Review inFlow administrators & team members

To ensure your inFlow account remains secure and up to date with the appropriate users, we recommend reviewing the following:

• Verify the list of active inFlow administrators. These users should have the necessary permissions to manage team members, access key account information, and make system changes. 
• Review all existing administrators on your account. inFlow admins can assign or remove admin rights from other users. We recommend that senior-level staff be inFlow administrators.
• Remove users who no longer need access to inFlow. Take a look at the How to remove team members section of this article for complete details. 

When the inFlow Administrator leaves your team

• If your team has time to prepare for changes (such as a retirement or resignation notice), during the transition period, have the current inFlow admin create a new team member account to serve as the new admin, or grant an existing user inFlow admin rights.
  
• If the previous administrator was the only inFlow account holder and their email is no longer accessible, please contact the inFlow team so we can initiate the security protocol for admin changes.

Avoid replacing a team member’s email address with a new one, as this will alter historical data. Always remove inactive users and add new ones following the steps outlined in the link above.

Review notification & email settings

While in the transition period, the existing administrator should review their inFlow & email 

1. Disable any low-stock notifications. 
2. Confirm that the correct email is set in your inFlow profile settings. This is the email address to which low stock alerts or reply-to emails are addressed.

If this email address is set to a personal email address, and not a work email address, make the changes before leaving the team. You can follow this link to our help article for guidance on adjusting email settings.

Update billing information

1. Log in to inFlow using an administrator account.
2. Navigate to inFlow’s Account settings (Main Menu >Settings > Account > Manage Billing).
3. Review and update billing details, including name and contact information.

Have more questions?

Although staff changes can be challenging, please remember that the inFlow team is always here to provide support and guidance. Feel free to reach out to inFlow at any time with any questions or concerns you may have. 

The post Managing inFlow administrator and user accounts as staff evolves appeared first on inFlow Inventory.

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.

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-factor 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.

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!

4. When done, click on the Subscribe now button under the plan you’re interested in.
5. On the order summary screen, review the inFlow plan and the add-ons, then click Proceed To Checkout.
6. Enter your account details, then click Next.
7. Enter your billing address details, then click Next.
8. Enter your payment details.

Plans can be paid for by credit card, and customers in the US can pay with ACH debit payments.

9. Review the details on the Complete your order screen. If you need to make changes, click the Edit button.
10. When done, click Pay & subscribe.
11. 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. 

What else can I customize in inFlow?

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

Customizable inFlow features

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

Windows

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

Before you start

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

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

Other notable changes:

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

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

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

Converting emails and documents

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

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

You’re all set!

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

Accessing the Email Designer 

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

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

Email Designer template types

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

Default styling

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

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

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

When done, click Save & close.

Editing an email template

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

Button text

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

Using custom or Default styling 

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

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

Reset 

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

Subject line

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

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

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

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

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

Email body

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

When done, click Save & close. 

Customizing variables 

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

Capitalization  

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

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

Date formatting

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

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

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

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

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: This feature is only available on inFlow for Web. 

Products

Selecting multiple products in bulk

For product bulk actions, 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 multiple 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 using your browser’s print feature. 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 the 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 be 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.

Multiple reference numbers can be added to the Ref# field and will apply to all of the 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 using your browser’s print feature. 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 purchase order’s location.

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 actions in inFlow appeared first on inFlow Inventory.

If you’re the main administrator for an inFlow account, you’re eligible for the inFlow Rewards program! Your Customer Success Manager (CSM) will be in touch to guide you through the program, keep you motivated, and help you enjoy your rewards.

What’s the gist of inFlow rewards?

The more you use inFlow, the faster you’ll manage your orders and inventory and the more rewards you’ll earn. This reward program is here to celebrate the work you’ve put into getting organized. 

As you use inFlow, you’ll naturally complete tasks that contribute to your overall success. These tasks could range from completing onboarding and joining webinars to just signing in!

Every task you complete brings you one step closer to unlocking great rewards.

About the rewards

We’ve partnered with BHN (formerly Rybbon) to curate a range of gift cards to your favorite shops, entertainment services, and restaurants. And you’ll be able to claim a gift card in virtually any country around the world. 

At higher tiers, you’ll also become eligible for great discounts on inFlow and inFlow services. 

Where can you find your rewards?

You don’t have to look for the rewards because your CSM will email you about them directly.

You’ll get quarterly updates on your achievements, keeping you informed about your progress and delivering your rewards! And every business that passes our first tier will receive a reward on their inFlow Anniversary (the day your paid subscription started).

The post What is inFlow Rewards? appeared first on inFlow Inventory.

Please note: This feature is only available for businesses located in the USA and Canada.

Setup

Here’s a one-minute overview of how inFlow Pay could help your business.

We’ve partnered up with Worldline (previously Bambora) payment processing to make things easy for you. Take a look below for all the details.

At the moment, this feature is only available for inFlow accounts that have their businesses legally registered in the United States and Canada.

We do apologize for the inconvenience. If you use another currency, please let us know. We’ll be sure to record that feedback for future consideration.

Creating your Worldline account

As mentioned, this feature is only available in USD and CAD for businesses registered physically in the United States or Canada. For this feature, the currency your bank account typically uses should be what you select when you’re setting up inFlow Pay. From these two currencies, inFlow Pay will accept payments from Visa, Mastercard, and American Express (AMEX)*.

*If you’re a Canadian based company that uses USD, only Visa and Mastercard is available.

This doesn’t mean customers outside of the United States and Canada aren’t able to purchase from you. If a customer in another region pays you with inFlow Pay, then their credit card will be charged in the currency you’ve set your Worldline account to, and their credit card company will calculate the exchange rate.

Worldline account setup

1. Go to app.inflowinventory.com/options/orders.
2. Click on inFlow Pay.
3. Select the country you’re based in, then click Set up.

4. You’ll be redirected to Worldline’s website for you to create your Worldline account based on the country that you’re located in. If you’ve selected the wrong country by accident, please start again from Step 1
5. On the account creation page, simply fill out your full name and your email address. Then click Create account.
 

Once you’ve finished registering for a Worldline account, your Worldline rep will email you within 1-2 business days. They’ll also email the inFlow Community and Support team so that we know you’ve set up payment processing on your inFlow account.

If there is any trouble creating your account, Worldline will email you and CC the inFlow team so we can work together to get your account active.

During the signup process, you’ll need to fill out personal information such as a social security number / social insurance number. This is part of Worldline’s “Know your customer” policy (KYC) to help fight against fraud and money laundering. For more on this take a look here.

1. Once your account has been set up, go back to inFlow.
2. You’ll now see an Edit settings button instead of the previous Set up button. This is where you can turn off the inFlow Pay option on your emailed orders in inFlow.

This setting won’t turn off inFlow Pay for the Online Showroom. You can learn how to change the Showroom inFlow pay settings from here.

Going live with Worldline (US customers only)

For US customers, Worldline connects new accounts to a test mode where credit cards cannot be processed. To proceed, check your emails and inform Worldline when you are ready to go live.

Accept payments from emailed invoices

Once inFlow Pay is set up, you can email your customers invoices, which will include a payment option so they can pay you immediately!

The option to allow customers to pay through your emailed invoices will be automatically enabled as soon as your account has inFlow Pay.

If at any time you wish to disable inFlow Pay from your invoices:

1. Got to https://app.inflowinventory.com/options/orders. 
2. Click the Edit settings button. 
3. Toggle the Allow payment for orders sent over email setting.

Emailing invoices from inFlow Inventory for Windows

When you send an invoice from inFlow Inventory for Windows, a link will be included in your email (along with the invoice attachment) for your customers to pay for the order.

Invoices sent from inFlow Inventory for Web and Mobile will include a Make Payment button at the top right-hand corner of the invoice. Only invoices with an outstanding balance will have the Make Payments button available. 

How to accept payments with the Online Showroom

Customers who order from your Online Showroom can now make payments as soon as they place an order. To accept payments from Showroom orders:

1. Log in to the Showroom settings (Main menu> Options > Showroom).
2. Under “Checkout,” click the “Edit checkout settings” button.
3. For customers to place orders from your showroom, toggle on ‘Enable’ if it is not already activated.

4. Next to Payments, toggle on Accept to enable inFlow Pay for the Online Showroom. 
5. The “Only require payment from customers whose Payment Terms settings are due immediately” is an option you can turn on to exclude any customer that has a payment term set on their inFlow customer record (for example, paying net 30/30 days due). With this setting active, only customers who have the ‘0 Days due’ setting have the option to make an immediate payment. For more information on payment terms, please refer to this link.

6. Edit and review the Checkout message and Post-order message, then click Save when done.

If checkout is enabled, but you’ve toggled off Accept to use inFlow Pay to receive payments, your customers can place an order without seeing the payment options. This will allow your orders to be sent to inFlow for you to fulfill and accept payment outside of inFlow Inventory.

Viewing orders paid with inFlow Pay

When orders have been paid with inFlow Pay, you can view the payment details by looking at the Payment Methods screen of your sales orders.

inFlow for Web & Windows

1. Open an order paid via inFlow Pay.
2. Click on the Paid link at the bottom right side of the order.
3. You will notice that the payment from your customer is listed.

inFlow Inventory for Mobile 

1. Open a sales order. 
2. Scroll down to Total. Then tap on History.
3. You will now see the payment. 

When viewing the payment made with inFlow Pay, you’ll notice that most of the details are greyed out and unavailable for editing. This is not a mistake – transactions shouldn’t be modified since funds have already been processed for your sales orders. If you’d like to make any changes to the payment, such as requesting a refund, you’ll first need to log in to your Worldline account to make the changes there. Once done, record the changes you made in Worldline onto the related inFlow order.

Using Worldline

How to find inFlow orders in Worldline

If you’d like to review your orders in Worldline, please see the steps below.

1. Go to the Worldline online portal. 
2. Click on Reporting/analysis > Transaction search.
3. You can search for orders within a specific date range or find specific orders using the Search Criteria.
4. To locate a specific order from inFlow, use the Ref# from the Order Payment Methods screen. Use that number in the Transaction ID field.
5. Next, click Search.
6. Your results will show in the Transactions table, which loads below the search criteria fields.

I want to process a refund or make changes to an inFlow Pay payment

Sales orders that require changes, such as refunds, must be made directly on the Worldline and payment processing website. Unfortunately, changes made in Worldline don’t sync back to inFlow. Therefore, please ensure that you edit the sales order in inFlow immediately after making changes in Worldline. 

1. Go to your Worldline account.
2. Click on Reporting/analysis > Transaction search.
3. Enter the Ref# from the Sales Order Payment Method screen into the Transaction ID search fields to find a specific order.
4. Click Search. 
5. When the order you’re looking for is listed, click on it from the table below. 
6. Click the Return Transaction button, then enter the amount you’re returning to the customer, and then click Process.  
7. Once you’ve made your changes in Worldline, open inFlow and duplicate these changes to the related sales order.

When should I void a transaction?

When your customer pays an invoice with inFlow Pay, there is a 24-hour delay between when the credit card is charged and when the payment is processed. If your customer contacts you within 24 hours of making a payment, you can void the transaction, which will cancel this order in Worldline. Once that’s done, open inFlow and cancel that order to match inFlow with your Worldline changes.

FAQ

Who is Worldline?

Worldline is our payment processing partner, which will handle the funds between your customers and make the deposits to your company’s bank account. 

Why do I have to go through Worldline to use inFlow Pay?

Unfortunately, inFlow is not legally permitted to accept funds and deposit payments directly into your company’s bank account. We use Worldline’s payment processing services to provide this feature.

What will this cost?

Monthly fees

What is PCI compliance?

PCI compliance occurs when merchants and payment processors meet the requirements of the Payment Card Industry Data Security Standard (PCI DSS). 

This means higher security for processing and transmitting credit card data. To learn more, take a look at this guide from Worldline. 

What are the Order Rates?

How long until I receive payments to my bank account?

Worldline will typically submit the payment within three business days. Deposits will be in lump sums and not paid out per individual transaction.

What happens to my personal information when I sign up with Worldline?

When signing up, Worldline will require you to fill out information that is legally required for them to offer their services. For full details on how your information is kept, refer to Worldline’s privacy policy.

When signing up for a Worldline account, you’ll be asked for personal information in order to register. This is part of their “Know your customer” policy to prevent money laundering. For more on this, please take a look here.

What does my customer see when I email an invoice?

inFlow Inventory for Web & Mobile

When your customer opens an email from inFlow Inventory for Web or Mobile, the email will have a View Invoice button for them to see the invoice details. When they click on that, they will see the invoice with a Make Payment button available.

inFlow Inventory for Windows

When you send an invoice from inFlow Inventory for Windows, your customer will see the inFlow Pay link, along with an attachment of their invoice.

Is there a transaction limit?

During the application process, Worldline will review your company information. In this review, a transaction limit for how much you can accept per transaction will be set from Worldline.

What if my customer has a different currency set on their inFlow customer record?

If the currency set on your customer record isn’t USD or CAD, the Make payment option won’t be available when they’re emailed invoices from inFlow.   

Can my customer make a partial payment on their order through inFlow Pay?

No, at this time, we do not support partial payments. Your customer will be required to make a full payment on the order.

What if my international customer wants to pay with inFlow Pay?

If your customer would still like to pay you in either USD or CAD, as a workaround, you can set their customer record currency setting to match the funds that your Worldline account accepts. See below for how you can change the currency on your customer records 

Changing customer currency

inFlow Inventory for Web

1. Click on Main Menu > Customer list. 
2. Under Purchasing Info, change the currency setting in the Pricing / Currency drop-down menu. 

If you’d like to add a new pricing scheme/currency to this list, go to: 

1. Go to inFlow’s Pricing schemes settings (Main Menu > Options > Orders.)
2. Click on Pricing schemes.
3. Click on the +Add new pricing scheme button to add a new entry. 
4. To add this new pricing scheme, follow the steps above. 

inFlow Inventory for Windows

1. Go to Main Menu > Sales > Customer List.
2. Double-click on a customer from this list. 
3. Under Purchasing Info, change the currency setting in the Pricing / Currency drop-down menu. 
4. If needed, you can also add a new pricing scheme/currency by clicking Add New Pricing Scheme at the bottom of the drop-down menu.

The post inFlow Pay: Accepting payments in inFlow appeared first on inFlow Inventory.

If you’re searching for a detailed guide to help you get started, you can find it here.

“How do you want to start?” options

After switching from the sample company data, you have four options on how to continue using inFlow: 

1. Empty (add data to inFlow later).
2. Import data (use CSV files to import data). 
3. Shopify (pull products and orders from your Shopify store to inFlow).
4. WooCommerce (pull products and orders from your WooCommerce store to inFlow).

If you’re not sure which to choose, we have a few recommendations that can help you decide.

Use the shortcuts below to view more details on each option. 

1. Empty 
2. Import data
3. Shopify 
4. WooCommerce 

Start with the Empty database option

Choosing the empty database option is best if you want to customize your settings before adding any data. 

To get started, click on Empty on the How do you want to start screen then click Continue. 

As mentioned, choosing Empty is best for customizing inFlow for your company first. This means adding company information, locations, costing methods, and pricing schemes (special pricing). See the links below for related helpful guides.

• Setting up company details
• Setting up locations
• Setting up your costing method
• Setting up pricing schemes
• Creating products in inFlow

If you have any questions, feel free to reach out to the inFlow team.

Start by importing data (CSV) 

If you’ve been using spreadsheets, or you’re coming from another inventory solution, then importing is a great way to get started with inFlow.

Spreadsheet programs can save a CSV file, and inFlow will be able to import that data. When coming from another solution, look for an option to export to CSV.

Every system reads CSV files differently. The first thing you’ll want to do is edit your CSV file in a way that inFlow can understand. You can find out more on how to edit a CSV template for inFlow from this importing to inFlow guide.

If your import file is ready you can click on the Import data button, then click Continue. 

Starting with Shopify

If you have a Shopify store with all your products there, you can choose to connect to inFlow to get set up.  Connecting inFlow to Shopify you have the option of making a copy of those products in inFlow.

To get started, click on the Shopify logo on the How do you want to start screen then click Continue. 

From here, you’ll be redirected to the Shopify integration settings. We have a complete guide with details of every step of the integration setup. 

What product details can inFlow pull from Shopify?

• Product name
• Images
• SKU
• Barcode
• Stock levels
• Pricing (pricing & compare at price)
• Cost
  

Starting with WooCommerce

If you have a WooCommerce store with all your products there, you can choose to connect to inFlow to get set up. Connecting inFlow to WooCommerce you have the option of making a copy of those products in inFlow. 

To get started, click on the WooCommerce logo on the How do you want to start screen then click Continue. 

From here, you’ll be redirected to the WooCommerce integration settings. We have a complete guide with details of every step of the integration setup.

What product details can inFlow pull from WooCommerce?

• Product name
• SKU
• Stock levels
• Images
• Weight
• Dimensions 
• Pricing (regular & sales price)
  

The post Starting a new inFlow Inventory database appeared first on inFlow Inventory.