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

Windows

inFlow Cloud for Windows

Sales orders in inFlow Cloud let you track items that you sell to your customers. inFlow will automatically assign an order number the first time you save the order.

Even if you don’t need to track sales or sell any product, completed sales orders deduct inventory and can be used to record outgoing stock.

To create a sales order:

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

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

To complete a sales order:

  • Click Fulfill when your customer has received the items on the order. This will move the items out of your inventory.
  • If your customer has not yet paid you, you can click the arrow button beside Mark Paid and select Mark invoiced. This will move the order to an Invoiced status. Printing an Invoice document will automatically mark the order as Invoiced.
  • If your customer has paid for part of the order, you can put that amount into the “Paid” field to keep track. If they’ve paid the full amount, click Mark Paid to complete the payment. You can also click the “Paid” field to record more detailed information like reference or cheque numbers.

To view your order profit:

You can easily view the total estimated profit of a Sales Order by clicking the drop-down on the Sub-Total heading in your Sales Order. This will quickly show you the Sub-Total, Estimated Cost of Goods Sold and Estimated Profit in this Sales Order.

The profit is calculated by taking the cost of each item as well as any non-customer costs and subtracting them from the sub-total to get your profit.

NOTE: Since this is only an estimate, inFlow uses the applicable costing layer to calculate your profit on the order (this is especially applicable to those using FIFO or LIFO costing). Once the order is complete, inFlow will calculate the actual profit using the true costs on the order.

To pick, pack and ship your orders continue reading here! 

What else can I do in the sales order screen?

There are other advanced things you can do from the sales order screen as well. You can:

Receiving payments from emailed orders.

If your business is located / registered in the United States or Canada, you can sign up for inFlow Pay to accept credit card payments from orders you email from inFlow! For complete details on this, take a look at our inFlow Pay article here.

Web

inFlow Cloud for Web

To create a sales order:

  1. Click on the Sales Orders tab to begin, then click new sales order. (Main Menu->New Sales Order)
  2. Begin typing into the Customer field; you should see your customer’s name appear, or hit the + button to add the new customer.
  3. Click the + Add product button and select a product from your list. Continue as necessary until you’ve selected all the products your customer wants to buy.
  1. If your team will be shipping items to your customers, toggle the Include shipping button on the right side so your warehouse staff will know where to ship this order when they’re working on the desktop app. Once toggled, you’ll be able to edit additional fields like PO#, Payment Terms, Freight, and Due Date.
  2. You can enter an amount into the Paid field if you’ve received payment from your customer, or just click the Mark Paid button.
    Clicking on the Paid button will bring up the Payment Details window if you need to enter more detailed information (e.g. payment method, multiple payments).

To remove products from an unfulfilled order: 

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

Receiving payments from emailed orders.

If your business is located / registered in the United States or Canada, you can sign up for inFlow Pay to accept credit card payments from orders you email from inFlow! For complete details on this, take a look at our inFlow Pay article here.

Mobile

inFlow Cloud for Mobile

If you’d like to create sales orders on the go, you can use the inFlow Cloud mobile app! 

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

How to create and complete a sales order

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

  1. Open the inFlow Cloud app on your mobile phone and tap on the Main Menu button (the 3 horizontal lines at the top left of the screen) and select Sales Orders (or directly tap on Sales orders on the homepage).
  2. On the sales order list, tap the ‘+’ symbol on the top right of the screen to create a new sales order.
  3. Select a new or existing customer to add to your order.  
    • If you create a new customer, the only required field is Customer Name  – you can edit their information later by tapping the Main Menu button > Customers.
  4. Tap Add product to add products to your sales order (or scan your product barcode instead by tapping Scan product). You can tap on the product you want to add to the order then tap Add at the bottom of the screen. 
    • You can search your item list by tapping the search bar at the top.
    • Once you’ve chosen all the items you want to add, tap Done to return to your sales order.
  5. Tap or swipe left to the Details tab to edit the order details, including customer information, shipping, edit inventory details (where inFlow should remove inventory from), add payment terms, remarks, etc. 

  1. When you’re ready to pick the order, tap the yellow Fulfillment button (or Pick order if you have shipping turned on). Here you can select which items to pick to fulfill your order. The sales order will become fulfilled once all products are selected.
  2. Add any payments to the order by tapping or swiping right to the Order tab and tapping into the Paid field. 
  3. Finally, tap Save on the top right to save your order.

Additional actions

Adding products by scanning their barcodes 

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

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

Editing products

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

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

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

Removing products

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

Note: if you’re looking to return an item that was previously purchased, please see here for steps!

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

Fulfilling/Picking products

Once you’ve added your products to the order, you can start fulfilling/picking it!

Click the yellow Fulfillment button on the bottom right when shipping is turned off.

Click the yellow Pick Order button on the bottom right when shipping is turned on.


There are several ways to fulfill/pick items on your order:

  • To auto fulfill/pick all items on the order, tap on the picking progress button on the bottom right and select Autofill
  • To mark an entire item line as fulfilled/picked, tap on the empty checkbox on the left side.
  • To partially pick an item line, click on the ellipsis (three dots) on the right side to open the more actions menu and select Partial fulfill/pick. 
  • You can also fulfill/pick your items by scanning them! Tap on the barcode icon on the top right to open the camera barcode scanner.
Mobile picking | inFlow Smart Barcode Scanner

To unfulfill/unpick an item:

  • To auto unfulfill/unpick all items on the order, tap on the picking progress button on the bottom right and select Unpick all.
  • Tap on the gray check mark on the left side of the item line OR the ellipsis (three dots) on the right side to open the actions menu and select Unfulfill/Unpick or Partial fulfill/pick to adjust the number of fulfilled/picked items.

More actions menu 

Next to each item line on the Fulfill/Picking screen, tapping the ellipsis (three dots) on the right side will open the more actions menu. Here you’ll be able to:

  • Edit the location where the product will be fulfilled/picked from.
  • Edit the fulfilled/picked date for products that have been fulfilled/picked.
  • Partially fulfill/pick items. 
  • Unfulfill/unpick items.

Shipping 

To include shipping an order, swipe left to get to the Details tab. When the shipping toggle is ON, the shipping address, required ship date and PO number will appear. 

In the mobile app, all picked and unshipped items on an order will be shipped in the same box. The box number and the contents of the box cannot be edited from the mobile app, however you can remove an item from a shipment.

Ship all items on an order

When all items are picked on the order, a Ship order button will appear on the bottom right: 

  1. Tap the Ship order button to open the Shipping details screen. 
  2. Enter your shipping details and tap Complete shipment to mark the items as shipped.   

Partially ship an order

If you have partially picked your order and you would like to ship these items: 

  1. Tap the + Actions menu and select Ship
  2. In the Shipping details screen, enter your shipping details and tap Complete shipment to mark the items as shipped.

Repeat the above steps for items that you pick later. Remember, all picked and unshipped items will be shipped together in the same box. When partially shipping, each shipment will be given a sequential box number (Box 1, Box 2, Box 3…) – this can’t be edited in the mobile app so you’ll need to use the web or desktop app instead. 

Remove items from a shipment

In the mobile app, it isn’t possible to see what items were shipped in a specific shipment. To remove an item that has been shipped on an order (without deleting the entire shipment), you can unpick the item from the order. 


Edit/remove a shipment

You can edit your shipments in the Shipping details screen:

Note: it’s not possible to see what items were shipped in a specific shipment in the mobile app. 

  1. Tap on the + Actions button on the bottom right corner and select Ship
  2. In the Shipments screen, tap on the shipment you’d like to edit to open the Shipping details screen.
  3. Here, you can edit the shipped date, add shipping remarks, carrier, and a reference number or delete the shipment.

Returning products

Similar to the desktop app, a returned item in the mobile app will appear as a separate line item.

There are a couple of ways to return items in the mobile app:

Returning an existing item on an order: 

  1. Tap on the item on the order you’d like to return.
  2. On the Product details screen, tap the ellipsis on the top right and select Return product.
  3. In the Return product screen, enter the quantity you’d like to return and tap Return on the top right to complete the transaction. 

Returning an item that is not on an order:

Sometimes, you may need to return an item from a customer that wasn’t on an order to begin with. You can do this on the mobile by adding the item as a returned item:

  1. On the Order screen, tap Add product and select it from your product list (or scan its barcode by tapping Scan products).
  2. In the Add product screen, set the quantity to a negative amount to mark that this item will be a return (ie, if you want to return 2 items, you’ll add ‘-2’ quantity). 
  3. Tap Return on the top right to complete the transaction. 

Payments and invoicing an order

At the bottom of the Order tab, you’ll find the subtotal, tax amounts, freight, the order total, the paid amount and the order balance. 

  • To mark the order as invoiced, use the + Actions menu on the bottom left and select Invoice. 
  • If you’d like to mark the entire order as paid, you can use the + Actions menu on the bottom left and select Mark paid.  
  • To record a partial payment, tap into the Paid field and enter the amount paid. 
  • You can also add a payment via the Payment History screen (see below). 

Payment history

You can tap on History next to the Paid text to access the payment history for the order. 

  • Tapping Add payment will open a Payment details screen where you can enter a new payment. 
  • Tapping on an existing payment will open the Payment details screen.

Payment details

The Payment details screen allows you to edit the details of a specific payment such as:

  • Amount applied (this will be negative when making a refund)
  • The refund toggle – this will mark the amount applied as a refund. 
  • Payment method
  • Date
  • Reference number
  • Remarks (per payment) 

Pricing, currency, taxing scheme and non-customer costs

You can edit which pricing scheme, currency and tax to apply to the order, as well as add non-customer costs from the Pricing screen. Swipe to the very bottom of the Order tab and tap on Edit pricing

It is not possible to create a new pricing scheme or taxing scheme from the mobile app.

Remarks 

In the mobile app, all your sales order remarks can be added from the Details tab. You’ll be able to edit:

  • Sales remarks (in the desktop app, these would be found in the Sales tab).
  • Pick remarks (in desktop, these would be found in the Pick tab).
  • Ship remarks (in desktop, these would be found in the Ship tab).
  • Return remarks (in desktop, these would be found in the Return tab).
  • Restock remarks (in desktop, these would be found in the Restock tab).

To add a remark:

  1. Swipe left or tap on the Details tab from the Sales Order details screen. 
  2. Scroll to the Remarks section at the bottom and tap into the remark field you’d like to edit. 
  3. Tap Save on the top right to save your changes.

Receiving payments from emailed orders

If your business is located / registered in the United States or Canada, you can sign up for inFlow Pay to accept credit card payments from orders you email from inFlow! For complete details on this, take a look at our inFlow Pay article here.

If you’d like to know more about the inFlow Cloud Companion App, check the full guide here!

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