Knowledge Base

Quick start guide

On an inFlow trial? This guide will help you get set up.

Full start guide

Finished the trial? This is your in-depth guide to get set up.

Overview of inFlow

Checking out inFlow? Here's some essential info about the program.

Troubleshooting

Something not working? Take a look here for help.

Using inFlow

Everything you need to know about inFlow.

Everything you need to know about improved reordering

It’s been one of the highest requested features made by the community, and we’ve listened! We’ve improved the reordering process to make inventory tracking more flexible and customizable. Currently, reordering is done across all your locations so you could only set...

inFlow’s API

What is an API? API's act as the "front door" for applications to access data or functionality from your inFlow database. This can allow developers or people with knowledge of web development a way to access inFlow’s data from outside the program. The inFlow Cloud API...

How to change existing locations into sublocations

Do you only have a single location to track items in inFlow? Are you currently using the location field to track your shelves / aisles / bins and need to set them up as sublocations? Here’s a quick guide on how you can change your existing locations into...

Connecting to QuickBooks Online – set up, troubleshooting and FAQs

Are you currently using inFlow Cloud and QuickBooks Online (QBO) to manage your inventory and accounting? If so, you can connect inFlow to your QBO account to push new purchase and sales orders created in inFlow to QBO automatically. We currently support QBO US,...

Can I split a purchase order by items on backorder from my vendor?

Use the method below if your vendor wants to invoice you as you receive items. If you are partially receiving an order but only receive one final invoice (containing all items), please use this method instead. Windows By default, inFlow Cloud shows all the items on a...

How can I accept payments in inFlow Cloud?

Along with selling on your online stores, inFlow Cloud can also receive payments from your customers with the help of the Online Showroom, and from emailing / sharing invoices. We’ve partnered up with Bambora payment processing to make things easy for you. Take a look...

Connecting to Zapier – setup and FAQ

Zapier lets you automate repetitive tasks with customizable workflows so you can focus on other important tasks. Automating tasks is accomplished by making your own Zaps. Zaps are tasks that you have created in Zapier, that consist of a trigger, and actions. Triggers...

Can I assign a team member to an order or transaction?

To help teams coordinate, you can assign team members to specific orders and transactions so they can keep track of what needs to be completed. This can be helpful when several team members have different responsibilities within the same order - for example, Sarah is...

How do I sync Squarespace with inFlow Cloud?

Do you sell your products on Squarespace? With our Squarespace integration, you can now sync sales orders and inventory so you don't have to update this information manually. To jump to a specific section of this article, check out the links below: Setting upWhat...

How to sync Shopify with inFlow Cloud

Web inFlow Cloud for Web Do you have an online store with Shopify? If so, inFlow Cloud has made it easier to sync your orders and inventory levels. This means your online store’s stock levels will be up-to-date, and this keeps you from having to enter your sales from...

How can I email invoices and other documents directly from inFlow Cloud?

You can send emails from inFlow Cloud for Windows and Web without any additional setup. However, if you’d like to customize your email settings, you can do by following the steps in this article. Windows inFlow Cloud for Windows The toolbar at the top of sales...

Organize your Warehouse

Easy picking Do you want to optimize your warehouse for quick and easy picking? Organizing your shelf to a “street style” will help you save time when it comes to picking your sales orders. For full details take a look at our inFlow blog for all the tips:...

Categorize Products

Adding Categories To further organize your inventory, placing your products into categories can be really helpful. Categories are really helpful for searching and filtering when it comes to adding products to orders, or reporting. If this sounds good to you then see...

Prepare for purchasing!

In this section we’ll cover how to purchase more inventory from your vendors, and how inFlow can help you with your reordering. Purchasing Purchasing more stock from your vendors Now that you’ve made a few sales, it’s time to start reordering from your vendor...

Start selling

It’s time to get your products ready for sales. 1 - Product Pricing Product Pricing If you imported your products from the Set up products section of this guide, then your products should already have prices on them. If you have multiple prices for your...

How to update your products with CSV imports

When getting started in inFlow you might find that you’ll be filling out your product information as you go. You can always able to make updates to product records directly, but if you’d like to make changes in bulk, then re-importing your product details to inFlow is...

Get barcoded

Barcoding your inventory is the best way to ensure accuracy and speed when using inFlow. While on a trial, most members of the inFlow community fall into one of the 2 below categories: My products already have barcodesMy products don’t have barcodes Click the tab that...

Setting up products

Set up products Congratulations! You’ve just taken the first step to organizing your inventory with inFlow Cloud. Now that you’ve started your trial, you can follow this guide. It will help you get the most value out of inFlow in the shortest amount of...

Can I track products with serial numbers using inFlow Cloud?

Yes! You can create a product as a serialized item type. You can generate serials for items of this type or simply enter them yourself, whichever you choose. Windows inFlow Cloud for Windows NOTE: A product’s type is permanent once saved so it’s important to set up...

inFlow Cloud Smart Scanner

inFlow's very own smart scanner is here! Featuring a built-in dedicated barcode scanner, you’ll be able to instantly scan your items at least 2x faster and more accurate than any camera app. Perfect for warehouse management, mobile picking, counting inventory, mobile...

How do I see a list of all orders that need fulfilling in inFlow Cloud for Apple / Android?

The main Sales Order list in inFlow Cloud shows you all the order details, but if you're looking for a quick, clean way just to see all the items that need to be picked (and pick them!), you can use the Pick Sales Order Action item. Tap the Main Menu > Pick Sales...

How can I invite others to view my online showroom?

Finished setting up your online showroom? Great! It's time to start inviting your customers to see it. See below for options for how you can share your showroom. Copying your Showroom URL If you've enabled the public access showroom settings you can simply copy the...

How can I pick, pack and ship items on my Sales Order?

Windows inFlow can help you track the progress of an order you’re fulfilling. It can even let you know what you’ve taken off the shelf and what still needs to be picked before it’s ready to pack and ship! How do I pick items?How do I pack and ship items?How does...

How do I print a document in inFlow Cloud?

You can print various documents in inFlow Cloud for Windows or inFlow Cloud for Web. See below for complete details. Windows inFlow Cloud for Windows The option to print or export is in the same window, so please see below: For order documents Open the order you’d...

How do I handle customer returns and print credit notes?

From time to time, customers may need to return items to you. You can easily return these items from the original sales order by clicking on the Return tab in inFlow Cloud for Windows or Web. If you have issued a credit, or still owe your customer, you'll be...

Can I add information to the bottom of my documents?

So you've got "Terms of Use" or a signature line that you need to add to your sales documents? Not a problem! inFlow Cloud can include both an end-of-page footer and/or an end-of-document footer on your printed documents. Note: Sales Doc Footers cannot be added to...

How do I create a sales order in the inFlow Cloud web app?

You can now create new Sales Orders in the inFlow web app! Just remember: you’ll need at least one customer already in your system to select it for new orders. To create a sales order: Click on the Sales Orders tab to begin, then click new sales order. (Main...

How do I change the look of my printed documents in inFlow Cloud?

inFlow Cloud includes your company details on documents such as invoices, receipts, purchase orders, etc. By entering your company data into the print settings window, this will put the data on all generated documents (except reports). To update your...

I can’t send emails from inFlow Cloud, help!

New Email Settings Legacy Email Settings New Email Settings If you’re trying to send emails using inFlow Cloud’s new email settings and the recipient is not receiving them, the most likely explanation is that the recipient’s email was misspelled in the Compose Email...

Does inFlow Cloud work on Apple Mactintosh (Mac) or Linux computers?

The inFlow Cloud for web app has most of the major features for inFlow available right now. You can see exactly what can be done on each platform from here. Although most the core features are accessible from the web app, there are some features that are still only...

How can I update existing sales orders in bulk?

You can update existing sales orders with an import! First, export your current sales orders from inFlow or create a new sales order import file. We've outlined the different changes you can make to your sales orders below. Click a link to jump to that section. Once...

How do I set up the inFlow Cloud Online Showroom?

inFlow Cloud lets you check your inventory from anywhere you have an internet connection. Using the inFlow Cloud web, Apple or Android mobile apps are also helpful for checking stock on the go! But showing customers your inFlow database isn’t the best way to show...

What’s the Online Showroom?

The Online Showroom is a way you can share your product information online with your customers, so they can see the products you sell, what’s in stock, and even place orders. You can control exactly which products and product information you want to display in the...

How can I take orders through my Online Showroom?

Ordering through your Online Showroom is a fast and easy way for your customers to buy more of your products. For more information on the Online Showroom, please see this article. For instructions on how to set up your online showroom, please see this article. For...

How can I change the names of multiple products in inFlow Cloud?

Windows inFlow Cloud for Windows If you need to change the name of a single product, you can enter a new name into the product record and save it. If you need to change the name of many products, it may be faster to use a product details import by following these...

Can inFlow recommend a reorder point for my products?

Yes! inFlow has a new report that can calculate this for you: Recommended Reorder Point. As long as you have sales data in inFlow, we can use it to recommend effective reorder points for your items. Please note: this is meant to be a helpful guideline for reordering....

Tips for retailers: inFlow’s retail mode

Using inFlow Cloud to manage your retail location? Need some pointers? Look no further! Welcome to your quick and easy guide to streamlining sales with inFlow’s new retail mode. It’s designed to ensure the least number of clicks to create and complete a sale. Retail...

What if I don’t have enough stock to fulfill a sales order or work order?

If you do not have enough stock to fulfill your order, inFlow Cloud will notify you by placing a red exclamation mark beside each item you don’t have enough to fulfill. From this screen, you can either create a purchase order, or split the order by what's available/...

Can I make changes to a finished order?

If you need to make changes to or fix an order you've already completed in inFlow Cloud, never fear! You can easily add new items to the order or reverse inventory movement and payment to re-start the order. To make changes to an order: Go to the order you want to...

How can I insert lines or re-arrange my items (in an order)?

You can re-arrange, sort or insert lines into your order table in inFlow Cloud using the new Data Grid Toolbar. This toolbar will pop up along the bottom of your order table when you've selected a row you’d like to edit. To insert a row: Select a row in...

How do I manage rental services in inFlow Cloud?

Some companies provide rental or borrowing services to their clients and want to track the movement of their equipment as well as the rental purchase. This is possible to set up in inFlow! To do so you'll need to set up your equipment as a product and set up your...

How do I change product categories in bulk?

To update the Category field on multiple products at once, you can use a Product Details import. The quickest way to do this is to export your current products into a spreadsheet first: Go to the Main Menu > Inventory > Product List. You can use this screen to...

Can I manage multiple companies in inFlow Cloud?

There are a couple of ways you can manage multiple companies in inFlow Cloud. The method you chose will depend on whether the companies share the same database or if their databases need to be kept separate. What's an inFlow database? The data that you input into...

How can I view my data on inFlow Cloud?

First, you'll need to have an inFlow Cloud account! Sign up for an inFlow Cloud account to get started. Once you've gone through the setup process, you can access your data in three ways as long as you have a working internet connection: using the Windows app, mobile...

What reports are included in inFlow Cloud?

Sales Sales reports Sales by Product SummaryA list of products showing a summary of how much has been sold and purchased.Sales Order SummaryShows a summary of financial information for a number of sales orders.Sales by Profit ReportA list of Sales Orders with the...

Can inFlow notify me when I’m low on stock?

Yes, inFlow can notify you when you’re low on stock! As long as you have access to reorder stock in inFlow, you can customize email notifications for any day you want. You can find this setting in inFlow Cloud for Web. Log in to the inFlow web app...

How can I print product labels to my Dymo printer in inFlow Cloud?

Do you own a Dymo printer? Good news! You can print product labels directly from the inFlow Cloud Windows & web app! We've tested and recommend the Dymo LabelWriter 450 but you should be able to use this integration with most Dymo printers. Please make sure...

How much can I manufacture with my available stock?

Note: This feature is only available on select plans or add-ons. Want to know how many of a finished product you can build? inFlow can help you out with that! With just a single click, inFlow can calculate the maximum number of a finished product you can build based...

I have a list of prices for my items, how do I quickly set them up in inFlow?

You can import multiple pricing schemes into inFlow Cloud to use during your sales. This can be done with a single spreadsheet! Before you start importing your information, it’s important to ensure that you’re fully prepared! If you already have products in inFlow, be...

How do I import product details into inFlow Cloud?

An import can create records in inFlow Cloud from a list that you already have. In order to use your file for import, you’ll need to be sure it’s in the right format. Here’s an example of a Product Details (doesn't include stock levels) file for import: ...

When I export data from inFlow Cloud, the leading zeroes are getting lost. Help!

For example, you might have a Product named “007” in your product list. At some point you may have clicked Main Menu > General > Export Data to save your products to a CSV file. Then when you open the CSV file in Excel, you see it just showing up as “7” and...

How can I quickly change the markup type (fixed markup/fixed price) for multiple products?

If you want to change your product pricing to fixed markup or fixed price for many products at the same time, use a Product Details import. If you have more than one pricing scheme, you'll need to repeat these steps for each scheme. If you have more than one pricing...

How do I export data or reports from inFlow Cloud?

Windows inFlow Cloud for Windows There are two ways to export data: exporting all records of the same type, or only certain records of your choice. Exporting all data of the same typeExporting only a selection of dataExporting reportsData that can't be exported...

How do I archive my inFlow Cloud data?

Looking to officially close out your year and start fresh? Would you like to delete your database and begin a new one? No problem! The inFlow support team can help you with that. But first, you may want to archive your current inFlow Cloud database in case you...

How do I track items out for repair?

The easiest way to track your items out for repair is to create a new inventory location and use the Transfer Stock feature to move items to this location while they’re being repaired. This method doesn’t remove the item from your inventory and it will still count...

Reports: frequently asked questions

We've put together a list of frequently asked reporting questions that community members have gotten in touch with us about when working with popular reports. Click a report below to jump to it! Sales Reports Sales by Product Summary report Sales by Product Details...

How do I create and complete a count sheet in inFlow Cloud?

Sometimes, you’ll want to do a physical count of what’s in your warehouse to check it against inFlow’s recorded stock levels. Count sheets / Stock-taking can help you do this quickly and, when you’re done, easily adjust the stock levels from the same screen....

Troubleshooting installation issues with inFlow Cloud

If you’re having trouble installing inFlow Cloud, there are a few things to check first. Check these first Does your computer have the minimum specifications to run inFlow? Is your Windows up-to-date? In your Windows Start menu (or hit your Windows Key) > type in...

How can I keep a record of Emails I send with inFlow Cloud?

We recommend using the new email settings, which make it easier to keep a record of emails you send through inFlow Cloud. New Email Settings Legacy Email Settings New Email Settings inFlow Cloud’s new email settings use a cloud server to send email for you. If you’d...

How do I set up my email settings in inFlow Cloud?

You can quickly send documents to your customers / vendors by emailing with inFlow Cloud. Each user in your system will be able to set up their own email settings. New Email Settings inFlow Cloud for Windows inFlow Cloud for Web Switch from Legacy to New Legacy Email...

Who’s my Administrator?

Not using inFlow Cloud? Quick Definition : A person or persons, who are in charge of the inFlow Cloud account for your company. Your account was set up by an administrator at your company and the administrator also manages how the account works. It’s possible to have...

How do I cancel my inFlow Cloud account?

We're sorry to see you go! Thanks for giving inFlow Cloud a try, and if there's anything we can do please, reach out to us, we're eager to help! How to cancel your plan: Login to app.inflowinventory.com to manage you inFlow Cloud account. Once logged in click on your...

How can I Quickly Deactivate Multiple Products?

Not using inFlow Cloud? Looking to clean up products that are no longer stocked? Changing vendors and need to archive a whole brand? inFlow can’t update more than one item at a time but here’s a little trick you can use to deactivate many items at once....

How do I use a barcode scanner with inFlow Cloud?

Using a scanner with inFlow is quick and easy! If you already have your barcode numbers saved in your product records you’re ready to go.If you haven’t set up your barcode numbers yet, check out our easy to follow setup guide. Windows To scan your product: Open the...

How do I set up my barcode fields in inFlow Cloud?

Want to save time and avoid errors in your inventory? Setting up barcodes so you can scan your products may be the answer! By scanning products in orders and other workflows, inFlow can help you work faster while avoiding easy mistakes. To use the barcode scanner,...

How many inFlow Cloud team members do I need?

Each team member on your inFlow Cloud account will have a unique login and password that they can use to access the inFlow Cloud database on any inFlow Cloud plan. All that's needed is an internet connection. Plans start with a minimum of two team members and more...

What settings can I change on the inFlow Cloud Web app?

Are you working in the inFlow Cloud web app, and have a few settings to change? Great, you can make changes to some of your settings right here on the web app. To start, log into app.inflowinventory.com. Click the Options tab (gear icon). Next, click on tab you need...

How do I upgrade my inFlow Cloud account?

inFlow Cloud offers 3 subscription plans to suit the needs of businesses of all sizes. If your business has outgrown the current plan, you can upgrade anytime by logging into inFlow Cloud for Web. How to upgrade your plan: Log in...

How to download and install the inFlow Cloud clients

inFlow Cloud has three different apps you can use to view your inventory. To start using inFlow Cloud, sign up for an account here: https://app.inflowinventory.com/signup Click one of the links below to see how to get started with our apps: inFlow Cloud for Web inFlow...

How can I upload my On-Premise database to inFlow Cloud or reset my inFlow Cloud database?

Finished your trial and looking to completely start over? Uploaded the wrong database and want a re-do? Switched from On-Premise to Cloud and want to keep your database? No problem! You can do that through inFlow Cloud's web app as long as you are an administrator for...

How do I download orders from Amazon directly into inFlow Cloud?

Do you sell your products on Amazon? With our Amazon integration, you can now sync completed sales orders from Amazon, so you don't have to enter your Amazon orders into inFlow manually. Please note, the integration currently only connects to Amazon.com and...

How do I add team members to my inFlow Cloud company account?

As an administrator you can add, remove and edit team members on your company's account, in line with the number of team members you have purchased subscriptions for. Adding team members To add a team member to the account: Log in to the inFlow web app...

How do I download orders from WooCommerce directly into inFlow Cloud?

Do you sell your products on WooCommerce? With our WooCommerce integration, you can now sync sales orders from WooCommerce, so you don't have to enter your WooCommerce orders into inFlow manually. To jump to a specific section of this article, check out the links...

How do I import new purchase orders / sales orders into inFlow Cloud?

You can import new purchase and sales orders into inFlow Cloud! First, you'll need a spreadsheet containing all your details. The file will need the following columns: OrderNumber: An order number to distinguish it from other orders in the system / file. Customer /...

I pulled the Historical Inventory report and my product quantities have changed!

When you generate a Historical Inventory report, inFlow will determine your product quantities as of your target date. This report relies on the shipped/invoice date on sales orders to mark when an item was removed from inventory. If your sales order shipped or...

My product’s Movement History shows a different quantity than the Historical Inventory report!

These two reports aren’t meant to be compared because they generate data based on different dates: The Historical Inventory report relies on the quantity owned, which goes by the shipped date if shipping is turned on, or by invoice date if shipping is turned off on a...

Do you have special prices for non-profits or schools?

Are you a non-profit or educational organization that's on a mission to improve the world? We think that's great, and we'd love to help. At inFlow, we give back to society as much as we can. Each month our parent company, Archon Systems, donates a portion of our...

What is the inFlow Cloud Companion App?

The inFlow Cloud Companion app is a great way to access your inventory from your Android or iOS device. Search your device's app store for "inFlow Cloud Companion App", or take a look here for more details: inFlow Cloud Companion App for iOS inFlow Cloud Companion App...

How do I input starting inventory levels in inFlow Cloud?

Windows inFlow Cloud for Windows The easiest way to set your starting inventory is to create a purchase order for everything you have in stock right now and backdate it. The reason this works so well is that it is able to update lots of details about your inventory at...

Do Shopify orders get updated after syncing the first time?/How do I sync my existing Shopify orders?

This integration will sync any Shopify orders that are placed after the integration is set up. After a Shopify order is synced for the first time with inFlow, only some information can be updated on the order from Shopify. Changes to the following fields on an order...

I’ve lost my inFlow Cloud password, help!

inFlow Cloud log in You can use the “Forgot your password?” option from your program and it will send an e-mail with steps on resetting your password (don't forget to check your junk folder if you don't see it right away). If you can't open your program...

Can I quickly set up my References in inFlow Cloud?

inFlow Cloud will save your reference items, like your payment methods or the units of measure for your products as you enter them in their respective fields (in an order or in the product record), but you can quickly adjust them in the References screen, Main Menu...

How do I make products (or kits) out of raw materials using a work order in inFlow Cloud?

Note: This feature is only available on select plans or add-ons. Windows inFlow Cloud for Windows You may use the Bill of Materials and Work Orders in inFlow Cloud to create kits from raw materials. Be sure to have all of your raw materials and finished goods...

inFlow Cloud Updates

We keep a list of changes that have been done to inFlow Cloud so if you'd like to see them, the full details on the updates can be found here.

How can I track what my team members are doing in inFlow Cloud?

With the Team Member Tracking report, you can now quickly generate a report to see what your team members have been up to in inFlow! You won't be able to see exactly what they've changed, but the report will provide you a list of entity types (e.g., customer, sales...

How do I restrict what my team members can do/access in inFlow Cloud?

Please note this is only available on select plans or add-ons. Need to change your team members settings for accessing certain data in inFlow Cloud? This article has all the steps for setting your team members' access rights. Please keep in mind this feature is only...

How do I adjust the content and layout of reports in inFlow Cloud?

inFlow Cloud contains a variety of reports that you can use to view financial and inventory information. Each report has various settings that you can use to customize the content and layout of the report to suit your needs. After selecting a report from the list of...

How can I create Dymo label templates?

In order to start printing labels in inFlow Cloud you'll need to start creating labels in your Dymo software. For a complete guide on making labels in Dymo's software take a look at this Dymo Label software user guide file. Once you know how to make labels you’ll need...

How do I add images to my products in inFlow Cloud?

You can add pictures/images to an item to make it easier for you and your team to identify products at a glance (instead of having to read the description). You can only add one picture at a time, and only the first picture added will show up in both the product...

How do I disable my antivirus?

Having problems starting inFlow Cloud or connecting to your data? Your antivirus can cause startup problems or connection issues. To fix this, you need to tell the antivirus to stop blocking inFlow. Find out what antivirus you're using To find out what antivirus...

Building subassemblies in a work order

Note: This feature is only available on select plans or add-ons. Do you make your products out of items you've assembled ahead of time? We call those items "subassemblies" and if you don’t have enough of them in stock to make your final product, there's no need to...

Is inFlow Cloud secure?

Yes, your data is safe and secure with inFlow Cloud! We know your business data means everything to you and your business. So, your privacy and security are our top priority. Our goal is for you to have complete peace of mind when using inFlow Cloud. Tell me more!...

Tried to log in and got, “Your computer clock is wrong!” Why?

Sometimes if you're trying to log into your inFlow account you may get the message "Uh-oh! Seems your computer's clock is wrong!" This means that your computer time is more than 15 minutes off from the current time in your designated timezone. It's a small...

How do I partially fulfill or ship a sales order in inFlow Cloud?

If you have a sales order that you're not going to fully ship, inFlow can help record which products you're taking off the shelf today, and also tell you exactly when these products were moved. Here's how to start! Windows inFlow Cloud for Windows...

Having trouble updating inFlow Cloud?

Having trouble updating inFlow Cloud? Don't worry! Just restart the program and inFlow should update itself on the second try. If you’re still unable to update please continue with the following: Close any error windows that are still open. Try uninstalling inFlow...

How does inFlow Cloud calculate the cost of an item / cost of goods sold?

If you're using the Moving Average, FIFO or LIFO costing method, you may be wondering how the program calculates your item's unit cost when you purchase it from your vendor. The cost of an item as it enters your inventory (through a purchase order or work order) is...

How do I uninstall/reinstall inFlow Cloud?

Uninstalling and reinstalling inFlow Cloud is easy to do! Step 1: Check your Windows version Step 2: Uninstall inFlow Cloud Step 3: Reinstall inFlow Cloud Step 1: What version of Windows are you using? If you're not sure which version of Windows you're using, please...

I switched to FIFO/LIFO costing but now all my costs are incorrect. What do I do?

inFlow Cloud’s First-in, First-Out / Last-in, First-Out (FIFO/LIFO) costing method calculates your cost strictly through purchase orders. The steps to correct your costing depend on whether or not you already have purchase and sales orders in the system. Please follow...

Trouble migrating/transferring inFlow On-Premise backup

If you’re getting the error “Something went wrong with the migration” when uploading your inFlow On-Premise database to inFlow Cloud, please ensure that your backup file name does not contain any special characters like periods and commas. To fix this, rename your...

How do I view sales quotes in inFlow Cloud?

Need to look up a quote you gave to one of your customers? No Problem! In inFlow Cloud you can review all the quotes you have saved by using the Sales Order List. Open the Sales Order list by going to Main Menu>Sales>Sales Order List. Add Show Quotes to your...

How do I protect completed orders from being modified?

In the inFlow Cloud for Windows app, if you are an administrator, you can change the settings that control your non-administrative users' rights to modifying old completed orders. These settings allow you to define if and which orders you would like to automatically...

What are the minimum specifications / system requirements for inFlow Cloud & companion apps?

You can view your inFlow Cloud data on three different apps: Want to know what features each app gives you access to? Have a look here for more information! inFlow Cloud for Windows (desktop) inFlow Cloud for Web inFlow Cloud Mobile inFlow Cloud for Windows (desktop)...

Do you have versions of inFlow Cloud in languages other than English?

Right now there are four partial translations included with inFlow Cloud (French, Spanish, Chinese). Because of the current speed of updates and the low usage of non-English languages within our community, we have chosen to focus on the core of the product for now....

How do I create a sales quote from the product screen in inFlow Cloud?

To create a sales quote from within a product record in inFlow On-Premise: Find the Sell button in the toolbar at the top of the record. Click the arrow beside the Sell button, a drop down menu will appear. Click Create Sales Quote. Creating a sales quote from within...

inFlow Cloud error: “inFlow doesn’t fully support the monitor settings you’ve chosen”, what does this mean?

If you're getting an error message that says "inFlow doesn't fully support the monitor settings you have chosen...", it's probably led you here to fix the issue with your display settings. If you want to keep your display settings the way they are, click the checkbox...

How do I create a sales quote directly from a product or customer record?

To create a sales quote from within a product or customer record in inFlow Cloud: Find the Sell button in the toolbar at the top of the record. Click the arrow beside the Sell button, a drop down menu will appear. Click Create Sales Quote. Creating a sales quote from...

How do I rename fields in inFlow Cloud?

You can easily rename fields in inFlow Cloud to suit your business needs! When renaming fields it’s important to note that some fields will only be changed within the Windows app, while others will be renamed within the Windows, web, and mobile app. Windows To rename...

How do I enter my product’s cost/price/markup?

inFlow Cloud's cost, price, and markup fields are in the same section in the product record. Let's start by adding your cost. This can be done only via the Windows app for now. To enter your product details in bulk, use a Product Details import. Click here for steps!...

How do I update quantities of the components on my work order on inFlow Cloud?

Need to change the amount of finished product you're creating? No problem! Simply click on the finished product on the left table (so it's highlighted in blue), then change its quantity on the right: You'll notice that the components did not update...

Can I change the date format in inFlow Cloud?

inFlow Cloud uses your computer's date format, so you'll need to change that in order to have inFlow display the date the way you'd like it. Keep in mind that this will change the date format in all screens in inFlow. To change your computer’s date format: Press...

I’m getting an error when inviting a team member to inFlow Cloud!

Adding more team members to your inFlow account is a great way for everyone on your team to get access to the latest inventory information. If you’ve tried to add a team member and got the error, “You cannot invite that user because they belong to another company,”...

How do I import my Bill of Materials list into inFlow Cloud?

You should import your product details into inFlow Cloud first before importing Bill of Materials. Once you've done so, your file would need to look like this: FinishedItem: This is the item name/code of the finished product. You'll need to repeat this...

How do I create an opening balance for my existing customers?

When you create a new customer in inFlow Cloud, the record will start off with zero balance. Ideally, you would need to input your current stock levels and then input all outstanding sales orders in inFlow. You can see here for how to backdate past orders. Once you've...

How do I view previous versions/changes made to an order?

Whenever you click Save on an order (sales, purchase, or work order), inFlow Cloud stores the previous save state as a Version. You can view past versions of an order by clicking on the Version button on the toolbar at the top of the order. You'll see a...

How do I add products using the inFlow Cloud mobile app?

To add a product: Open the inFlow Cloud app on your mobile phone and tap on the + symbol at the bottom right of the screen. Tap on Add Product. Enter a Product Name, type, and category. You can also scan a barcode for this product if you want. If you get...

I’m adding team members to my inFlow Cloud company account, how will I be charged?

You can add team members any time! If you add team members to your inFlow Cloud company account, you'll be charged a prorated amount immediately. This means that you'll only pay for your new team member(s) from the time they're invited to the time of your next regular...

How do I apply a discount to my orders?

One-time discounts If you’re applying a one-time discount in inFlow Cloud, you can add that directly to the Sales Order or Purchase Order screen. In the Discount column, enter a percentage or amount to subtract from an individual line item. inFlow will reflect the...

What happens if I miss a payment for inFlow Cloud?

inFlow Cloud works on a monthly or annual subscription basis, which means we would charge your credit card on file based on your chosen billing period. If the credit card charge fails to go through, don't worry -- you'll still have access to your inventory for at...

Transferring your data to inFlow Cloud

Already using inFlow On-Premise and want to move to inFlow Cloud? Sure thing! You can migrate your existing data from inFlow Inventory so you don't have to re-do everything. Please note: inFlow On-Premise and inFlow Cloud are two separate products that do not...

How do I use wireless scanners with inFlow Cloud?

Wired barcode scanners are reliable and very simple to set up, but they keep you tethered to a desk. Fortunately, inFlow Cloud for Windows can also work with a variety of 2.4 GHz and Bluetooth scanners. How do I pair my wireless scanner with my PC? When you buy a...

How do I set up payment terms (net 30, net 60, etc.)?

You can set up Terms in a sales order in inFlow Cloud to automatically set a due date for payment (customer payment or payment to your vendor). For example, Net 30 is very common, and it means that the payment is due 30 days from the invoice date. Windows...

How can I handle barcoding outside of inFlow Cloud?

You can print barcode labels directly from inFlow Cloud if you have a Dymo printer! Click here for more details. If you don't have a Dymo printer, you can create barcodes from scratch and print them on labels yourself using something like IDAutomation or our free...

Is inFlow Cloud down right now?

Is inFlow Cloud down? You can check our status page here for our various sites to check if it's a problem on our end or not. This page shows our purchasing site, main site, support site, and support live chat statuses. If the status for the page you're trying...

My movement history is inaccurate!

It's important to note that inFlow Cloud's movement history is only as accurate as the data entered. For example, if one of your users missed inputting a sales order into inFlow but still removed the items, you would see a difference between the numbers in inFlow and...

How do I set up included sales tax (pre-tax price in body of receipt) in inFlow Cloud?

If you need to show your price before tax in the body of the receipt (as in the UK) but don’t want to have to calculate all your pre-tax prices by hand, inFlow Cloud can do that for you. This is different from inFlow's tax-inclusive setting, which shows the...

How do I set up tax inclusive pricing in inFlow Cloud?

For countries where prices include tax, this requires a little extra setup in inFlow Cloud than the usual setting up of your taxes. The tax-inclusive setting is applied on the Pricing Scheme, so you'll have to go to the product page to set this up. To make a pricing...

How do I print multiple documents for the same order?

Printing off a pick list, packing slip, and invoice for an order? You can save time by checking off all documents related to an order to print or email them all at once! You can choose to print your documents in inFlow Cloud, or export them to a PDF file. The option...

How do I reverse a batch payment?

If you've accidentally paid the wrong orders / put in the wrong amount in a batch payment, here's how to reverse it: Go to Main Menu > Sales > Customer List and find the customer whose payment you need to correct. Double click on the customer name to bring up...

How do I backdate my orders?

Need to enter orders from an earlier date? Not a problem! inFlow Cloud automatically uses today's date when you fulfill and pay an order. So before you begin: create and complete your sales order or create and complete your purchase order. Then, you'll need to change...

How do I issue / apply customer credit as a payment method?

If your customer previously purchased an item from you but now wants to return it, aside from refunding them their money, you also have the option to have that paid amount stored as credit instead. This way, they can use this towards a future payment on something else...

Why doesn’t the information on my dashboard match my reports?

Don't panic! inFlow Cloud's reports allow you to change settings like specific customers/products, date ranges, and inventory + payment statuses. The Dashboard allows you to change the date range, but the parameters are always set. With this in mind, sometimes you'll...

How do I reset my stock levels (only) in inFlow Cloud?

If you'd like to reset the stock levels of your items back to zero, but don't want to reset anything else, please follow the instructions below in inFlow Cloud. Count sheets Use the count sheet feature to quickly reset your levels. Go to Main Menu >...

Resources: sample custom documents, barcode scanners, and more!

We've compiled a list of resources such as sample custom documents, language files, and much more. Scroll down to see more! Custom documents Here are some of the documents that we have created. You can modify them if you wish, please have a look here for how to edit a...

How do I receive stock on a single purchase order to multiple locations in inFlow Cloud?

Please note this is only available on select plans or add-ons. If you need to set multiple receiving locations on a purchase order, see below on how to do this! To set a location for each item: Click on the Receive" tab on your purchase order.Click the Auto Fill"...

How do I create a vendor in inFlow Cloud?

With managing your inventory, an important part of having enough stock involves purchasing from your vendors / suppliers. In this guide we'll walk you through how you can create your vendors in inFlow Cloud. Windows inFlow Cloud for Windows To start with, head over to...

Can inFlow Cloud suggest items to reorder from a vendor?

Yes! This would be done via the vendor you want to reorder from (instead of opening up a purchase order first to select your vendor). To generate a purchase order with items low on stock for a specific vendor: Go to the Main Menu > Purchasing > Vendor...

Is there a report in inFlow Cloud that shows detailed payment history?

The Customer Payment Details report (and Vendor Payment Details report) can show you a list of payments grouped by payment method. This report will easily give you a breakdown of how much you've received in payments on a particular day, for example. To access this...

Can I buy or sell an item directly from an existing record with inFlow Cloud?

The toolbar at the top of a product record has two buttons, Buy and Sell. Depending on which button you click, it will create a purchase order or sales order and fill in the order with the chosen item. inFlow Cloud cannot pre-fill the customer info for you in a sales...

Troubleshooting problems with barcodes and barcode scanning

If you're having trouble using a barcode scanner with inFlow Cloud for Windows, please see below for some steps to try: Is the barcode scanner working properly outside of inFlow? To test that your scanner is working fine, it should be able to scan a barcode in another...

How do I import stock levels / inventory quantities into inFlow?

This article deals only with inventory levels/quantities. We recommend setting up your product details first, before attempting to import quantity levels. Start with a spreadsheet with the following required fields: Item, Location and Quantity. Unlike the product...

How do I create a customer in inFlow Cloud?

Windows inFlow Cloud for Windows 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...

I’m trying to import my data to inFlow Cloud but nothing is happening, help!

If you're trying to import your data and clicking the Import button does nothing, please try the following: Open your local services window following the instructions below based on your operating system:WINDOWS XP: Click Start > Run> and then type in...

Can I use inFlow Cloud for asset tracking?

Please note this is only available on select plans or add-ons. Yes, you can certainly use inFlow for asset tracking, and quite a few of our customers have been doing that successfully! For this setup, you would create Locations in inFlow to represent Employees/Jobs,...

How do I control which location my stock is sold from in inFlow Cloud?

Please note this is only available on select plans or add-ons. Handling multiple locations in inFlow Cloud? It's understandable that you'd want to choose where you're selling your stock from. By default, if you don't actively choose the location, the inventory will be...

What’s the difference between quantity on hand/quantity available etc. in inFlow Cloud?

When looking at your stock levels, there are many different types of quantities in inFlow Cloud. This helps you get more specific information about your stock when you're reviewing your operations. Let's take a few moments to clarify what these different quantities...

My product’s cost is wrong, how do I change it in inFlow Cloud?

Before changing your cost, this will depend on what costing method you are using. Not sure? Check your costing method by going to the Main Menu > Options > Settings and look under Costing Method. Once you know what costing method you're using, click below to see...

I can’t save any changes to my sales order / purchase order in inFlow Cloud!

While you attempt to fulfill a sales order or a receive a purchase order, sometimes you may run into an error: "Please fix the following errors and try again: cannot pick/receive more than the ordered amount." What does this mean? This means that the items on the...

How can I print a customer statement showing invoices, payments, and balances in inFlow Cloud?

Statements are included in inFlow Cloud! The following describes our feature using the customer statements, but please note that the steps are the same for vendor statements. For the moment we will be using the Customer record as an example. From the Customer...

Using the inFlow Cloud Dashboard

Much like reports, the Dashboard allows you to quickly see information about your sales, purchases and inventory. The main graph can provide visual representations of your sales totals, cost totals etc. Using the drop-down selections at the top of...

How do I track damaged goods in inFlow Cloud?

Depending on the industry you work in, sometimes you may want to account for wastage during the assembly of an item or perhaps track the percentage/portion of damaged goods returned by your customer that you end up having to throw away. Here are some tips on how to...

How do I find cancelled orders in inFlow Cloud?

If you want to review orders (sales, purchase, or work orders) that have been cancelled in the system, you'll have to choose to show those cancelled orders in your listing view. To find cancelled orders: Go to the appropriate listing view (Main Menu > Sales >...

How do I create a sales quote in inFlow Cloud?

Sales quotes are just like sales orders, however they don't count against your inventory (i.e. they don't deduct your available stock), so this is often a good way to make placeholder orders for your customers. You can create a sales quote directly, or you can convert...

inFlow Cloud error: “Work order components cannot go into negative inventory” despite having enough stock

It's not possible to build an item out of components if the result is that the components go into negative inventory. If you're getting this error message, please check the following: Check your quantity on hand Go to the component's product record (Main Menu...

How do I categorize my products in inFlow Cloud?

Windows inFlow Cloud for Windows You can organize your products by choosing the correct category from the dropdown in an item’s Product Record. New categories can be added by selecting the option from the dropdown window. This will take you to the Product Categories...

I’m having trouble with my custom document!

Note: While we offer the use of custom documents in inFlow, due to their high levels of customization and the limitations of Microsoft Words's Mail Merge features, in-depth support for custom documents is not available. If you are having trouble using your custom...

How do I print barcodes on my invoices and purchase orders?

Windows This feature is only available for inFlow Cloud for Windows. While we offer the use of custom documents in inFlow, due to their high levels of customization and the limitations of Microsoft Words’s Mail Merge features, in-depth support for custom documents is...

What scanner do I use?

inFlow Cloud for Android/iOS can be used to scan items in and out, create and pick sales orders as well as create your products. We're working on adding more functionality to the mobile app; in the meantime you can use a barcode scanner / scan gun with inFlow Cloud...

What if I sell my items in a different unit than I purchase?

If you buy an item in cases but sell them individually, you can tell inFlow Cloud how many individual items are in that case. That way, when you purchase this item the system will stock the individual items into your inventory (rather than the case). A good example of...

How can I create a purchase order from a sales order?

If you need to order items for your customer and you would like to create a purchase order which duplicates their sale, it’s easily done. Click Copy and choose Create PO. Select the correct vendor. Click Save. You can also choose to create a Purchase...

How do I handle products with different sizes and colors?

If you need to track different variations (size and color) of your product, you’ll need to create a separate product record for each one. This way, you can assign a unique product name/SKU to each variation and use the product category or a custom field to link them...

How do I see the movement or transaction history?

inFlow Cloud automatically tracks any changes to your stock, both within the product record itself and for the purpose of reports and historical data. There are a number of ways you can see movements within your system: for a particular product, or for the system as a...

How do I create a work order directly from the sales order screen?

Please note, work orders are only available on select plans or add-ons. It's possible to create a work order directly from the sales order screen, only if you don't have enough stock for that item. If you make your products to order, you should ensure that you have...

What if my vendors have different codes for the products I buy?

Sometimes, while you buy the same item from several vendors, they may not all use the same name. That's where vendor codes come in. You can record the code that your vendor uses for that item in the product record, meaning that when you create a purchase order for...

What if I want my vendor to ship directly to my customer?

In some cases, your vendor will be shipping directly to your customer so you want to include your customer information on the purchase order and not have to manually enter all that information twice. Well, inFlow Cloud has a solution for that and it's called a...

Downloading orders from Etsy into inFlow

So you're an Etsy retailer and you want to download your transactions to inFlow? Not a problem, Etsy has plenty of documentation designed to support your aim! For more information on how to download your transactions from Etsy please see here: Can I download a...

Downloading orders from eBay into inFlow

If you're selling on eBay you may want to import your transactions into inFlow Cloud in order to save you time and effort when it comes to your sales. The first step is to get your transactions from your eCommerce site and in the case of eBay, they have documentation...

Downloading orders from Paypal into inFlow Cloud

You can download CSV files from PayPal once you’ve made your sales. To do so: Log into PayPal (be sure you're logging into an admin account). Click the HISTORY link under the MY ACCOUNTS tab on your main vendor page (as soon as you log in). If available be sure to...

How can I partially complete a work order?

If you need to, you can split a work order into two: one to assemble right away and the other to leave for later on, if you are only assembling them partially. Please note that you can only split a work order for one item at a time! To split a...

How do I delete my product, customer, or vendor?

Made a mistake and need to delete records? Unfortunately it's not possible to delete products, customers, or vendors in inFlow Cloud, however you can deactivate them so they do not appear in your listing views (unless you’re specifically looking for them). ...

Error printing/loading documents or reports in inFlow Cloud

If you're having problems printing your documents in inFlow Cloud, or if you're getting an error that says "Error loading document" or "Error loading report" when you try to load or print documents and reports, please try the steps below. Check printer settings inFlow...

How do I find hidden/deactivated products in inFlow Cloud?

See below for how to show a list of hidden/deactivated items in inFlow Cloud. This works for customers and vendors in their respective lists too. To show hidden / deactivated items: Go to Main Menu > Inventory > Product List. Click one of the...

How do I change the size of my columns in inFlow Cloud?

If you have very long item names or descriptions, you might find that your information doesn't quite fit in your printed document. To fix this, you can customize the widths of the columns. It's easily done by dragging the column dividers in your order screen as shown...

How do I delete, rename, re-import and export custom documents in inFlow Cloud?

Deleting your document On occasion, you may need to remove custom documents that you have already imported into inFlow Cloud. To delete a custom document: Go to Main Menu > Options > Print Settings. Click the Custom Docs icon. Select the document you want to...

How do I create/edit a custom document in inFlow Cloud?

So you want to add a new type of document to inFlow Cloud? Perhaps some documents you use are specific to your particular region or industry, or you just want to streamline your process. Good news: you can create a custom document using Microsoft Word’s Mail Merge...

How do I customize my order/document numbers in inFlow Cloud?

You can control how your document numbers are formatted (and if you need to start from a certain number) by using the Document Numbers section of the Settings window. These numbers will then be assigned to sales orders, purchase orders etc. as soon as you save the...

How do I save the settings on the reports in inFlow Cloud?

So you've set up a report just the way you like it and you don't want to have to re-do it again each time you generate? No problem! Simply click the More button beside Generate Report, then click Add to My Reports. To use this report next time you can...

Required information to file returns

As a small business, your time is at a premium so the last thing you need is to scramble around at tax time trying to find the numbers you need to file your returns! If you’re using inFlow Cloud to track your sales and purchases, it's easy to get a good portion of...

What if I want my vendor to ship to a specific warehouse?

In inFlow Cloud, you can set up multiple addresses where your vendors can ship to you, directly from the Purchase Order using the Ship-To Address drop down. To set up the ship-to address: Click the Add Shipping link in the top right hand corner of your...

How do I create a customer or vendor list for import?

You can import customer info / vendor info into inFlow Cloud using a .csv file. The only required field is "Name" , but there are other fields that you can input as well, like address, currency, contact. Please note inFlow does not have "first name/ last name",...

Does inFlow Cloud have keyboard shortcuts?

Yes, inFlow Cloud has some shortcuts to help you accomplish your tasks more quickly. As usual, tabbing will allow you to jump between fields and the arrow keys will allow you to navigate within tables. However, the following shortcuts are designed for things like...

How do I add attachments? (products, customers, vendors, orders)

You can add attachments to much of the data held in inFlow Cloud. For instance, if you wanted to attach a warranty to a particular order, or certificates re: tax breaks to a customer record. To add attachments in a record: Open the record you want to add...

How do I hide or show columns in inFlow Cloud?

You can easily hide columns in the listing views (for example the product list or the sales order list). To hide a column: Navigate to the list you want to adjust. Click the top row of the table and select the column you want to remove from the resulting...

Is there an advanced search in inFlow Cloud?

inFlow's listing views will help you find the order, product etc. that you're looking for. There are many different types of lists and the one you'd like to choose will depend on what you're looking for. For instance, if you're looking for a certain product you'd want...

How do I import data to inFlow Cloud?

You can import data to inFlow Cloud, but first you'll need a file! The file should be a .csv file (spreadsheet). You can take a look at the example files at the bottom of this article to see how it might look like. If you want to format your own spreadsheet for...

How do I find help in inFlow Cloud?

The easiest way to find out more about something onscreen is to hold your mouse over it. This will show you a tooltip explaining its function. In the example here, you can see the explanation for the Non-customer Costs field in a sales order. The Help...

How do I charge my customer in a different currency?

Pricing schemes in inFlow Cloud are currency-specific. Your default pricing schemes will be in your home currency, but if you wanted to charge your customer in another currency, it’s easily done by choosing the correct scheme in the Pricing/Currency section at the...

How do I set taxes for my orders in inFlow Cloud?

You can choose the taxing scheme you’d like to apply to your order at the bottom left corner of your sales order. To select a taxing scheme, simply click into the drop down and choose the correct taxing scheme. If it does not appear in the list you can always add a...

How do I choose/change my product type in inFlow Cloud?

Product types in inFlow Cloud tell the system whether your products have stock levels that need to be tracked (stocked-products), or if they are fees/labor charges (services). These settings are permanent for each item upon saving for the first time, so it's important...

How do I create and complete a sales order in inFlow Cloud?

Windows inFlow Cloud for Windows Sales orders in inFlow Cloud let you track items that you sell to your customers. inFlow will automatically assign an order number the first time you save the order. Even if you don’t need to track sales or sell any product, completed...

How do I handle inventory in multiple locations in inFlow Cloud?

Please note this is only available on select plans or add-ons. Windows This article covers the following two sections: Creating, using, and removing multiple locationsUnderstanding different "default locations" in inFlow Creating, using, and removing multiple...

Setting up your taxes in inFlow Cloud

Taxing schemes calculate your taxes when completing sales and purchase orders. In the Settings window, on the Company tab you will find the Manage Taxing Schemes button which will let you set up your taxes. To set up a new tax: Click the Main Menu >...

How do I give special pricing for wholesale, VIP etc.?

You can set up multiple pricing schemes in inFlow Cloud, either via the General Settings window (Main Menu > Options > Settings) or by clicking the Add New button via the product record itself. To create a pricing scheme: Open the product record....

How do I get my inventory levels for end-of-year/ certain date in the past?

inFlow Cloud includes a Historical Inventory report that will allow you to pull the inventory levels as of the end of day on a selected date. To access this report: Go to Main Menu > Reports > All Reports. Click into the Inventory Reports section....

How to pull a few common reports (end-of-day profit, inventory summary, shipping report)

So now that you've entered all your data into the system, you probably want to see some reporting figures! Here are a few common scenarios to help you understand reports in inFlow Cloud. End of day profit report This is useful if you wanted to see your sales /...

Can I use inFlow Cloud to track items on consignment?

A consignment agreement is an agreement between two parties: the supplier (referred to as 'consignor') and the buyer ('consignee') who will be selling the products. Typically, the agreement includes the consignee retaining a percentage of the sales. Any unsold...

Can inFlow Cloud handle services?

Absolutely. While inFlow does focus on stocked inventory, you can also add items to your product list which you identify as services (so that inFlow will not track inventory for those items). What this means is that you can set up products for service fees or labour...

How can I create products in inFlow Cloud?

Products in inFlow Cloud are the different types of things you may buy, sell and track in your inventory. Windows inFlow Cloud for Windows To create a new product record from the Windows app, go to the Main Menu > Inventory > New Product, or just click on New...

Can I mass-adjust my pricing schemes based on cost/other pricing schemes, etc?

Absolutely! You can set up a whole scheme of prices all at once for all / selected products using the Product Pricing window. In the example below, we'll set up our wholesale pricing scheme to be 10% less than the normal pricing scheme. To set up Wholesale...

How do I charge tax on shipping/freight costs?

If you have shipping on your sales or purchase order and need to charge tax on it, see below for how to do this. To charge taxes on your freight/shipping costs: Click the Main Menu > Options > Settings. Scroll down to the Taxes section and click...

How do I add or remove my sales representatives?

You can assign orders to specific Sales Reps to make calculating commission even easier. You can choose your rep from the dropdown in the sales order, or add a new rep by simply typing into that field. inFlow Cloud will save the new representative name and make it...

How do I cancel an order?

If you need to cancel an order in inFlow Cloud, you can do it quite easily from the order itself. Cancelling an order reverses any inventory movement/payment that was done, and also prevents the order from being edited any further. You can find the Cancel Order button...

My profit report shows no cost of goods sold / wrong cost of goods sold, help!

In order to calculate your profit, inFlow Cloud captures your cost at the time of the sale. inFlow looks at the cost in the product record's Cost section and uses what's in there for the profit calculations. These two key things are important because for example, if...

How do I set the payment method or multiple payments in a sales order?

So you want to track whether your customer paid by cash / credit card? Or perhaps they need to pay part of their order first (let's say a cash deposit)? All of these extra details can be inputted in the Payment Details window in inFlow Cloud. To open the...

Is there a way to reorder items that are low in stock?

Windows The Reorder Stock function in inFlow Cloud can help you reorder your stock when you need more inventory. You'll need to set up your reorder points and quantities first before inFlow can reorder stock for you. Once you've set up your reorder points and...

I need to track more than one tax rate! Is there an option for secondary tax?

You may have more than one applicable tax (federal and provincial taxes for example) so you’ll need to set up a secondary tax in inFlow Cloud. To make secondary taxes available: Click the Main Menu > Options > Settings. Scroll down to the...

How do I track lot numbers/batch numbers/expiration dates?

Please note this is only available on select plans or add-ons. Adding the ability to track all these types of inventory is on our wishlist, but unfortunately it’s not yet available. In the meantime, there are two ways you can choose to do this: Using Sublocations If...

How do I set up custom fields?

Custom fields can be used to capture information that the system doesn't natively track which you may wish to keep in your records for analysis or later reference. This is useful as custom fields can be used as a search filter or listed as a column in your reports....

How do I handle tariffs charged on my incoming shipments?

The reality of international shipping is that sometimes you will be charged a tariff. You can enter this into the Non-vendor Costs field on your purchase order in inFlow Cloud. This charge will not add on to the total of the purchase order itself, but will include...

Can I receive part of a purchase order and leave it for later?

Windows inFlow Cloud for Windows It's easy to receive a partial shipment from your vendor in inFlow Cloud! Each line of your order has its own receiving button. This way, you can receive some items instead of all at once. To partially receive: Open your...

My orders include shipping, how do I add freight charges/print my packing slip?

To access shipping documents and fields, you'll need to turn on shipping on your sales or purchase order. This will change the order to include certain fields like Freight, Payment Terms, Shipping Address, and more. You can also print sales shipping documents: packing...

How do I tax some things differently on one order?

Special Tax Rates are used to apply different taxes to items on the same order in inFlow Cloud. They are specific to the product and can be set up so that each item is taxed differently (i.e only Secondary taxable, or only Primary taxable, etc). By turning these on...

Can I track specific locations like aisle numbers, bin numbers, etc.?

Please note this is only available on select plans or add-ons. Sublocations will allow you to specify a specific aisle number or bin number and give you more specific control over where your products can be found. Windows inFlow Cloud for Windows To set up...

I’m having problems importing my data, what do I do?

If your first attempt to import to inFlow Cloud didn’t work, or if you’re looking for a little guidance, try exporting the type of information that you want to import. To do so, go to Main Menu > General > Export Data and choose the type of data you're looking...

Can inFlow Cloud copy information from my custom fields into an order?

You may notice that if you enter a customer/vendor's information such as address, contact, or phone, that information shows up automatically on the order when you select that specific customer/vendor. This behavior can be replicated with customer/vendor custom fields...

How do I add a column to my orders?

You can't add columns to the order window, but you can add them to the printed documents generated through the order. This is done by creating a custom field in the product's record, putting the information you want to add in there, and then using a custom document to...

My vendor charges me in a different currency, what do I do?

You can set up a default currency in inFlow Cloud for your vendor ahead of time by selecting the corresponding currency in that vendor's record. A default currency ensures that the correct currency is used for specific vendors (instead of the system default currency)....

How do I create and complete a purchase order?

Windows inFlow Cloud for Windows To create a new purchase order in inFlow Cloud: Click Main Menu > Purchasing > New Purchase Order.Begin by adding your vendor information at the top of the order: If your vendor is already in the system, you’ll see them...

Can I provide a list of back ordered items on an order?

NOTE: Use the method below only if you want to invoice as you ship. If you are making partial shipments but only need to provide one final invoice (containing all items), please use this method instead. By default, inFlow Cloud shows all the items on an...

How do I return items to my vendor?

From time to time, you may need to return items to your vendors. You can easily return these items in inFlow Cloud. You'd need to start from the original purchase order. To return an item to your vendor: Go to the purchase order order and click on the...

How do I control what inFlow saves back to my records during an order?

When you're entering information in a sales/purchase order, inFlow Cloud compares this information with what's already been saved in the original product/customer/vendor record. If it detects that the information is different, an icon will appear beside the...

How do I add a description?

When you start inFlow Cloud for the first time, the Description field is hidden by default so if you’d like to use it, you’ll have to enable this setting manually. To enable product descriptions: Go to the Main Menu > Options > Settings. In the Company tab,...

How do I adjust my stock levels in inFlow Cloud?

There are a number of ways you can adjust stock. inFlow Cloud will automatically adjust your stock when you complete a sales or purchase order but if you’re going to manually update your stock levels there are two ways to do so. To adjust one item: Open the product...

How do I apply a batch payment to multiple orders?

Sometimes customers send in a large payment to cover outstanding invoices. If you want to apply that payment to several orders at once, you can use the batch payment feature in inFlow Cloud. This is also possible for payments to your vendors. Watch our QuickTip video...

How do I use/print my custom document?

Windows inFlow Cloud for Windows This feature is only available for inFlow Cloud for Windows. While we offer the use of custom documents in inFlow, due to their high levels of customization and the limitations of Microsoft Words’s Mail Merge features, in-depth support...

How do I transfer stock between locations?

Please note this feature is only available on select plans or add-ons. Windows inFlow Cloud for Windows Transferring stock from one location to another is easy in inFlow Cloud! You can also cancel the transfer later on if you make a mistake. To transfer stock: Go to...

Can I choose how to handle cost (Moving Average, FIFO, LIFO etc.)?

inFlow Cloud calculates profit based on the cost of your items, so it’s important to choose how you want to calculate that before you start selling them. This setting in inFlow is named Costing Method and you can choose which one you'd prefer to use. To choose...

Can I include line numbers on my invoices in inFlow Cloud?

Yes, you can include line numbers by using custom documents. We’ve loaded an example template to our website here for your convenience, but if you already have your own custom document, you should be able to add the <<LineNum>> tag yourself instead of...

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