What is two-factor authentication (2FA)?

2FA is another extra layer of security used to verify your identity when you log into inFlow.

Once you enter your username and password, the system will prompt you to provide a code from an authenticator app or email that only you can access.

Benefits of securing inFlow with 2FA

Compromised websites and data breaches affect companies of all sizes worldwide. By adding an extra layer of security to your inFlow account, we’re helping to strengthen your business’s shield against these threats, protecting your valuable data and keeping things running smoothly.

Creating a strong password using a password manager is a fantastic first step. However, it’s important to remember that having a password is no longer enough to keep your data safe.

The inFlow team wants to ensure the safety of your company’s data, so we’ve added this feature to our security processes.

Is 2FA mandatory?

2FA is mandatory for all inFlow accounts. 2FA will be automatically enabled once you switch from the sample data.

If you had an account before Feb 11, 2025, take a look at the Enabling 2FA secton to learn how to use 2FA on your account.

How does 2FA work with inFlow?

Here is an overview of how the login process works when 2FA is enabled.

1. Enter your inFlow username and password.
2. inFlow will email you a code or ask for one from an authenticator app.
3. Enter the code to access inFlow. inFlow remembers your security credentials for 30 days or until you log out.

Authenticator app or email code? Which is more secure?

We encourage all team members to use an authenticator app to access their 2FA code instead of receiving it via email.

When a code is emailed, you have 10 minutes to use it to log into inFlow. Authenticator apps change the code roughly every 30 seconds using a time-based one-time password (TOTP) as an added security measure.

Email addresses are susceptible to data breaches, while an authenticator app on a mobile device offers better security because the physical device is less likely to be compromised. Password managers with TOTP features also provide enhanced protection to reduce the chances of a breach.

Logging in with 2FA enabled

Now that 2FA is active, team members will be prompted to enter a code after entering their username and password on the inFlow login screen.

Team members who log in with a single sign-on will bypass entering a 2FA code.

Switching to an authentication app

Team members can switch to an authenticator app to receive the 2FA code. This desired authenticator app should be something each team member can access easily.

1. Open the Personal Settings in inFlow (click on your username from the top-right corner > Personal Settings.)
2. Select Two-factory authentication (2FA) settings.
3. Click on Use an authenticator app.
4. Follow the instructions on the screen. Scan the QR code or copy it manually to your authenticator app of choice.
5. Enter the code in the Verification code field, then click Enable.

The next time you log in with your inFlow username and password, you’ll use the code from your authenticator app.

How do I check which authentication method my team is using? (inFlow admins)

As an inFlow admin, you can view your team members’ authentication methods.

1. Go to the Team settings (Main Menu > Settings > Team.)
2. In the Team members list, hover over the icon to the right of the screen to view if they are using email or an authentication app.

Enabling 2FA for existing inFlow accounts

All inFlow accounts created before February 11, 2025, can opt-in to use two-factor authentication (2FA). The inFlow team plans to make it mandatory in upcoming updates.

1. You can access the Team settings in inFlow with an inFlow administrator account (Main menu, Settings > Team).
2. Select the Enable 2FA button and toggle on Enable 2FA for all members.
3. Click Save when done.

When two-factor authentication (2FA) is enabled, all inFlow admins will receive an email notification about this change to their inFlow account.

Popular authenticator apps

There are many authentication solutions available. If you’re unfamiliar with these apps, check out the popular ones listed below!

• Google Authenticator
• Authy
• Microsoft Authenticator
• LastPass Authenticator
• 1Password
• Bitwarden

The post Securing your inFlow data with two-factor authentication (2FA) appeared first on inFlow Inventory.

1. Click Save when done.
2. Go to inFlow’s Global settings (Main Menu > Options.)
3. Click on Dimensions and weight.
4. Select the measurement options from the drop-down menus. 

The post How to set measurements in inFlow appeared first on inFlow Inventory.

Sign up for a trial

If you still need to, sign up for a free 14-day trial to create an inFlow account. We encourage you to explore the features and discover more about inFlow. 

You can also book a meeting with the inFlow Sales team to see if inFlow is the right fit for you.

You can check out a complete overview of the customer journey from trial to sign-up!

Subscribing to a plan

When you’re ready to move on from a trial to a plan:

1. Click the Subscribe now button at the top of the screen (Main Menu>Settings>Account.)
2. Select if you’d like an annual or monthly plan with the toggle.
3. The available plans are below. You can customize your plan by selecting plan add-ons for the features your team needs. The pricing will update as you toggle on different features.

Annual plans save 20% off!

3. When done, click on the Subscribe now button under the plan you’re interested in.
4. On the order summary screen, review the inFlow plan and the add-ons, then click Proceed To Checkout.
5. Enter your account details, then click Next.
6. Enter your billing address details, then click Next.
7. Enter your payment details. Plans can be paid by credit card, and customers in the US can pay with ACH debit payments.

8. Review the details on the Complete your order screen. If you need to make changes, click the Edit button.
9. When done, click Pay & subscribe.
10. The screen will refresh to the inFlow Account page. You can now continue using inFlow for all your inventory tracking needs!

The post How to subscribe to inFlow 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. 

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.

What is SSO?

Single sign-on (SSO) is a login/authentication method that allows you to log into various software solutions with a single set of credentials set up with a designated provider, such as Microsoft Entra or Okta. 

Why enable SSO?

SSO reduces the need to create a unique password for different software solutions without compromising security. 

Setting up inFlow SSO requires both your IT and inFlow administrators to connect inFlow with the SSO provider.  

Before setup

Before you start, take a look below for some helpful tips. 

• Who can enable SSO in inFlow? An inFlow administrator and the SSO provider administrator can set up SSO in inFlow.  
• Which protocols are supported? OIDC protocol. SAML is not available at this time.
• Which providers are supported? Microsoft Entra ID, Google, Okta, OneLogin, or any SSO provider that supports OIDC protocol.
• What if the email address used for inFlow isn’t the same as the one used with the SSO provider? The email address used to log into inFlow must match the email address used for SSO. Team members can update their email addresses in inFlow’s Personal settings if necessary.

SSO is only available on higher-tier plans. To learn more, contact your customer success manager. 

How to set up inFlow SSO

1. With an inFlow admin account, log into inFlow’s Team settings (Main Menu> Options > Team). This email address should match the one registered to the SSO provider.
2. Under Single sign-on, select Enable SSO, then toggle Enable SSO.
3. Enter the Client ID, Client secret, and Issuer URL from your SSO provider. 
4. Below, toggle on Require SSO if you want all team members to log into inFlow with SSO.
5. Click on the copy icon next to Redirect URL, then click Save.
6. Go to your SSO provider and paste inFlow’s Redirect URL into the list of web redirect links.
7. Return to inFlow. Log out and log back in to test the SSO login process. 

Logging into inFlow with SSO

When SSO is enabled, take a look below for how to log into inFlow.

1. Enter your inFlow/SSO email address, then click Continue. 
2. Select Log in with single sign-on (SSO).
3. After completing the authentication steps, you’ll be logged into inFlow. 

With SSO enabled, the logout behavior will change to enhance security. You will be logged out of inFlow when you close your browser or close inFlow for Windows.

How do you access inFlow if SSO isn’t working?

inFlow admins have the option to log in with a password if there’s a problem logging into inFlow with SSO.

When an inFlow administrator logs in using their password instead of SSO, an email notification containing the user’s name, IP address, and geolocation is sent to all inFlow admins.

Managing SSO on the inFlow account

inFlow admins can change the SSO settings from the Team settings anytime. When an admin makes changes, all inFlow admins are emailed to notify them of the SSO changes. 

Are there differences in adding team members with SSO enabled?

No, adding team members to inFlow remains the same. When new team members receive their invitation email, they only need to select the Accept invite button and then follow their SSO authentication steps to gain access to inFlow.

SSO providers’ configuration guide

The inFlow team has created a document to help your team configure SSO from different providers. Take a look below for those steps. We encourage you to reach out to your provider for the most accurate setup information.

You can download the guide from the link below.

The post How to enable single sign-on (SSO) appeared first on inFlow Inventory.

Please note: the Document Designer is only available on inFlow for 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 term, etc. 

Product table

This document block lists the products in 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. 

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

While the day-to-day use of barcodes in inFlow remains the same, the inFlow team added some improvements for better barcode tracking. Read below to learn more about managing legacy barcodes.

Barcode updates

Multiple barcodes 

One of the main improvements added is that inFlow Inventory for Web and Mobile now supports multiple barcodes per product.

GTIN compatibility 

The other significant change is that inFlow can generate GTIN-compatible barcodes. But don’t worry—this isn’t a forced change. 

Your products’ barcode numbers won’t change. If you’re using inFlow to generate barcodes for new products, you can keep the settings as they are. 

What is GTIN?

A global trade item number (GTIN) is encoded to a barcode in a globally recognized format, such as UPC or EAN. You’ve likely seen GTIN barcode formats on products in retail stores that are 12 or 13-digit long.

Why use/generate GTIN-compatible barcodes?

These changes have been added to lay the groundwork for future scanning features that will be added to inFlow. 

Switch to the new internal barcode generator

Switching your barcode settings will allow you to take advantage of the benefits listed above and any new barcode features that are added to inFlow. 

1. Go to the Inventory settings in inFlow (Main Menu> Options>Inventory.)
2. Under Internal barcodes and SKUs select Generate.
3. Click the Switch button. 

After changing the barcode settings, the free internal generator will create 13-digit industry-standard barcodes. For details on all the barcoding features take a look at this guide to learn more.

Warning: Once you switch to using the new barcode generation, it’s not possible to revert to the legacy barcode settings.

Legacy barcode generation settings

Barcode settings haven’t changed since the update. You can find them in the Inventory settings.

1. Go to the Inventory settings in inFlow (Main Menu> Options>Inventory.)
2. Under Internal barcodes and SKUs select Generate.
3. The window will have instructions for switching to the new barcode settings. To remain with legacy barcoded select, I’m not ready. From here, you can make changes and the Generate button to complete the changes. 

Editing existing legacy/new barcodes on products

1. To edit barcodes, select Manage barcodes. 
2. Make the changes, then click Update.
3. Save the product record when done.

The post Legacy barcode settings appeared first on inFlow Inventory.

DYMO Label Software—which our older integration relied on—is no longer supported by DYMO themselves. So the time has come for us to replace it with a more flexible option.

Can I still use my DYMO printer with inFlow going forward?

Don’t worry, you’ll still be able to use your DYMO printer to print, even after March 26, 2024. 

The only difference is you’ll use our built-in Label Designer and Print Helper to do so. 

Our Label Designer lets you create your own labels with lots of flexibility on sizing and style, and our Print Helper lets you print from virtually any label printer—including DYMO models. 
 

What should I do to prepare for the update on March 26?

Unfortunately there isn’t a way to migrate your existing DYMO labels to inFlow, so there are two things you’ll need to do to prepare:

1. Set up your labels in inFlow Label Designer (~20 minutes for most businesses)
2. Set up inFlow Print Helper on any Mac or PC attached to a label printer.

Are there other advantages to this change?

We think you’ll enjoy using the Label Designer, but switching away from the legacy DYMO integration will also allow you to:

• Print labels over the internet via web, Windows, and mobile
• You’ll be able to use label printers from other brands like Zebra and Brother
   

The post How do I switch from the DYMO integration to inFlow Label 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.

Please note: This feature is only available on inFlow for Web. 

Products

Selecting multiple products in bulk

To make changes, you can select up to 20 product rows from the product list. To do so, hover over a product and click the checkbox to the left of the product image. 

1. Select a product from the product list. 
2. Hold the shift key on your keyboard and hover over the products. Until you select another product, the included products will be highlighted in orange. 

Print product labels in bulk 

1. Using the shift button on your keyboard, select up to 20 products. 
2. Click Print > Label. 
3. Choose the number of copies to print, label the template, and label size.  
4. Then click Print.

Deactivate products in bulk

1. Using the shift button on your keyboard, select up to 20 products.
2. Select the Deactivate button. 
3. Review the products listed, then click Deactivate products.

Deactivating more than 20 products?

If you want to deactivate more products at once, you can use inFlow’s imports. This guide explains more.

Sales & purchase orders

Updating sales order status in bulk (invoice, uninvoice & pay)

1. Select multiple sales orders. You can use your shift button to hover over orders to select a group of orders at once. 
2. Click Update status and select one of the options. The orange bar at the top of the window will list any orders that aren’t applicable.

Note: Multiple reference numbers can be added to the Ref# field and will apply to all of the selected orders.

Printing sales orders in bulk

1. Select sales orders, then click Print.
2. Select the document type. 
3. You’ll see a list of sales orders you’re printing documents for, then click Print sales orders.
4. Print the document with your browser’s printing screen. If you want to save the document, select Save as PDF to save the file to your computer

Emailing sales orders in bulk

1. Select sales orders, then click Email.
2. Select the document you want to send.
3. If needed, make changes to the Reply to field.
4. Select the toggle Send me a copy to have a copy of the email sent to you.
5. The email subject and message are prefilled with the information from the set email template. These fields can’t be edited when bulk emailing. To make changes to the email template, select Edit email template.
6. Below the email message is a list of the recipients. If needed, fill out any of the email fields.
7. Click Send when done. 

Assign sales orders to team members in bulk

1. Select orders, then click Assign to. 
2. Select a team member from the drop-down menu. 
3. Review the orders, then click Confirm. 

Error assigning sales orders

If you get the error message That action can't be applied to these records, check the team member’s permissions to ensure they have full access to the sales orders or the location of the sales order.

Updating sales order custom fields in bulk

1. Select orders, then click on Update custom field.
2. Available custom fields will listed for you to edit. Fill out the field, then click Update.

Canceling sales orders in bulk

1. Select orders, then select Cancel orders.
2. Review the orders listed, then click on Cancel orders.

Did you cancel an order by mistake?

If you canceled the wrong order, you can learn how to recover it from this guide.

Paying purchase orders in bulk

Up to 20 purchase orders can be selected to do a bulk action or make changes. See below for details. 

1. Select purchase orders, then click on Pay.
2. Fill out the payment information, then click Pay orders.

Note: Multiple reference numbers can be added to the Ref# field and will apply to all selected orders.

Printing purchase orders in bulk

1. Select purchase orders, then click Print.
2. Select the document type. 
3. You’ll see a list of purchase orders you’re printing documents for, then click Print purchase orders.
4. Print the document with your browser’s printing screen. If you want to save the document, select Save as PDF to save the file to your computer

Emailing purchase orders in bulk

1. Select the purchase orders, then click Email.
2. Select the document you want to send.
3. If needed, make changes to the Reply to field.
4. Select the toggle Send me a copy to have a copy of the email sent to you.
5. The email subject and message are prefilled with the information from the set email template. These fields can’t be edited when bulk emailing. To make changes to the email template, select Edit email template.
6. Below the email message is a list of the recipients. If needed, fill out any of the email fields.
7. Click Send when done. 

Assigning purchase orders in bulk

1. Select the purchase orders, then click Assign to. 
2. Select a team member from the drop-down menu. 
3. Review the orders, then click Confirm. 

Error assigning purchase orders

If you get the error message “That action can’t be applied to these records,” check the team member’s permissions to ensure they have full access to the purchase orders or the location of the purchase order.

Canceling purchase orders in bulk

1. Select purchase orders, then select Cancel orders.
2. Review the orders listed, then click on Cancel orders.

Did you cancel an order by mistake? 

If you canceled the wrong order, you can learn how to recover it from this guide. 

Customers & vendors

Printing customer/vendor statements

1. Select multiple customer/vendor records, and click Print > Vendor statement.
2. Next, choose a statement date range, review the selected vendors, and finally, click on Print statements.

Emailing customer/vendor statements

1. Select multiple customer/vendor records, and click Email > Vendor statement.
2. Next, choose a statement date range, and add an email message. (The email message is sent to all recipients.)  
3. Finally, review the selected customers/vendors and their email addresses. When done, click Send Customer/Vendor statements.

Updating custom fields in bulk

1. Select multiple customer/vendor records, then click on Update custom field.
2. Available custom fields will listed for you to edit. Fill out the field, then click Update.

Deactivating customers in bulk

1. Select multiple customer/vendor records, then select Deactivate.
2. Review the records listed, then click on Deactivate.

Stock transfers & adjustments

Printing stock transfers in bulk

1. Select up to 20 orders from the Stock transfer list, then click Print.
2. Review the orders that will be printed, then select Print Stock transfers. 

Emailing stock transfers in bulk

1. Select up to 20 orders from the Stock transfer list, then click Email.
2. Fill out the email form and review the stock transfers listed. To view the documents, select Preview document. 
3. Click Send Stock transfers when done.

Assigning stock transfers in bulk

1. Select multiple stock transfers, then click Assign to. 
2. Select a team member from the drop-down menu. 
3. Review the orders, then click Confirm.

Error assigning stock transfers

If you get the error message That action can't be applied to these records Check the team member permissions to ensure they have full access to the stock transfers feature or the location of the stock transfers.

Updating stock transfer statuses in bulk

1. Select multiple stock transfers, then click Update status.
2. Select Send transfer or Recieve transfer.
3. Review the orders, then click Confirm.

Canceling stock transfers in bulk

1. Select stock transfer, then select Cancel transfers.
2. Review the orders listed, then click on Cancel orders.

Canceled a transfer by mistake? 

If you canceled the wrong order, you can learn how to recover it from this guide. 

Printing stock adjustments in bulk

1. Select up to 20 orders from the stock adjustments, then click Print.
2. Review the orders that will be printed, then select Print stock adjustments.

Emailing stock adjustments in bulk

1. Select up to 20 orders from the stock adjustment list, then click Email.
2. Fill out the email form and review the stock adjustments listed. To view the documents, select Preview document. 
3. Click Send Stock adjustments when done.

Update stock adjustment reasons in bulk

1. Select up to 20 orders from the stock adjustment list, then click Update reason.
2. Select the reason from the drop-down menu. 
3. Review the stock adjustments listed, then click Confirm.

Canceling stock adjustments in bulk

1. Select stock transfer, then select Cancel adjustments.
2. Review the orders listed, then click on Cancel adjustments.

Canceled an adjustment by mistake? 

If you canceled the wrong order, you can learn how to recover it from this guide.

Manufacture orders

Printing manufacture orders in bulk

1. Select up to 20 manufacture orders, then click Print.
2. Select one of the documents in the drop-down menu. 
3. Review the orders, then click Print.

Emailing manufacture orders in bulk

1. Select multiple manufacture orders, then click Email.
2. Select a document from the drop-down menu.
3. Fill out the email form and review the listed manufacture orders. To view the documents, select Preview document. 
4. Click Send when done.

Assigning manufacture orders in bulk

1. Select multiple manufacture orders, then click Assign to. 
2. Select a team member from the drop-down menu. 
3. Review the orders, then click Confirm. 

Error assigning manufacture orders

If you get the error message That action can't be applied to these records, check the team member permissions to ensure they have full access to the manufacture orders or the location of the manufacture order.

Canceling manufacture orders in bulk

1. Select multiple manufacture orders, then select Cancel orders.
2. Review the orders listed, then click on Cancel orders.

Canceled a transfer by mistake? 

If you canceled the wrong order, you can learn how to recover it from this guide.

The post How to make bulk changes in inFlow appeared first on inFlow Inventory.