InFlow User Manual
InFlow User Manual
InFlow User Manual
Getting Started with inFlow Inventory ......................... 4 Order History tab ........................................................ 51 Learning inFlow Inventory ........................................... 4 Setting up your Business Data .................................... 4 System Overview .......................................................... 5 User Interface Overview ............................................... 7 Typical screen in inflow ............................................... 9 inFlow Menu Button ................................................... 12 Dashboard .................................................................. 14 Help Overview ............................................................. 17 Keyboard Shortcuts18 Sample Database and Real Database ....................... 19 Support Services ........................................................ 19 Product Types ................................................... 52 Units of Measurement ....................................... 52
SETTINGS
Company Settings ...................................................... 20 References ......................................................... 25 Customizing Document Numbers .................... 26 Custom Fields ................................................... 27 Rename Fields ................................................... 28 Personal Preferences ................................................. 29
GENERAL USAGE
Import Data into inflow ............................................... 37 Export Data from inflow ............................................. 38 Backing Up and Restoring Data ................................ 39 Barcode Support ........................................................ 42 Using Sticky Notes ..................................................... 43 Using Detailed Entity Combo Boxes ......................... 43 Adding and Removing Rows From a Table .............. 44 Customizing Column Widths in Printed Documents 44
INVENTORY
Inventory Menu ........................................................... 46 Entering Product Information .................................... 47 Extra Info tab .............................................................. 50 Movement History tab (Stockable Products Only) ... 51
Product Costing ................................................ 53 Product Categories .................................................... 55 Adjusting Product Prices ........................................... 56 Important Quantities .................................................. 58 Current Stock ............................................................. 58 Stock Transaction History ......................................... 59 Adjust Stock ............................................................... 61 Count Stock ................................................................ 62 Transfer Stock ............................................................ 65 Reorder Stock ............................................................. 66 Work Order and Bill of Materials Overview ............... 67 Work Order Toolbar .......................................... 68 Work Order List ................................................. 69 Creating a Work Order ...................................... 70 Picking for Work Orders ................................... 72 Putting Away for Work Orders .......................... 73
PURCHASING
Purchasing Menu ..................................................... 104 Entering Vendor Information ................................... 105 Creating a Purchase Order ....................................... 109 Purchase Order Simple Workflow ................... 113 Purchasing Simple Workflow vs Advanced Workflow .......................................................... 113 Purchase Order Advanced Workflow Overview Purchase Order Advanced Workflow Order ....................................................... 116 Purchase Order Advanced Workflow Payment .................................................. 120 Purchase Order Advanced Workflow Receive ................................................... 118 Purchase Order Advanced Workflow Return ..................................................... 122 Purchase Order Advanced Workflow Unstock ................................................... 125
SALES
Sales Menu ................................................................. 75 Purchase Order List .................................................. 128 Entering Customer Information ................................. 76 Purchase Order Printed Documents ........................ 129 Sales Quotations ........................................................ 81 Creating a Sales Order ............................................... 81 Sales Simple Workflow vs Advanced Workflow ...................................................................................... 84 Reports Overview ...................................................... 130 Shipping Information ........................................ 84 Reports Tool Bar ....................................................... 133 Sales Order Simple Workflow ........................... 84 Report List ................................................................. 134 Sales Order Advanced Workflow Overview ..... 87 Sales Order Advanced Workflow Order 89 Sales Order Advanced Workflow Pick.. 91 Sales Order Advanced Workflow Pack. 93 Sales Order Advanced Workflow Ship . 94 Invoicing for Sales Orders ....................................................... 96 Handling Returns for Sales Orders ......... 98
REPORTS
MULTI-USER
How to Setup Multi-User Mode ................................. 138 Security and User Access ........................................ 137 Connecting inFlow over the Internet ........................ 138 Troubleshooting Multi-User Mode Connections ..... 141
LICENSING
Upgrading From Free to Regular or Premium Edition Restocking for Sales Orders ................. 100 .................................................................................... 144 Handling Out of Stock for Sales Orders 101 Regular/Premium Edition Licensing ........................ 146 Sales Order Printed Documents .............................. 102
Overview
Once you have entered your product information, you should enter in how much inventory you have in stock and where it is stored. The easiest way to do this would be by using the Adjust Stock function from the Inventory module. How to adjust stock You can then enter your Customer Information. How to enter customer information Alternatively, you can choose to add in customer information gradually as you take orders. You can also choose to enter Vendor Information now if you do a lot of purchasing from different vendors. How to enter vendor information Once you have familiarized yourself with the basics of inFlow by experimenting with sample data or browsing help articles, and you have entered your business data, youre all set to start using inFlow to improve your daily operations.
System Overview
inFlow Inventory is divided up into four main modules: Sales Sales Orders and Customer Information Purchasing Purchase Orders and Vendor Information Inventory Product Information, Stock Quantities, Stock Adjustments, etc. Reports Reports offered by inFlow to gather and share information
Overview
More Information on Purchasing
Sample reports that are available include: Sales by Product Summary what are my best-selling products? Customer Payment Report who still owes me money? Sales Order Operational Report what orders are waiting to be shipped out? Purchase Order Status how much stock am I expecting to receive from vendors? Inventory Summary how much of each product do I have in stock? and many more
The main menu button gives you access to all of inFlow inventorys features.
The navigation buttons let you jump back and forth through screens.
The new tab button allows you to open an additional screen so you can work on multiple aspects of your inventory at the same time
The Home page includes inFlows most popular features and provides quick access to different stages of your inventorys journey from purchase to sale. You can hover over any of the icons to see more options and clicking the icon itself will open a blank record for you to use
Lists are sorted by filters. Change the filter by clicking the drop down arrow. You also add or remove filters here too.
Clicking Refresh updates the list. Right clicking it will also clear all filters.
inFlow inFlow uses Listing Views to show you what products you have in inventory, what sales orders you have on the go etc. You can control what you see in the list using the Search section at the top.
Overview
1. Help
The Help button (blue question mark in the top right corner of your screen) helps you find answers to your questions using our articles, and community forum. It also allows you to switch to a sample database so you can test out features without making any changes to your own info To switch to the sample database simply: 1. Click the Help button. 2. Choose Switch to Sample Data When youre finished, switch back to your data by clicking the link on the homepage or simply: 1. Click the help button 2. Choose Switch back to Your Data.
2. Shortcuts
On the right panel there are few shortcut links to Dashboard, Reports, Settings and Upgrade.
You can use the search screen to locate items in the mini listing to the left while working within a specific record. You can also switch filters or add or remove filters by clicking on the existing search term and choosing add or remove from the dropdown.
You can sort the listing view by clicking the header at the top of the column you wish to sort by.
The toolbar shows up in a few places in the program and will look a little different depending on where you are. It lets you do important things like save the record youre working on or create a new one.
Overview
Tool Bar
The Toolbar at the top of the details panel contains buttons for working with the current entity: New Save Preview Creates a new entity of the same Type Saves the current entity Under this menu, you will find a list of documents available (incl. custom docs) and the option to Preview, Print or Export. You can export it as a PDF, Microsoft Excel or Microsoft Word file. Create a duplicate or similar copy of the current entity. Allows you to view old versions of this entity. You may wish to look at the old versions to see a history of changes or track down errors. The newest version will be shown at the top. Sticky Notes are a useful way of keeping internal notes on an entity and will not be shown in the printed documents.
Copy Versions
Sticky
Deactivate/Reactivate Entities can be deactivated so that they will be inactive and not shown in normal usage of inFlow. Entities cannot be deleted entirely, so you have a full record of previous entities.
Reactivate
To view Inactive entities, select the Show filter in the Listing Panel. Now select Inactive from the drop-down box. An inactive entity can then be re-activated by clicking the Reactivate button on the right. You can add file attachments to most entities. To do this, click the Attachment icon in the toolbar. This will bring up a dialog where you can add new attachments or delete existing ones.
Attachments
1. Close Button
The Close button near the top right of the Details Panel allows you to close the current entity when you are finished with it.
3. Status Bar
The status bar shows the status of the current action taken on the current page on the left and the current user on the right. 9
Overview
inFlow Menu Button
Click the inFlow Menu Button to see a full list of functions available in inFlow. It has six main sub menus: General, Sales, Purchasing, Inventory, Reports and Settings.
General
Click General menu to go to Homepage from any other page. The General menu contains the following menu items:
Sales
The Sales menu gives you quick links to various aspects of inFlow related to taking and processing customer orders or customer information. It contains the following menu items:
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Overview
Purchasing
The Purchasing homepage gives you quick links to various aspects of inFlow related to placing purchase orders to your vendors, receiving shipments or vendor information. Purchase menu contains the following menu items:
Inventory
The Inventory menu gives you quick links to various aspects of inFlow related to your product list, prices, current inventory levels or inventory management tasks. Inventory menu contains the following menu items:
Reports
inFlow Inventory has a variety of reports for gathering, printing out and sharing info about sales trends, payment, inventory levels or other aspects of your business. Reports menu contains the following menu items:
Settings
The Settings menu gives you quick links to manage Company as well as Personal Settings of inFlow. It contains the following menu items:
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Overview Dashboard
You can use Dashboard to get an overview of your businesss progress, which your most important customers are or data on product sales trends etc. To access Dashboard, click the inFlow menu button, go to General and click Dashboard.
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Overview
Timeline
You can see a graph of how your business has been doing over time. Lines You can select the type of data you want to see in the graph from the drop-down box.
Date You can select the date range for the data in the graph from the drop-down box.
Group By You can choose the Group By options for your data i.e. to show each point as a day, week, month, quarter or year.
Zoom in/ Zoom out You can use these buttons to zoom in or out of the graph. Graph format - You can choose to view the graph as a line graph, bar graph or pie graph from these buttons.
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Overview
Outstanding
Here you can see the actions that need your attention related to the entities like Sales Order, Purchase Order, Reorder, Work Orders and Count Sheets. Click on the detail link to view them in detail.
Top 5 Products
Here you see the most important products, customers, vendors etc. You can choose the entity from the drop-down box, select the date and show (top/ bottom) number (type any number, default is 5).
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Tooltips
By leaving your mouse cursor over a button or label for a second or two, inFlow will show you a short description of the highlighted item. You can also use this function to see totals converted into your home currency when dealing with a foreign currency sale or purchase order.
Help
You can bring up the Help menu by clicking the Help button at the top right. From the Help Menu, you can browse the help articles or search for content on a particular topic. It also displays quick links to the articles of the section in which you are currently working. For example if you are working in the Sales section, the Help Menu may have the following items: 1. inFlow Inventory Website This takes you to http://www.inflowinventory.com/. 2. Get Started This opens a page in the same window where you can watch online overview video, fill in the startup questionnaire and make use of other tips to help you start using inFlow.
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Overview
3. Switch to Sample Data This allows you to switch to a sample database and test out features without affecting your own data. 4. Search for Help (online) This searches our online Support Centre for articles that will help walk you through what you want to do. Cant find what youre looking for? It will also allow you to connect up with our staff and other users to find the answers you need.
To switch from the Sample Database to the Real Database Select Switch back to My Data from the Help menu or from the Home page. inFlow will restart with the real database.
Support Services
We can provide support for any aspect of using inFlow Inventory with your business.
Support Centre
By visiting our support centre youll be able to search our knowledge base as well as our forum for helpful answer to questions you have about the software! Whats more, if youre not able to find what youre looking for youll be given the opportunity to contact us for more help: http://www.inflowinventory.com/software-support.aspx
E-mail Support
If you have a questions which involved private information or are having trouble with the forum you can also e-mail our support staff for assistance directly at [email protected].
Live Chat
If you have a time sensitive question that you were unable to answer via the support centre then feel free to get in touch with us via our live chat. Please log into our live chat here: http://www.inflowinventory.com/software-contact-info.aspx anytime between 10am and 6pm EST (UTC/GMT -4 hours) Monday-Friday and we'd be happy to help!
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Open new top level tab Move to next top level tab (to the right) Move to previous top level tab (to the left)
Create a new record Save the current record Print/Preview/Export documents related to this (when in order) Create a copy of the current record (or order) Open versions window to review changes Deactivate the current record (when in product, vendor, customer record) Add an attachment
Ctrl + M
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Company Info
The information under Company Info contains basic information about your company that will be shown in printed documents and reports. All fields, including the logo, are optional. The company address entered here will be used as the default receiving address for Purchase Orders. The Misc. Info field can be used to keep any extra information that you want shown in the header of your printed documents and reports. For example, you can print a tax identification number (VAT #, GST #, etc.) for your business here. Or you could choose to show a company slogan here.
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Settings
Allow the user to enter in different UoM in Product Details in the Extra Info tab of Product information. Show different UoM when entering in Quantity in Sales Order or Purchase Order line items. Enable conversion from Sales/Purchasing UoM to Standard UoM .
Un-checking it will hide UoM everywhere and conversion will not be performed inFlow Inventory allows you to choose which type of units of measurement(Unit Type Length and Weight) you use for measuring the length and width of your cases and products. For length, you can choose to measure in Metric units (mm, cm or m) or Imperial units (inches or feet). You can also choose to measure the weight in Metric (g or kg) or Imperial (lbs or oz).
Setting Up Locations
The Edit Locations button allows you to add or remove locations from inFlow. Removing locations that have previously been saved does not actually delete the location, but instead deactivates it so that it wont be used in the future. Clicking the Show All checkbox allows you to view inactive locations and reactivate them. You can also click Edit Sublocations to modify the set of sublocations within each of your main locations. The list of sublocations is primarily as a reference of sublocations that have previously been used. Users may enter new sublocations not in the list of known sublocations.
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Settings
Setting up Receiving Addresses
The receiving addresses are the addresses at which your company commonly receives stock. These addresses are saved so that they can easily be chosen in Purchase Orders. The Company Address set up in Company Info is already included as a choice in Purchase Orders, so it is not necessary to add the Company Address separately as a Receiving Address. Receiving addresses have a name to describe their location. To edit an existing Receiving Address, double click the name of the address. Clicking Add lets you add a new receiving address, and highlighting an existing address and clicking Remove removes it.
Show Sublocation
The usage of sublocations is optional. You can choose to track inventory more precisely by using them or to keep things simpler by not using them. To use sublocations, check the Show Sublocation option.
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Settings
Currency Conversion
When dealing in multiple currencies, inFlow will need you to set up the conversion rate so that it can complete calculations while you use the program. For instance, if you are a company that works out of Canada but have customers in the US and Europe, youre going to want to send your customers invoices in their own currency. However in order to keep your books in order, youll have to know what youve been paid in your own currency. inFlow can do the conversion for you, if you tell it what the conversion rate is. This can be done directly from the sale itself or by clicking the Currency Conversion button as in the example shown here.
Pricing/Currency Schemes
Pricing Schemes are sets of prices that you charge your customers under different circumstances. For example, you might have one pricing scheme for Wholesale orders, another pricing scheme for Retail orders and a third pricing scheme for Employee purchases. Pricing schemes allow you to quickly choose the correct prices when taking an order. You can modify the pricing schemes you use by clicking the Edit Pricing Schemes button. This will bring up a dialog where you can modify the list. Removing pricing schemes that have previously been saved does not actually delete the pricing scheme, but instead deactivates it so that it wont be used in the future. If you add/remove/update Pricing Scheme, it will be reflected in the Pricing Scheme dropdown list whenever applicable (i.e. SO/PO, Product Details screen, report filter, etc.). Pricing schemes are currency specific so if you do deal in more than one currency you will need to set up similar pricing schemes for each currency that you deal in. Customers pricing schemes will also serve to set their default currency so if you have a customer who is in another country, setting their default pricing scheme will also set their default currency. If there is no scheme set sales orders will use your default company scheme (and thus your default company currency).
Taxing Schemes
The sales taxes that should be charged typically vary according to the location of the customer that youre shipping to. For example, foreign customers may be charged a different tax rate than your local customers, or they may be tax-exempt. This can be set up in inFlow by using different Taxing Schemes for different customers. If you set the Default Taxing Scheme, new SO/PO will always use this taxing scheme if no taxing scheme is specified for the customer/vendor. If you add/remove/update Taxing Scheme, it will be 21
Settings
reflected in the Taxing Scheme dropdown list whenever applicable (i.e. SO/PO, Product Details screen, report filter, etc.). You can set up the different Taxing Schemes by clicking the Edit Taxing Schemes button in Company Settings, under Pricing & Tax. For each taxing scheme, you should set: Name Primary Tax Name Primary Tax Rate Secondary Tax Name Secondary Tax Rate Add Secondary Tax on top of Primary A descriptive name assigned to this taxing scheme. The name of the primary tax to be printed on the invoice. e.g. Tax, GST etc. The rate of the primary tax, as a percentage. The name of the secondary tax to be printed on the invoice. Leave this blank if no secondary tax is charged. The rate of the secondary tax, as a percentage. Leave this as zero if no secondary tax is charged. Most commonly, secondary taxes are calculated as a percentage of the pre-tax base amount. Check this option if the secondary tax should instead be calculated as a percentage of the amount after applying the primary tax. This is sometimes known as a Piggyback Tax. Set this option on if tax should be calculated on top of the charges for freight. In most places, shipping costs are taxable, but this varies depending on local tax laws.
Tax On Shipping
Removing previously saved taxing schemes does not actually delete the taxing schemes, but instead deactivates them so that they wont be used in the future. Clicking the Show All checkbox allows you to view inactive taxing schemes and reactivate them.
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Settings
Product Tax Codes can be edited by clicking the Edit Product Tax Codes button in Company Settings under Pricing & Tax. For each Product Tax Code you should set: Name Code Primary Tax Applicable Secondary Tax Applicable A name describing the Product Tax Code A short tax code to describe this Product Tax Code on printed documents like invoices. Check this if the primary taxes should apply to these products. Check this if the secondary taxes should apply to these products.
Removing product tax codes that have previously been saved does not actually delete it, but instead deactivates it so that it wont be used in the future. Clicking the Show All button allows you to view inactive product tax codes and reactivate them. For most businesses, the default Taxable and Non-taxable Product Tax Codes will be sufficient. If however, you sell products in which only one tax is applicable (e.g. a PST exempt product in Ontario, Canada) you may add a Product Tax Code for this. You may also want to add different Product Tax Codes with different code values to explain why an item is tax-exempt.
References
inFlow Inventory keeps track of some of the values that you have previously typed in and provides the past choices as suggestions in the future. This makes entering data faster and more accurate. These lists of saved values are known as References. When a new value is entered into a Reference field, the value is automatically saved as a future suggestion. You can choose to edit these lists.
Settings
From the Company Settings dialog that will appear, click the References button. Click the button of the references list you wish to modify. Modify the references list from the dialog that will pop up.
Payment Methods
The Payment Methods references list is slightly different from the others in that it also keeps track of the Days Due. For example, the Net 30 Payment Terms specifies that payment should be due 30 days after the invoice. This will be used in calculating a suggested Payment Due Date for your invoices. The Days Due can also be changed from the Terms references list.
You can set the Prefix and Suffix for a document number type to set what you want to show before and after the main number. You can also set the Next Number here; future document numbers will be generated starting from this. You can also set the number of leading zeroes here. Document numbers need to be unique. For instance, you cant have two purchase orders both with Order # PO-000001. In addition, Sales Orders, Invoice w/o Order and Sales Quotes cannot share document numbers. Each document number has a maximum length of 16 characters and the Next Number cannot be a negative number.
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The custom fields that have been set up will then be visible in the main screen for the entity. You can set up to 3 custom fields for Sales Orders and Purchase Orders, and up to 10 for Products, Customers and Vendors. Check the Print checkboxes if you want these custom fields in Sales Order, Purchase Order and Work Orders to show up in the printed documents. You will also find that custom fields can be added as columns to your reports for further analysis.
To set up Custom Fields: 1. 2. 3. 4. 5. From the Settings menu, select General Settings. From the Company Settings dialog that will pop up, click the Custom Fields button. Select the tab of the entity you wish to create custom fields for. Enter the custom field name to be displayed and check the box next to it under Show. For Work Orders, Sales Orders, and Purchase Orders, also check the box next to it under Print if you want this custom field to be shown on your printed documents.
Your custom fields will then be visible to all users of inFlow in your company when they view the corresponding entity.
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Settings
Whats more, if you match the field name in your customer record to one in the corresponding sales order then any information in the custom field on that customers record will be copied to this field automatically. This is also true between Vendor and Purchase Order custom fields.
Rename Fields
You can customize the text shown on the screen and on printed documents. Right click the field you want to rename and you will see the Customize option. Select Customize and you will be taken to the Rename Fields under Company Settings.
Alternatively click the inFlow menu button, select Settings and then General Settings. This will open the Company Settings dialog box where you can select the Rename Fields tab. Default Text Custom Text Type This is the text shown on the screen and on printed documents Enter the new name here for this field. This is the type of the field. It could be Label or Message. Labels are the field names shown on the screen as well as on the printed documents. Messages are short bits of text shown to help the users as tool tips. 26
Settings
Click Save and Close to save the changes you have made. The screen will be immediately updated to show the changes. If you dont want to save the changes, click Cancel.
Personal Preferences
Personal Preferences are options that are applied just for the current user. In contrast, the options in Company Settings affect all users of the system. To access the Personal Preferences screen, select Personal Settings from the Settings menu through the inFlow menu button.
Security
You can modify your password here by typing in a new password and confirming it.
Preferences
You can set the Default Location from the drop-down box. A new Purchase Order/Sales Order/Work Order will use your default location instead.
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Settings
Display Language Settings
You also have the option here to set the Display Language from the drop-down box. Select a language from the drop-down list or click Add New Language if you would like to add a new language.
From this screen, you can add a new language or right click the selected language to delete it from the list. If you check the Allow Archon Systems to collect anonymous information for future improvement option, the system will save the required data in the background to facilitate saving your settings.
Importing Languages
inFlow allows the user to customize and create a language scheme of their own using the import/export functions. In order to export a template for changing labels simply choose Main MenuGeneralExport Data. Choose language as the type of data that youd like to export then save the language file to your computer. This file will be exported as a CSV file, which you can then edit using Microsoft Excel or any other program which will allow you to work with a CSV file and resave it. Once you are satisfied with the language entries you can import the language back into the program in the same manner. 1. Choose Main Menu GeneralImport Data and choose language as your type. 2. Click next and choose a language name to import. Select the <Add new Language..> and enter the name to create a new one. 3. Click save and close then choose the language name you just added from the updated drop down list and click next to import the language.
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General
The information found under the General section contains the company info that will be shown on the first page of your printed documents and will allow you to customize how it appears when printed. Within this window you can also set Per-page Footer, End-of-doc Footer for Sales, Purchasing, Inventory and Reports.
Templates
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Settings
You can change the Font / Size / Color for the printed text here. The changes will be registered and will update any newly printed Sales Order /Purchase Order /Work Order / Count Sheet etc. InFlow now allows users to choose from three different style sets for their invoices.
Modern, a sleek template allows you to give your customers the information they require in a modern looking new style.
The Classic invoice; for companies who value the traditional style of their documents.
Clean, a no-nonsense template allowing you to get your information across quickly and effectively. No muss, no fuss, just clean
Custom Docs
If you find that these styles are not quite what youre looking for, why not create your own? InFlow allows the user to create a custom template in whatever style they choose and import it into the program for direct use. InFlow uses the mail merge feature in Microsoft Word to allow users to quickly and effectively create customized, professional documents straight from their Inventory program.
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Settings
Creating customized templates (guided)
In order to use the custom feature you will first have to create and import the file into InFlow. To begin you must: 1. Go to the Print Settings menu (via Main MenuGeneral SettingsPrint Settings) 2. Choose Custom Docs icon from the list on the left. 3. Click the Add New Custom Doc button. This will open the Custom Document selection window which will allow you to choose from four types of custom documents. 4. Click the sample option in step 1; this will open the document in Microsoft Word. 5. Make the necessary changes to your template (be sure that preset fields are not disturbed as it could affect the integrity of the information which is imported later). 6. Save and close the template (take note of what it was named and where it was saved). 7. Go back to the InFlow Print Settings screen (it will still be open) and click the browse button beside step 2. 8. Locate and select the document you wish to use and click open. 9. Enter a name for the template you just created 10. Click the OK. inFlow will quickly open your template to take a screen shot of your document for your future reference. This will happen quickly and Word will subsequently be closed. 11. You should now be looking at the Print Settings Window and if you are satisfied with your changes you may now click Save and close.
Settings
5. Once you have chosen your file you can begin entering fields. In order to be sure that you are marking the correct information for inclusion, open the excel file you are using and examine the data included. 6. Insert the available field names via the Insert Merge Field button; there will be a dropdown list of available items. 7. Once youre satisfied with the document youve created save it and take note of the name and where it is located.* 8. Return to the program Go to the Print Settings menu (via Main Menu General SettingsPrint Settings) 9. Choose Custom Docs icon from the list on the left. 10. Click the Add New Custom Doc button. This will open the Custom Document selection window which will allow you to choose from four types of custom documents. 11. Skip step 1 and click the browse button beside step 2. 12. Locate and select the document you wish to use and click open. 13. Enter a name for the template youve just created. 14. Click the OK 15. You should now be looking at the Print Settings Window and if you are satisfied with your changes you may now click Save and close. Congratulations! You have imported your template into inFlow Inventory and are now ready to use it to create a document. *Please note: If you're creating a custom document using this method you will need to be careful to tell the program where to look and when to stop. For instance, if you're including sales order information in a letter to your client you will need to tell the program to stop entering information if the next line in the source is blank. If you take a look at our example templates you will find that we have added a rule to the document which states that if the next <<ItemName>> field is blank inFlow should stop entering data. This is also done via the rules in the mail merge tab (see below).
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Settings
In this example, you will see that Bobs Custom Invoice is the document we wish to be removed. It has been selected above by clicking the icon and once you see the preview you can click delete to remove it. However, it is important to note that deleting this document through the print settings window only removes your document from inFlow; it does not remove the template from your hard drive. In order to clear the document from there you will have to navigate to it through windows explorer and remove it manually.
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Settings
As you can see in the figure above, we have chosen to rename this template Wholesale Customer Invoice. Once youre satisfied click save and close at the bottom of the window to make the change. The window will close and the existing template which was previously imported will be renamed.
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General Usage
Importing IIF Files
To import data from IIF Files into inFlow: 1. 2. 3. 4. From the inFlow menu button, select the General option. Click Import Data. Select the type of data and the IIF file to import from. Click Next to start the importing.
For eBay sellers, we recommend setting the Custom Label field for your eBay products to match inFlows Item Name/Code. When importing orders with new customers, products, taxing schemes, etc., the associated entities will automatically be added to inFlow.
Importing Inventory
Importing Inventory will update the quantities at the location and sublocation specified in the import file. You have three choices by which you can update this number: set inventory levels to whats being imported, add it to the existing inventory levels, or subtract it from the existing inventory. If the location and sublocation arent specified when importing, the default location for that product will be assumed.
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The data will be exported in the widely used CSV (Comma Separated Value) format, which can be opened by Microsoft Excel and any other text editing programs. Unfortunately, Excel does not currently support Unicode in CSV format. Therefore, if you work with international languages, you will need to use another program to handle the exported data from inFlow.
General Usage
To restore your data from a backup: 1. 2. 3. 4. Click the inFlow Menu button, go to General and then select Restore Data. Proceed through the warning that pops up. Select the backup file to restore from. Click Open.
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Select Print from the Preview menu tool bar to print the document. To export the document, select Export from the tool bar and in the Save As dialog box set the Save as type: to Adobe PDF (*.pdf) or another file format of your choice. Click Save.
Alternatively, as a faster way of printing, you can print or export the document directly from the details panel toolbar. To print the document: Click the Preview button in the details panel toolbar of the current entity (e.g. Sales Order). From the Preview menu, select Print. Now from the Print menu select the type of document to print. To export a document as a PDF or other file format: Click the Preview button in the details panel toolbar of the current entity (e.g. Sales Order). From the Preview menu, select Export. Select the type of document to export. In the popup window, set the Save as type: to Adobe PDF (*.pdf) or another file format of your choice. Click Save. 42
General Usage
To export a document using a custom template: Click the Preview button in the details panel toolbar of the current entity (e.g. Sales Order). From the Preview menu, select the custom document you would like to use. Select the type of file you would like to export to. In the popup window, set the Save as type: to Adobe PDF (*.pdf) or another file format of your choice. Click Save
Documents printed using the Free Edition of inFlow Inventory will show the text Printed by inFlow Inventory in the bottom left corner. This will not be shown on documents printed using the Regular or Premium Editions.
Barcode Support
You can use a barcode scanner for fast product entry in various places throughout inFlow Inventory.
Setting up Barcodes
Before you can use barcode entry to take orders or other operations, you need to set up the barcodes in your Product Information.
To set up the barcode: 1. Click the inFlow menu button. 2. Select the Inventory menu and go to the Product Information screen for the products by clicking Product List. 3. Select the appropriate product to view its detailed information. 4. Click into the Barcode field to place the cursor there. 5. Using a barcode scanner, scan the product. Alternatively, you can type in the barcode of the product here.
Entering Barcodes
Once you have set up your barcodes, you can use the barcodes to quickly enter products when taking customer orders, adjusting stock, etc.
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General Usage
To do this: 1. Click in the Item column of a table on a new row, where you would normally select a product. 2. Using a barcode scanner, scan the product. This will select the product you just scanned. You can then scan the product again to increase the quantity, or start scanning a different product.
Multiple Barcodes
Some companies may have multiple different barcodes for a single product. This might happen if a vendor changes the barcode or multiple vendors use different barcodes. To support this, you can enter all the different barcode numbers into the barcode field of the product information, separating them with a space.
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General Usage
When you click into the cell of the table or combo box, the dropdown automatically appears. From here, you can select a product by clicking on it. For products, the dropdown shows the Category, Item Name/Code, Description, Normal Price and Details. You can begin typing the Item Name/Code of the product to help find the product you are looking for. You can also scroll up and down by using the mouse wheel or pressing the up and down keys on your keyboard. Once the product you want is selected, you can confirm the selection by pressing Tab or Enter on your keyboard. The Details column allows you to get extra information on the entity. By putting your mouse over the View link for a product, more detailed information on the product quantities is shown. Clicking on this link will also bring up the detailed Product Information in a new tab window. You can resize the dropdown by clicking and dragging the bottom right corner. You can select Add New to pop up a Product Information screen where you can create a new product to select. Also, if you click Search, you can narrow down the list of products. For example, you can search for products only within a certain category. This search will stay in effect until it is subsequently changed. To clear a search, click Refresh and then Search.
To add a new line to a table, click into the table row with the icon next to it. You can then start typing into this row. Once any changes have been made, the new row will be preserved and the icon will move down to the next row. To delete a row from the table, you must first select the entire row by clicking on the gray box to the left of the Item cell (the row header). To select more than one row, click on the row to select it and drag the mouse to select adjacent rows. To select all rows in a table, click in the cell at the top left corner of the table. Once you have selected the rows to delete, you can delete the rows by right clicking and select Delete Selected Rows or by pressing the Delete button on your keyboard.
You can also insert lines into any table by clicking into the row below where youd like to add and then clicking the + sign in the Data Grid Toolbar which pops up at the base of the table. You can also move rows within the table using the up and down arrows in the Data Grid Toolbar. 45
The widths of the columns in the corresponding printed document will follow the same proportions as you have set on screen. For example, you can customize the column widths of the printed Sales Invoice by changing the column widths in the Invoice tab of a Sales Order. Once you have set column widths, you can save this to be used by everyone in your company by right clicking in the column header and choosing to Save column proportions for the appropriate document.
Once you have saved the column proportions, you can change the widths of the columns on the screen without changing the widths on the printed documents. You can also choose to Clear column proportions, which will delete the saved column proportions. The printed documents will then once again follow the same column proportions as shown on the screen. Other users will need to restart their copies of inFlow before the changes from saving or clearing column proportions will take effect for them.
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or the full Inventory manu can be accessed from the inFlow Menu button
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Inventory
Inventory Menu
New Product Product List Product Categories Product Pricing Add a new product or service to your product list. View or modify your list of products and services. See or manage the categories you organize products into. You can either set the prices directly under the Sales Info section of the Product information, or you can set them by using the Product Pricing tool in the Inventory module. View the inventory you currently have in stock, broken down by location and sublocation. View a full, searchable, history of inventory transactions. Adjustments to stock quantities can be made to correct previous errors. Do a physical counting (or cycle count) of the stock level in storage. A count sheet can be used to record the counted quantities. After everything is counted, stock adjustments can be made to the software to correct discrepancies found during the count. Stock can be transferred from one location to another. When stock levels are low, you can choose which products should have their stock reordered from which vendor. After choosing them, the appropriate Purchase Orders will be generated. A work order is a document that helps you in the process of putting together raw materials to create a finished product.
Work Order
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Inventory
Basic Section
Item Name/Code The name or item code for this product. No two products or services can have the same Item Name/Code. Category The product category in which you put this product. Add New brings up new Category tab which can be named and saved. More Information Type The type of product; Stockable Product, Non-Stockable Product or Service. This is set when the product is created but it can be changed later. The default value is Stockable. A text description of this product. This shows in other places where the description is used, e.g. reports and printed sales orders. This can be hidden or shown as per the company setting for Show Descriptions.
Description
Picture
You can add a picture of your product right into the product information. To do this, click the Browse button and then select a picture of the product. The common picture formats supported are JPG, GIF, PNG and BMP. Extremely large images are resized down to be smaller. To clear an existing picture from your product information, click the Clear button. This section is not available for service items
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Inventory
Sales Info
Price You may have one or more pricing fields here depending on the pricing schemes you have defined in Company Settings. You can enter the price you normally charge under those pricing schemes here. If youre using different units of measure, the price should be for one unit of the sales unit of measure. If the product Cost is filled in, then the Markup will automatically be calculated and shown. You can either type in the price directly or type in the desired markup and inFlow will set the appropriate price to match the markup over this products costs. Keep in mind that pricing schemes are currency specific so if youre setting up a Retail scheme for two currencies youll have to set up two schemes (one for each currency)
Purchasing Info
Costing Method The method used to keep track of the unit cost of this product. This defaults to Moving Average Cost for Stockable Products and Last Purchase for Non-Stockable Products and Services. If you select Moving Average as the Costing Method, you can view history or edit it by clicking the Edit/History link. Last Purchase Cost is not editable; it is automatically set when a PO is completed and includes shipping costs. For the Manual method, you can enter any cost. You may choose to take various factors into consideration, like purchase, shipping, storage, and tooling costs in addition to purchase costs.
Inventory
Location Sublocation This column contains the locations for this product. This includes the default location and many other locations can be added. This column may be hidden depending on the Company Settings. This is the sublocation (e.g. Aisle Number) within the Location where the product is located. This is the quantity of the product at that location. This is the total quantity of a product that you have in your inventory storage.
Custom Info
This section contains fields as per the settings made under the Company Settings. You can add up to 5 custom fields in this section from the Company Settings. If there are none added, this section will not appear here. Add Custom Fields: You can use this link to add custom fields.
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Inventory
Extra Info tab
Storage Info
Barcode The barcode for this product. Barcode can be entered in here and used in other parts of the system. You can enter multiple barcodes, separating them with a space. Scanning any of those barcodes will select this product. (Stockable Products only) The number of units that will trigger the need for a reorder.
Reorder Point
Reorder Quantity (Stockable Products only) The default number of units that will be reordered when the quantity falls below the reorder point. Default Location (Stockable Products only) The default storage location where the product is most often stored. List of choices and total inventory is shown in the dropdowns. The vendor for the last Purchase Order for this product. This is automatically set when completing a PO for this product but can also be set by importing data. The last price paid to this vendor will also be saved to the record.
Last Vendor
Unit of Measure
This is an optional suffix to your quantity which indicates your unit. Here you can set up the names of your standard, sales and purchasing units, and set up the conversion rates between the units. For example, if you buy by the dozen, you might call your standard unit ea. (short for each), your purchasing unit cases, and set up the conversion factor: e.g. 1 cases = 12 ea.* Standard UoM Sales UoM You can enter the name of the Standard UoM here. For example ea, set, case, box etc. You can enter the name of Sales UoM here. As soon as you enter a value the option of setting up a conversion appears where you can enter a conversion rate for this UoM.
Purchasing UoM You can enter the name of Purchasing UoM here. As soon as you enter a value the option of setting up a conversion appears where you can enter a conversion rate for this UoM.
Measurements
The measurements in this section use the metric/imperial Unit Types set up in the Company Settings.* Length Width Height Weight The length of one unit of this product. The width of one unit of this product. The height of one unit of this product. The weight of one unit of this product. Weight is used for calculations in Sales Order for Freight weight calculations.
Inventory
Remarks
Remarks Any remarks you have about the product.
Bill of Materials
You can specify the subcomponents here. This will be used when creating work orders. Component Item Description Quantity Cost This is a component you bring in to create one unit of this product. This is the description of the component. This column may be hidden depending on the Company Settings. This is the quantity of Component Items needed to create one unit of this product. This is the cost of the component item as per its product record. The system will provide you with the total cost below.
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Non-Stockable Product A non-stockable product is a tangible product that you may buy or sell, but dont carefully keep a track of inventory. For example, you may wish to use a Non-Stockable Product for supplies that are regularly used up, like packing materials. This allows you to create Purchase Orders for these supplies and track their receiving status without requiring you to update inventory counts when supplies are used up. Service A service is an intangible item that you may buy or sell; e.g. selling an extended warranty on your products or hiring a consultant. Inventory is not kept for services but this product type is necessary so that they can be included on Sales Orders or Purchase Orders etc.
The type of product is set when the product is created but it can be changed later. The default value is Stockable.
Units of Measurement
You can use units of measurement to help count the product quantities in different ways. For example, if you buy by the case and sell by the item, this will be useful for you. inFlow allows you to set up three different units of measure (UoM): The Standard UoM is the basic unit used in your inventory records The Sales UoM is the unit in which you typically a product The Purchasing UoM is the unit in which you typically buy a product
You can set up your units of measurement in the Extra Info tab of the product screen. You can set up the names of your standard, sales and purchasing units, and set up the conversion rates between the units. For example, if you buy by the dozen, you might call your standard unit ea. (short for each), your purchasing unit cases, and set up the conversion factor: 1 cases = 12 ea. You can also choose to leave the unit name blank to show just the number without the unit name on your invoices, etc.
Inventory
When youre entering a sales order, the Sales UoM will be used by default. Similarly, the Purchasing UoM will be used by default in purchase orders. In other parts of inFlow, the Standard UoM will be used by default. The default UoM is the one shown at the top of the quantity dropdown. Changing the UoM in an order will change the unit price too (e.g. if you have 1 piece at $10, changing to 1 dozen should change the price to $120).
Changing units
If you change your sales or purchasing unit name or conversion factor, this wont affect your old orders, but it will affect how you enter new orders. You cant change what your standard unit is; you can only rename it. If you do want to change the standard unit, we recommend creating a new product record.
Product Costing
inFlow can help you to figure out the costs of your products and understand how profitable your business is. You can manually set the cost per unit of your product by choosing manual as your costing method. Alternately there are two methods you can use to have inFlow estimate your product costs: Moving Average Cost (MAC) Let inFlow automatically calculate the moving average cost per unit of your products. This is only available for stockable products and MUST be used for items with a BOM. Let inFlow automatically calculate the cost per unit of your item based on your last purchase order.
Calculating MAC
The MAC is a costing method available for stockable products that gives you accurate costs on the inventory you have in stock. This is updated whenever you get new stock through a Purchase Order or Work Order.
Inventory
Note that the costs are updated when the Purchase Order is completed, not when the stock is received into inventory. In practice, this mostly occurs at the same time anyway. There may be differences between the quantities and prices ordered, received and invoiced. The MAC uses the quantity received and the cost based on the invoice. Freight and ancillary expenses are included in the MAC calculations, but tax is not. This is because many taxing schemes, especially the Value Added Tax (VAT) or Goods & Services Tax (GST) may later be refunded. If you do want to include the taxes into your costs, you can do this by setting the ancillary costs to include them. These extra costs are divided up into the products received in proportion with their base cost. Cancelling a purchase order reverses the inventory movements, but does not reverse the cost updates, since you may have made other changes in the meantime. You may wish to manually update the MAC in this case.
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To add a new Category, click the Add button. This will prompt you for the name of the new category. A Category can be added to any level, as a root or as a leaf. Empty categories that have no subcategories within them can be deleted. To do this, select the empty category, click the Remove button. Category with products in them cannot be deleted. You can view the Product Information for a product by selecting the relevant category and then double clicking the product line on the right side.
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The Product Pricing tool is particularly good for setting prices for many products at once. You can also have it help you calculate prices. You can choose which products to adjust prices for by clicking the Add Products button and selecting a number of products, or by adding them one by one into the table directly. Pricing scheme Select the pricing scheme for which you want make price changes under Pricing Scheme. You can also use this tool to help calculate prices following a variety of methods. You can adjust the formula and then click the Update button to set the prices into the table. This will let you review or modify these prices by changing the values in the New Price column. Clicking the Adjust button at the bottom will update all the product prices and close the Product Pricing Window. Base Price This is the figure that youre setting prices relative to. Options include: Exactly Current Cost Moving Average Cost Manual Cost set the new price directly to some new value set the new price relative to the current price set the new price relative to the product cost, using the costing method set for each product set the new price relative to the Moving Average Cost of the product set the new price relative to the Standard Cost set for that product
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Inventory
Adjustment Type This is the way that prices are being adjusted from the Base Price. This wont show up if the Base Price is set to Exactly. Options include: Plus Minus Multiplied By Divided By to add a percentage or fixed amount to subtract a percentage or fixed amount to multiply by some number to divide by some number
The Amount field is the number to adjust by or to. This should be a currency figure when the Base Price is set to Exactly. It can be either a percentage or a currency figure when the Adjustment Type is set to Plus or Minus, or just a number when the Adjustment Type is set to Multiplied By or Divided By.
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Quantity Reserved
Quantity on Order
Quantity Available
These quantities can be viewed through the Inventory Summary report or in the Current Quantity tab of the Product Information screen.
Current Stock
You can view your current stock at all locations by clicking the Current Stock link from the Home Page or from the inFlow Menu button. This shows you a detailed breakdown of all products stored in all locations. You can search or sort through the current stock listing panel. Also, if you double click an entry in the Current Stock panel, it will pop up the detailed product information screen for the selected product.
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Inventory
Current Stock Columns
Item Description Location Sublocation Quantity The item name or item code for the product. A text description of the product. This field will be shown, only if Show Product Description is set in the Settings. The storage location where the product is located. This column may be hidden depending on the Company Settings. The sublocation (e.g. Aisle Number) within the Location where the product is located. The quantity of the product located at the specified location.
Search
Search can be based on filters such as Item and Location. Other filters can be accessed from the drop-down button. Filters can be added/ removed but all filter options cannot be removed. The Category filter shows category hierarchy and works hierarchically, e.g. selecting a parent category shows products in subcategories. Filters that have been removed no longer restrict the search.
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Inventory
If you double click an entry, it will pop up the document responsible for that inventory transaction. The exceptions to this are Stock Adjustments and Stock Transfers.
History Columns
Transaction Type Date Item Description The type of stock transaction (as above) The date and time that this inventory transaction occurred. The item name or item code. This is a text description of the product or service being ordered. This field will be shown, only if Show Product Description is set in the Settings. This will default to the description from the product information, but can be changed here. The storage location from where the product was moved. It will be empty if it was created or moved from an external source. This column may be hidden depending on the Company Settings. This is the sublocation (e.g. Aisle Number) within the From Location from which the product was moved. The storage location from where the product was moved. It will be empty if it was removed or moved to an external destination. This column may be hidden depending on the Company Settings. This is the sublocation (e.g. Aisle Number) within the To Location to which the product was moved. The quantity of the product that was moved. The user in inFlow who did the transaction. A description of why the inventory transaction took place.
To Location To Sublocation
Search
Search can be based on filters like Transaction Type and Item. Other filters can be accessed from the drop-down button. Filters can be added/ removed but all filter options cant be removed. Category filter shows category hierarchy and works hierarchically, e.g. selecting a parent category shows products in subcategories. Filters that have been removed, no longer restrict the search.
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Inventory
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Description
Location Sublocation
Before Quantity
After Quantity
Difference Remarks
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Inventory
Adjusting
To complete the stock adjustment and update the inventory, click the Adjust button. This will immediately update the inventory and close the Adjust Stock window. The adjustment will be made based on the Difference column. To cancel without adjusting inventory, click the Cancel button.
Count Stock
Periodically, you will need to do a physical count (or cycle count) of the stock level in storage. A count sheet can be used to record the counted quantities. After everything is counted, stock adjustments can be made to the software to correct discrepancies found during the count. The Count Sheet process works as follows: 1. Create a Count Sheet. 2. Add products and locations to the Count Sheet to schedule them for counting. 3. Take an Inventory Snapshot of the inventory quantity in the system. 4. Physically count the product quantity at each location in the count sheet at the time of the Inventory Snapshot and enter these quantities into the count sheet. 5. Make a Stock Adjustment to correct the inventory discrepancies found. It is not strictly necessary to lock down operations while an inventory count is in progress, but care must be taken to ensure that the counting process counts the inventory quantity at the time the Inventory Snapshot was taken. For example, if more products are moved into a location during the counting process and after an Inventory Snapshot is taken, they should not be included in the count.
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Inventory
Count Sheet Contents Count Sheet Header
Sheet # A unique number by which you can refer to this count sheet. This will be automatically filled in the first time you save your count sheet. You can edit this Sheet # directly, or set the pattern of how sheet numbers will be created under Company Settings. If sheet # is set before saving sheet, no number is generated. The date on which the counting process started. This will default to the current date. The date on which the counting process finished. This will default to the current date when the counting process is completed. A short description of the status of this Count Sheet. The possible Status values are: Open Before an Inventory Snapshot has been taken for this Count Sheet
In Progress After the Inventory Snapshot has been taken for this Count Sheet Complete Cancelled After the entire counting process, including a Stock Adjustment has been completed. If the Count Sheet was cancelled before being completed. No stock adjustments would have been made.
Inventory
A Count Sheet cannot have two lines for the same product at the same location and sublocation.
Inventory
Adjusting Stock Levels
Once you have completed the counting process, you can adjust the inventory to correct discrepancies found during the count. Once all lines have been counted, the Stock Adjustment button becomes enabled. Click this button to create a Stock Adjustment correcting the errors found. This will pop up an Adjust Stock window, allowing you to view or modify the adjustments to be made. Clicking the Adjust button on the Adjust Stock window will update your inventory records and mark the Count Sheet as complete. This will change the status of the Count Sheet to Complete and fill the Completed Date field with todays date. No further edits will be allowed to the Count Sheet.
Transfer Stock
Use the Transfer Stock function to record the movement of inventory between two locations within your company. You may wish to do this if you are transferring inventory from one warehouse to another, or reorganizing the locations of stock within a warehouse. To begin a stock transfer, click the inFlow Menu button, go to Inventory menu and click Transfer Stock. You can add items individually in the table or by location using the Add by location button.
To Location
Inventory
To Sublocation This column may be hidden depending on the Company Settings. This is the inventory sublocation (e.g. Aisle Number) within the To Location to move the product into. The quantity of the product to be transferred. This is defaulted to 1. You may use the Remarks field to make a note of why this transfer is taking place.
Quantity Remarks
Transferring
To complete the transfer and update the inventory, click the Transfer button. This will immediately update the inventory and close the Transfer Stock window. This will update current stock and movement history. To cancel the transfer without adjusting inventory, click the Cancel button. No stock/inventory will be changed.
Reorder Stock
The Reorder Stock function is a quick way to reorder products from your vendors. You can use this to quickly examine the stock levels of your products and then create purchase orders to reorder them if necessary. To use this, click Reorder Stock from the Homepage or else click the inFlow Menu button, go to Inventory menu and click Reorder Stock. This will bring up the Reorder Stock dialog.
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Inventory
Reorder Quantity The number of units of the product that will be reordered when the quantity falls to or below the Reorder point. This is defaulted from the Product Information but can be changed here. The vendor from which you would normally reorder this product. This is defaulted to the Preferred Vendor from the Product Information, but may be changed here.
Vendor
Reordering
Once the table has been filled with some entries, you can click the Reorder button to generate Purchase Orders to reorder stock. One purchase order will be generated for each vendor containing all the items to be reordered from that vendor. For all items that do not have a vendor specified, another purchase order will be generated, with the vendor left unspecified. The quantity that will be reordered will be determined by the value in the Reorder Quantity column.
You can use the Bill of Materials table in the Extra Info tab of the product information (stockable products only) to set up the raw materials that go into making one unit of a finished product. For example, you could set up the bill of materials for a bicycle as having two wheels, two handlebars, one frame, etc. 67
Inventory
The bill of materials may be multi-level. That is, the raw materials that go into one product might themselves be put together from other raw materials, e.g. the wheels that go into the bicycle could be made up of 32 spokes and one tire. After youve set up the bill of materials, a Work Order helps you handle the process of putting together these products. You can set up the raw materials and finished products that make up a Work Order, and when completed, the Work Order will: Deduct the inventory of the raw materials Increase the inventory of the finished products Update the costs of the finished products
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The left panel gives you to a listing of Work Orders and the option to search for Work Orders by entering the search parameters. When viewing full listing mode, double-clicking an order opens up the details. When details are open as well, clicking a listing entry selects that order.
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Other Costs
Order #
Order Date
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Inventory
Completed Date The date on which the Work Order was completed. It is Auto-filled upon clicking Complete. Status A short description of the status of this Work Order: Open, In Progress, Completed or Cancelled.
The main part of the pick tab is a table where you can specify what raw materials you have picked or plan to pick, and where you are picking them from. It has the following columns: Item Description The item name/code of the product to be picked. This is a text description of the product or service being ordered. This field will be shown, only if Show Product Description is set in the Settings. This will default to the description from the product information, but can be changed here. This is the quantity of the item being picked from this location. This will default to the remaining quantity needed to be picked or 1 if no more is required. All quantities use Standard UoM. The inventory location from which this item is picked. The inventory sublocation (e.g. aisle number) from which this item is picked. This column may be hidden depending on the Company Settings.
Quantity
Location Sublocation
A green light will be shown on the Pick tab if all the items are correctly picked to fulfill the raw material needs of the order. A yellow light will be shown if the Pick tab is empty and a red light if the picking is incomplete. The Remarks field can be filled in with any remarks that you would like to show up on the printed Pick List document, such as picking instructions. The Total Required shows you the total quantity of raw materials expected to be picked for this work order. This number is measured in the standard stock-keeping units for each item involved. The Total Picked shows you the total quantity that has been picked, measured in the standard stock-keeping units for each item involved. This allows you to quickly compare what has been picked (Total Picked Quantities) with what should be picked (Total Raw Material Quantities). When products are put into the Pick tab and the Work Order is saved, the items will be moved from the source location into a location called <Work Order>, to indicate that they are in use. 72
Inventory
Auto-Fill
The Auto Fill button provides you with intelligent suggestions on how the picking could be done. If you have set the Location field of the work order, then it will restrict the picking to within that location. The Auto Fill function will add lines to your pick table to fulfill the order, but wont remove any existing lines you have. It will add pick lines so that the total quantity picked matches the total quantity required for the raw materials of this work order. It will pick from the location specified in the Work Order. When the location isn't specified for the work order, it tries to pick in order of priority as follows: 1. From the Default Location and Sublocation for that product. 2. From the Default Location for that product and other sublocations. 3. From the Default Location set in General settings. 4. Any other locations
If there are ties within the same priority level (e.g. default location for the product isn't set, but there are two different sublocations within the same location), then it will pick from the location with highest quantity first.
The main part of the put-away tab is a table where youd like to put away the raw materials when the Work Order is completed. It has the following columns: Item Description The item name/code of the finished product. This is a text description of the product or service being ordered. This field will be shown only if Show Product Description is set in the Settings. This will default to the description from the product information, but can be changed here. 73
Inventory
Quantity This is the quantity of the item being put away to the location. This will default to the remaining expected to be put away, or 1 if no more is expected. All quantities use Standard UoM. Put away all finished products into the location specified for the Work Order or the default location for that product. The inventory sublocation (e.g. aisle number) into which this item is put away. This column may be hidden depending on the Company Settings.
Location Sublocation
A green light will be shown on the Put Away tab if all the items are correctly picked to fulfill the raw material needs of the order. A yellow light will be shown if the Put Away tab is empty, and a red light if its incomplete. The Remarks field can be filled in with any remarks that you would like to show up on the printed Put-Away List document, such as inventory handling instructions. The Total Finished Product Quantities shows you the total quantity of finished products expected to be picked for this Work Order. This number is measured in the standard stock-keeping units for each item involved. The Total Put-Away Quantities shows you the total quantity that has been specified to be put away, measured in the standard stock-keeping units for each item involved. This allows you to quickly compare what youve entered to put away (Total Put-Away Quantities) with the total output of the Work Order (Total Finished Product Quantities). The items specified in the Put Away will update the inventory when the Work Order is completed.
Auto Fill
The Auto Fill button helps give an intelligent suggestion on how the finished products could be put away, based on the contents of the order. It will not modify or delete any of the existing lines in the put-away table. This function will put away all finished products into the location specified for the Work Order, or the default location for that product using the Standard UoM.
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The full Sales Menu through the inFlow Menu button gives you quick links to various aspects of inFlow related to taking and processing customer orders or customer information.
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Sales
Sales Menu
The Sales Menu shows the following items: New Sales Quote New Sales Order Sales Order List Recent Orders: Open Orders: Invoiced Orders: Paid Orders: Create a new Sales Quotation. Create a new Sales Order. This contains the following items: Shows a list of recently created Sales Orders. Shows a list of Orders that are in the Open or In Progress states and that are ready to begin processing, i.e. picking, packing, etc. Shows a list of Orders that have been fully shipped and invoiced but await payment. Show a list of Orders that have been shipped, invoiced and fully paid.
New Customer Creates a new Customer entry. Customer List - Shows a list of Customers and their details.
Sales
Basic Section
Name Balance This is the name of your customer; usually the name of a person or company. Two customers cannot have the same name. This is the total amount of money that this customer owes you. This is calculated by adding up the balance owed on all invoices for this customer and subtracting any credits or refunds owed to this customer from their returns.
Addresses Section
There are three special types of addresses for a customer: Business Address Billing Address This is the default address for the customer. If the customer only has one address, we recommend saving it as the Business Address. This is the default billing address for the customer. If this is blank, the Business Address is used as the default. Shipping Address This is the default shipping address for the customer. If this is blank, the Business Address is used as the default. Add New Address You may also store an unlimited number of other addresses for this customer, such as other locations that may receive shipments. These additional locations can be identified with an address name, e.g. New York Warehouse. Modify Existing Address: To modify or set an existing address, including one of the three special addresses: 1. Click on the arrow next to the name of the selected address to show a dropdown of the available addresses. 2. Select the address you wish to modify. 3. Move your mouse into the main address box and click. A dialog box will pop up in which you can change the address details. Add a new address: 1. Click on the arrow next to the name of the selected address to show a dropdown of the available addresses. 2. Select Add New Address. Delete an address: 1. Click on the arrow next to the name of the selected address to show a dropdown of the available addresses. 2. Select the address to be deleted. 3. Move your mouse into the main address box and click. A dialog will pop up allowing you to delete the address details. 77
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Contact Section
This section contains basic contact information for the current customer. Name Phone Fax Email Website The name of the person to contact when you are corresponding with this customer. The phone number to contact this customer. A fax number for this customer. An e-mail address for the contact person at this customer. A website address for this customer
Tax Exempt #
Misc. Section
Remarks Any remarks you wish to make about the customer can be entered here. These remarks will not be shown to the customer or anybody outside your company.
You may also define up to ten custom fields for the customer, where you can store any extra data and by matching the name of one of your sales order fields to that in your customer record the system will automatically supply that information to the sales order.
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Extra Info Tab
Preferences
Carrier Preferred Payment Method The default shipping carrier and shipping method that you normally use to deliver products to this customer. The usual method by which this customer pays you.
Credit Card
Card Type Card Number Expiration Date Card Security Code Select the card type from the drop-down box. Enter the card Number of the customer. The date when the credit card expires. The security code of the credit card.
Order History
The Order History tab shows you a history of all the orders this customer has placed in the past. It also shows the payment and balance status of the orders, so you can quickly discuss payment with the customer. Double clicking on one of the rows will show you the details of that order in a popup window.
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Deactivating and Reactivating Customers
Deactivate Customers can be deactivated so that they will be inactive and not shown in normal usage of inFlow. Customers cannot be deleted entirely, so you retain a full record of previous customers. The Deactivate button is located along the top toolbar. To view Inactive customer, select Show from the drop-down list in the Listing Panel for the customer.
Reactivate
Now select Inactive from the drop-down box. An inactive customer can then be re-activated by clicking the Reactivate button, which takes the place of the Deactivate button in the toolbar for the customer.
For instance, as in the example, if you have made changes to both the customers address and phone number but you only want to amend the address and not the phone number, you may choose to do so here by simple un-checking the box indicating the Phone number has changed. In this way you can effectively manage your customer details from the sales order window without needing to go back to your customer records and make the changes twice. 80
When a customer places the order, a valid Quote can be converted to a Sales Order at any time. To do this, simply click the Convert To Order button on the Quote page. A quote number will be created for your Quote when you first save it. It will be of the format SQ######. The number sequence for Quotes and for regular Orders is different, so when you convert a quote to an order, the Quote number will be discarded and replaced with a new Order number. You can customize the quote numbers on each quote, or set up the pattern for new quote numbers in Company Settings. Once you have created a Quote in inFlow, you can print it out or export it to another file format, such as PDF or Microsoft Word.
Alternatively, you can click the New Order link from the Home Page
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Entering Header Information
The header of the Sales Order contains the common information about the order that is visible throughout the sales order process, both in the Simple Workflow and the Advanced Workflow. The following fields are in the Sales Order header: Customer Contact Phone Address Sales Rep Location Order # This field must have an entry. Select the Customer that is placing this order; usually it will be the company name of your customer. The person who is your contact at the customer regarding this order. A phone number you can call at your customers place of business. The Address to which you should send the order invoice. This will be renamed to Billing Address when you click on the add shipping link. Your Sales Representative who was responsible for this order. The inventory location associated with this order. Items will be picked and restocked into this location by default. A unique number by which you can refer to your customer orders. This is also used as an invoice number. This will be automatically filled in the first time you save your order. You can edit this Order # directly or set the pattern of how future order numbers will be created under Company Settings. The date of the order, usually the date on which the order was placed. You may change this date. A short description of the status of this Sales Order.
Date Status
If you make changes to a customer`s information during an order, inFlow will prompt you upon saving the order to see if you would like to save that information to the customer file. This allows you to speed up your customer interaction by helping you complete two important tasks at once.
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When you click add shipping link, the following fields are added to the header: Terms Payment Terms for this order, i.e. an agreement between you and your customer about how the customer should pay you for this order. You can select from a list of existing Payment Terms, or add a new type by selecting <Add New > from the dropdown list. Your customers Purchase Order number. The customers address to which this order should be shipped. This may or may not be different from the billing address. This will be hidden when the order has no shipping set.
You may also add up to three custom fields into Sales Orders. These will show up underneath the Sales Rep field. Custom Fields
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Shipping Information
With both Simple Workflow and Advanced Workflow, you can choose whether or not to include shipping information. This can be accessed through the add shipping link in the header of the Order tab. If you ship out products to your customers, you can include the shipping information to track freight charges, shipping addresses, etc. You can turn it off by clicking the no shipping link to simplify things. You can then turn it back on by clicking the add shipping link
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Simple Workflow Order Footer
The order footer contains more information about the order and pricing. Invoiced Date Due Date The date from when the invoice is effective. The default is the current date. The date on which the customers payment is due. This is calculated by taking the Invoiced Date and adding the number of days specified by the Payment Terms for this order. You can also set this date manually. This field is hidden when the shipping information is not shown. This is the date that the customer requests that you ship the order on. This field is hidden when the shipping information is not shown. Shows the method by which the customer paid you for this invoice. The Pricing Scheme for this order. Changing this updates all the prices for this order. If no price is set on the current pricing scheme, inFlow will use the default pricing scheme instead of zero. If you create a new scheme with a different currency during the order, you will be prompted to enter the exchange (eg. 1 USD = 0.50). The Taxing Scheme for this order. Changing this updates the tax calculations. Any extra remarks for this order. These remarks will be printed out when you print out any documents in the Simple Workflow. They will also appear in the movement history of any products sold on this order. You may see one or more Tax fields depending on the Taxing Scheme set for this order. This shows amount of tax charged for this order. You may change the amount of tax charged here, but if the order is later changed, the tax will be automatically recalculated. The amount of freight or other surcharges applied to this order. Tax is charged on this amount if Tax On Shipping is selected for this taxing scheme. You can click the arrow beside freight to see the estimated weight. This field is hidden when the shipping information is not shown. The total amount that the customer should pay for this order. The amount that the customer has paid for this order. The remaining amount that the customer needs to pay you for this order. It is calculated by subtracting the amount Paid from the Total field. You can click the Complete & Pay button to update the inventory for this order and mark the order as fully paid. If you click the dropdown arrow next to this button, you can do a partial update by selecting 86
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one of the two options: Deduct Inventory Marks the order as fully shipped and updates inventory Receive Payment Marks the order as fully paid
In the Simple Workflow, inFlow will do the same work behind the scenes as in the Full Workflow. For example, the Complete & Pay button will automatically pick items from your inventory. You can switch to the Full Workflow if you want to inspect or have full control over these processes. To cancel the order and avoid further processing, click the Cancel Order button (which will show up once the order is saved). It will then show a Re-open Order button which you can use to start handling the order once again.
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6. Invoicing Customer and Receiving Payment
Once you have shipped out the order, an invoice should be sent to the customer. The invoice may be different than the original order placed, if perhaps you were short on stock and shipped slightly less than the customer originally ordered. Once the invoice has been sent, you need to wait for the customer to pay you. You can use inFlow to track the payment status along with the invoice.
9. Order Cancellation
The Cancel Order button will only be available when the order hasnt been processed at all. If it has (e.g. it has been partly shipped out or some items have been picked, etc.) then instead the Re-open Order button will be shown. Clicking it wipes out all the inventory movements, payments, etc., leaving just the original order.
Workflow Flexibility
The workflow is designed to provide a common structure for your order handling but also to allow you the flexibility to do things in a different sequence when it makes sense to do so. For example, you can choose to invoice for an order before picking, if this is more convenient for your business.
Order Status
inFlow Inventory uses a detailed Order Status to quickly describe the status of an order. The following are the possible order statuses: Quote when a Sales Quote has been created but not yet converted into an order. Open when a Sales Order has been placed but no picking has taken place. In Progress when order processing (picking, packing, and shipping) have begun for an order, but before the order has been marked Fully Shipped. Fully Shipped when an order has been marked Fully Shipped but not yet invoiced. Invoiced when an order has been marked Fully Shipped, has been invoiced, but has not yet been fully paid by the customer or had any items returned. Paid when an order has been invoiced and fully paid by the customer. Cancelled when an order has been marked Cancelled.
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Quantity
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Unit Price The price charged per unit of the item. Unit Price is per UoM selected in the Quantity column. Changing the UoM updates the Unit Price (e.g. changing to a pack of 2 from a single item doubles the unit price). A discount given to the customer on the price of this item. This will default to the default percentage discount given to this customer. You can also enter in a fixed amount per unit discount by typing in the discount as a currency figure (e.g. $5). This may be hidden, depending on your company settings. The Product Tax Code for this item determines if it is taxed in a special way, e.g. tax exempt. This defaults to the Product Tax Code in the product information for this product. The total cost of this item for the quantity given and after applying discounts, but before applying taxes or freight. This is calculated based on the Unit Price, Quantity and Discount, and cannot be modified.
Discount
Tax
Sub-Total
Tax Freight
Total
To cancel the order and avoid further processing, click the Cancel Order button, which will show up once the order has been saved. It will then show a Re-open Order button which you can use to start handling the order once again.
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A green light on the Pick tab is shown when any items have been picked. Otherwise, a red light will be shown. The picking information cannot be modified after the Order has been marked Fully Shipped. Also, pick lines that have been shipped out cannot be modified.
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Quantity Location The quantity of the item being picked. This will default to the quantity remaining to be picked in Standard UoM for this order when the Name is selected. The inventory location from which the item is picked. For a Stockable product, if location for this order is set, this becomes the default. Otherwise the product default is used. For unstocked products, it will be left blank. This column may be hidden depending on the Company Settings. This is the inventory sublocation (e.g. Aisle Number) from which the item is picked. For a Stockable product, this will default to the default sublocation of the selected product. For unstocked products, it will be kept blank.
Sublocation
Ordered Quantity Total quantity ordered in the standard UoM of each product. Picked Quantity This is the total quantity that is already picked. If the whole order has been picked, this quantity equals the Ordered Quantity in the standard UoM of each product. The Auto Fill button gives you intelligent suggestions on how the picking could be done. Most businesses will usually be able to rely on Auto Pick to automatically suggest how to do the picking based on the quantity in stock. The Auto Fill function will add lines to your Pick table to fulfill the order, but will not remove any existing lines. It will add pick lines so that the total quantity picked matches the total quantity ordered. If a location for this sales order is specified, then Auto Pick will be restricted to inventory in that location. A warning is shown if there is not enough stock. If Order Location is set, then the above is restricted to that location. UoM is done in standard UoM (not sales). The description is copied from the Order where possible. If a warning isn't given, the system picks from locations where the product is in stock in the following order: 1. From the Default Location and Sublocation for that product. 2. From the Default Location for that product and other sublocations. 3. From the Default Location set in General settings. 4. Any other locations. If there are ties within the same priority level (e.g. default location for the product isn't set, but there are two different sublocations within the same location), then the system will pick from the location with highest quantity first.
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<Picked> location out to the customer. If these products are later removed from the Picking, or the order is cancelled, they will be moved back from the <Picked> location into their original location.
A green light on the Pack tab is shown when all the picked products have been packed. A yellow light is shown when the order is partially packed. Otherwise, a red light is shown. The packing information cannot be modified after the Order has been marked Fully Shipped. Also, pack lines that have been shipped out cannot be modified.
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Quantity Box/Pallet Numbers The quantity of the item being packed. This will default to the quantity remaining to be packed for this order when the Name is selected. The number of the container (box, pallet, or other) into which these products are being packed. It is also possible to name the container as text instead of a number. Commas or whitespace are not allowed.
Estimated Volume inFlow shows you the estimated total volume of an order in the Estimated Volume box. You can also click the dropdown next to it to see the breakdown of each boxs volume and change the volume measurement unit. Auto Fill The Auto Pack button helps give intelligent suggestions on how the packing could be done. The Auto Pack function will add lines to your Pack table to complete the packing, but will not remove or modify any existing lines you have. If your pack table is initially empty, the Auto Pack function will pack all of the items remaining to be packed into a new box. If you already have some items packed, then Auto Pack may combine the packing into old boxes if they have not already been shipped. If you need to split your shipment into multiple containers, you may find Auto Pack a useful helper. For example, to pack 24 units of product A into 2 boxes, you could: 1. Click Auto Pack to initially assign 24 units of product A into box 1. 2. Modify the quantity in box 1 to be 12 units. 3. Click Auto Pack to assign the remaining 12 units of product A into box 2.
A green light is shown on the Ship tab once the order has been marked Fully Shipped. Otherwise, a yellow light is shown when there are some entries in the ship table, and a red light is shown if the table is empty. 94
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The shipping information cannot be modified after the order has been marked Fully Shipped. Also, lines that have been shipped out cannot be modified.
Tracking Number A tracking number given to you by the carrier that can be used to track the shipment status. This is optional. Box Numbers Ship Out A list of containers included in this shipment. A button you can click to finalize and ship out these boxes. This column changes to a check mark icon once it has been shipped. To mark ship lines as shipped out and to finalize its contents, click the Ship button on the ship line. This will modify your inventory levels, shipping out the products from the special <Picked> location as moved out to your customer. Shipping updates the inventory and records the costs at the time of completion. (Costs can just be viewed from reports & dashboard). Shipping the last row gives you the option to Complete.
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Shipped Boxes Total Number of Shipped Boxes is shown at the bottom to allow you to quickly see how many boxes have been shipped and how many are remaining. Complete Button The Complete button can be used to mark off all shipments as shipped and then mark an order as Fully Shipped, signifying that your company has completed processing on this order and all goods have been sent to the customer. This will move the Order status to Fully Shipped, and cannot be undone. The Complete button is enabled when all picked products have been packed and when all packed containers have been shipped. Also, clicking the Complete button marks all ship lines as shipped. Auto Fill The Auto Fill button helps give an intelligent suggestion on how the shipping could be done. The Auto Fill function simply selects all containers that are not yet included in the ship table and adds them to a new shipment.
A green light is shown if the invoice is fully paid. Otherwise, a red light is shown if the invoice is empty. A yellow light is shown for an invoice that has not been fully paid. Typically, the invoice will be automatically created for you based on the products that you have picked. Service items will also be automatically included in the invoice. You may also choose to manually edit the invoice. To do this, uncheck the Auto Invoice box at the bottom of the Invoice Tab, inFlow will remember this preference on future orders.
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Invoice Tab Columns
The main Invoice tab table has the following columns: Item Description Quantity Unit Price Discount The item name or item code for the product or service being invoiced. A text description of the product or service being invoiced. This will default to the description from the product information, but can be changed here. The quantity of the item being invoiced. This will default to one but can be changed to the actual quantity invoiced by the customer. The price charged per unit of the item. A discount given to the customer on the price of this item. This will be defaulted to the default percentage discount given to this customer. You can also enter in a fixed amount per unit discount by typing in the discount as a currency figure (e.g. $5). This may be hidden, depending on your company settings. This is the Product Tax Code for this item, determining if it is taxed in a special way, e.g. tax exempt. This is defaulted to the Product Tax Code in the product information for this product. The total cost of this item for the given quantity and after applying discounts, but before applying taxes or freight. This is calculated based on the Unit Price, Quantity and Discount and cannot be modified.
Tax
Sub-Total
Freight
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Total Paid The total amount that the customer needs to pay for this order. The amount that the customer has paid you for this order. You can also click here to open the Payment Details Window which allows you to record payment method or partial payments. The remaining amount that the customer should pay you for this order. It is calculated by subtracting the amount Paid from the Total field. The Paid in Full button sets the Paid amount to match the Total due and sets the Date Paid to the current date. Click this to set the balance to zero when the customer has paid you the full amount for the invoice.
A red light is shown if the return table is empty. A yellow light is shown if a refund has not yet been issued and a green light is shown when the refund has been issued. The return table can be modified once the order is marked as Fully Shipped.
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Description A text description of the product or service. This will default to the description from the order, but can be changed here. This can be hidden from within the Company Settings. Quantity Unit Price Discount The quantity of the item being returned. This will default to the quantity on the invoice. The price charged per unit of the item. A discount given to the customer on the item price, as a percentage. This will default to the discount given to the customer on the original invoice, or to the customers default discount. You can also enter a fixed-amount per-unit discount by typing in the discount as a currency figure (e.g. $5). This may be hidden, depending on your company settings. The Product Tax Code for this item determines if it is taxed in a special way, e.g. tax exempt. This is defaulted to the Product Tax Code in the invoice or the product information for this product. The total cost of this item for the quantity given and after applying discounts, but before applying taxes or freight. This is calculated based on the Unit Price, Quantity and Discount, and cannot be modified.
Tax
Sub-Total
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Refund in Full This button sets the Refunded amount to match the Total minus the restocking fee. Click this button to quickly set the Credit balance to zero when you have issued a refund. Auto Fill Clicking the Auto Fill button prompts inFlow to automatically suggest a customer return. This will suggest that the customer returns all products for the entire invoiced order. You may choose to use Auto Fill and then remove the items not being returned.
A red light is shown if the Restock table is empty. A yellow light is shown if the table is not empty, but some lines have not been marked as restocked. A green light is shown if all lines have been restocked. The restocking information can be modified any time after the order is marked Fully Shipped.
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Description A text description of the product or service. This will be defaulted to the description from the invoice, but can be changed here. This field will be shown only if Show Product Description is set in the Settings. The quantity of the item to be restocked. This default amount returned is in standard UoM. The location into which the returned products should be restocked. If location for this order is set, it defaults to that one, otherwise the product default is used. This column may be hidden depending on the Company Settings. It is the inventory sublocation (e.g. Aisle Number) into which the returned products should be restocked. This will be the default location for that product, or left blank. A button you can click to finalize the restocking and update the inventory records to include these restocked products.
Restocked
There are three possible causes for this warning: 1. Insufficient stock to fulfill this order, in all inventory locations. Warning will be in red. 2. Insufficient stock in the location specified for this sales order. Warning will be in red. 3. Insufficient stock on hand in any inventory location to fulfill all open orders. This might happen if you have other open orders for this product as well. Warning will be in orange 101
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4. Insufficient stock at present, but a currently open Purchase Order will address your needs once received. Warning will appear as clock icon. When this warning is shown, you can right click the icon to get inFlow to help you replenish the stock so that the order can be fulfilled. You might see up to three options: 1. Create Purchase Order: This will create a purchase order to reorder all out-of-stock products for this sales order. If a location is specified for this sales order, the quantity ordered will be the amount necessary to fulfill this order with inventory at that location. If no location is specified, the quantity ordered will be the amount necessary to have enough available stock to fulfill all open orders. 2. Create Work Order: If one or more of the products that are out-of-stock have a Bill of Materials defined, you will be given the option to create a Work Order to replenish their stock. The quantities created will be the same as option 1. 3. Split Order by Inventory Available: If you have insufficient stock to fulfill this order (either anywhere or within the specified location), this option will be shown. For example, if a customer orders 100 units of a product, but you only have 40 in stock, then you might want to ship an order for 40 units now and have a separate order for the remaining 60. The two orders will have related order numbers with a number added on to the end, e.g. SO-000105-1 and SO- 00105-2. 4. Split Order by Picked: If there is sufficient stock for some line items in an order, but insufficient stock for others, partial picking can be done. This splits the order into two separate ones (e.g. SO-000006-1 and SO-000006-2) where the first order contains those items that have been picked.
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document is not available when the shipping information has been hidden or in the Simple Workflow.
Invoice Document
You can use the Invoice document to request payment for the order from your customers. In the Full Workflow, this uses the information from the Invoice tab.
Receipt Document
You can use the Receipt document to send to your customers to acknowledge receiving payment from them. This is like the invoice, but includes the amount paid and the balance. In the Full Workflow, this uses the information from the Invoice tab.
Custom Document
Depending on your business you may need to export specialized documents allowing you to easily and effectively provide your customers with the information they need in the format you want. This document is created through the print settings window and is unique to your copy of inFlow.
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The full Purchasing Menu can be accessed from the inflow menu button.
New Purchase Order Purchase Order List Recent Orders Open Orders
Create a new Purchase Order. This shows all the Purchase Orders irrespective of their status. This contains the following items: Lists orders with order date in the past 30 days. Shows a list of orders that have been placed but where nothing has been received. 104
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Received Orders Paid Orders New Vendor Vendor List Shows a list of orders that have been marked Fully Received but have not yet been fully paid. Show a list of orders that are in paid states i.e. they have been marked Fully Received and have been fully paid. Create a new Vendor entry. Shows a list of Vendors.
Basic Section
Name Balance This is the name of the vendor, usually the company name. Two vendors cannot have the same name. This is the total amount of money that you owe this vendor. This is calculated by adding up the balance owed on all orders for this vendor, and subtracting any credits or refunds owed to you from returns.
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Addresses Section
There is one special type of address for a vendor: Business Address This is the default address where you place orders on the vendor. If the vendor only has one address, we recommend saving it as the Business Address. You may also store an unlimited number of other addresses for the vendor, such as other locations that they may ship or take orders from. These additional locations can be identified with an address name, e.g. New York Office. To modify or set an existing address, including the Business Address: 1. Click on the dropdown arrow to show the available addresses. 2. Select the address you wish to modify. 3. Move your mouse into the main address box and click. A dialog will pop up allowing you to change the address. To add a new address: 1. Click on the dropdown arrow to show the available addresses. 2. Select Add New Address.
To delete an address: 1. Click on the dropdown arrow to show the available addresses. 2. Select the address to be deleted. 3. Click on the dropdown arrow again. 4. Select the option to delete the current address.
Contact Section
This section contains basic contact information for the current vendor. Name Phone Fax Email Website The name of the person to contact when you are corresponding with this vendor. The phone number for this vendor. A fax number for this vendor. An e-mail address for the vendor. A website address for this vendor.
Purchasing
Carrier The default shipping carrier and shipping method that you and the vendor normally use to have products shipped to you.
Misc. Section
Remarks Any remarks you wish to make about the vendor here. These remarks will not be shown to the vendor or anybody outside your company.
You may also define up to five custom fields for the vendor, where you can store any extra data you wish.
Vendor Products
The Vendor Products Tab allows you to set up the product catalog for this vendor.
The Item Name or Item Code that you use to refer to this product or service. A text description of the product or service. It can be hidden depending on the Settings. The Item Name or Item Code that the Vendor uses to refer to this product or service. This is used in Purchase Orders when placing an order on this vendor. The unit price that this vendor typically charges you for this product or service. This is used in Purchase Orders when placing an order on this vendor.
Cost
Order History
The Order History tab shows you a history of all Purchase Orders you have placed on this vendor. It also shows the payment and balance status of the orders, so you can quickly review any payment owing. Double clicking on one of the rows will show you the details of that order in a popup window.
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Deactivating and Reactivating Vendors
Deactivate Vendors can be deactivated so that they will be inactive and not shown in normal usage of inFlow. Vendors cannot be deleted entirely, to ensure that you have a full record of previous vendors. Reactivate To view an Inactive vendor, select Show from the drop-down list in the Listing Panel for the vendors. Now select Inactive from the drop-down box. An inactive vendor can be reactivated by clicking the Reactivate button, which replaces the Deactivate button in the vendor toolbar.
For instance, as in the example, if you have made changes to both the vendors address and phone number but you only want to amend the address and not the phone number, you may choose to do so here by simple un-checking the box indicating the phone number has changed. In this way you can effectively manage your vendor details from the purchase order window without needing to go back to your vendor records and make the changes twice.
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The Header of the Purchase Order contains the common information about the order that is visible throughout the purchasing workflow. The following fields are in the Purchase Order Header: Vendor (Required) Here you select the Vendors name. This will usually be the name of a company. The contact person at your vendor regarding this order. A phone number you can call at your vendors place of business. The address to which this purchase order should be sent. These addresses are filled in from vendor information. You can use the dropdown to select other vendor addresses. You can modify an address by clicking into it or tabbing & typing.
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Location Order # The inventory location associated with this order. Items will only be picked and restocked into this location by default. A unique Purchase Order number by which you can refer to this order. This will be automatically filled in the first time you save your order. You can edit this Order # directly or set the pattern of how order numbers will be created under Company Settings. If Order # is set before saving order, no number is generated. The date of the order, usually the date on which the order was placed. You may change this date. A short description of the status of this purchase order.
Date Status
The address to which the vendor should ship the goods for this order. Payment terms for this order, i.e. an agreement between you and your vendor about how you should pay them for the order. You can select from a list of existing payment terms or add a new type by selecting <Add New> from the dropdown list. An order number that your vendor may use to refer to this order.
Vendor Order #
You may also add up to three custom fields into Purchase Orders. These will show up underneath the Vendor Order # field.
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For the Ship-To Address, you can select from the addresses you have set up in your Company Information or Receiving Addresses under Company Settings. You can also add a new receiving address here by selecting Add New Address from the dropdown. To edit the Vendor or Ship-To Addresses, move your mouse into the main address field and then click. A popup will appear allowing you to edit the various parts of the address. Changes to the addresses here will be kept for this purchase order only.
The main Order table has the following columns: Item This is the item name or item code for the product or service being ordered. Items can be selected from the drop-down box or can be entered by scanning the barcodes. To do this, you have to setup product barcodes, click into the Item field and scan. The item will be selected. If the item is scanned repeatedly, then the quantity will be incremented accordingly. This is a text description of the product or service being ordered. This field will be shown, only if Show Product Description is set in the Settings. This will default to the description from the product information, but can be changed here. The item name or item code that the vendor uses for the product or service being ordered. This will default to the Vendor Product Code set up in Vendor Information for this vendor and product or will be blank. This is the quantity of the item being ordered. This can be entered manually or selected from the drop-down box. Quantities can be entered in any UoM. Unit Price is per UoM displayed. Changing the UoM updates the Unit Price (e.g. changing to a pack of 2 doubles the 111
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Quantity
Purchasing
unit price). This will default to 1 but can be changed to the actual order quantity. Unit Price This is the price per unit that the vendor charges you for this item. In order of priority, this will default to the Cost set up in Vendor Information for this vendor and product, then the Costing Method set up in Product information for this product, then the unit price you last purchased this item at, and then zero. A percentage discount given by the vendor on the price of this item. This can be entered manually or selected from the drop-down box. Discount can be entered as a percentage or as a dollar amount. This may be hidden, depending on your company settings. The Product Tax Code for this item determines if it is taxed in a special way, e.g. tax exempt. This defaults to the Product Tax Code in the product information for this product. The total cost of this item for the quantity given and after applying discounts, but before applying taxes or freight. This is calculated based on the Unit Price, Quantity and Discount, and cannot be modified.
Discount
Tax
Sub-total
To add in a new line item, first select a product in the Item column. Then, you may choose to modify the other columns. The Purchase Order information cannot be modified once the order has been marked Fully Received.
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Simple Workflow by clicking the tab at the bottom. There are a few cases when you cant switch from the Advanced Workflow to the Simple Workflow, for example when it would hide important information such as: The order isnt completed yet but the receive tab is partially filled out. The return or unstock tabs are partially filled out.
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Simple Workflow Order Footer
The order footer contains more information about the order and pricing. Due Date The date by which the vendor expects payment from you. When the order is marked Fully Received, this date is calculated by taking the last receipt date and adding the number of days specified by the Payment Terms for this order. You can also set this date manually. This field is hidden when the shipping information is not shown. The method by which you will pay the vendor. The type of taxes that will be charged to you for this order. Any extra costs related to this order that should be included in the calculations for updating the moving average cost of the products received. This may be either a currency value or a percentage of the total base costs (not including tax, freight, and other extra costs). The currency in which you intend to conduct the order. For companies that deal in one currency this will be your default and need not change. Companies that deal in more than one currency can choose to change the order currency (you will be prompted for the conversion rate if not already specified). Any extra remarks on this order. These remarks will be included when you print out purchasing documents. As well as the movement history of any product included in the purchase. You may see one or more Tax fields depending on the Taxing Scheme set for this order. This shows the amount of tax charged for this order. You may change the amount of tax charged here but if the order is later changed, the tax will be automatically recalculated. The amount of freight or other surcharges applied to this order. Tax is applied to this field if the selected Taxing Scheme has Tax On Shipping set. This field is hidden when the shipping information is not shown. The total amount that you will owe the vendor for this order. The amount that you have already paid the vendor for this order. You can also click this field to open the Payment Details Window for partial payment control and payment method entry. The extra amount that you are expected to pay to the vendor for this order. You can click the Receive & Pay button to receive inventory for this order, update the moving average cost (MAC) for your products and mark the order as fully paid. If you click the dropdown arrow next to this button, you can do a partial update by selecting one of the two options: Receive Inventory Marks the order as fully received and updates inventory and moving average costs for your products. Marks the order as fully paid. 114
Currency
Remarks
Tax
Freight
Total Paid
Pay Vendor
Purchasing
In the Simple Workflow, inFlow will do the same work behind the scenes as in the Advanced Workflow. For example, the Receive & Pay button will automatically pick locations to place your items into inventory. You can switch to the Advanced Workflow if you want to inspect or have full control over these processes. To cancel the order and avoid further processing, click the Cancel Order button (which will show up once the order is saved). This will reverse any inventory, payment and cost updates already made. It will then show a Re-open Order button which you can use to start handling the order once again.
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Receiving without an Order
In some cases, you might receive products without having first placed a formal Purchase Order. In this case, you can also choose to fill in the information on Receive first, and then the Order details, such as pricing, afterwards.
Order Cancellation
You may choose to cancel a Purchase Order once it has been saved. This can be done by closing the window. If this is done after any items have been received or payment made, then the inventory movements and payments will be reversed. You may choose to re-open a cancelled order at a later date by clicking the Re-open Order button, which shows up once the order has been cancelled.
Order Status
inFlow Inventory uses a detailed Order Status to quickly describe the state of an order. The following are the possible status values for purchase orders: Open In Progress Fully Received Paid Cancelled when the purchase order has been placed but nothing has been received yet. when the purchase order has been placed and some receiving information has been entered. when the purchase order has been marked Fully Received but has not yet been fully paid. when the purchase order has been marked Fully Received and has been fully paid. when the purchase order has been marked cancelled.
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The footer of the purchase order shows the following information about the order and pricing: Carrier Taxing Scheme A selection on the carrier and shipping method that the vendor should use to ship products to you. This is the type of taxes that will be charged to you for this order. Changing the taxing scheme updates the tax calculations and the display. Any additional cost on this order. This may be either a currency value or a percentage of the total base costs (not including tax, freight, and other extra costs). These are extra costs to be included in the product moving average cost but not charged by the vendor, e.g. customs or handling charges. These can be a percentage or a fixed amount and will be included in the product costing (moving average cost and last purchase cost). The currency in which you intend to conduct the order. For companies that deal in one currency this will be your default and need not change. Companies that deal in more than one currency can choose to change the order currency (you will be prompted for the conversion rate if not already specified). A date that you want the vendor to ship the goods to you on. When shipping information is not added, this field will be hidden. Freight fields (order, payment & return), due date, vendor order number, terms and carrier are also hidden.
Non-Vendor Costs
Currency
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Remarks Any extra remarks on this order. These remarks will be included when you print out the Purchase Order. In Simple Workflow, same remarks are shown on all documents. In Advanced, each document shows the remarks for the most appropriate tab. The total cost of this purchase order before tax and freight is applied. You may see one or more Tax fields depending on the Taxing Scheme set for this order. This shows the amount of tax charged for this order. You may change the amount of tax charged here, but if the order is later changed, the tax will be automatically recalculated. The amount of freight or other surcharges applied to this order. Tax is applied to this field if the selected Taxing Scheme has Tax On Shipping set. The total amount that you will owe the vendor for this order. When just the order tab is filled in and the order is saved, you can Cancel Order. This sets the status as cancelled. When other tabs are also filled in, cancellation wipes out everything except the order tab. You can Reopen Order by clicking the Reopen button which shows up only after the Order has been cancelled. The Auto Fill button can be used to quickly set the order to match the goods received. This may be useful when you do not place a purchase order before receiving goods. The Auto Fill function will add lines to your Order table to match the received quantities, but will not remove any existing lines you have. It will add order lines so that the total quantity ordered matches the total quantity received. In addition, if you select the vendor for a new order and click the autofill button without any data entered in the receive tab, the system will supply any items that it believes you should be re-ordering from that vendor for a quick and easy way to reorder stock.
Sub-Total Tax
Freight
Auto Fill
A green light on the Receive tab is shown when the order has been marked Fully Received. Otherwise, a yellow light will be shown when some items have been received, or a red light when the receive table is empty.
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The receiving information cannot be modified after the order has been marked Fully Received. Also, lines that have been marked received cannot be modified.
Quantity
Purchasing
picked. For a stocked product, this will default to the sublocation of the selected product. For unstocked products, it will be kept blank. Received A button you can click to finalize and receive the boxes. This will modify your inventory levels, moving the products into the location specified. This column changes to a check mark icon once it has been received. When the last row is received, the system asks if you want to mark the order as fully-received. Lines that have been received cannot be edited or deleted.
Auto Fill
A green light is shown if the order is fully paid. Otherwise, a red light is shown if order is empty, and a yellow light is shown if the order is not yet fully paid.
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Typically, Auto Invoice box at the bottom of the Payment tab will be checked and the invoice will be automatically created for you. For products the invoice will be based on the quantity received. For services, the invoice will be based on the quantity ordered using the same UoM, Vendor Product Code, price, discount and description as order. The invoice will be automatically updated based on the order or items received. You may also choose to manually edit the invoice if for some reason you want to adjust it separately from the order. To do this, uncheck the Auto Invoice box at the bottom of the Payment tab.
The main Payment table has the following columns: Item Description This is the item name or item code for the product or service being ordered. This is a text description of the product or service being ordered. This field will be shown, only if Show Product Description is set in the Settings. This will default to the description from the product information, but can be changed here. The item name of item code that the vendor uses for the product or service being ordered. This will default to the Vendor Product Code set up in Vendor Information for this vendor and product, or will be blank. The quantity of the item for which the payment is being made. Quantities can be entered in any UoM. Unit Price is per UoM displayed. Changing the UoM updates the Unit Price (e.g. changing to a pack of 2 doubles the unit price). The default will be set to the quantity of the first
Quantity
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line of the Order or Receive tabs matching this product, or if there is no quantity, then to a quantity of one. Unit Price This is the price per unit that the vendor charges you for this item. In order of priority, this will default to the Cost set up in Vendor Information for this vendor and product, then the Costing Method set up in Product information for this product, then the unit price you last purchased this item at and then zero. A percentage discount given by the vendor on the price of this item. This can be entered manually or selected from the drop-down box. Discount can be entered as a percentage or as a dollar amount. This may be hidden, depending on your company settings. The Product Tax Code for this item, determining if it is taxed in a special way, e.g. tax exempt. This defaults to the Product Tax Code in the product information for this product. The total cost of this item for the quantity given and after applying discounts, but before applying taxes or freight. This is calculated based on the Unit Price, Quantity and Discount, and cannot be modified.
Discount
Tax
Sub-total
Paid
Balance
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A red light is shown if the return table is empty, otherwise a yellow light is shown if a refund has not yet been issued to you and a green light is shown when the refund has been issued. The return table can be modified once the order is marked as Fully Received.
Description
Purchasing
Vendor Product Code The item name or item code that the vendor uses for the product or service being ordered. This will default to the Vendor Product Code set up in Vendor Information for this vendor and product, or it will be blank. The quantity of the item being returned. This can be entered manually or selected from the drop-down box. Quantities can be entered in any UoM. Unit Price is per UoM displayed. Changing the UoM updates the Unit Price (e.g. changing to a pack of 2 doubles the unit price). The default will be the quantity on the first line of the Order or Receive tabs matching this product, or if there is no quantity, then to 1 purchasing unit. This is the price per unit that the vendor should refund you for this item. In order of priority, this will be defaulted to the cost in the order, then the Cost set up in Vendor Information for this vendor and product, then the Cost set up in Product information for this product, then the unit price you last purchased this item for, then zero. A percentage discount given by the vendor on the price of this item. You can also enter in a fixed-amount per-unit discount by typing in the discount as a currency figure (e.g. $5). This will be deducted from the amount to be refunded. This may be hidden, depending on your company settings. The Product Tax Code for this item determines if it is taxed in a special way, e.g. tax exempt. This is defaulted to the Product Tax Code in the product information for this product. The total amount to be refunded for this item for the quantity given and after applying discounts, but before applying taxes or freight. This is calculated based on the Unit Price, Quantity and Discount, and cannot be modified.
Quantity
Unit Price
Discount
Tax
Sub-total
Purchasing
be deducted from the amount to be refunded. Refunded Credit Refund in Full The amount that the vendor has already refunded to you. The remaining amount of money that the vendor should refund to you or give to you as a credit. Click here to quickly set the Credit balance to zero when the vendor has issued you a refund. This sets the Refunded field to the full amount and Credit is set to zero. Fees are subtracted from the amount to be refunded. Vendor balance is also updated. Clicking the Auto Fill button prompts inFlow to automatically suggest products to return. This will suggest that you return all products for the entire order. You may choose to use Auto Fill and then remove the items not being returned. Auto Fill will copy the information from the payment tab and set the return date. It will also copy UoM, description and freight.
Auto Fill
A red light is shown if the Unstock table is empty. A yellow light is shown if the table is not empty, but some lines have not been marked as unstocked. A green light is shown if all lines have been unstocked. Unstocking can be modified any time after the order is marked Fully Received.
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Unstock Tab Columns
The main Unstock tab table has the following columns: Item Description The item name or item code for the product or service being unstocked. This is a text description of the product or service being ordered. This field will be shown only if Show Product Description is set in the Settings. This will default to the description from the product information, but can be changed here. The quantity of the item being unstocked. This will default to the quantity that was returned in purchasing UoM. The location from which the products should be unstocked. This will be defaulted to the default location for that product, or the company default. This column may be hidden depending on the Company Settings. This is the inventory sublocation (e.g. Aisle Number) from which the returned products should be unstocked. This will default to the default location for that product, or left blank. A button you can click to finalize the unstocking process and update the inventory records to remove these products.
Unstocked
Auto Fill
When the location isn't specified for the Purchase Order, the system tries to unstock in order of priority as follows: 1. From the default location and sublocation for that product. 2. From the default location for that product and other sublocations. 3. From the default location set in General Settings. 4. Any other locations If there are ties within the same priority level (e.g. default location for the product isn't set, but there are two different sublocations within the same location), then it will unstock from the location with highest quantity first.
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Creates a new order. If you have another order open, the system will prompt you for saving changes to that Order. Saves the changes to the Order. The system will save the Order with an automatically generated Order # if the Order # is blank. Previews the document to be printed. The Preview menu has the following items: Print Click Print to print the documents. Export Click Export to export the documents to PDF, Microsoft Word, Microsoft Excel or Rich Text Format The copy menu has the following items: Copy PO - Creates a copy of the old PO with all the appropriate fields and lines copied. Order number and dates are not copied. Attachments are not duplicated. Create SO (Sales Order) Copies the lines of the PO to the SO. A sticky is added to the SO saying "Created from PO, PO-######". Other stickies copied. UoM and custom Descriptions are copied from the PO lines. Click to look at older versions of this Purchase Order. Old versions are saved correctly and are read-only.
Click to add attachment files to this Purchase Order. This opens a pop-up dialogue box to add new attachments and save them. Attachments can be saved, deleted or opened properly. The number of attachments is shown next to the button. When there are many attachments, scroll to the one you need. Sticky Click to add sticky notes to this Purchase Order. Sticky notes are not included in printed documents. Stickies can be moved, resized, changed color or closed. Opening a document again shows the stickies.
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When viewing in full listing mode, double-clicking an order opens up the details. When details are open as well, clicking a listing entry selects that order.
You can select and use filters in the Search section such as Order#, Status, Vendor and Order Date. Many other serach options are also available using the drop-down button. You can Add/Remove filters, but you can't remove all filter options. Custom fields are supported based on settings. Filters that have been removed will not restrict the search.
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Purchase Return
The Purchase Order printed document shows what you returned to your vendor. You can send this to the vendor to claim the refund for returned products.
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Creating a Report
To create a report: 1. Click on Report List under Reports in the inFlow menu. 2. Click on the links (Sales, Purchasing, or Inventory) in the left panel to see a group of reports and its preview in the right panel. 3. Click on the required report to bring up the customization screen for that report. 4. Set the customization options for this report (see below) 5. Click the Generate Report button.
Filter By
In each report, you can filter the data to be displayed. For example, you might just want to see information on a certain Category of items or only look at Sales information over a certain period of time. The Filter By options includes Filter By: Products, Category, Location, Sublocation, Status, Custom Fields etc.
Options
Other options by which to filter the data to be displayed are Include Zero Quantities and Pricing Scheme. The Options displayed will vary with the type of report.
Display
Showing and Hiding Columns
You may wish to show or hide some columns in the report. Most reports have some columns that are optional. For example, you may not be interested in the Costing information on some reports. To show or hide the columns, check or uncheck the options next to them. In addition, you will find that you have the ability to show the currency in which you wish your reports to display, choosing to see your sales numbers in the order currency (Foreign) vs. your default currency (Home) or both) as well as the option of adding custom fields as a column within the report. 130
Reports
Orientation
Select the Landscape or Portrait orientation for the report.
Group By
In many reports, you have different options as to how to group the lines together. For example, you may want to group the products in your report by category, or simply show them all as a single group. To select the grouping options, choose from the options in the Group By field.
Sorting
You may choose how to sort the lines in your reports. In the event of a tie, you can set secondary or tertiary sorting methods as well. To choose a sorting method, set your choice of column to sort by in the First Sort By column. To do subsequent sorting in the event of a tie after the primary sort, you can set other columns in the Then Sort By columns.
Report Title
The Report Title is shown near the top of the printed reports. In each report, a default report title is supplied, but you can change this by editing the text in the Report Title field.
Description
The Report Description is a caption shown underneath the Report Title in the printed reports. By default, the Report Description is set based on the filters you set for this report, but you can also customize the description yourself.
Add to My Reports
Click Add to My Reports to save this report in My Reports so that you can have quick access to it.
Generate Report
After customizing all the options, click Generate Report. The report will be generated and displayed in the right panel.
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Reports
My Reports
Save to My Reports
When a report is open you can click Add to My Reports to save this report in My Reports.
Update My Reports
If you have made any changes in the Report Settings, click Update My Reports to save the report settings for future use.
Back-Forward
If the Report has more than one pages, you scroll through them using the First, Previous, Next and Last buttons.
Print
Once you have created a report, you can choose to print it by clicking the Print button after you have created a report. This will print as per the settings under Print Settings, which can be accessed under the Settings menu through the inFlow menu button.
Export
Once you have created a report, you can choose to export it to another format such as PDF.
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Reports
To export a report: 1. Click the Export button after you have created a report.
2. Select the export format from the Save as Type options. 3. Set the export file name. 4. Click Save to complete the export.
Search
Click Search to search for text in the document. Enter the text and click Search. Click Search again to find the next occurrence of the text.
Zoom
Use the Zoom button to zoom in and out of the document for viewing.
Report List
To see a list of reports, click Report List from the Reports menu in the inFlow menu.
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Reports
Sales Reports
The following reports are available under the Sales Reports in the left Report List panel. Move the mouse pointer over each report to preview it. Sales by Product Summary A list of products showing a summary of how much has been sold and purchased. A report which breaks down the products and sales orders to show you how well a product has been selling. Shows a summary of financial information for a number of sales orders. A list of Sales Orders with the gross profit of each one. A list of Sales Orders with their statuses and requested ship dates. Shows the total amount of Sales Tax that you have collected from customers. A list of your customers along with their balance and last order date. A list of Sales Orders for which you still need to receive Payment. The detailed contents of the orders that your customers have made in the past. Shows you all the customers that have ordered a product. Shows you the remaining products that you need to ship to satisfy your customers orders. Shows you the Sales Orders that each sales representative was responsible for. Allows you to run report which lists your clients and allows you to filter by various customer info (country, city etc.)
Sales Order Profit Report Sales Order Operational Report Sales Tax Report Customer Payment Summary Customer Payment Details Customer Order History Product Customer Report Back Order Report Sales Representative Report
Customer List
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Reports
Purchasing Reports
The following reports are available under the Purchasing Reports in the left Report List panel. Move the mouse pointer over each report to preview it. Purchase Order Summary Purchase Order Details Purchase Order Status Purchasing Tax Report Product Cost Report Vendor Product List Vendor List Shows a summary of a number of Purchase Orders. Shows you the items youve purchased from vendors. Shows the Purchase Orders from vendors for different products Shows the total amount of Sales Tax that you have paid to vendors. Shows you the costs at which you purchase products and average cost. A list of products with their related information from Vendors. Allows you to run report which lists your vendors and allows you to filter by various vendor info (country, city etc.)
Inventory Reports
The following reports are available under the Inventory Reports in the left Report List panel. Move the mouse pointer over each report to preview it. Inventory Summary The total quantities of product inventory levels per product. A detailed list of inventory, including the product, location and quantity. Shows the total amount of each product in a location (added up over sublocations). Shows the amount of stock that has moved in and out of each location over time. Shows a full log of how the inventory has moved. Estimates how long your current inventory stock will last based on how fast each product has been selling recently. Shows total quantities of stock available along with 135
Inventory by Location Inventory Movement Summary Inventory Movement Details Estimated Inventory Duration
Reports
reordering information. Product Price List Count Sheet Report A list of products with their prices. Will pull a list of work orders that you have completed with various details.
My Reports
You can save reports under My Reports for quick reference. To add a report to My Reports: Open up a standard report. Click the > More link. Click Add to My Reports button.
To view My Reports, click My Reports in the left Report List panel. Move the mouse pointer over each report to preview it.
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Setting up Users
To set up users from the inFlow menu start button, select Settings and click General Settings. From the Company Settings dialog box, click the Users button and view the Users tab. From there, you can create new users, or deactivate or modify existing users. To create a new user, click the Add button. To deactivate an existing user, highlight that user and click the Remove button. This will prevent that user from signing into the system in the future. Deactivated users can be viewed and reactivated by clicking the Show All button.
Bypassing Login
If you only have one active user with an empty password, then inFlow wont ask you to log in. Usually, when logging in, users can choose to Log in automatically next time from the login screen. If you want to disable this for security reasons, then you can check the option Require Login every time? in the company settings.
Access Rights
A users access rights determine what he or she is allowed to view or modify in the system. Checkboxes under the View columns determine whether or not that user is allowed to view the details of the corresponding entity. The Edit column determines whether or not that user is allowed to make changes to it. If a user is not allowed to view reports then they will also be restricted from the use of the dashboard. The Name field is a descriptive name for this user, or the name of the account holder. The password is the initial password for that user. Users can also modify their passwords by selecting Personal Preferences from the Settings menu. Checking the Administrator box gives this user administrator access, which allows him or her to make changes to other users access rights. There must be at least one active administrator in the system. You can quickly assign a group of access rights to a user by copying the access rights from another user. To do this, click the Copy From button and select the user whose rights you 137
Multi-User
want to copy. You can also select Full Rights or No Rights to quickly grant or take away all rights from this user. Unchecking the Active box makes this user inactive, which prevents him or her from logging into the system. The user can be reactivated by checking the Active box.
To set up inFlow in multi-user mode, you need to do the following on the server computer: 1. 2. 3. 4. Install inFlow on the server computer. From the inFlow menu, choose Multi-User Mode under Settings. Click the Server button to set this computer up as a server. When its done the program will give you the connection info youll need to hook up your other computers. You can click the save this file for use on the other computers or simply write it down (this is always accessible through the change connection option when logged into an admin account as well).
Then to set up the other computers to connect with your server 1. Install inFlow on the computer and be sure to choose client mode during the install 2. Once it is complete you will be prompted to connect using the settings file you saved when setting up your server or by filling in those details manually below. 3. Once theyve been entered click Connect. If you are connecting from a computer that was previously running a standalone copy of inFlow simply click the Multi-user mode option under Settings and choose Client instead of Server, then proceed with steps 2 and 3 of the client instructions above. The multi-user mode of inFlow is designed primarily within a local area network (LAN) environment.
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Connecting using Remote Desktop
One way to allow access to inFlow from outside your LAN is to set up one machine on your LAN with inFlow and also as a remote desktop host. Then, other machines can connect to this host via remote desktop, as if they were using that machine directly. The remote desktop host will need to be running Windows XP Professional, Vista Business or Vista Ultimate to host remote desktop. You may find the links below useful in setting up remote desktop. (Disclaimer: We dont have any affiliation with, or endorse, these links.) Remote Desktop on XP: http://www.online-tech-tips.com/windows-xp/how-to-setup-remote-desktop-on-windows-xp/ Remote Desktop on Vista: http://www.mydigitallife.info/2007/01/26/turn-on-or-enable-remote-desktop-on-windowsvista/
Multi-User
Youll need to do the port forwarding for SQL Server Browser on port 1434 for the UDP protocol. Port forwarding for inFlow s SQL Server To correctly set up port forwarding for inFlows SQL Server, youll want it to use the same port each time. To do this: 1. Run SQL Server Configuration Manager. On Windows XP, click Start, Run and type sqlservermanager.msc. On Vista, click Start and type sqlservermanager.msc. 2. Open SQL Server 2005 Network Configuration, Protocols for INFLOWSQL and right click on TCP/IP and select Properties. 3. In the properties dialog, go to the IP Addresses tab and go to the IPAll section at the bottom. If the TCP Dynamic Ports field is set, clear it to be empty. Then, set TCP Port to an unused port number of your choice, e.g. 13724. Click OK. 4. Back in SQL Server 2005 Services, select SQL Server (INFLOWSQL), right click it and choose Restart. 5. Re-open the TCP/IP Properties window and check that the TCP Port is still set correctly to the port you chose. If not, pick another port number and try again. You should then set up port forwarding for the TCP port number you chose above on your router.
If you are getting an error saying that the database password is incorrect: Verify that the database password is correct
Ensure that you have correctly typed in the Database Password (required for any access to inFlow). This is a different password from the Web Account Password (used for managing your inFlow licenses) and the inFlow User Passwords (used for individuals within your organization to log in to inFlow). Be careful about entering uppercase and lowercase letters correctly.
Multi-User
6. Go back to inFlow, and try again with the new password.
If you are getting an error that you cannot connect to the inFlow database: Verify that the server name is correct
Make sure that you are trying to connect to the right server. If you are on the server computer itself, you can use just a single dot to indicate this. You can also try using localhost, 127.0.0.1, or your computers hostname or LAN IP address. Otherwise, if you are connecting from another computer, you will need to enter the hostname or IP address of the correct server computer. The easiest way to get this information is to log into inFlow from the server computer, and select File, Connection, Change Connection and look up the Server Name info under Current Connection Info. There, in brackets, it will first show the hostname and then the IP address.
Ensure that SQL Server is set to allow remote connections and the services are configured properly.
1. Run SQL Server Configuration Manager. On Windows XP, click Start, Run, and type sqlservermanager.msc. On Vista, click Start and type sqlservermanager.msc. 2. Open up SQL Server 2005 Network Configuration, Protocols for INFLOWSQL. Ensure that Named Pipes and TCP/IP are enabled. 3. Open up SQL Server 2005 Services. Right click SQL Server (INFLOWSQL) and select Restart. 4. Ensure that the SQL Server Browser service is listed and is Running. If not, right click it and select Start. 5. Ensure that both the SQL Server (INFLOWSQL) and SQL Server Browser services are set to start mode Automatic. If not, right click, select Properties, and under the Service tab, set Start Mode to Automatic.
Set your server computer firewall to allow incoming connections to SQL Server (INFLOWSQL) and SQL Server Browser from other computers.
The instructions below are for Windows Firewall. If you are using another program as a firewall, you will need to adapt these instructions. 1. On Windows XP, click Start, Settings, Control Panel, then select Windows Firewall. Click the Exceptions tab. On Windows Vista, click Start, then type and select Windows Firewall. Then click Allow a program through Windows Firewall. 2. Run SQL Server Configuration Manager. On Windows XP, click Start, Run and type sqlservermanager.msc. On Vista, click Start and type sqlservermanager.msc. 3. In SQL Server Configuration Manager, under SQL Server 2005 Services, right click SQL Server (INFLOWSQL) and select Properties. In the Service tab, look at the value under Binary Path, not including the part at the end: -sINFLOWSQL. 4. From Windows Firewall, click Add Program, Browse and select the program you found in step 3. 5. Repeat steps 3 and 4, except select the service SQL Server Browser this time.
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other program as a firewall, you may need to set it to enable outgoing connections from inFlow on each computer with inFlow installed.
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2. Select the option I already have a license, and just need to activate inFlow.
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Licensing
3. Enter the Web Account E-mail and Web Account Password into the boxes in the Software Activation dialog that appears. 4. Click Next. 5. If inFlow has detected that you have license keys from another Web Account, it may prompt you to merge the two accounts together. This might happen if both you and a colleague purchased inFlow licenses. Doing this enables you to share the licenses together. This requires the Web Account Password for the other Web Account E-mails to merge. 6. You will then be shown a list of license keys under your account. Choose a license to activate your copy of inFlow. 7. Click Next. Using the Web Account is recommended if you have more than once license for multi-user mode, since it helps you to keep track of your licenses and which ones have been used. However, you can also activate directly using a license key: 1. In the above screen, select Activate with License Key. 2. Enter the license key. 3. Click Next. If you are connected to the Internet, then this should complete the activation. If you are not connected to the Internet from the computer you wish to activate, you can activate online from another computer. 1. If necessary, return to the Software Activation wizard by selecting Upgrade to Standard Edition from the inFlow menu. 2. Click the Save Key File button, and choose a portable location to save the file to, like a USB drive. 3. Bring the file to another computer that has access to the Internet, and submit the key file to http://www.inflowinventory.com/software-offline-activation.aspx to receive your activation key. 145
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4. Enter the activation key into the Software Activation wizard on the original computer to be activated. If you have any problems with activation, e-mail [email protected] for assistance.
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