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.

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.

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.

Setting the vendor currency settings

You can set up a default currency in inFlow 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). It’s helpful so that you don’t have to change it each time!

To set the currency on the purchase order

1. Click into the Currency drop-down (in the bottom left-hand corner of your screen).
2. Choose the correct currency from the drop-down menu. 
3. inFlow will show the daily conversion rate of the chosen currency, sourced from Open Exchange Rates.
4. Save the purchase order when done. 

How can I track exchange rates on Purchase orders?

If your team uses multiple currencies when purchasing, inFlow will pull the latest exchange rates on your purchase orders automatically when a different currency is selected.

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

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

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

Refreshing the exchange rate won’t change the prices or balance on the purchase order in the selected currency. The exchange rate updates are shown on the Purchase order profit report.

How can I set the exchange rate on the order manually?

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

How can I add custom exchange rates to inFlow?

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

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

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

Windows

Setting the vendor currency settings

You can set up a default currency in inFlow Inventory 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). It’s helpful so that you don’t have to change it each time!

The easiest way to manage this, however, is to change the currency during your purchase order and save it back to the vendor record.

Setting the currency & exchange rate on the purchase order

1. Click into the Currency drop-down (in the bottom left-hand corner of your screen).
2. Choose the correct currency from the drop-down, then press the tab button on your keyboard.
3. inFlow will show the daily conversion rate of the chosen currency, sourced from Open Exchange Rates.

Team members with purchase order editing access can select the black save icon to save this currency preference for the vendor record.

How can I set the exchange rate on the order manually?

If you want to manually set the exchange rate, simply click on the exchange rate field and enter the new rate.

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

On inFlow Inventory for Windows, there isn’t an option for refreshing exchange rates. However, you can work around this by changing the currency on the PO to get the latest rate.

1. Set the currency on the purchase order back to your home currency, then save the order. 
2. Go back to the currency drop-down menu and select the other currency. This will display the latest rate that inFlow has pulled from Open Exchange Rates. 
3. Save the purchase order. 

How can I add custom exchange rates to inFlow?

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

1. Go to Main Menu>Options>Settings>Set currency settings to redirect you to the currency settings on inFlow Inventory for Web.
2. Click on Add custom exchange rate. 
3. Select a currency from the list, then click Next.
4. Type in the exchange rate, then click Save when done.

The post How to pay vendors in a different currency appeared first on inFlow Inventory.

Web

Creating new vendors

1. From the Homepage, go to Main Menu > New Vendor.
2. Fill out the Vendor name, then click Create. 
3. You’ll be directed to the newly made vendor record.
4. Click Save when done.

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

Error creating a new vendor

If you see the error “This vendor name is already in use,” it’s likely that this customer already exists. 
inFlow doesn’t allow you to have more than one customer with the same name. To fix this, you can reactivate the vendor record.

Vendor Summary 

Vendor details

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

Your vendor financial status, including your balance and credits, is displayed to the right of the profile. These fields update automatically with changes to purchase orders.

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

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

How are balance, credit, and due amounts calculated?

You may have noticed that these amounts aren’t able to be edited. Look below to understand how inFlow calculates these figures.

Vendor record action bar

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

Overview tab

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

Addresses

You can add vendor addresses in this section. To add new addresses, click Add new. You can set the address type and set a default address.

Preferences

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

• Carrier
• Lead time

Purchasing Info

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

• Payment terms
• Discount
• Currency (pricing scheme)
• Payment method
• Taxing scheme
• Price includes taxes

Remarks

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

Vendor product tab

The vendor product tab is where you can see a list of all the products you’ve purchased from the vendor. If products are missing, you can select them by clicking Add products. 

Order history tab

This tab lists the last 100 purchase orders made to the vendor, listed from newest to oldest. 

If you’d like a full list, take a look at the Purchase order details report and filter by the vendor name. 

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

Payment history tab

As a business owner, it’s crucial to maintain sufficient inventory by staying on top of purchase orders from vendors/suppliers. 

The payment history tab is where you can track the last 100 transactions with your vendor. If there are more than 100 entries, you can view the Vendor Payment Details report for a complete list of your vendor payments.

Unpaid amounts 

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

Payment history table

The transaction table displays payments and outstanding purchase orders from your vendor, limited to the most recent 100.

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

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

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

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

Vendor list view

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

1. Click on the Vendor list from the inFlow Homepage to view all the vendors in inFlow. (Or you can click on Main Menu>Vendor list when navigating from other inFlow screens.)
2. To narrow down the customer list, select All filters, and add a checkmark next to a filter you want to search by.
3. The chosen filter will be added to the vendor list menu, where you can enter what you’d like to search for. 
4. To make changes to the vendor table, click on the Customize headers button. You can rearrange, add, or remove fields on the fields listed.

Windows

Creating new vendors

To start, head over to Main Menu > Purchasing > New Vendor to input your vendor details.

Name and Contact

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

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

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

The remaining fields, Balance and Credit, cannot be adjusted and are a result of calculations of the order history with the vendor and any issued credits to you.

Address

In the address section, you can enter your vendor’s business address. Click the empty box below where it says Business address and fill in the info.

Purchasing Info (optional)

This section covers any default settings you want to automatically use in a sales order for the specific vendor. This is useful so you don’t have to manually change payment / taxing info per vendor, especially if they always use a specific one. In the example above, your vendor has given you 60 days to pay for any order that they’ve invoiced you on, and everything is also automatically set to Canadian dollar pricing.

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

What else can I do from the vendor screen?

Asides from storing useful information, there are other things you can do on this screen as well! You can:

• change or add multiple receiving addresses
• pay off several orders to the vendor with one batch payment
• print/email a vendor statement showing balances/payments due

Mobile

Creating new vendors

Open the inFlow app on your Android or Apple device.

1. At the top left-hand corner tap the Main Menu button (3 horizontal lines).
2. Tap on Vendors. 
3. On the next screen, tap the plus sign at the top right corner of the screen to add a new vendor.
4. Of all the fields on the screen, the Vendor Name at the top is the only one required for you to enter to save a vendor to inFlow. 
5. Enter the name of your vendor along with any other information you want to fill out. When done, click SAVE at the top right corner of the screen.

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

Web

Creating a purchase quote

1. Go to Main Menu > Purchasing > New purchase quote. Or from the Homepage, click New purchase quote under Purchase Orders.
2. Fill in the Vendor info and any appropriate details.
3. Select/scan the items that you want a quote for.
4. Click the Save button when you are done.

Once you’re ready to create a purchase order from this quote, click the Convert to Order button at the top of the screen.

Creating a purchase order without converting the quote

Converting a quote to an order will remove the original quote entirely. If you want to keep a copy of the quote see below.

1. Click the Copy quote button at the top of the screen.
2. Save the copied quote.
3. Select Convert to order to convert the copied quote into an order.

To send your vendor a Request for quote

1. Click the Print or Email button at the top of the purchase order.
2. In the drop-down menu, click on Request for Quote.
3. Click the Print or Email button, then close the tab when done.

How to convert an existing purchase order into a purchase quote

Need to convert it back to a purchase quote? No problem! Just click the More button at the top of the order, then click the Convert to Quote button.

Converting an order to a quote will remove the original order entirely. If you want to keep a copy of the order, click the Copy button at the top, then click Copy Purchase Order. Convert the copied order into a quote, and your original purchase order will remain.

Windows

Creating a purchase quote

1. Go to Main Menu > Purchasing > Purchase Quote.
2. Fill in the vendor info and any appropriate details.
3. Select/scan the items that you want a quote on.
4. Click the Save button when you are done.

Once you’re ready to purchase from this vendor, simply click the Convert to Order button at the bottom of the screen.

Creating a purchase order without converting the quote

Converting a quote to an order will remove the original quote entirely. If you want to keep a copy of the quote see below.

1. Click the Copy button at the top of the screen.
2. Select Copy Purchase Quote.
3. Convert the copied quote into an order, and your original quote will remain.

To send your vendor a Request for Quote

1. Click the Print or Email button at the top of the purchase order.
2. On the left, you’ll have the option to print the Purchase Quote or the Request for Quote.
3. Click on Request for Quote, then click the Print or Email button.

How to convert an existing purchase order into a purchase quote 

If you’d like to convert a purchase order to a quote, click Copy at the top of the purchase order and select Convert Order to Quote.

Converting an order to a quote will remove the original order entirely. If you want to keep a copy of the order, click the Copy button at the top, then click Copy Purchase Order. Convert the copied order into a quote, and your original purchase order will remain.

Mobile

Creating a purchase quote

1. From the homepage, tap the + button beside Purchasing and select New purchase quote. You can also create a quote from the purchase order list view. Tap the Main menu > Purchase orders and tap the ellipsis button at the top to create a purchase quote. 
2. Select/scan the items that you are quoting this customer.
3. Tap on Add product or Scan product to add products you want a quote for to the order.

Once you’re ready to create a purchase from this quote, simply click the Convert to Order button at the bottom right, and you’re done!

Converting a quote to an order will remove the original quote entirely. 

How to convert an existing purchase order into a purchase quote 

Need to convert it back to a purchase quote? No problem! Just tap the Actions button at the bottom left of the order, then tap the Convert to Quote button.

Converting an order to a quote will remove the original order entirely. 

The post How do I create a purchase quote? appeared first on inFlow Inventory.

Does your team have members who double-check or approve purchase orders? Setting approval rights can be helpful so that you can control costs or set purchasing limits for your team members to approve larger purchase orders.

With this feature enabled, Purchase Orders (POs) must be approved before being printed, emailed, received, or paid. 

Here’s a two-minute video to show what Approvals look like in action:

For a complete guide on how your team can use PO approvals in inFlow, check out our webinar:

How to turn on approvals

1. Log in to your account at app.inflowinventory.com (Note: Only administrators have access to this feature.)
2. Once logged in, go to Main Menu > Options > Account.
   (If using the Windows program, please go to Main Menu > Options > Account/Team, which will open a browser window where you can find these settings).
3. Under the Team members section, click on the Approvers tab.

4. Click the button Set approval rights.
5. On the modal window that opens, toggle the Purchase orders require approval button.
6. Click Save.

How to set approvers/approval limits

Approval limits allow you to set a maximum amount that your team members can approve. This number represents the highest subtotal that you would like this team member to be able to approve.

1. Log in to your account at app.inflowinventory.com.
   Note: Only administrators have access to this feature.
2. Once logged in, go to Main Menu > Options > Account.
3. Under the Team members section, click on the Approvers tab.
4. Click the button Edit approvers.
5. On the modal window that opens, toggle the button under Can approve for the user you’d like to give approval rights to.
6. To set an approval limit, click the text beside the user that says Set approval limit.

7. Enter the amount you would like this user to be able to approve up to.
8. Click Save.

If you’re an approver

Team members with approval access will be able to approve POs up to their approval limit if one has been set. They can create and modify unapproved POs. They can also modify approved POs (except for the Vendor, Purchase tab (i.e. item, description, quantity, unit price), Taxing Scheme, Pricing / Currency, Terms). The majority of other fields of the Purchase Order can still be modified, such as contact, phone, carrier, freight, etc., as these may change after an order has been approved already. 

If you’d like to make any major changes to the order, like canceling, reverting to a previous version, or changing the Vendor, Purchase tab, or pricing, you must click Edit. This will confirm you as the new approver. This provides a layer of accountability as any major changes to the order would normally require a request for approval again, so instead it will mark you as the new approver.

Once an order has been approved, as an approver, you may print/email, copy the PO to an unapproved PO, or create a sales order, as well as modify sticky notes and attachments.

If you are NOT an approver

Team members without approval access will be able to create purchase orders in the unapproved state and assign them to an approver. If an approver has ‘Assigned order or tasks’ notifications turned on, they will get an email notification. Team members with approval access can also modify existing unapproved POs.

As a member without approval rights, if you need to make any major changes to an already approved purchase order, like canceling, reverting versions, or changing the Vendor, Purchase tab, or pricing, you must unapprove the order first. This will allow you to make changes to the order, but will require the order to be approved again before being able to be fulfilled.

On any approved purchase order, team members without approval access can still print/email, copy the PO to an unapproved PO, or create a sales order, as well as modify sticky notes and attachments.

What happens to my existing Purchase Orders?

Once you enable the purchase order approval feature on your account, all existing POs will remain in the same status that they were before the feature was turned on (unfulfilled, started, fulfilled, etc.). inFlow will automatically approve all existing orders and will show “Approved by inFlow system.” Going forward, any new purchase orders will be subject to the approval process.

The post How to set up purchase order approvals appeared first on inFlow Inventory.

Web

Click below to jump to a specific section in this guide. 

• How to approve an order
• How to request approval of an order
• How to unapprove an order
• How to edit an approved purchase order if you have approval rights
• How to edit an approved purchase order if you do not have approval rights

Videos

Here’s a two-minute video to show what Approvals look like in action:

In this webinar, we’ll go over how to set up purchase order approvals and how it looks for both the approver and the non-approver.

How to approve an order

Note: You must be logged in with a team member account that has approval access to approve purchase orders.

1. Open the purchase order that requires approval.
2. Click the Approve button, found just below the total.

This will save the order as Approved and you may now continue work on the order as normal.

How to request approval of an order

1. If you do not have approval rights, create a new purchase order and hit save.
2. Click the Request approval button found just below the total.

3. A new window will open, listing all users with approval privileges. Select the one you would like to request approval from and click Assign.

This will update the Assigned to a section of the PO with the selected user. If the approver has ‘Assigned orders or tasks’ notifications turned on, they will get an email notification.

How to unapprove an order

1. Open the purchase order you would like to unapprove.
2. Click on the …More overflow menu at the top of the screen and select Unapprove order.

3. Click Proceed on the warning dialog box.

This will mark the PO as Unapproved and it will need to be approved before it can be fulfilled.

How to edit an approved Purchase Order

While editing an already approved Purchase Order should rarely happen, we all make mistakes. Below are the steps on how to edit an already approved Purchase Order.

How to edit an approved purchase order if you have approval rights

1. Open the Purchase Order you would like to edit.
2. Click the Edit button just below the product list.

3. Click the Edit button on the modal screen that pops up.
   NOTE: Editing an already approved purchase order will confirm you as the new approver. This provides a layer of accountability as any major changes to the order would normally require a request for approval again, so instead it will mark you as the new approver.
4. Make any changes needed and press Save.

How to edit an approved purchase order if you do not have approval rights

1. Open the Purchase Order you would like to edit.
2. Click the …More button at the top of the screen.
3. Click on Unapprove order in the drop-down menu.

4. Click Proceed on the modal screen that pops up.
5. Make any changes needed and press Save.

You will now be able to make changes to the Purchase Order, however once any changes are added, the PO will need to be approved again before it can be fulfilled.

Windows

Click below to jump to a specific section in this guide. 

• How to approve an order
• How to request approval of an order
• How to unapprove an order
• How to edit an approved purchase order if you have approval rights
• How to edit an approved purchase order if you do not have approval rights

Webinar

In this webinar, we’ll discuss how to set up purchase order approvals and how they look for both the approver and the non-approver.

How to approve an order

Note: You must be logged in with a team member account that has approval access to approve purchase orders.

1. Open the purchase order that requires approval.
2. Click the Approve button, found just below the Remarks field.

This will save the order as Approved and you may now continue work on the order as normal.

How to request approval of an order

1. If you do not have approval rights, create a new purchase order and hit save.
2. Click the Request approval button found just below the Remarks field.
3. A new window will open listing all users with approval privileges. Select the one you would like to request approval from and click OK.

This will update the Assigned to section of the PO with the selected user. If the approver has ‘Assigned orders or tasks’ notifications turned on, they will also get an email notification.

How to unapprove an order

1. Open the purchase order you would like to unapprove.
2. Click on the …More overflow menu at the top of the screen and select Unapprove order.

This will mark the PO as Unapproved and it will need to be approved before it can be fulfilled.

How to edit an approved Purchase Order

While editing an already approved Purchase Order should rarely happen, we all make mistakes. Below are the steps for editing an already approved Purchase Order.

How to edit an approved purchase order if you have approval rights

1. Open the Purchase Order you would like to edit.
2. Click the Edit button just below the product list.
3. Click the Edit button on the modal screen that pops up.

Note: Editing an already approved purchase order will confirm you as the new approver. This provides a layer of accountability as any major changes to the order would normally require a request for approval again, so instead it will mark you as the new approver.

4. Make any changes needed and press Save.

How to edit an approved purchase order if you do not have approval rights

1. Open the Purchase Order you would like to edit.
2. Click the …More button at the top of the screen.
3. Click on Unapprove Order in the drop-down menu.

4. Click Proceed on the modal screen that pops up.
5. Make any changes needed and press Save.

You will now be able to make changes to the Purchase Order, however once any changes are added, the PO will need to be approved again before it can be fulfilled.

The post How to approve/request for approval/edit/unapprove an order appeared first on inFlow Inventory.

Web

Creating a purchase order

1. Click on the Main Menu, click on the Create button (plus icon), then Purchase Order.
2. On the next screen, select a vendor from the list, or click Start with new vendor.
3. Fill out order details fields as desired.
4. Below is the product table. Click on Add product. If using a barcode scanner, select Scan product.
5. Continue as necessary until you’ve selected all the products you want to buy from the vendor.
6. If your vendor will be shipping items to your business, toggle the Include shipping button at the top so that you will know where your vendor will be shipping the items. Once toggled, you’ll see additional fields like vendor order#, Payment terms, Freight, Carrier, and Due date.
7. Click Save when done.

Completing a purchase order

A purchase order is complete when the order has been fulfilled and paid. Take a look below for details.

Fulfilling a purchase order

If you’ve received all of the products on the order, click the Fulfill button on the Purchase tab. When done, click Save.

1. For partial fulfillment, click on the Receive tab.
2. Below select Add Products to select the products that have been received.
3. Repeat this step until all products have been received.
4. Click Save when done.

Paying a purchase order

When you’ve made a payment to your vendor, you can enter an amount into the Paid field or just click the Pay button.

Click the Paid button to open the Payment Details window, where you can enter more detailed information (e.g., payment method, multiple payments.)

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

What if I receive more products than I ordered? 

If you receive more products than you ordered, you can add a line item to the order to show what was sent. 

1. On the purchase order, click on the Receive tab.
2. Click Add products to select the extra products that were sent and enter the quantity. 
3. If you want to pay for them, keep the Unit price as is. If you want to receive them for free, enter 0 in the Unit price field. 
4. Go to the receive tab and select Auto-fill, and the purchase order will be marked as fulfilled.

Removing products from an order

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

What else can I do from the purchase order screen?

Now that you’ve created your purchase order, here are some extra details you can add or modify:

• receiving only part of the purchase order, leaving the rest for later
• returning any damaged items to your vendor
• purchasing serialized items
• add any non-vendor costs (duties, tariffs)
• set up your taxes through the order

Purchase order list view

You can take a look at all your open and in-progress purchase orders from this list. 

Order list view options

At the top of the screen, you can sort the orders by Open, Unpaid, or All. The default is set to Open to view all open purchase orders. 

Table filters

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

Customize headers

On each list view, you can customize the table below by selecting the Customize header button. Headings can be added, removed, and rearranged, as seen in the image below.

Sorting the purchase order table

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

What are the default purchase order list settings?

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

Windows

Create a purchase order

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

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

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

To complete a purchase order

• Click Fulfilled when your vendor has fulfilled the order to move the items into your inventory.
• Click Pay when you’ve paid your vendor; this will mark this order as paid.

What if I receive more products than I ordered? 

You can go to the receive tab to track the extra stock that your vendor sent. 

1. Click on the Receive tab. 
2. Click Auto-fill or add the product manually to the product table. 
3. Enter the quantity that was sent. 
4. You’ll see a pop-up saying You have received more products than were ordered. Select one of the following options: Pay for them, Receive free.
5. inFlow will add the additional quantity to another line. The unit price will be filled in based on the option you selected in the previous step. 
6. From here, the order will be marked as fulfilled.

Video tutorial

What else can I do from the purchase order screen?

Now that you’ve created your purchase order, here are some extra details you can add or modify:

• receiving only part of the purchase order, leaving the rest for later
• returning any damaged items to your vendor
• purchasing serialized items
• add any non-vendor costs (duties, tariffs)
• Set up your taxes through the order

Mobile

Create a purchase order

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

6. When the products arrive, you can tap the yellow Receive button.
7. Select the items you’re receiving from the order – if you didn’t receive the entire quantity of a product, you can partially fulfill it by tapping the ellipsis on the right. Tap the X on the top right to go back to the main purchase order screen, then Save on the top right to save your order.
• If you received all your items at the same time, you can simply tap the Fulfilled button on the bottom right, and then select Autofill. This will lead you back to the main purchase order screen.

Additional actions

Adding products by scanning their barcodes 

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

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

Editing products

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

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

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

Removing products

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

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

You can learn more about the inFlow Inventory Companion App from this guide.

The post How to create and complete a purchase order appeared first on inFlow Inventory.

Web

Emailing from an order

The Action bar at the top of sales orders and any other printable record contains an Email button. Clicking this will load a drop-down menu where you can select which document to email.

Select Edit email template to make changes to the email template. Take a look at this guide to learn more.

Available email fields

• Reply-to: The email address that replies to emails you send through inFlow will be sent to (not shown when using legacy email settings).
• To: The email address of your intended recipient. You may add multiple emails here by separating them with a comma.
• Cc: Click this to add a field where you can add other email addresses that will also receive the email by carbon copy.
• Bcc: Click this to add a field where you can add other email addresses that will also receive the email by blind carbon copy.
• Subject: The subject line of the email to be sent.
• Message: The body of the email to be sent.
• Attachment: The document will automatically be attached as a PDF file linked in the email (Microsoft Word custom documents can only be emailed from inFlow for Windows).

Customer information

The customer’s email address (from the Customer record) will automatically be filled out for Customer Statements and Sales documents, or a vendor’s email address for Vendor Statements or Purchase documents. If you change the “To” address, a save icon will appear next to the “To” field, allowing you to save the email address back to the Customer or Vendor record.

For other documents (such as those associated with a Manufacture Order, Stock Transfer, Stock Adjustment, or Count Sheet), clicking the save icon will remember this email address as the default recipient for the current inFlow user and that type of document.

Automatic Cc and Bcc

If you’ve saved emails into the Cc and Bcc fields, they will be automatically filled out.

Legacy email settings

Emails in inFlow Inventory for Web cannot be sent if your profile is using legacy email settings. For more information about our current and legacy email settings, please see this article.

Troubleshooting

If there’s an error sending an email, an error dialog window will be shown shortly afterward. If you’re having trouble getting emails to send, please take a look at our email troubleshooting guide.

Windows

Emailing from an order

The Action bar at the top of sales orders and any other printable record contains an Email button. Clicking this will bring up a preview window where you can select which document to email.

Available email fields

• Reply-To: The email address that replies to emails you send through inFlow will be sent to (not shown when using legacy email settings).
• Cc: Click this to add a field where you can add other email addresses that will also receive the email by carbon copy.
• Bcc: Click this to add a field where you can add other email addresses that will also receive the email by blind carbon copy.
• To: The email address of your intended recipient. You may add multiple emails here by separating them with a comma.
• Subject: The subject line of the email to be sent.
• Message: The body of the email to be sent.
• Attachment: The document will automatically be attached in PDF format (custom documents will be attached in Microsoft Word .doc or .docx format).

Customer information

The customer’s email address (from the Customer record) will automatically be filled out for Customer Statements and Sales documents, or a vendor’s email address for Vendor Statements or Purchase documents. If you change the “To” address, a save icon will appear next to the “To” field, allowing you to save the email address back to the Customer or Vendor record.

For other documents (such as those associated with a Manufacture (Work) Order, Stock Transfer, Stock Adjustment, or Count Sheet), clicking the save icon will remember this email address as the default recipient for the current inFlow user and that type of document.

Automatic Cc and Bcc

If you’ve saved email addresses into the Default Cc and Default Bcc fields, the cc and bcc fields will be automatically filled out.

Troubleshooting

If there’s an error sending an email, an error dialog window will be shown shortly afterward. If you’re having trouble getting emails to send, please take a look at our email troubleshooting guide.

Mobile

Emailing from an order

Emailing from the inFlow mobile app helps you get more done when on the go. See below for full steps on how to email from the mobile app.

1. Open or create a new sales order. 
2. Once the order is ready to send to your customer or vendor, tap the Actions button at the bottom of the screen. 
3. Tap Email order.
4. Tap Document type if you’d like to change which document you’d like to send. If you change the document type, the subject line will also change too. 
5. You also have the option of adding a Cc & Bcc to the email.
6. The To field is where you can add the email address of your customer or vendor. You can also add more than one email address here. 
7. At the bottom, you can type in a personalized message. 
8. When done, click Send at the top right-hand corner. 

And now your email has been sent! 

Just like sending an email from inFlow Inventory for Web, the recipient will be sent a link to the document that they can print or save as a .pdf file.

Available email fields

• Reply-To: The email address that replies to emails you send through inFlow will be sent to (not shown when using legacy email settings).
• Cc & Bcc: Toggle on the Cc and bcc, then add other email addresses that will also receive the email as a carbon copy.
• To: The email address of your intended recipient. You may add multiple emails here by separating them with a comma.
• Subject: The subject line of the email to be sent.
• Message: The body of the email to be sent.
• Attachment: The document will automatically be attached in PDF format that is linked in the email (custom documents can only be emailed from inFlow Inventory for Windows).

Sharing your sales order

You can email your order or share it from the inFlow Inventory mobile app with any of your phone contacts. See below for details.

1. First, tap on the Actions button.
2. Click on Share order.
3. Next, tap on which document you’d like to send from the options listed.
4. A list of contacts and apps will be listed for you to share your order with. Select one. Then your document will be shared with that contact!

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