on the Document Designer, or via the HTML/CSS blocks.

Completing a designed document

After designing your document, click Save & close. From here, you can print, email, or create new documents.

Printing a document

1. Open a sales or purchase order.
2. Click Print and select the document. If you have more than one of the same document type be sure to select the desired document.
3. Continue through your browser’s print window to print the document. If you’d like to save a PDF copy to your computer you can choose the Print to PDF printer.

Emailing a document

1. Open a sales or purchase order.
2. Click Email and select the document.
3. Fill out the email form, then click Send. 

What else can I customize in inFlow?

In inFlow, you can customize different areas to meet your team’s needs.

Customizable inFlow features

• Rename fields: Rename most of inFlow’s fields to a term of your choice.
• Change order numbers: Change order prefixes.
• Custom fields: Track additional data with custom fields.
• Label Designer: Create product labels to include the barcode, image, and product name.
• Document Designer: Create and customize sales and purchasing documents.

Windows

Switching to the Document & Email Designer

If you are using inFlow for Windows and want to send documents designed by the Document Designer or have access to email templates, you can seamlessly switch to utilize these powerful features!

Before you start

Switching to inFlow’s Document & Email Designer means that some Windows app features will no longer be available, such as:

• Documents created in Microsoft Word can be redesigned in inFlow’s user-friendly Document Designer. 
• inFlow Print Settings (document styles, document page numbers, and footers)
• Legacy email settings.

Other notable changes:

• Emails will be sent from noreply@inflowinventory.com.
• Documents will be sent as links instead of attachments. 
• All document and email templates can only be modified on inFlow for Web.

If your team has been using inFlow before July 2024, the Email and Document Designer are optional and require inFlow Admins to opt in. We suggest previewing these features in inFlow for Web before making changes.

Once you’ve opted in, you won’t be able to switch back to using legacy email settings and the original documents from inFlow for Windows. Contact the inFlow team if you have any questions.

How to switch to inFlow’s Email and Document Designer

1. To start, open an order in inFlow with an Admin account (sales, purchase order, etc.) > then click Print. 
2. In the print document screen, click Get the latest.

3. Review the information on-screen, then click Update.

You’re all set! You’re all set! From now on, you’ll have access to the documents created by the Document Designer and can use the email templates created by the Email Designer.

Order printing with the Document Designer 

Documents created with the Document Designer can only be edited with inFlow for Web, but you can still continue to use inFlow for Windows to print documents. See below for steps.

1. Open any inFlow order in inFlow, then click Print, then select a document.  
2. A web browser window will open where you can select Print.

The post How to customize your documents with inFlow’s Document Designer appeared first on inFlow Inventory.

Do you need more control over the document you’re designing? Use the Custom HTML block to add a section you can customize using HTML/CSS code.

Before starting

What’s allowed in the HTML/CSS block

This block uses both HTML/CSS and Liquid templating language. The HTML/CSS portion allows you to style the block, whereas Liquid is a simple plain text language for referencing your inFlow data. 

The HTML/CSS code block you provide will be rendered in a separate sandbox context, and therefore, you won’t have control over certain aspects.

The entire code block you provide will be appended inside a body tag of a separate HTML document we’ve defined. As a result, certain tags should not appear in your block. They are html , head , body , and any descendent tags of head such as title , style , link , meta , etc.

This implies several things. For example, you can’t control the document title simply by using title . Using the style tag or loading external style sheets using a link may not always work (depending on the browser). So, we recommend styling your document using inline CSS.

For example:

<h1 style="color:blue;text-align:center;">This is a heading</h1>
<p style="color:red;">This is a paragraph.</p>

Inline CSS should be enough most of the time for styling certain parts of a document. If you require more complex styling or need the CSS to be more reusable and flexible, you can define internal CSS using the style tag; however, note that this will produce invalid HTML as it’s appended inside a body tag later.

Most browsers are quite forgiving about parsing invalid documents, so your CSS will still be evaluated by those browsers. Still, ensuring that your document’s styling is consistent across major browsers is important, so we encourage you to use inline CSS instead.

For security reasons, the following are not allowed in the HTML/CSS block:

• JavaScript
• URLs opening a different web page in the current tab or a new tab
  • You can still add images using the img tag if it’s pointing to images from other domains. However, any URLs must be in either http or https scheme.
• form and iframe tags

Liquid variables in inFlow

Variables are data that are dynamically inserted into the inFlow document. You can think of the variable as a placeholder that gets filled in on a per-order basis.

Company info

Your company details

These variables below return the information you’ve to the Company details in the inFlow Global settings (Main Menu>Options.)

Order variables

Sales order information

Use these variables to insert the sales order number and date information.  

Purchase order information

Use these variables to insert the purchase order number and date information.  

Customer details and addresses

These variables return the customer details as listed on the sales order. Note that this can be different from what’s stored in the customer record. 

Vendor details and addresses

These variables return the vendor details as listed on the purchase order. Note that this can be different from what’s stored in the vendor record. 

Overall totals

Use these for the overall totals, which include any returned/refunded amounts. The following listed are for sales orders. However, you can get the equivalent for a purchase order just by replacing so with po (e.g. {{po.subtotal}} is the purchase order’s subtotal amount).

Order totals

These variables return the order totals, excluding any refunds. The following listed are for sales orders. However, you can get the equivalent for a purchase order just by replacing so with po (e.g. {{po.order_sub_total}} is the purchase order’s subtotal amount excluding any refunds).

Return totals

These variables concern the return/refund amounts only. The following listed are for sales orders. However, you can get the equivalent for a purchase order just by replacing so with po (e.g. {{po.return_sub_total}} is the purchase order’s return subtotal amount).

Additional order details

These are additional details in the sales order. 

These are additional order details for the purchase order.

Product variables

Since a document could contain more than one product, to display this properly, you’d need to use a loop. It essentially runs that bit of code for every product in the document.  If you want the product information to be listed in a table format, you’ll need to incorporate the loop into an HTML table.

{% for line in so.lines %} {{ line.name }}
{% endfor %}

The so.lines object specified in the beginning of the loop may differ depending on which information you want to show. In this case, it refers to any variables in the main Sales Order tab of a sales order. For information in the Pick tab (e.g., location, sublocation), you’ll need to specify a different object. The available objects and their variables are listed in the following sections.

Product information

This is a list of product variables that remain the same throughout the different objects. Typically these are the identifiers such as name, SKU, etc.

Order lines

This is the list of available product variables specific to the main Sales Order tab of a sales order. Your loop should use the so.lines object for a sales order, or po.lines for a purchase order.

Example table for sales order lines:

<table style="width:50%"> <tr> <th style="text-align: left">SKU</th> <th style="text-align: left">Qty</th> <th style="text-align: right">Subtotal</th> </tr> <tr> {% for line in so.lines %} <td>{{line.SKU}}</td><td>{{ line.quantity }}</td><td style="text-align:right"> {{line.subtotal}}</tr>
{% endfor %}
</table>

Sales Order Pick lines / Purchase Order Receive lines

This is the list of available product variables specific to the Pick or Fulfill tab of a sales order or the Receive tab of a purchase order. For this, your loop should use the so.pick_lines object for a sales order, or po.receive_lines for a purchase order.

Sales Order Pack lines

This is the list of available product variables specific to the ship tab of a sales order. For this, your loop should use the so.pack_lines object instead.

Sales Order Ship lines

This is the list of available product variables specific to the shipping details in a sales order. For this, your loop should use the so.ship_lines object instead.

Sales Order / Purchase Order Return lines

This is the list of available product variables specific to the Return tab in a sales order or purchase order. For this, your loop should use the so.return_lines object for a sales order, or po.return_lines object for a purchase order.

Sales Order Restock / Purchase Order Unstock lines

This is the list of available product variables specific to the Restock tab in a sales order or the Unstock tab in a purchase order. For this, your loop should use the so.restock_lines object for a sales order, or po.unstock_lines object for a purchase order.

Other variables

Payment lines

This is the list of available variables specific to the payment details of a sales order or purchase order. Your loop should use the so.payment_lines object for a sales order, or po.payment_lines for a purchase order.

Serials

For products that have serial numbers, you’ll need to use a loop again with the line.serials object.

{% for line in line.serials %} {{ serial }}
{% endfor %}

Example:

Custom fields variables

These are the variables corresponding to the information you’ve set up under inFlow’s Global settings. (Main Menu >Options > Custom fields. )

There are two types of variables: one for the name of the field (e.g. Alternate Contact), and the other for its value in the sales order (e.g. Jane, John, etc.) 

There are ten custom fields available for sales orders, customers, purchase orders, vendors, and products. The formatting is similar for each.

{{so.custom_name1}}, {{so.custom_name2}}, … {{so.custom_name10}}
The names of the sales order custom field as set up in your settings.

{{so.custom1}}, {{so.custom2}}, … {{so.custom10}}
The values of the sales order are custom fields as they appear in the sales order.

{{so.customer.custom_name1}}, {{so.customer.custom_name2}}, … {{so.customer.custom_name10}}
The names of the customer custom fields as set up in your settings.

{{so.customer.custom1}}, {{so.customer.custom2}}, … {{so.customer.custom10}}
The values of the customer custom fields as they appear in the sales order.

{{po.custom_name1}}, {{po.custom_name2}}, … {{po.custom_name10}}
The names of the purchase order custom field as set up in your settings.

{{po.custom1}}, {{po.custom2}}, … {{po.custom10}}
The values of the purchase order are custom fields as they appear in the purchase order.

{{po.vendor.custom_name1}}, {{po.vendor.custom_name2}}, … {{po.vendor.custom_name10}}
The names of the vendor custom fields as set up in your settings.

{{po.vendor.custom1}}, {{po.vendor.custom2}}, … {{po.vendor.custom10}}
The values of the vendor custom fields as they appear in the purchase order.

{{line.custom_name1}}, {{line.custom_name2}}, … {{line.custom_name10}}
The names of the product custom fields as set up in your settings.

{{line.custom1}}, {{line.custom2}}, … {{line.custom10}}
The values of the product custom fields as they appear in the order.

Quantity and pricing details options

There are some additional options to customize the way your quantities and prices are displayed.

 {{line.quantity_details.standard_quantity}}
The quantity in the standard unit of measure. For example,  if you sold the product in packs of 5 units, this would return 5 instead of 1, 10 instead of 2, etc.  

{{line.quantity_details.uom_quantity}} 
The quantity in the sales or purchase unit of measure. Whether the sales or the purchase unit of measure shows up depends on whether it’s a sales or purchase document.

{{line.quantity_details.uom}}
The product sales or purchase unit of measure (without any quantities).

{{line.discount_details.pretty}}
The line item discount, formatted in % or $ depending on the order: e.g., 10% or $10

{{line.unit_price_details.pretty_with_iso_code}}
The product unit price with ISO code instead of currency symbol: e.g., USD 89.99 instead of $89.99

{{line.unit_price_with_discount_details.pretty_with_iso_code}}
The discounted product unit price, with ISO code instead of the currency symbol.

{{line.subtotal_details.pretty_with_iso_code}}
The product subtotal with ISO code instead of the currency symbol.

Format tips

Date formatting

The dates and timestamps will show in a format following your browser locale. To change the way this looks, use a filter ( | ) along with the variable.

{{so.order_date | date: "MMM dd, yyyy" }}

Image formatting

To adjust the image size and other formatting, you’ll need to apply some CSS.

Example:

<img src={{line.image_url}} style="width:48px; height:48px; vertical-align: middle; margin-right:16px" />

Barcodes

Dynamic Code 39 barcodes for scanning text and Liquid variables can be generated and displayed through the HTML/CSS block.

Our scanning hardware currently only supports barcodes composed of the 43 characters listed here. Any characters from the extended set, including lowercase letters, will not be scanned correctly.

Example snippet to display the SO order number as a Code 39 barcode:

<link href='https://fonts.googleapis.com/css?family=Libre Barcode 39' rel='stylesheet'>
<style>
bc { font-size: xx-large; font-family: "Libre Barcode 39";
}
</style>
<bc>*{{so.order_number}}*</bc>

Dynamic Code 128 barcodes are not supported in the HTML/CSS block because of the extra encoding logic needed to convert text to a scannable Code 128 barcode.

HTML, CSS, and liquid resources

There are many guides on these languages. Here’s some to get you started:

• HTML
• HTML/CSS inline
• Liquid

The post Designing your inFlow documents with HTML/CSS and liquid variables appeared first on inFlow Inventory.

Web

Currencies and pricing schemes 

In inFlow pricing schemes are specific to the currency being used. The default pricing schemes are in your home currency.

However, if you need to charge your customers in another currency, you can easily do so by selecting the appropriate pricing scheme in the Pricing/Currency section located at the bottom left of your order. 

How to add a currency/pricing scheme

1. Go to the inFlow Order settings. 
2. Select Pricing schemes.
3. Click on Add new pricing scheme. Type in the name of the pricing scheme, select if it should be tax-inclusive or not, and select the currency from the drop-down menu. 
4. Select the star icon next to one of the pricing schemes to make it the default in inFlow. Click Save when done. 

How can I track exchange rates on sales orders?

If your team uses multiple currencies when selling, inFlow will pull the latest exchange rates on your sales orders automatically. 

Just select a different currency from the Pricing/Currency drop-down menu, and inFlow will display the latest rate below.

Team members with sales order editing access can select the blue icon with the white arrow to save this currency preference to the customer record.

How can I update the exchange rate on an open sales order?

After creating the order, inFlow will continue to pull the latest exchange rates. If you want the sales order to use an updated rate, click on the circular arrows next to the exchange rate to refresh it. 

Refreshing the exchange rate won’t change the prices or balance on the sales order in the selected currency. The exchange rate updates are shown on the Sales Order Profit Report

How often does inFlow update the exchange rate?

inFlow will pull new rates daily from Open Exchange Rates.

How can I manually set the exchange rate?

If you prefer to set the exchange rate yourself, select the grey exchange rate field and select Set custom exchange rate.

How can I add custom exchange rates to inFlow?

You can add custom exchange rates for currencies that will be available across inFlow. 

1. Go to the Global inFlow settings.  
2. Select Currency and exchange rates.
3. Click on Add custom exchange rate. 
4. Select a currency from the list, then click Next.

Type in the exchange rate, then click Save when done.

To remove custom rates and have inFlow pull up-to-date exchange rates, select Set all to automatic.

Windows

Currencies and pricing schemes

In inFlow pricing schemes are specific to the currency being used. The default pricing schemes are in your home currency.

However, if you need to charge your customers in another currency, you can easily do so by selecting the appropriate pricing scheme in the Pricing/Currency section located at the bottom left of your order. 

If you don’t have a pricing scheme for that currency, you can create one directly from the sales order screen.

How to add a currency/pricing scheme

1. Click the drop-down beside Pricing/Currency.
2. Choose Add New Pricing Scheme from the list.
3. Within the resulting window, you can add another pricing scheme and select the correct currency.
4. Click Save & Close.
5. If it is not already included, enter the conversion ratio from this currency to your home currency.
6. Re-select your scheme to convert your prices.

The post How to charge a customer in a different currency appeared first on inFlow Inventory.

Web

Empty circle

An empty circle next to a product means the product has been ordered but not yet picked, shipped, or fulfilled.

Semi-filled circle

A semi-filled circle circle next to a product means it has been picked, but not yet shipped. This status only exists on orders that have shipping enabled.

Filled circle

A filled circle next to a product means it has been shipped or fulfilled.

Red exclamation

If you see a red exclamation mark, you do not have enough stock in the specified location to fulfill this current order.

Yellow exclamation

If you see a yellow exclamation mark, you have enough stock for this order only but not enough for any other open orders for this item. It’s a good idea to reorder if you see this icon.

Clock symbol

If you see a clock symbol on the order screen, that means that you’ve already ordered this item from your vendor and you’re just waiting to receive/complete the order, so you’ll have enough stock. You should not need to reorder again if you see this icon (otherwise, you’ll end up with double the amount).

Arrow/save symbol

If you see an arrow symbol, it means a change was made to an order. Clicking on this symbol allows you to save the changes back to the original record.

Example:

• The product ¾” Gates Valve – Brass has a unit price of $15.
• On sales order SO-000013, the unit price was changed from $15 to $17.
• After the price change, the save-back icon will be available on the sales order.
• If you select the save back symbol, inFlow will update the unit price on the product record for ¾” Gates Valve to $17.
• If you don’t select the save back symbol, the unit price on the product record will remain $15, and the price on sales order SO-000013 will be $17.

Manufacture order statuses (Web)

On a manufacture order (MO), there are a few different statuses next to assemblies. Take a look below to learn about the different statues and the bullet points that explain why you’d see them on the MO.

Please note: Manufacture orders are only available on inFlow plans with the BOM + Manufacturing add-on. 

Blocked

• This is shown at the top-level subassemblies when there aren’t enough raw materials in stock.

Start

• Subassemblies are ready to build. 
• Prior subassemblies have been made, and they’re ready to be used in the next assembly. 
• Raw materials/components are in stock and ready for picking and assembly.

Continue

• For assemblies in progress. 
• Some of the raw materials have been picked.
• The assembly process has started but hasn’t been marked as done.

Assemble

• Subassemblies will have this status when there aren’t any raw materials left to pick. 
• This stage means you have everything ready to start building.

Done

• When all raw materials have been picked, operations and subassemblies are completed. 

Not enough

• This status is for raw materials that aren’t in stock. 
• Click on Not enough to reorder stock. 

Low stock

• This is shown for products that are on multiple orders, but there isn’t enough stock to complete/fulfill them all.    
• Click on Low stock to reorder. 

Waiting 

• This status is for products you don’t have in stock but are waiting on an incoming order.
• Products can be reordered from a purchase order, stock transfer, or manufacture order. 

Windows

Red exclamation

If you see a red exclamation mark, it means you do not have enough stock in the specified location to fulfill this current order.

Yellow exclamation

If you see a yellow exclamation mark, it means that you do have enough stock for this order only but not enough for any other open orders for this item. It’s a good idea to reorder if you see this icon.

Clock symbol

If you see a clock symbol on the order screen, that means that you’ve already ordered this item from your vendor and you’re just waiting to receive/complete the order, so you’ll have enough stock. You should not need to reorder again if you see this icon (otherwise, you’ll end up with double the amount).

Arrow/save symbol

If you see a black save symbol, it means a change was made to an order. Clicking on this symbol allows you to save the changes back to the original record.

Example:

• The product ¾” Gates Valve – Brass has a unit price of $15.
• On sales order SO-000013, the unit price was changed from $15 to $17.
• After the price change, the save-back icon will be available on the sales order.
• If you select the save back symbol, inFlow will update the unit price on the product record for ¾” Gates Valve to $17.
• If you don’t select the save back symbol, the unit price on the product record will remain $15, and the price on sales order SO-000013 will be $17.

The post What do the order symbols mean? appeared first on inFlow Inventory.

Web

Creating new customers

1. From the Homepage, click on Main menu > New customer.
2. Fill out the Customer Name, then click Create.
3. When the newly made customer record opens, add any information that you have for this customer.
4. Click Save when done.

Interested in importing your customers in bulk? Check out our guide on importing data here!

Error when creating new customers

If you see the error “This customer name is already in use”, it’s likely this customer already exists.

inFlow doesn’t allow you to have more than one customer with the same name. To fix this, you can reactivate the customer record.

Customer summary

Customer details

The customer’s name and contact information are at the top of a customer record. You can edit the customer details by selecting any of the fields. 

To the right of the profile is the customer’s financial information, which displays their balance and credits. These fields automatically update as changes are made to their sales orders.

Below the customer details, select Add custom fields to add up to 10 type-in fields to track information that inFlow doesn’t track by default. 

Custom fields with the same title can be linked between customer and sales order records, eliminating the need for manual entry and allowing for shared display of information.

How are balance, credit, and due amounts calculated?

As mentioned, these amounts can’t be manually changed. Look below to understand how inFlow calculates these figures.

Customer record action bar

Above the customer details section are the buttons for printing, emailing, and more.

Overview tab

This tab allows you to add more details for the customer. Below is a breakdown of the Overview fields.

Addresses

This section allows you to add customer addresses. To add new addresses, click Add new. You can set the address type and also set an address as the default billing or shipping address.

Preferences

This section is for setting general preferences for your customer. This includes: 

• Location
• Carrier
• Default sales rep

Purchasing Info

This is where you can enter the customer’s financial-related information. This includes:

• Pricing/currency
• Discount
• Payment terms
• Default payment method
• Taxing scheme
• Tax-exempt #

Remarks

This field is where you can leave internal notes about the customer. All team members with access to customer records will be able to view the remarks field.

Order History tab

This tab lists the last 100 orders that this customer has made, listed from newest to oldest. 

If you’d like a full list, take a look at the Customer order history report. 

Note: Team members with restricted location access can only see orders that are in the location(s) they have access.

Payment history tab 

As a business owner, it’s important to have a quick view of your customer’s payment history to help you track outstanding invoices. 

The payment history tab allows you to track the last 100 transactions with your customer. If there are more than 100 entries, you can view the Customer Payment Details report or print/view a customer statement for a complete list of your customer payments.

Unpaid amounts

Above the transactions, you can view your customer’s financial status based on the selected date in the table below.

Payment history table

The transaction table displays payments and outstanding invoices from your customer, limited to the most recent 100. 

By default, it will show orders from the date of the last printed/emailed customer statement. If a customer statement hasn’t been made, inFlow will default to showing the past year from the date of viewing. 

Select the date filter icon to change the date range of the table.

Select the date filter icon to change which orders are displayed on the table. You can filter by: 

• Since last statement
• This month
• Last month
• This year
• Custom (date range)

Customer list view

If you’d like to see a full list of your customers: 

1. Click on the Customer list from the inFlow Homepage to view all the customers in inFlow. (Or you can click on Main Menu>Customer list when navigating from other inFlow screens.)
2. To narrow down the customer list, select All filters and add a checkmark next to a filter you want to search by.
3. The chosen filter will be added to the customer list menu, where you can enter what you’d like to search for. 

Windows

Creating new customers

To start with, head over to Main Menu > Sales > New Customer to input your customer details.

Name and contact

The only required field to create a customer record is the Name field under the Basic section. The data in this field must be unique.

If you’re trying to create a new customer and get the error “This customer name is already in use”, then you have likely deactivated this customer record. inFlow doesn’t allow you to have two customers with the same name. To fix this, you can find and reactivate that customer record, as shown here.

Generally, you’ll want to put the company name in the Basic name field and a contact person in the Contact name field, as seen in the screenshot below.

If you need to bill multiple different departments of the same company (or multiple locations) to track separate account balances, it’s best to add an abbreviation of the department or location to the company name (e.g. “Wall-Mart – 123 Street”, “Wall-Mart – Main Street”).

The remaining fields, Balance and Credit, cannot be adjusted and are a result of calculations of the company’s order history and any issued credits.

Address

You can enter a business address, billing, and shipping address here or extra/alternate addresses. First, click the dropdown to select the type of address you want to fill in (billing/shipping, for example), and then click the bigger box below it. Fill in the information and then save.

Purchasing Info

This section covers any default settings you want to automatically use in a sales order for a specific customer. This is useful so you don’t have to manually change pricing / taxing info per customer, especially if they always use a specific one.

In the example above, this wholesale customer uses a wholesale price, so by setting it here, we don’t accidentally charge our normal retail prices. They also always get a 15% discount on each item on their order (in addition to the wholesale price!), and the net 60 payment terms mean their payment is due within 60 days of being invoiced.

You can also choose to specify taxing schemes (if they’re in a different state using different tax rates, for example) so you don’t accidentally charge the wrong tax.

Mobile

Creating new customers

When you open the inFlow mobile app, you will see a list of your products on the screen. To go to the customer section to manage and create new customers, see the steps below.

1. Tap on the Main Menu button (The 3 horizontal lines) at the top left-hand corner of the screen.
2. Next, tap on Customers. 
3. Once on the customer screen, tap the “+” symbol at the top right of the screen. 

From here, the only field that is required for you to fill out to save a customer is the customer name field that you need to fill out is the Customer name. For the remaining fields, feel free to fill them out as you need to.

And that’s it! Now you have a new customer saved to inFlow.

The post How to create customers in inFlow appeared first on inFlow Inventory.

Missing orders from the sales order open list

On the default sales order list, you must have a location filter set in order to see stock availability while viewing the Open list of sales orders.

If your order isn’t showing up in the open list, check that you’re filtering for the correct location.

Warning: For best results, we suggest a minimum screen resolution of 1280 x 720.

Sales order location settings

If your filter is correct but you don’t see the order you’re looking for, the next thing to check is whether your sales order has a location assigned. You can do this by checking the sales order details.

If you’re still having trouble finding a particular sales order, take a look at the All list.

What should I do if my sales order locations are blank?

You should always assign a location to your sales orders. Once an order has a location, inFlow can help you keep track of which locations have enough stock availability to fulfill the order and when you need to reorder stock for your location. 

You can set a default location within a customer record so that every time you create a sales order for that customer, their default is used as the sales order location. You can find a guide on setting up customer locations in the Customer default location section of this article.

You can set Showroom to show and take stock from a single inFlow location. This way, when orders from Showroom are created, the correct location will already be assigned in inFlow.

Blank sales order locations from Showroom orders

To change the Showroom location settings:

1. Go to app.inflowinventory.com/options/showroom. 
2. Click on Edit settings.
3. Under Show & take select Connect to one location. 

If you want to keep using the global quantity, the location will remain blank on your sales orders, and you can find those orders in your All list.

Blank sales order locations from ecommerce orders

You can set your ecommerce integrations to show and take stock from a single inFlow location. This way, when ecommerce orders are pulled in, the correct location will already be assigned in inFlow.

If you want to keep using the global quantity, the location will remain blank on your sales orders, and you can find those orders in your All list.

Canceled/inactive orders

To take a look at the unprocessed orders, just check out the canceled orders in the sales order list.

The post How come I can’t find my sales orders? appeared first on inFlow Inventory.

Web

Creating a sales order

1. From the Main Menu, click the Create button (plus icon), then select Sales order.
2. Select a customer, or select Start with new customer to add a new customer to inFlow.

Order details

At the top of the sales order, you will find all the important details regarding the order. Check out the info below to learn more!

Towards the left of the order details, you’ll find the: 

• Billing address
• Fulfillment status
• Order number
• Order date
• Assigned to 
• P.O #
• Sales rep
• Order priority (star icon)
• Customers name 
• Customer contact 

Select the customer’s name to review their address or change the customer. To review more details about a customer, click the link next to their name to open their profile in a new tab.

In the middle of the order details, you can select Set ship by date to record when this order should be shipped. Click the Ship order toggle to view your customer’s shipping address, or you can select the Same as billing address toggle. 

If your team needs to track information that inFlow doesn’t have fields for, select Add custom fields to add them to inFlow. You can learn more about creating custom fields from this guide. 

The right side of the order displays all payment information, including 

• Payment status
• Payment history
• Taxing scheme
• Pricing scheme
• Invoice date
• Payment terms
• Due date

To view all payments made for an order, select Payment history.

Product table

The product table has two primary tabs: 

• Order: This is where you add products to the sales order.
• Pick: This tab enables you to track which products have been picked for the sales order.

Product table completion statuses

Right below the tab headings are the product table statuses. The Order tab shows the number of product line items on the product table. 

Below the Pick tab, the percentage displays how much of the order has been picked. 

The Restock tab displays the percentage of products returned to your inventory after a customer return is processed.

The Restock tab is only available when processing returns.  

Adding products to sales orders

1. In the product table, click on Add products or Scan to add to select products. 
2. The product picker will stay open, allowing you to select multiple products. To increase the quantity of a single product, click/scan the same product repeatedly. 
3. Edit the Quantity and Unit price. Optionally, add a discount to individual line items.
4. You can change the sorting order in the product table by selecting the grab handles to rearrange products or by choosing the table headings.
5. Next to the Save button, you can print, email, or add an attachment to the order.
6. Click Save when done.

To add the same product to another line on the sales order, select the blue Add another line button next to the product.

Did you know you can buy barcodes with inFlow? We’ve partnered with GS1 as an official partner, which allows you to create UPC barcodes that will be recognized by retailers such as Amazon and Walmart. For more details, check out the GS1 Barcode Shop.

Removing products from an order

1. Hover over the row containing the product you want to remove.
2. Click the X button beside the row to remove it.

Invoicing a sales order

When invoices are emailed or printed, inFlow updates the payment status to Invoiced. If there is no need to print or email the invoice, you can manually mark it as invoiced by clicking the ellipsis button next to ‘Mark Paid’ and selecting’ Mark Invoiced’.

Only sales orders marked as invoiced, paid, or partially paid are sent to QuickBooks Online or Xero. 

Completing sales orders

A sales order is complete once all products have been picked and the order has been paid in full.

Picking products

1. Select the Pick tab. 
2. Select the checkbox next to each product to pick them, or select Scan to pick if you’re using a barcode scanner. 
3. Save the order when done.

You can fulfill the entire order by selecting Fulfill or Pick all.

Partially picking sales orders

1. Select the Pick tab.
2. Click on the Quantity field, enter the amount that was picked, then click Partial Pick. 
3. Optionally select the Pick date column to enter the date the product was partially picked.

Backorder/splitting orders by quantity on hand

If products on the sales order are backordered, you can split the sales order so that you can fulfill the products that are on hand, and then fulfill the remaining products when they become available. 

1. Open a sales order and click the More button in the Action menu.
2. Click Split order.
3. You’ll see a Split order by inventory on hand message asking you to confirm the changes. Select Split order. 
4. A confirmation message will display the newly created sales order. To view it, click Open in a new tab or select Close.

Paying sales orders

1. For sales orders that will be shipped, enter the shipping fee in the Freight field.
2. To pay for your order in full, click Mark paid or enter the amount in the Paid field.
3. To add details, such as a reference number or payment method, click the Paid button or select Payment history from the top-right corner.
4. Save the order when done.

Tracking multiple payments

If your sales order is paid with multiple payments, you can use the Payment history screen to enter the details.

1. On the order, click Paid to open the Payment history screen.
2. Select Payment, then enter the amount.
3. Click Update, then save the sales order

Tracking sales expenses, fees, etc.

To track payments that don’t go to your customer, such as sales fees, use the Non-customers costs field to track those expenses.

1. Click on Cost details at the bottom right of the sales order.
2. Select either the percentage or the dollar amount, then enter the expense amount in the field.
3. Click Update when done, then save the sales order.

Serialized products

1. From the Order tab, add the serialized product to the order, and enter the quantity.
2. Click on the Pick tab, select the product to open the serial number selection.
3. Select the serials or click on Auto pick serials, then click Save.
4. Save the sales order when done.

After all serial numbers have been added to the order, the icon next to the Quantity field will turn solid blue.

Service products

1. From the sales tab, add the service product to the order.
2. Click the Pick tab, and select Complete services.

3. Select the services that have been completed, or select Complete all.
4. Click Done to return to the order.

Returning products on sales orders

Option 1 – Returning products on an existing order

1. From the product table, hover over the product and select the blue arrow to return to the product.

2. The returned product will be added below with the same unit price and quantity that is on the order. Edit the quantity you’re returning.
3. Click the Restock tab, then click the Restock button to add the returned products to your inventory. On this tab, you can also select the Discard button if the product(s) are no longer usable.
4. If payment is outstanding, select Refund or the ellipsis next to Refund to offer credits to your customer.
5. Save the order when done.

Sales order list view

You can view all your open and in-progress sales orders from the sales order list. 

At the top of the screen, you’ll see pre-made lists to help you view Open, Unpaid, or All orders. You’ll view Open by default. 

Below the main order statuses, you’ll find additional filters to help you find the orders you’re looking for. To change which filters are on the screen, click All filters.

Hover over the headings: the ones with two arrows next to them mean you can sort the sales orders by that heading. You can sort by Order number and status, customer name, and more. 

For best results, we suggest a minimum screen resolution of 1280 x 720.

Customizing sales order lists

Take a look at the 6:05 minute mark to learn how to customize the sales order list view.

Sales order prioritization

You can click on the star icon to mark sales orders as prioritized.

• Prioritized orders will appear at the top of the Sales Order Open list view.
• You can click on the grab handles to drag and rearrange the sales orders to set the prioritization order (when the sales order list is sorted by Priority).

The sales order at the top of the list will be given priority for processing. You can learn more about the importance of the order placement, Stock availability & sales order prioritization section of this article.

If you’ve changed the sorting of the sales order list by clicking on another column heading, the priority orders may not stay at the top of the sales list. However, you can still identify prioritized orders because they’ll have an orange bar and star next to them.

To restore the original sorting with priority at the top, click the Priority column heading.

You can set team member access rights for sales order prioritization to View only or Full access. Take a look at this guide for how to restrict team member access rights. 

Noticing priority list changes

Unlike other order list screens in inFlow, changes to priority orders on the Open list are visible in real-time. If you notice any changes to the priority list while viewing the sales order list, keep this in mind. 

Stock availability & sales order prioritization

While viewing the Open list, you’ll notice that there are stock availability statuses listed for all the orders. These are listed based on the amount of inventory you have to fulfill the sales order. 

inFlow will reserve stock on the prioritized orders first. Within the priority list, inFlow will reserve stock from the sales order at the top of the list. 

Rearranging the priority list will cause inFlow to recalculate stock levels based on the position of each sales order on the list. 

All other orders without a priority will be sorted by the Open list by default:

1. Requested ship date
2. Order date (oldest to newest)

Stock availability statuses

See the table below for a breakdown of the sales order list statutes.

inFlow quantities 

inFlow breaks down quantities in a few ways to help you organize your inventory. You may wonder what the difference is between quantity on hand and quantity available. For more information, refer to this guide on how inFlow calculates various quantities.

Can the sales order list view be saved?

Currently, only the priority sales orders view is saved when viewing the sales order list.  This means any sorting and filtering of the list will need to be set every time you’re on the sales order list.  

I can’t find some of my sales orders!

If you’ve noticed that some of your sales orders that were showing on the inFlow Inventory for Web app aren’t listed anymore, don’t worry. Your orders are still in inFlow! 

They’re probably not displaying on the default Open list view because the Open list shows only orders that have been assigned locations. If you have sales orders without locations, they will be shown in the All view. 

To learn more about how to add a location to your sales order and how the views work, take a look at this guide. 

What are the default sales order list settings?

You might be wondering about the logic of how the order list is sorted. Take a look at the table below. 

Receiving payments from emailed orders

If your business is located/registered in the United States or Canada, you can sign up for inFlow Pay to accept credit card payments from orders you email from inFlow! For complete details on this, take a look at our inFlow Pay article here.

Windows

Creating a sales order

1. Click Main Menu > Sales > New Sales Order.
2. Begin by adding your customer information at the top of the order:
   • If your customer is already in the system, you’ll see them highlighted as you type their name into the Customer field
   • If your customer is not in your system yet, continue typing out the full customer name and click Add New to create a new record for them. As you fill out their contact information, inFlow will automatically save it to their product record.
3. The location will automatically be set. Change the location as needed. If there are multiple locations the items are being sold from, you can simply delete them and leave the field blank. (it’ll pick the item based on the picking options that you set)
4. Add items to your order by clicking into the Item column and entering your product name.

Did you know you can buy barcodes with inFlow? We’ve teamed up with GS1 to be an official partner. This means can create UPC barcodes that will be recognized by retailers such as Amazon and Walmart. For more details, check out the GS1 Barcode Shop.

When adding items to your order, you can filter your product selection by clicking Show Search in the product table. This allows you to quickly search for your products by vendor, category, price, and other fields — right from the order!

Completing a sales order

• Click Fulfill when your customer has received the items on the order. This will move the items out of your inventory.
• If your customer has not yet paid you, you can click the arrow button beside Mark Paid and select Mark invoiced. This will move the order to an Invoiced status. Printing an Invoice document will automatically mark the order as Invoiced.
• If your customer has paid for part of the order, you can put that amount into the “Paid” field to keep track. If they’ve paid the full amount, click Mark Paid to complete the payment. You can also click the “Paid” field to record more detailed information like a reference or cheque number.

To view your order profit

You can easily view the total estimated profit of a Sales Order by clicking the drop-down on the Sub-Total heading in your Sales Order. This will quickly show you the Sub-Total, Estimated Cost of Goods Sold, and Estimated Profit in this Sales Order.

The profit is calculated by taking the cost of each item as well as any non-customer costs and subtracting them from the sub-total to get your profit.

NOTE: Since this is only an estimate, inFlow uses the applicable costing layer to calculate your profit on the order (this is especially applicable to those using FIFO or LIFO costing). Once the order is complete, inFlow will calculate the actual profit using the true costs on the order.

You can learn more about how to pick, pack, and ship your sales orders from this guide.

What else can I do on the sales order screen?

There are other advanced things you can do from the sales order screen as well. You can:

• Adding taxes to your orders
• Adding shipping / requested ship date / due date
• Entering specific payment details (payment method, check number, etc.)
• Partially shipping items out due to back order

Receiving payments from emailed orders

If your business is located/registered in the United States or Canada, you can sign up for inFlow Pay to accept credit card payments from orders you email from inFlow! For complete details on this, take a look at our inFlow Pay article here.

Mobile

If you’d like to create sales orders on the go, you can use the inFlow mobile app! 

How to create and complete a sales order

The following are the basics – we’ve packed a lot of functionality into mobile sales orders, so be sure to check out the other sections in this guide to learn more about specific actions and screens. 

1. Open the inFlow Inventory app on your mobile phone, tap on the Main Menu button (the 3 horizontal lines at the top left of the screen), and select Sales Orders (or directly tap on Sales orders on the homepage).
2. On the sales order list, tap the ‘+’ symbol on the top right of the screen to create a new sales order.
3. Select a new or existing customer to add to your order.
   • If you create a new customer, the only required field is Customer Name – you can edit their information later by tapping the Main Menu button > Customers.
4. Tap Add product to add products to your sales order (or scan your product barcode instead by tapping Scan product). You can tap on the product you want to add to the order, then tap Add at the bottom of the screen.
   • You can search your item list by tapping the search bar at the top.
   • Once you’ve chosen all the items you want to add, tap Done to return to your sales order.
5. Tap or swipe left to the Details tab to edit the order details, including customer information and shipping, edit inventory details (where inFlow should remove inventory from), add payment terms, remarks, etc. 

6. When you’re ready to pick the order, tap the yellow Fulfillment button (or Pick order if you have shipping turned on). Here you can select which items to pick to fulfill your order. The sales order will become fulfilled once all products are selected.
7. Add any payments to the order by tapping or swiping right to the Order tab and tapping into the Paid field. 
8. Finally, tap Save on the top right to save your order.

Adding products by scanning their barcodes

If your products have barcodes, you can quickly add them to your order using your phone’s camera!

1. On the Order tab, tap on Scan products.
2. Position the barcode within the frame. When the camera detects a barcode, the Scan item button will turn orange.
3. Tap the Scan products button or the camera view to scan the barcode:
   • Scanning the same barcode more than once will increase that product’s quantity by 1 for each additional scan. 
   • You can scan different items all at once from the barcode scanning screen!
4. When you’re done scanning your items, tap Done to add these items to the order. 

Editing products

Tapping on an item on the sales order will take you to the Product details screen, where you’ll be able to edit the following:

• Quantity: you can tap into the field directly and type in a value or use the ‘+’ and ‘–’ buttons instead.
• Unit of measure (UoM)
• Unit price
• Item discount
• Taxing scheme 

To save your changes, make sure to tap the yellow Done button. Going back using the ‘<‘ button on the top left will close the window and discard your changes instead!

Removing products

Did you add a product to an order that you’d like to remove? Here’s how to do it:

Note: If you’d like to return an item that was previously purchased, see here for steps!

1. Tap on the Edit button above the item list on the Order tab. 
2. Tap the X symbol on the top left corner of the product/s you’d like to remove. 

Fulfilling/Picking products

Once you’ve added your products to the order, you can start fulfilling/picking it!

Click the yellow Fulfillment button on the bottom right when shipping is turned off.

Click the yellow Pick Order button on the bottom right when shipping is turned on.

How to fulfill/pick items on your order

• To auto-fulfill/pick all items on the order, tap on the picking progress button on the bottom right and select Autofill. 
• To mark an entire item line as fulfilled/picked, tap on the empty checkbox on the left side.
• You can also fulfill/pick your items by scanning them! Tap on the barcode icon on the top right to open the camera barcode scanner.

To unfulfill/unpick an item:

• To auto-unfulfill/unpick all items on the order, tap on the picking progress button on the bottom right and select Unpick all.
• Tap on the gray checkmark on the left side of the item line OR the ellipsis (three dots) on the right side to open the actions menu and select Unfulfill/Unpick or Partial fulfill/pick to adjust the number of fulfilled/picked items.

More actions menu 

Next to each item line on the Fulfill/Picking screen, tapping the ellipsis (three dots) on the right side will open the More actions menu. Here you’ll be able to:

• Edit the location where the product will be fulfilled/picked from.
• Edit the fulfilled/picked date for products that have been fulfilled/picked.
• Partially fulfill/pick items. 
• Unfulfill/unpick items.

Shipping 

To include shipping an order, swipe left to get to the Details tab. When the shipping toggle is ON, the shipping address, required ship date, and the PO number will appear. 

In the mobile app, all picked and unshipped items on an order will be shipped in the same box. The box number and the contents of the box cannot be edited from the mobile app. However, you can remove an item from a shipment.

Ship all items on an order

When all items are picked on the order, a Ship order button will appear on the bottom right: 

1. Tap the Ship order button to open the Shipping details screen. 
2. Enter your shipping details and tap Complete shipment to mark the items as shipped.   

Remove items from a shipment

In the mobile app, it isn’t possible to see what items were shipped in a specific shipment. To remove an item that has been shipped on an order (without deleting the entire shipment), you can unpick the item from the order. 

Edit/remove a shipment

You can edit your shipments in the Shipping details screen:

Note: it’s not possible to see what items were shipped in a specific shipment in the mobile app. 

1. Tap on the + Actions button on the bottom right corner and select Ship. 
2. In the Shipments screen, tap on the shipment you’d like to edit to open the Shipping details screen.
3. Here, you can edit the shipped date, add shipping remarks, carrier, and a reference number or delete the shipment.

Returning products

Similar to the desktop app, a returned item in the mobile app will appear as a separate line item.

There are a couple of ways to return items in the mobile app:

Returning an existing item on an order: 

1. Tap on the item on the order you’d like to return.
2. On the Product details screen, tap the ellipsis on the top right and select Return product.
3. In the Return product screen, enter the quantity you’d like to return and tap Return on the top right to complete the transaction. 

Returning an item that is not on an order

Sometimes, you may need to return an item from a customer that wasn’t on an order to begin with. You can do this on the mobile by adding the item as a returned item:

1. On the Order screen, tap Add product and select it from your product list (or scan its barcode by tapping Scan products).
2. In the Add product screen, set the quantity to a negative amount to mark that this item will be a return (e.g., if you want to return 2 items, you’ll add a “-2” quantity). 
3. Tap Return on the top right to complete the transaction. 

Invoicing and payments

At the bottom of the Order tab, you’ll find the subtotal, tax amounts, freight, the order total, the paid amount, and the order balance. 

• To mark the order as invoiced, use the + Actions menu on the bottom left and select Invoice. 
• If you’d like to mark the entire order as paid, you can use the + Actions menu on the bottom left and select Mark paid.  
• To record a partial payment, tap into the Paid field and enter the amount paid. 
• You can also add payment via the Payment History screen (see below). 

Payment history

You can tap on History next to the Paid text to access the payment history for the order. 

• Tapping Add payment will open a Payment details screen where you can enter a new payment. 
• Tapping on an existing payment will open the Payment details screen.

Payment details

The Payment details screen allows you to edit the details of a specific payment, such as:

• The amount applied (this will be negative when making a refund)
• The refund toggle – this will mark the amount applied as a refund. 
• Payment method
• Date
• Reference number
• Remarks (per payment) 

Pricing, currency, taxing scheme, and non-customer costs

You can edit which pricing scheme, currency, and tax to apply to the order, as well as add non-customer costs from the Pricing screen. Swipe to the very bottom of the Order tab and tap on Edit pricing. 

It is not possible to create a new pricing scheme or taxing scheme from the mobile app.

Remarks 

In the mobile app, all your sales order remarks can be added from the Details tab. You’ll be able to edit:

• Sales remarks (in the desktop app, these would be found in the Sales tab).
• Pick remarks (Windows app: these would be found in the Pick tab).
• Ship remarks (iWindows app: these would be found in the Ship tab).
• Return remarks (Windows app: these would be found in the Return tab).
• Restock remarks (Windows app: these would be found in the Restock tab).

To add a remark:

1. Swipe left or tap on the Details tab from the Sales Order details screen. 
2. Scroll to the Remarks section at the bottom and tap into the remark field you’d like to edit. 
3. Tap Save on the top right to save your changes.

Receiving payments from emailed orders

If your business is located/registered in the United States or Canada, you can sign up for inFlow Pay to accept credit card payments from orders you email from inFlow! For complete details on this, take a look at our inFlow Pay article here.

If you’d like to know more about the inFlow Inventory Companion App, check the full guide here!

The post How to create sales orders in inFlow appeared first on inFlow Inventory.

Please note that this feature is available on select plans or add-ons.

Overview

Showroom overview

The Online Showroom is a way to share your product information online with customers, allowing them to view the products you sell, check stock availability, and place orders. You can control exactly which products and product information you want to display in the Showroom’s simple and customer-friendly catalog-style view.

We’ve set up a sample Showroom. Check it out here!

What does the Showroom look like?

The Showroom has a clean design with your company name and logo at the top left-hand side of the page.

Showroom uses your inFlow Inventory company logo from the Company details section. To modify your company name and logo:

1. Log into inFlow’s account settings. 
2. Click Edit company details. Here you can set your company logo, name, address, etc.

If you’ve sent a private showroom invitation to your customers, there will be a shopping bag icon at the top right of the screen. The current number of items in the cart is shown there, and clicking it will open the shopping cart, where the customer can review their order and check out.

Customers viewing your Showroom can contact you using the built-in email form at the top-right corner of the page. From the showroom set-up window, you can choose what email address your mail is directed to. The phone number and contact message are also listed at the bottom of the email form.

Depending on your chosen settings, your customers can view your items in a grid or in rows.

Any items without an image in your inFlow database are replaced with a generic colored placeholder image.

Item details

Customers can click on any item to get more details about it. If you’ve set up the Showroom to display descriptions, quantities in stock, measurements, or other information, it will be here. If you’ve enabled order taking, your customers can select a quantity of the item and add it to their order.

Setup

Setup

If you’re logged into the inFlow Inventory Windows app, you can use the shortcut to redirect you to the Showroom settings by clicking on Main Menu > Options > Online Showroom. Your web browser will open, and you can click on the Showroom tab.

If you’re already logged into the inFlow web app, then you can access the Showroom settings from here. Please note that the Showroom can only be accessed by inFlow Inventory admins.

To change the Showroom settings, click on Turn on Showroom.

Once enabled, the Showroom section gives you the option to preview your Showroom or copy the URL for your Showroom site for you to share with others.

Showroom settings

The Showroom general settings are where you can set up how your Showroom will look to your customers. The general settings almost act as a template for when you decide to create personalized Showrooms for your customers.

Under the Showroom general settings heading, click the Edit settings button to select the products, custom fields, and relative information that you want to display in your Showroom.

You’ll now see a full list of settings you can change to personalize your Showroom. You can click the Preview Showroom link on the bottom left at any time to take a look at your changes.

Theme color

The Theme color offers suggested theme colors based on the color scheme of the logo uploaded in your inFlow Account settings. If you don’t have a logo uploaded, the Showroom will show the default blue colors. You can also click the “+” button to add additional colors with the color picker or by adding the color #HEX code.

In this example, the shades of orange and brown inFlow suggest being based on the inFlow logo uploaded in the inFlow Account settings. Please see the two images below as an example.

Layout

The layout settings give you the option of how you want your products to be displayed in your Showroom. There are two options, List and Grid. The List view is best for displaying products with longer names, and the Grid view is great for showing off product photos.

Font

This area is where you can select the font you’d like your Showroom to have.

Text banner and banner image

In this section, you can add a banner at the top of your online Showroom to match your company’s branding. You can use both banners or just one.

Note the Text banner from the Showroom settings is listed at the very top of the page, followed by the Banner image.

Products

To select the products to show in your Showroom, click on the arrow in the products section. You can also exclude out-of-stock products by adding a checkmark to the Exclude products when they are out of stock setting.

Click on the checkbox of a category to display the products in that category in your Showroom.

If you only want to display a subset of the products in a category, click on the grey arrow and select the products you want. You may also search for a specific product.

Show and take stock

You can choose to show and take stock from either all your inventory locations or from a single location. This option is on the Edit settings > General Showroom settings section, and you’ll also be able to adjust it on the Showroom special access section on each customer’s settings.

New customers added to your Showroom will have their location matching your general settings location unless they already have a Location set on their Preferences on the Customer page.

Note: Any existing Customers who have a default location set on their Customer page and were invited to Showroom will only see stock available from those locations. Orders from these customers will also automatically have that location set on the Sales Order.

Display settings

This section is for customizing what information from inFlow will be displayed on the Showroom. Choose to display the quantity in stock, whether an item is in stock, its image, category, description, measurements, and/or custom fields.

For product quantities, the Online Showroom only shows the available quantity, not the quantity on hand.

Contact info

The Contact info section lets your customers reach you. Your phone number will show up on the Showroom contact section and any messages your customers send will use this email. Also if an order is made by an invited customer, an email will be sent to it with the order information.

Click on the Save button at the bottom of your screen and your Online Showroom is complete! To take a look at it, scroll to the top of the Showroom screen and click the Preview public Showroom button.

Access

Giving access to the Showroom

Now that you’ve created your Showroom, you have the option to allow it to be seen by everyone, or you can keep it invitation-only. 

Public showroom

To allow your Showroom to have public access click on the Edit public showroom settings button on the Public showroom tile.

1. Toggle the Enable switch on.
2. There will be a few settings listed below. You can choose to show prices for your products, select your Pricing/Currency, and customize the signup message.

Note: Keep in mind that the Show prices setting needs to be selected to allow customers to order from you. If the prices aren’t shown on your customer’s special Showroom invitation then they won’t be able to place an order.

3.  Once you’re done with the changes, click Save.

The signup button is displayed on the public access Showroom for a new user to sign up as a customer in your inFlow database.

You can now copy the Showroom link and send it out to start sharing. You will find your Showroom URL on the top of the Showroom setup screen. 

You also have the option to customize your domain if you have the Showroom Pro add-on.

Private showrooms

If you’d like to send a custom view of your Showroom to someone or allow them to place orders through your Showroom, you can do that with the Private showrooms feature. You can select which products and details your customers can see, and you’ll also be able to display a specific location to them.

There is no limitation on the number of invitations that you can send out for your online Showroom.

1. Click the Invite someone button on the Private showrooms tile.

If you want to invite all your customers with an existing email address, click on the Invite all remaining button. The default Showroom settings will be applied to these customers.

2. An invitation window will open. If you’re inviting someone to your Showroom who isn’t a customer listed in your inFlow database, select Invite with email and then enter their name and email address. If you’re inviting an existing inFlow customer, choose Select customer and then select their name from the drop-down menu. Their email address and name will auto-populate. Click Next to go to the next step.

3. In this window, you have the option to customize which products and settings will be viewed by the recipient. Select the Showroom settings from the products, stock, price, and display settings, as well as the message sent to them. If you want them to view your Showroom with the default Showroom settings, turn on the Match general settings toggle next to the Products, Stock, and Display settings heading. To learn more about each of these areas, check the Setup tab of this article.
4. You can change the subject line of the Showroom invitation, and you can send a custom message to the person you’re inviting by clicking on Custom message in the message section. Click the Send invite button when you’re done.

Note: Showroom invites are valid for two weeks once the initial email is sent, and it’s followed by two reminders.

Placing orders with the showroom

If your customers need a hand with setting up the online showroom and placing orders, feel free to share this helpful video with them!

Taking orders

Enable order taking

Ordering through your online Showroom is a fast and easy way for your customers to buy more of your products.

Note: Show Price must be selected to allow showroom to take orders

Once your Showroom is enabled, you’ll need to edit your checkout settings. In your Showroom setup screen, click on Edit checkout settings on the Checkout tile.

A new window will appear. To start taking orders, make sure the Checkout section is enabled (this should automatically be set for you, but here’s where you go if you want to change the setting). Click Save.

Accepting payment

If your business is located/registered in the United States or Canada, you can sign up for inFlow Pay to accept credit card payments from your Showroom orders! For complete details on this, take a look at our inFlow Pay article here.

Order status

If you’d like to confirm your customer’s orders before your stock in inFlow is reserved, click the Requires confirmation toggle. Showroom orders will be created in inFlow with an Unconfirmed status. Unconfirmed orders do not count against your quantity reserved until you confirm them. Any team member with full edit rights to sales orders can mark an order as confirmed. We recommend enabling this option if you need more control over the amount of stock your customers reserve through your Showroom.

If the Order status is set not to require confirmation, Showroom orders will come into inFlow as unfulfilled.

Abandoned cart

When a user adds a product to the Showroom cart but doesn’t proceed to checkout and completes the purchase, you can toggle this feature to remind them via email. This is part of the Showroom Pro add-on.

Messaging

You can set a Checkout message and a Post-order message on this screen. This is what will be displayed to your customers when they place an order.

After saving these settings, anyone you’ve sent a special Showroom invitation to will be able to place orders through your online Showroom.

How a customer places an order

Your customers will be able to add items to their order from the main Showroom or individual product pages. At the top right, they’ll see how many items they have in their shopping bag.

After clicking the shopping bag icon, the order summary will appear. Here, your customer can edit the quantities of the items they’ll order. Once they’re ready, they just need to click on the Checkout button to proceed.

On the Checkout page, your customer can enter their contact, shipping, and billing details. Any special requests the customer has can also be entered here. The items that the customer has ordered can be seen again if they click on the Show Order Summary link. They’ll also see the checkout message you’ve entered into your Showroom settings.

If you’ve entered any of this information into the customer’s record in inFlow, this will be pre-filled for them. If the Showroom user isn’t attached to a customer in inFlow, a new customer will be created for you using the Showroom user’s email, and any information they fill in here will be included. To finish the process, your customer just needs to click on Place order.

An order will be created, and the customer will see a confirmation screen showing them the order number and the post-order message from your Showroom settings.

After an order is placed, both you and your customer will receive a confirmation email notifying you that the order has been created. Both of you can reply to this email to contact the other party if any follow-up is needed.

Placing orders with the showroom

If your customers need assistance with setting up the online showroom or placing orders, feel free to share this helpful video with them.

Showroom Pro

Showroom Pro

Showroom Pro is an add-on that allows you to be able to set up your own customized Showroom web address (custom domain) and access e-commerce features that email your customers when they’ve added to their cart and didn’t place an order (abandoned cart). Showroom Pro also removes any inFlow branding from your documents.

For more information, please contact our Support team here.

Showroom & Showroom Pro webinar

Setting up a custom Showroom domain

You can customize your Showroom domain on your web app. To do so:

1. Log in to app.inflowinventory.com with an admin account.
2. Go to Main Menu > Options > Showroom > Customize your domain.

3. On this window, you can set a custom domain.

You must own that domain already.

4. On the next screen, you’ll have the Type, Hostname, and Target name which you’ll need to use when setting up with your Domain Provider to customize how your customers can reach your showroom. Make sure they are the same.

Once that’s done, it can take from 1 to 3 days for those changes to be applied. In most cases, it will take just a few minutes.

When you access your Showroom settings, you’ll see the verification status. Once you submit your domain, it will display as Pending Verification, and it will disappear when the domain is approved.

Even after the custom domain is verified, there could be a period of time before there’s a valid SSL certificate for it. This should be available within approximately 5-10 minutes, and during that time the link won’t work.

Abandoned cart

When a user adds a product to the Showroom cart but doesn’t proceed to checkout and completes the purchase, they create an abandoned cart.

We’ve added report and email reminders to notify both you and your customers about products they’ve forgotten to purchase.

Abandoned cart report

The abandoned cart report is created when a customer hasn’t interacted with their Showroom cart for over an hour after adding a product.

Customer email reminder

You can set inFlow to automatically send a reminder to your customers if they add items to the cart and don’t complete the purchase.

If enabled, inFlow will check for abandoned carts every 15 minutes and trigger an email reminder to the customer. 

inFlow will not send the email if:

• The customer is still browsing the Showroom (if there was any activity within the past hour).
• We’ve already sent out an email regarding the same cart, and there has been no new activity.

To enable the customer notification, you’ll need to:

1. Go to the Showroom settings (Main Menu > Showroom)
2. Click on Edit checkout settings.
3. Toggle the Notify customer after 1 hour button and save.

Remove inFlow branding

This add-on gives you the option to remove the following from the Showroom:

• Footer from all pages, including the Showroom special access login page.
• “inFlow Showroom” title in the webpage title.
• inFlow branding from Showroom emails.
• “An inFlow Inventory Showroom” title in the Showroom footer.

This add-on gives you the option to remove the following from documents emailed from inFlow:

• inFlow footer from online documents.
• inFlow branding from emails.

For more information, please contact our Support team here.

The post inFlow’s Online Showroom: inFlow’s B2B portal appeared first on inFlow Inventory.