Welcome to the official documentation of Flow Retail Commerce, a leading POS commerce platform for professional retailers of any size.

Here you will find answers to how all the standard functions in the platform works, including recommendations on various topics along the way.

If you have any questions not answered here, simply click the 👎 emoji and write a short comment on what you miss, or it's more urgent then simply drop us an email at [email protected].

Again, thank you for choosing Flow Retail to be your commerce platform.

We love openness, and our roadmap is open for everyone to see what we are working on literally now 🚀 and what we are planning to start on any time soon.

Regularly check the roadmap, which updates a few times per month, to stay informed about new features and major improvements.

Find the roadmap here:

→

Roadmap FAQ

What or who decides what comes in the roadmap?

Our Head of Product makes the final decision, but in practice, our customers indirectly determine our focus and ultimately what comes into the roadmap.

How do we prioritize what to focus on?

We receive numerous requests daily, making prioritization crucial to our day-to-day work, and every day we try to find a good balance between improving existing functionality and adding new features.

We even prioritize removing unused features or those of little value, to always create a cleaner, more user-friendly interface.

To recap, our priorities are sorted as follows:

1. Critical bugs: Critical bug causing lots of troubles, its always prioritized

2. Mission critical features: New features or improvements that will have huge impact on the sales and efficiency

3. Nice to have features: New features or improvements that will make it easier and/or more fun to run the store

How can I submit suggestions to be added to the roadmap?

If you are already a customer, simply reach out to either our customer service department or anyone else, and we will be sure to add it to our IR - Incoming Request - list.

Keep in mind that we at any given time have several hundred requests in our backlog, and so your request might very well already be in sight for being implemented.

And hey, if you are not a customer yet, consider becoming one, and start submitting your feature requests the very same day!

How long time does it normally take for a feature or improvement to be implemented?

If its a critical bug, it will be addressed immediately, and a hotfix can be released literally within minutes as long as all the validation processes that are run prior to any release are approved.

In general new improvements are implemented within days or weeks, while more extensive and new features can take several weeks and even months if they are not high priority.

Can I fast-track feature requests?

Sure. We have a very open and easy-to-understand policy in terms of fast-tracking feature requests. Just note that we have the last word in terms of how the functionality shall work, and we also might need to turn down feature requests from time to time if we see they are too custom.

Super-urgent?

We can then normally start on the task within a maximum of 1-2 weeks.

We charge the full time spent.

Urgent, but not super-urgent?

We start within 3-4 weeks, and share the bill, kindoff, e.g. we charge 50% of the time spent.

Store License

The Store License is a monthly fee per store, regardless of size or number of users. The head office counts as one store. The same applies to any external warehouses/central warehouses that are not linked to a specific store/outlet.

Billing starts in the month you go live, regardless of the specific day of the month.

User License

The User License is a monthly fee per user who has been active during the billing period. The fee is the same for all users, regardless of role or access level. API access (essentially one system) counts as one user license. If multiple systems require API access, one user license per system access will be billed.

Users who are not part of the head office but work across multiple physical stores will count as one user for the store to which they have primary affiliation. If they have no specific store affiliation, they are defined as a head office user.

Billing starts in the month the user logs in for the first time, regardless of the specific day of the month.

Fair Use – Fair Pricing

Flow Retail requires personal user accounts, and it is assumed that all users have their own login. The number of active users per store is automatically counted/reported throughout the month and forms the basis for billing. User accounts not used during the month will not be included in the billing in the upcoming month.

User Cap on User Licenses

The User Cap defines the maximum number of active users per store that are billed. Any users beyond this cap are free of charge. The user cap only applies to stores, not to the head office or central warehouse.

Products

Products are a core element of Flow Retail. Ensuring high-quality product data from the start is essential, as it will save considerable time and resources in the long run. We recommend carefully reviewing the product-related documentation to minimize the need for corrections or adjustments later on.

Before adding products to the system, it’s important to understand the related data elements that need to be set up first. This initial preparation will streamline your workflow and improve the accuracy of your product management.

Brands

Each product must be associated with exactly one brand. Therefore, you need to add all relevant brands to the system before you begin adding individual products.

If a product does not have a specific brand, we recommend creating a general brand using your company’s name (e.g., “Your Company Name”) to keep your data clear and consistent.

Product Groups

Every product must belong to exactly one product group. Product groups are primarily used for reporting purposes but also support various other features within the system. For example, campaigns and promotional activities are typically managed by selecting entire product groups, allowing for efficient planning and execution.

Brands represent the manufacturer or label associated with each product.

Adding a brand to your products serves two main purposes:

1. Reporting – Easily track performance by brand. For example: “How many products from this brand were sold in the last 7 days?”

2. Campaigns – Target specific brands in promotions. For instance: “Apply a 20% discount to all products from this brand, except those in product group CYXYZ.”

Assigning brands consistently improves both insight and flexibility across the system.

Properties are pre-defined values which can be assigned to any of the standard product types.

The properties are also used when dealing with Configurable / variant products.

Flow Retail supports three types of Properties:

Dropdown / single select

These are pre-defined values, and where one specific value needs to be selected on the product that gets these types of properties assigned.

The best example is a property Size, with pre-defined values like S, M, XL, etc.

Another example of using this property type is Color.

Multi-select

These are identical to Single-select, except that one can add multiple property values from a specific property to products that has this property assigned.

Examples of this can be a propery called "Certifications", which has a list of pre-defined certification property values, and where products can have multiple certifications assigned to it.

Text field

This property type adds a text field as the property value, and which must be manually added on a per-product basis.

Examples of this can be a propery called "Weight", where one adds the weight in kilos or kilograms, per product. Other examples can be URL to the webpage for the product, or any other very unique value for the product.

Receiving payment in Flow Retail is both very easy to do, and flexible.

A few important notes on payments

• You can use an unlimited number of payment methods on one settlement/order

  • E.g. on an order with a total amount of 1000, you can give your customer the option to pay 100 in cash, 500 one one card, 200 on another card, and the remaining 200 by gift card, to put it to the extreme

    • Note that combining multiple payment methods makes it more complex to do a refund, as especially card refunds must be refunded towards the exact same card

• We recommend to have at least two modern paymet methods (cash is not defined as modern) active, like card payment and one of the available mobile payment methods, like Dintero or Softpay, in case of technical issues

What is this?

The Foreign Cash extension lets you allow for customers to pay in foreign cash, like Euro or US dollar.

How does it work?

Simply define a currency exchange rate between what is your base currency (e.g. "NOK" for Norwegian Kroner) and the relevant currencies you want to allow for paying in.

All sales are fulfilled in the base currency, and so any rounding is done directly on the sale.

How do we get started?

Add the various currencies wanted, alongside the relevant exchange rate.

Enable the Foreign Cash payment method in the store(s) where you want to allow for this.

To learn about the Flow Gift Card service, click below:

Introduction

Purchasing and receiving goods are essential steps in keeping your store stocked and running smoothly. In Flow Retail POS, these processes are designed to be simple, transparent, and fully integrated with your inventory.

This section will guide you through how to create purchase orders, register deliveries from suppliers, and ensure that stock levels are always accurate. By using the built-in purchasing and receiving tools, you can reduce errors, save time, and maintain full control of your inventory.

In this section you will learn how to

• How to create and manage purchase orders

• How to receive goods and update inventory

• How to deal with differences between ordered and delivered items

• How to set and use minimum and maximum stock levels

Adding and editing customers is super-easy and quick to do, and we work hard on making it a seamless experience both for the person in the store and towards the customer.

Creating or editing a customer in Sale

Touch mode

1. Navigate to Add Customer

2. Start typing the phone number or name

   1. If the customer already exists, it will immediately appear, and can be selected and added to the sale

   2. If no customer is found, you will be prompted to create a new customer, and where the already entered phone number and/or mail is automatically filled in

Keyboard mode

1. Press arrow-up

2. Start typing the phone number or name

   1. If the customer already exists, it will immediately appear, and can be selected and added to the sale

   2. If no customer is found, you will be prompted to create a new customer, and where the already entered phone number and/or mail is automatically filled in

To log into the system, you are required to log in in with your username (e.g. "johndoe") and PIN code (e.g. "2874").

PIN code requirements

• The PIN code must be between 4-6 digits / numbers (0-9), meaning it cannot include characters or special symbols

• The PIN code should be changed at least once per 12 months

How to change the PIN code

To change your PIN code, simply click on your user name in the top bar. Enter your current PIN, then choose a new 4–6 digit PIN and confirm it by entering it again.

What is Flow Retail?

Flow Retail is a professional POS (Point of Sale) platform for retailers of any size, from single, standalone stores to multi-national retail chains with hundreds of stores.

Flow Retail is a super-modern POS platform, built to work seamlessly with both e-commerce and any other systems like ERP, OMS and PIM.

In short: Flow Retail is the final POS system you need to migrate to.

Flow Retail currently offers three different clients, all optimized for specific use cases and users.

The clients can run on basically any device, from standard Windows computers, to Mac, to iPad tablets, to practically any mobile and handheld device, from specific Android-based handheld devices to the latest iPhones.

Learn more below about the various clients and which client should be used where.

Other clients

All the clients utilize the Flow Retail API, which is available for anyone, and so if someone would want to develop their own specific clients, then that is simply just a matter of creating an API key in getting started.

Assistant brings Flow Retail into your pocket, letting you create sales and refunds from literally anywhere. Assistant also gives quick and efficient product lookup for stock details, it handles stock taking, order handling and delivery, basic reporting and more.

The Assistant is a mobile-optimized client, running on basically any sort of mobile and handheld devices, including:

• iPhone (native iOS installer in the Apple AppStore)

• Android (native Android installer in the Google Play store)

Most handheld devices including the world's most popular, the Zebra TC51/52, runs entirely on Android, and so Assistant works seamlessly on all such devices.

This client is a 100% web-based client that runs completely in your browser, and covers all general maintenance like creating or importing products, maintaining the stores, the terminals, users and much more.

Functionality

One of the most central things when migrating to Flow Retail is to get all relevant product data into the platform.

Flow Retail supports linking various types of products to a specific product, like accessories or spare parts.

This is super-handy for remembering to recommend relevant accessories to the customer.

With the Auto-Add link type you can also automatically add a product to the order based upon another product. This is extra handy when selling for example soda/drinks and wanting to add a bottle deposit fee product, or some other type of fee related to a specific product, like enviromental fee, etc.

How do I add linked products to a product?

Simply go to the relevant product in Backoffice, and find the Linked products tab. Here you can add the various linked products as you want.

Flow Retail includes an easy-to-use yet comprehensive price and campaign system designed to handle a wide range of scenarios.

At its simplest, there are three key prices to be aware of:

1. Sales Price (RRP - Recommended Retail Price)

A price list is a collection of selected products where there is a set price, and optionally a start time.

What is the purpose of a price list?

To sum it all up, the selling functionality in Flow Retail is so easy to use that you should not be needing to read this guide.

However, while you now are here, lets go trough it all 👍

Touch mode vs Keyboard mode

Flow Retail has two 'modes' for selling: Touch mode and Keyboard mode.

Although you typically decide on either of them, you can quickly switch between the two modes, even on an active order!

Extensions

Flow Retail offers a range of extensions that add specialized functionality tailored to specific business needs.

Whether you need customer counting, subscription billing, loyalty programs, or shipping integrations, extensions let you expand Flow Retail's capabilities without building custom solutions.

Most extensions are quick to configure and can be activated within hours.

They typically include a one-time setup fee and ongoing monthly costs, though pricing varies by extension type and usage. If pricing information isn't listed on a specific extension page, contact Flow Retail for details.

For more details, get in touch at

Most retailers who start using Flow Retail are migrating from another POS system. This is not an exception — it’s the most common way to get started, and the platform is designed with that in mind.

That said, every retailer operates a little differently. To support this, we’ve put together a FAQ covering the most common questions and scenarios — designed to help you find answers quickly, no matter how your setup looks.

There are many ways to add stock to a product.

1. Creating a Purchase order, and doing a Receivement of the products when they arrive

2. Importing from spreadsheets

3. Doing a Stocktaking / inventory count

4. Setting a stock directly onto a product

5. Move products (stock) from another store/warehouse

6. Receiving stock via an API integration, typically from an ERP system

1. Purchase order / Receivement

This is the most common way to register stock.

Simply follow the guides under the Purchasing section.

As soon as you make a receivement of the relevant quantities on the purchase order, the stock is being updated.

2. Importing from spreadsheets

This is the easiest and best way to update the stock on a larger amount of products.

Required columns in the spreadsheet:

• SKU / itemcode

• Quantity

• Average cost price

The stock must be imported to a specific warehouse (in Flow Retail, one physical store can have many warehouses, e.g. "Store warehouse", "B-Items", "Return Goods", etc.

Learn more about this under the Importing data section.

3. Doing a Stocktaking

Stocktaking is an easy way to set a new stock for a large set of products.

A stocktaking will update the stock as soon as it has been confirmed.

Learn more about this under the Stocktaking section.

4. Setting a stock directly

If you quickly need to set the stock for one specific product, using the Inventory management.

In the client, simply go to Products, search up the product, and choose Inventory Management, and choose one of the four available functions:

A. Stock removal

This reduces the stock with the quantity registered. Lets say you have 47 in stock, and want to reduce with 1, to a total of 46, because you want to use one product as for example a give-away, or it has been stolen and wont be able to be returned.

B. Set new stock quantity

This sets the total stock of the product to the quantity registered. Lets say you had 2 in stock, and you found you had a total of 5 of the given product. Then simply register 5, to have the stock be increased from 2 to 5.

C. Set new cost price

This sets a new average cost price. Use with caution, as the cost price for a any givene product is used across the system for earning reports and more.

D. Inventory transfer

This lets you move a specific quantity from one warehouse to another.

This should normally only be used for stock transfers within one physical store. It is recommended to use the Internal Ordering functionality for moving stock between physical stores.

Move stock from one store/warehouse to another

Either use the Inventory transfer as mentioned above (when moving stock across warehouses within a store), or use the Internal ordering functionality (when moving stock across physical stores).

Receiving stock via an API integration

There are multiple APIs to update the stock in Flow Retail: One-product-at-a-time, bulk/batch updates, by sending in goods receipts, and more.

If you have an ERP system, it is normal to let the ERP system be the master of the inventory, and have it be integrated with the relevant APIs.

For more details on the API integration and recommendations, please contact one of our integration specialists.

When selling products, it is very important to understand contribution margins (🇳🇴 dekningsbidrag), and the mechanisms around it, both to understand which sales price should be set on each product, and also to help understanding how much discounts you can offer on a specific product.

Example

In this example we follow a product all the way from being purchased to being sold, and where we will also look at how much discount you potentially can offer.

Preparations

• You purchase the product ZEISSVICTORY for NOK 1.000 ex. VAT from your supplier Zeiss Watches. Your total expense is then NOK 1.000, and everything on top of that is your profit.

• You decide to sell the product for NOK 10.000 incl VAT to your customers.

• The product has a VAT of 25%.

Finding the contribution margin: (🇳🇴 dekningsbidrag 1 or DB1)

1. To find the contribution margin we first need to remove the VAT: Net Sales Price = (Sales Price (incl. VAT) / 1 + VAT rate) = NOK 10.000 / 1,25 = NOK 8.000

2. Next we need to get the contribution margin, which is basically your profit: Contribution Margin = Net Sales Price - Cost Price = NOK 8.000 - NOK 1.000 = NOK 7.000 This means that for each product sold, NOK 7.000 is available to both cover fixed costs and generate profit.

Finding how much discount you can offer

This of course heavily depends on various factors, like how efficiently the business is being run, etc., but lets try with a relatively general example:

Since the product costs NOK 1.000 ex. VAT, you will need to add the VAT to the price, as you have to pay the VAT. The break-even price is therefore NOK 1.000 + 25% = NOK 1.250.

This means you can sell the product for NOK 1.250 and basically earn nothing. Which is normally pointless, and so you would want to add a minimum contribution margin on top of this, for lets say NOK 2.000 (to cover fixed costs, etc.). This means the lowest price you can sell for is NOK 1.000 + NOK 2.000 = NOK 3.000, and with the added VAT on top of that you get NOK 3.000 + 1,25 (25%) = NOK 3.750.

So, to ensure a certain contribution margin, you should at maximum discount the product down from NOK 10.000 to NOK 3.750, which will cover internal costs (house rental, salary, Flow Retail license, etc.) for a total amount of NOK 2.000.

Where and how can I see this in Flow Retail?

1. Add one or more products to an order (to become a sale)

2. Press cmd+b / ctrl+b in Keyboard-mode, or tap and hold DG in Touch-mode

3. You can now see the contribution margin per product, both as an amount and also as a percentage

What is a good contribution margin?

A contribution margin of 40% means that practically 40% of the revenue will go into covering the fixed costs like house rental, salary, etc., and the remaining 60% will be for variable costs, which includes purchasing the product, shipping from your supplier, and so on - and also hopefully to generate some profit on top.

The higher the contribution margin percentage, the more is left for profit.

An order can have various states throughout its life cycle.

When you create an order, it will enter the state Open. When an order is in state Open, you have the possibility of setting it to Parked to be able to open it up again later, or you can set it as Confirmed, or, lastly, you can just finalize it by adding payments to it and complete it, whereas it will be set to Complete.

Open state

The open state makes sure no one else can open the order at the same time. So if you open up an order on one device and then try to open it up again on another device, your second device will get a warning that the first device already have it open. You then have the possibility of enforcing to open it on the other device, but be careful when doing this so you don't end up updating the order in multiple places, which might give unforeseen consequences.

Parked state

The "parked state" allows you to temporarily save a sales transaction. For example, a customer might discuss products with a seller in one department, adding some items to their order. They can then proceed through the store, adding more items at the checkout.

You can manage parked orders by opening them anytime and either confirming or settling them. Basic orders, which are immediately paid by the customer, will bypass the parked state entirely, transitioning directly from open to done.

Confirmed state

The confirmed state is something you normally set manually, typically when you for instance are very sure the customer will actually buy the product later.

The confirmed state does not change anything specifically on the order itself, other than that it is being moved from the Parked order overview to the Confirmed order overview.

Complete state

Orders in the complete state are fully paid for and can not be changed.

Canceled state

Orders with state Cancelled are marked as cancelled/deleted, and are neither visible or available in the system in any way.

If you delete an order, it will be given the state cancelled.

When selling a gift card, where will the money / value on the card be?

With most gift card services, the money / value of the gift card is stored with the gift card supplier, meaning the actual money will not be on your bank account.

With Flow gift cards this is different – we are never involved in the money from the gift card.

So, when a customer buys a gift card, they obviously need to pay for it by any of your offered payment methods, like card, cash, etc. The amount (value) on the gift card is they paid directly to you.

How can we keep track of this accounting wise?

All gift card purchases are easily traceable, both as the gift card product is a special product type that you can easily track the number of sales on, and obviously the amount.

You can also get a full report of all active gift cards, and a full transactional list of all gift cards used, with full details like date and time, amount, and basic customer details if available.

The reports can be configured to be sent to an accountant person for example once per month, so they can keep full balance of the outstanding gift card balance.

I have more questions related to gift card usage and accounting!

Just send us an email at [email protected] or contact one of our staff and we'll sort it out asap.

We can also set up a quick call with your accountant to go through the details.

Enable chain-wide inventory visibility and central distribution by designating one or more stores as central warehouses.

Central Warehouse lets retail chains operate distribution centers within Flow Retail, allowing stores to check availability, reserve products, and manage transfers from centralized stock locations.

What is Central Warehouse?

Central Warehouse turns a store location into a distribution hub for your retail chain. Once configured, other stores can view this warehouse's inventory, reserve products against its stock, and create transfer orders—all within the standard Flow Retail interface.

This is ideal for retail chains that maintain a central distribution location alongside their store network, giving you unified inventory management without requiring separate warehouse management systems.

How does it work?

You designate specific store locations as central warehouses in your Flow Retail configuration. These warehouses appear in inventory lookups across all your stores, letting staff check availability and reserve products for customer orders or store transfers.

When a store needs to order from the central warehouse, they create a transfer order within Flow Retail. The central warehouse receives the order, picks and packs the items, and updates delivery status—all tracked through the same system your stores use for daily operations.

Central warehouses maintain full inventory control, including stock adjustments, purchase orders, and delivery tracking, just like regular stores.

How do I get started?

Contact Flow Retail support to enable Central Warehouse functionality for your tenant. You'll specify which store locations should function as central warehouses, and support will configure the necessary permissions and visibility settings.

Once enabled, train your central warehouse staff on fulfilling transfer orders and your store staff on how to check central warehouse availability and create transfer requests. The workflow integrates seamlessly with existing store operations.

Flow Retail gives you full control over inventory and cost of goods across your entire company, and is designed to seamlessly manage both physical stores and e-commerce, providing real-time insight into stock levels, purchasing, and product value.

This documentation provides an overview of how to efficiently use Flow Retail’s features to ensure accurate inventory management and financial control.

Flow Retail and Diller is working on a shared integration.

Get in touch to learn more about this.

What is the calculation factor

In Flow Retail, you can define a calculation factor to help automatically suggest a sales price based on the product’s cost price and desired gross margin.

The calculation factor is based on gross margin multiplier, not markup percentage.

Example

• A calculation factor of 2.5 means you want a gross margin of 60% (because 100 / 2.5 = 40; cost is 40% of the sales price)

Let’s say:

• Cost price = 100

• Calculation factor = 2.5

Flow Retail will calculate:

Suggested sales price = 100 × 2.5 = 250

This means that for every unit sold at 250, the cost is 100 and your gross profit is 150 — giving you a gross margin of 60%.

Summary

• Cost price × Calculation factor = Suggested sales price

• Helps you price consistently based on your margin goals

• Particularly useful when importing or adjusting large product catalogs

Setting the calculation factor

To set a calculation factor for a product, create a product with the following settings:

1. Type: Not stock controller

1. Markup Factor: The factor you want to apply, for example 1.25 to set the profit margin to 0, if there is a 25% VAT on the product.

What is this?

Dintero is a PSP (Payment Service Provider), which delivers a very easy-to-use and flexible payment solution that lets any merchant/store receive payments from its customers from many of the popular payment methods, including:

• Vipps (Norway)

• Vipps MobilePay (Denmark)

• Visa (both EU consumer cards and non-EU consumer cards)

• Mastercard (both EU consumer cards and non-EU consumer cards)

• Klarna

• Swish (Sweden)

• Apple Pay

• Google Pay

• Walley

• Billie

Dintero is great as a payment service to offer payment solutions like Vipps and Klarna in your store, and also as a backup-solution should your regular physical card terminals stop working.

How does it work?

When a customer comes to the store, or calls in by phone or chat, you can create a standard sale in Flow Retail, and choose Dintero as the payment method.

You will then need to enter at least either the mobile number and/or email address to the customer.

The customer then receives an SMS and/or email with a link to a Dintero payment page where they complete the payment. In the Dintero payment page, the customer choose which payment method they want to use from a list of the payment methods you as a merchant/store has decided to have enabled (this is set up in the Dintero Backoffice by yourself).

When the customer has confirmed the payment, the order is completed.

How do I get started?

1. Sign up with Dintero on their website. Remember to choose Flow Retail as your partner, so that we automatically get access to do the configuration.

2. Contact our support, and inform us which store(s) you want Dintero enabled on. This is normally done within 1-2 days. For this we will need access to your account.

   1. We will create the necessary API key and add to the Dintero extension

   2. We will configure the API keys on the relevant store(s)

What does this cost?

The Dintero extension in Flow Retail is free of charge.

From Dintero there will be both a monthly fee and ongoing costs, depending on transaction volumes and more. Contact Dintero for more details.

What about accounting?

All payments going through Dintero is 100% handled by Dintero, so you will only receive one payout from Dintero, even though some of your customers choose to pay by Vipps, some by Klarna, and maybe some by the built-in card payment solution.

In Flow Retail there is a dedicated payment method for Dintero, and which can be assigned an accounting number, so that it is very easy to "balance out" the payments vs payouts. If you have any questions related to this, please contact either Dintero (for payouts or reports details), or us (for accounting number setup).

Flow Retail provides powerful and flexible tools for importing data, making it easy to set up and manage your system via spreadsheets.

You can import everything from products — including variants such as sizes, colors, and other attributes — to prices, purchase costs, and inventory levels.

In addition, customer data, product groups, brands, and suppliers can all be imported.

Supported data to be imported

Getting started

All import files must in the XLSX file format, the modern Excel file standard.

XLSX is widely used, highly flexible, and supported by virtually all spreadsheet tools — including Microsoft Excel, Google Sheets, LibreOffice, and OpenOffice.

Define your templates

When importing data, you first need to create a template where you define/"map" the columns from the spreadsheet to the corresponding fields in Flow Retail.

The available fields are different depending on the type of template you are defining. So, for the product template there are basically 50+ fields to choose from, while on the stock template there are just a handful.

You need this before you start

Please ensure you have all the necessary details, which you can obtain from customer service.

• Flow Gift Card Merchant Token

  • Example: F3dMeyJhbGIUzI1NiIsInR5cCI6IkpXVCJ9.eyJtaWQjfh333pYXQiOjE3MTAzMzU23zZ9.1wNyBgC23ffyaqCFFbxk2AWu2Rbeeffdf22OvHjxmlE

• Flow Gift Card Merchant ID

  • Example: 531

• Flow Gift Card Brand ID

  • Example: 837

Enabling and configuring the Flow Gift Card service

To begin selling and accepting gift card payments, follow these initial setup steps.

Congratulations! You are now ready to both sell and accept gift cards in your store(s)!

Who is the accounting report for?

The Accounting report is the most used report for accountants that are not using an accounting system integration.

What does the report include?

This report provides an overview of accounting entries for a specific period, typically used for bookkeeping and reconciliation purposes. It includes:

• Assets section: Lists relevant asset accounts and their debits and credits during the selected period, such as cash or payment service providers.

• Sales and operating income section: Breaks down revenue accounts, including VAT (Value Added Tax) details like applied rates, VAT amounts, and income excluding and including VAT.

• Totals: Summarizes the total debits and credits to ensure the ledger is balanced.

This type of report is commonly used to verify that all postings are correctly recorded and balanced in the general ledger.

What time periodes can I choose from?

You can choose any From date and To date on this report.

What format is the report in?

• PDF

In short, when using the Flow Gift Card service, you are totally free in terms of how you want for the gift 'card' to be.

It can be sent digital, or handed out as something physical.

Physical vs digital cards?

Digital gift cards are convenient as they can be emailed directly to the customer without any physical handling. However, many stores prefer to provide a tangible 'card' to customers.

You have complete flexibility to decide how it shall be delivered after the order has been created.

There is no magnetic strip or NFC chip in use for Flow Gift cards. The only thing on the card that is being used is the 16 digit gift card number displayed on the card (as a barcode for easy registration, alongside the card number, which is the representation of the barcode).

Option: CVC code for added security

In addition to the card number, a 3-digit Card Verification Code (CVC) can be used to verify ownership. This security feature is optional and can be enabled as a setting on the card brand.

When enabled, customers must provide the CVC together with the card number for each transaction.

The CVC is not visible on the actual card. It is typically sent to customers via SMS immediately after purchase. For physical gift cards distributed in bulk, you may consider pre-printing the CVC directly on the card, concealed beneath a scratch-off layer that customers must remove to view the code.

What can the physical 'card' be like?

A physical gift 'card' can have any form you prefer: It might be a high-quality plastic credit card, or it can be a custom-designed, professionally-produced paper card, in any layout/format you prefer, from standard card format to squared format.

Who produces the physical gift cards?

Cards from Flow Retail

We offer delivery of batches of up to a few hundred plastic cards with custom designs in a credit-card format. Contact our customer service for details on delivery and pricing.

'Cards' produced by yourself / your agency (recommended)

Our recommendation though is to either simply use your local marketing agency or print agency to design and produce 'cards' in whichever format you want.

In both scenarios the gift card number and barcode is produced as printed labels in your store for each time a customer buy a gift card, and which you simply stick onto the 'card'.

The Sold, Not Delivered report shows all completed sales transactions where products have been paid for but haven't been marked as delivered yet.

This report helps you monitor outstanding orders and ensure timely fulfillment.

Each line represents a product waiting to be shipped or picked up by the customer. This gives you a clear overview of your fulfillment backlog.

What does it give?

The report exports essential transaction details of each product on each order awaiting to be delivered.

Output format: Excel XLSX

The included fields are:

• SKU

• Name

• Brand

• Product Group

Products appear in this report from the moment a sale is completed until they're marked as delivered in your system. This means the list updates automatically as you process deliveries.

You can use the sold date column to identify orders that have been waiting longest. This helps you prioritize which deliveries need immediate attention.

Who is it for?

• Store managers and sellers wanting to keep track of sold but not yet delivered products, to make sure customers gets what they have ordered.

• Accountants, to keep track of sold but not yet delivered products.

How do I get started?

1. Find and download the report in the Flow Retail Admin under the Reports section.

2. Once downloaded, use the sold date column to prioritize older orders first. Reference the order number when coordinating with your fulfillment team or updating delivery status.

3. Filter by product group or brand if you need to focus on specific categories. This is especially useful if different teams handle different product types.

Generate and print shipping labels directly from your POS system when sending products to customers.

Profrakt EDI integrates with Norway's leading logistics providers, enabling stores to ship orders to customer addresses with professional shipping labels and tracking—no separate systems required.

What is Profrakt EDI?

Profrakt EDI connects Flow Retail directly to major Norwegian shipping carriers through the Profrakt platform.

When you create a delivery with a customer address, Flow Retail automatically generates a shipping label via Profrakt's EDI system, complete with tracking number and carrier barcode.

This eliminates manual label creation and lets your stores function as mini distribution centers, shipping products directly to customers from store inventory with full carrier integration and tracking.

How does it work?

During checkout, when you register a customer delivery address and select a shipping method, Flow Retail creates the delivery record in your order. When you're ready to ship, you trigger the Profrakt consignment creation—either manually or set to auto-print.

Flow Retail sends the delivery details to Profrakt via EDI, which communicates with the selected carrier (Postnord, Posten Bring, DHL, etc.) and generates a shipping label. The label prints automatically to your configured printer, and the tracking number is stored in the order for customer communication.

The customer receives tracking information, and you maintain full visibility of all shipments through Flow Retail's delivery tracking.

How do I get started?

Contact Flow Retail support to set up Profrakt EDI integration for your stores.

You'll need a Profrakt account and carrier agreements with your preferred shipping providers. Flow Retail support will configure the EDI connection and printer settings.

Once enabled, train store staff on creating deliveries with customer addresses and printing shipping labels. The system handles carrier communication and tracking automatically—staff simply need to attach the printed label and hand the package to the carrier.

For API integration details, see the .

Noen justeringer du ønsker?

What is pre-payment?

In Flow Retail, pre-payment allows customers to pay a portion of the total amount upfront and the remainder when they receive their product(s).

How is pre-payment handled financially?

Pre-payments typically do not appear as revenue on the day they are sold.

Instead, the pre-payment amount is reserved and applied toward the total once the order is fulfilled (e.g., when the full amount is paid).

Key benefits

• Allow customers to pay a portion of the total amount upfront

• Easily collect the remaining balance upon delivery

• Ensures correct financial and accounting handling

• Simple and intuitive to use

How it works

1. Configure and enable the Pre-Payment payment method, both on the tenant and on the relevant store(s)

2. When selling, choose the Pre-Payment function

   1. Select the preferred payment method
   2. Enter the amount to be pre-paid

Releases 2025

Understanding product types is crucial for managing your products effectively in Flow Retail. Different product types handle inventory, sales, and deliveries in specific ways.

This guide explains each product type clearly, helping you manage your products efficiently.

Product groups in Flow Retail are organized in a hierarchical structure, similar to a tree. At the top, you’ll find high-level groups, with more specific sub-groups branching out below.

Each product group or category in this hierarchy is called a node. For example, “Projectors” would be one node, which could contain further nodes for specific types or brands of projectors beneath it.

This structure helps you manage products efficiently, simplifies reporting, and makes it easier to set up targeted campaigns.

Example:

Adding product images to your products is great for several reasons:

• Very easy for sales staff to be sure to select the correct product.

• Being able to show images of a specific product to the customer in front of them.

• Automatically syncing the product images to for example your webshop, so that the images can be maintained from one place (Flow Retail).

Flow Retail supports sending SMS messages to any recipients, both to registered customers and to mobile numbers not registered to a customer.

SMS is also used for various notifications to customers.

Getting started

To start using SMS messages, you need to have the SMS extension enabled.

There is no monthly cost to the SMS extension, however there is a price per SMS being sent, as described on the bottom of this guide.

Flow Retail includes an easy-to-use yet comprehensive price and campaign system designed to handle a wide range of scenarios.

At its simplest, there are three key prices to be aware of:

1. Sales Price (RRP - Recommended Retail Price)

The quick totals report provides a clear and concise overview of store performance — including turnover (revenue), profit, and total number of sales.

By default, the report shows data for today, but you can adjust the date range to compare any two days.

Each store is summarized individually, with a total across all stores displayed at the bottom. You can also drill down per store, viewing performance broken down by product group, all the way down to individual orders.

The report is available both in the Flow Retail Client and in Flow Retail Admin.

The Campaign extension is a comprehensive solution designed for efficiency in a dynamic retail environment.

It allows you to set up automatic price discounts and special offers that activate during checkout.

You can control who gets the campaigns, which products qualify, and when the campaigns apply.

What is a campaign?

A campaign is an automated discount that applies when certain conditions are met.

Instead of manually calculating discounts at checkout, campaigns work automatically based on rules you define - like "Buy 3, get the cheapest free" or "Members get 15% off."

Manage customer goodwill gestures, discounts, and compensation products in a structured way.

Compensations let you define specific reasons for giving customers compensation, set usage limits, and require documentation when needed—giving you full control and audit trails for all customer compensations.

What is Compensations?

Compensations is a system for handling situations where you need to compensate customers for issues like defective products, wrong or delayed deliveries, or exceptional service gestures.

Instead of applying random discounts or manual adjustments, you define specific compensation types and reasons that staff can select during checkout.

Each compensation reason can automatically add a product to the order (like a discount product or gift card), track how many times it's used, and optionally require documentation like photos or notes before it can be applied.

Introduction

Flow Gift Card is seamlessly integrated into the Flow Retail POS platform, allowing retailers to easily sell and manage digital gift cards directly from the POS system.

Flow Gift Card can also easily be integrated with basically any e-commerce system.

The service is structured around three main components: Issuer, Brand, and Merchant.

Follow these steps to ensure a smooth transaction using a Flow gift card.

Track every customer entering your store and measure conversion rates with real-time traffic data.

Customer Counting integrates seamlessly with Flow Retail's reporting suite, giving you the insights you need to optimize staffing, evaluate campaigns, and improve sales performance.

Campaign doesn't activate

Check:

Sell recurring subscriptions directly through Flow Retail.

The Subscription extension lets you offer customers subscription-based products and services, with automated recurring billing and delivery scheduling managed within your POS system.

What is Subscription?

Subscription enables the possibility of recurring product sales through Flow Retail.

Customers purchase a subscription at checkout, and the system automatically handles future billing cycles and order generation according to the subscription terms you define.

What is this?

The Service extension is a fully featured service and after-sales system, making it super-easy to register, follow-up and fulfill any type of services or after-sales handlings.

How does it work?

What is this?

The External Customer Search extension lets you connect Flow Retail to practically any external customer database, like Voyado or any other CRM system.

Who needs this?

If you already have all your customers in an external database, and don't want to sync them into Flow Retail, then this extensions is perfect.

Zebra DS2278 Bluetooth Barcode Scanner iPadOS Setup

Step 1: Enable iOS Enhanced Features

Step 2: Go to settings --> Bluetooth on the iPad

Step 3: Enable Bluetooth for iOS

Step 4: Pair scanner to iPad

Step 5: (optional) Ad enter key after scan

Reward customer loyalty and drive repeat purchases with integrated points tracking. The Loyalty Points extension lets customers earn and redeem points on purchases, with real-time balance tracking and redemption directly at checkout in Flow Retail.

What is Loyalty Points?

Loyalty Points adds a basic customer rewards program to Flow Retail, allowing customers to accumulate points based on purchase value and redeem those points for discounts on future orders. The system tracks point balances per customer and handles earning, redemption, and expiry automatically.

This encourages repeat business by rewarding loyal customers with tangible benefits, all managed within your existing POS system without requiring external loyalty platforms or cards.

How does it work?

You configure earning rules (points per currency unit spent) and redemption values (currency value per point). When a customer makes a purchase, Flow Retail automatically calculates and adds points to their account based on the transaction value.

At checkout, staff can view the customer's point balance and apply points as payment toward the order. The system converts points to currency value according to your redemption rate, deducts the corresponding points from the customer's balance, and completes the transaction.

Point balances sync with customer records in real-time, and you can set expiry rules, bonus point promotions, or minimum redemption thresholds to match your business strategy.

How do I get started?

Contact Flow Retail support to enable Loyalty Points for your tenant. You'll configure your earning and redemption rates, set any expiry or minimum balance rules, and decide whether points apply to all products or specific categories.

Once enabled, train your staff on checking customer point balances and processing point redemptions at checkout. Customers see their point activity on receipts, and you can track program performance through Flow Retail's reporting system.

Flow Retail has extensive support for printing on various types of printers, split into three different categories:

• Receipt printers

• Label printers

• A4 printers

Connecting the printers

There are basically two ways of connecting a printer to Flow Retail:

a) via a Flowbox

b) directly over the network

Connecting via a Flowbox

Please check out Flowbox documentation for details.

Directly over the network

Make sure you printer is available directly over public IP, and has either an active LPD (port 515) printer queue or Jetdirect (port 9100-9102) printer queue.

Receipt printers

Thermal Printers

Thermal printers are typically situated in the checkout area for printing receipts. They utilize heat to create images on paper, allowing for easy installation and minimal upkeep. The paper comes in easily replaceable rolls.

Requirements

• Must support the ESCPOS printing language.

Label printers

Used to print various types of labels, like price labels or delivery notes to stick onto products for later pickup.

Also thermal-based, similar to receipt printers.

Supported labels formats

Requirements

• Must support ZPL printing language

A4 printers

Basically any modern A4 printer is supported.

Requirements

• Must support printing a PDF directly to the printer (most modern printers supports this)

Flow Retail offers a complete customer management solution designed to fit both B2C and B2B needs.

You can create and manage individual customer profiles with separate addresses, segment private and business customers, consents, and even handle B2B clients with custom agreements.

Whether you’re running a physical store, an online shop, or both, our flexible system gives you full control over your customer data and relationships — all in one place.

What are the different customer types?

A customer in Flow Retail is one of two types:

1. Private person / consumer

2. Company / business

   1. General company with no special agreements

   2. B2B Agreement customer with special agreements

Private person

The majority of customers fall into this category, and it is set as the default when adding a new customer.

For this type of customer, the only required information is their first and last name. However, it is highly recommended to also include their phone number.

Company (standard)

The standard company customer type is more or less identical as the Private customer type, with a few exceptions:

Company (B2B)

This customer category targets companies you sell to and have special agreements with.

Functionality for B2B:

• Set payment terms, like due date for invoices (e.g., "30 days").

• Setting and managing a credit limit for purchasing and payment by invoice, and which is deducted as you sell.

• Connect each sale to a contact person for enhanced transparency.

What is a subsidy?

In Flow Retail, a subsidy is a financial support provided by a supplier or partner that reduces the cost price of a product for a limited period of time, without changing the selling price.

This makes it possible for the retailer and seller to gain improved margins on selected products during the subsidy period.

Unlike traditional discounts, subsidies in Flow are not visible to the customer and are purely a back-office mechanism.

The selling price remains unchanged, but the internal cost basis is temporarily improved.

Key benefits

• Improved gross profit on subsidized products

• Better collaboration with suppliers

• Tracking and reporting for subsidized periods

• Transparent display of subsidy on a product for sellers in POS

How it works

1. A supplier agrees to subsidize a specific product with a fixed amount (e.g., NOK 100 per unit) for a given time period.

2. The retailer sets up the subsidy, linking the subsidy to one or more products.

3. Selling the subsidized product during the subsidy period:

   1. Selling a subsidized product with immediate delivery

Subsidy attributes

Each subsidy record includes:

• Label: A short description shown to sellers in POS (e.g., “Supplier campaign - extra margin”)

• Amount: Fixed value (e.g. reduced cost) in local currency (e.g., NOK 100) that is subsidized

• From date / To date: Time period when the subsidy is active

• Store(s): One or more store locations where the subsidy applies

Subsidy logic

• The subsidy is applied directly to the cost price on the relevant product on an order.

• This cost override is only active during the selected time range.

• The subsidized cost price is used in all margin calculations, seller views, and profitability reports.

• The original cost price is still stored for auditing and reference.

Setting up a subsidy

In Flow Backoffice:

1. Navigate to Products > Subsidies.

2. Click Create new subsidy.

3. Fill in:

   • Label: Short name shown in POS (e.g., “Vendor Support April”)

After the subsidy period

• The cost price returns to its original value.

• Reports will reflect:

  • Total number of subsidized items sold

  • Total subsidy used

Although we try to keep things as simple as possible can, we have a few concepts when it comes to sales orders that is important to understand.

Each time you create a new sale, it first becomes an order.

If you simply scan a few products, and proceed to payment and complete the order, what will happen is that there will be created an identical receipt of the products on that order.

Parking the order

You can also choose to park the order, for later fulfillment.

When parking an order you can choose to add a customer to it or not, though it is always recommended to have a customer added to a parked order so that you can more easily find it and open it later.

Setting an order to expire

When parking an order, it by default will never expire.

If you account is set up with Automatic Order Cancellation, any order will be cancelled automatically after a given date.

When parking an order, you can choose another date for the order to expire.

An expired order will be deleted, and the reservation will be freed up.

Paying for products on an order

When paying for any or all products on an order, a receipt is created with the relevant products.

The receipt is linked to the order.

This means you can keep an order open basically indefinitely, and take payments on the products on it until there are no products left.

You can also add more products to an open order.

When all products on an order is paid for and has gotten a receipt, the order enters the state Complete, which disallow for adding more products to it.

Offer

An order can be converted to an offer at any given time, as long as there are no receipts linked to it.

When changing an order over to become an offer, the products are NOT reserved any longer. Similarly, if the offer is changed back to become an order, the products are being reserved.

Integrating Omnium with Flow Retail involves several steps — from initial configuration to defining key processes and routines. Successful implementation requires collaboration between experts from Omnium, Flow Retail, and the client.

The integration involves setup in both systems. In general, Omnium is responsible for all configuration on their platform, while Flow Retail handles configuration on our side.

1. Create Omnium user/token in Flow Retail

Create an 'Integration'-user with Administrator priviligies, and send the generated API token to Omnium.

2. Configuring the integration in Flow Retail

Once the Omnium integration add-on is installed and enabled, the first step is to configure it within Flow Retail, by filling out the below configuration settings in Flow Backoffice:

Hva er Tripletex?

Tripletex er et veldig populært økonomisystem for norske selskaper i de fleste størrelser. Selskaper med mange hundre millioner i omsetning har normalt et ERP-system, og håndterer da økonomisystem-funksjonene enten i ERP-systemet (eksempelvis SAP eller Microsoft Dynamics Business Central) eller via et økonomisystem som er støttet av ERP-systemet.

Hvordan fungerer integrasjonen?

Integrasjonen mellom Flow Retail og Tripletex settes opp på èn av to forskjellige måter, og man må velge den som passer best for sitt bruk.

Integrasjonen settes opp og konfigureres per butikk, dvs at man på en tenant med flere butikker, ha Tripletex integrasjonen aktivt på den eller de butikkene man ønsker, mens andre butikker enten kjører uten regnskapsintegrasjon, eller har andre integrasjoner.

Type 1: Overføring av dagsomsetning/bunt

Dette er det mest vanlige, og følgende er støttet:

• Overføring av totalomsetningen for hver dag inn til Tripletex som ett bilag.

• Omsetning med flere momsklasser håndteres fint, og konteres til forskjellige kontoer basert på hva som er konfigurert på den aktuelle butikken.

• Mapping av hver enkelt betalingsmetode til den respektive inntektskontoen (hovedbok) i Tripletex, for enkel avstemming.

• Fakturasalg i Flow Retail overføres som faktura i Tripletex

Type 2: Overføring av bilag for bilag

I motsetning til type 1 overføres her hvert eneste salg, også kontantsalg, som enkeltbilag inn til Tripletex.

Ettersom Tripletex har antall bilag som en faktor i sin prising så vil dette være relativt kostbart dersom man har mange salg gjennom en dag, og denne typen brukes i praksis kun i butikker der det er få bilag samt at man ønsker full kontroll på alle bilagene for hvert salg også i økonomisystemet.

Hvordan settes integrasjonen opp? Hva kreves?

Man må først etablere et kundeforhold med Tripletex. Dette gjøres på Tripletex sine nettsider.

Når man har fått på plass Tripletex må vi sette opp og konfigurere integrasjonen. Ta da kontakt med vår support så bistår vi med dette, og følger opp at integrasjonen fungerer som den skal. Dette tar normalt 1-2 uker.

What is this?

The B2B extension is perfect for any store which has "agreement customers", like for example a company with an agreed due date on invoices, one or multiple contact persons, a limit in terms of spending, following up on invoice payments, and more.

What features are included?

• A new customer type: B2B (Norwegian: "Avtalekunde"), which comes as an addition to the default customer types "Private" and "Company"

• Create an unlimited number of contact persons to a B2B customer, with the following fields:

  • First name

  • Last name

How do we get started?

Enabling and setting up the B2B extension is normally done within 1-2 days, however there might be details related to the accounting system that needs to be addressed.

Contact sales to get more details on pricing.

KID and EHF invoices

The B2B extension works together with the KID and the EHF extensions, for stores that issues out many invoices, and dont use an accounting system integration.

What is this?

The Arts extension helps you sell arts and other commission-based products, with reports for handling art fees, commission payouts and much more.

What is this?

KID, a Norwegian abbreviation for "Kunde-ID", is a banking/payment feature that Norwegian banks use to identify invoice payments.

By enabling KID, invoice payments will be assigned a unique "KID number" on the invoice, which in turn a specific customer enters when they pay the invoice in their bank.

Our aim is to make our products and services simply feel great to use for everyone, across all platforms, in our documentation, on our website and in social media.

Introduction

Aligned with our vision to make working with commerce both profitable and fun, our voice and tone will reflect this, by being concise, authentic and engaging, striking the right balance between fun and professional.

These core objectives—ensuring clarity, authenticity, and a positive user experience—should shape all our communications.

While our voice shall remain consistent across all communications, our tone will adjust to fit the context. For example, when an error occurs, it’s not the right moment to drive engagement and try to be funny, whereas when a new sale has been made, showing a tone of excitement is the way.

As part of this, it's important that we know who our users are; hard-working and down-to-earth individuals, who need efficient, easy-to-use tools to manage products and sales, and with little to no need for a formal method of communication.

Our copy principles

Be concise

Don't force users to think too much. Our minds are slow at thinking. Write with little to no room for assumption, and our systems will feel ten times faster.

Be purposeful

Every word should serve a purpose. Avoid unnecessary words that don’t contribute to the meaning. What we have to say is infinitely more important than being admired for the way we say it.

Simplicity

Use simple, understandable language. Avoid jargon and complex expressions. Humans like it simple. Let’s keep it that way.

Be helpful

When sending the user down the rabbit hole to an error, be sure to always guide them back again with informative and helpful error messages. Our users shall never ever feel dumb when using our systems. If they do, we have failed.

And remember – a 'user' can also be one of our fellow developers from another company, working on developing an integration towards us – so be sure to include helpful errors in all API responses as well.

Authentic and friendly

Be conversational

Write as if you are talking to a real person (because you are). Use the second-person point of view “you” to address the user. Be friendly and inviting.

Be engaging

Add elements of joy and surprise where appropriate. Just make sure not to overdo it.

Be situation-based

When users are in a neutral situation, be warm and get to the point. When users are satisfied after having accomplished something, sound enthusiastic, even playful. And when they are confused, stay helpful, concise, and direct.

Connect with our users

Build an emotional yet uncomplicated connection with our users through words.

Focus on the benefits

Try explaining the benefits a specific feature gives the user, rather than just explaining the feature itself.

To sum it up:

Be concise, but not unnecessarily short. Be playful, but not childish. Enthusiastic, but not shouty. Confident, but not arrogant. Warm, but not over-familiar. And, be helpful, but not over-explanatory. – Roy-André, Head of Flow Retail

Writing style and language use

• Avoid excessive exclamation points

  • Use them sparingly to avoid overemphasis.

• Don’t scream

  • Avoid uppercase words in most places. Flow Retail is indoor software—screaming is for outdoors. No rules without exceptions, though. Short headlines above form fields and action button labels like “OK” are fine in uppercase.

Time and date

• Time format

  • Use the 24-hour format for all communication. For example, use '15:00' instead of '3 p.m.'. The brits will need to follow at least some world-dominated standards.

  • Skip seconds unless in very special circumstances.

• Date format

And last and most importantly, if unsure what to do, fallback to general common sense.

We offer a wide variety of payment methods, covering practically every retailer's needs.

All standard payment methods

Full list of all standard payment methods available in Flow Retail.

Most payment methods are included, however some require a one-time cost to set it up and a monthly fee, either per terminal/device or per store.

Adding new devices

Every device (Windows PC, Mac, iPad, mobile device, etc.) must be registered in Flow Retail before it can be used in a store environment.

Step-by-step

1. Go to Backoffice > Stores > Devices, and click “Add device”

2. Enter a clear and descriptive device name

   • 💡

3. Select the client type (Windows, Mac, iPad, Android Assistant, etc.)

4. Assign the device to the correct store

5. If the device will handle payments (e.g., for settling or refunding orders), assign a register

   • Ensure the register is already created, or create one under Backoffice > Stores > Registers

   • ✅ Use the same suffix for the register as the device, since they are tightly linked

6. Click Save

7. Copy the auto-generated one-time device key — you’ll need this when installing the client

Onboarding the device in the client

1. Install the relevant client (Windows, Mac, iPad, or Android/iPhone Assistant)

2. When prompted, enter the device key from Backoffice

3. Log in using your username and PIN

4. Done! The device is now connected and ready to use

Naming convention for Devices and Registers

A consistent naming convention helps with:

• Debugging

• System traceability

• Easier identification in multi-store environments

• User support and training

Device naming convention

We recommend naming each device using the following format:

d4762t01

Breakdown

Other possible device types

Register naming convention

Registers are logical units representing the payment context (e.g., cash drawer, payment terminal). They are not physical devices, but must be linked to a device for payments to work.

Recommended format for registers:

r4762t01

Breakdown:

Example Pairing

Summary

• Keep a unique store number as part of both the device- and register names

• Use d for all device names

• Use r for registers, which represent the payment setup linked to a device

• Use t, h, o, s, etc. to indicate device type

This convention ensures traceability, clarity, and scalability as your retail environment grows.

Understanding how campaigns work behind the scenes helps you avoid surprises and set up campaigns that work exactly as intended.

The system always picks the best price

Flow Retail automatically finds the lowest price for every product by checking multiple sources, in the following order:

1. Store price - if a store-specific price list is set

2. Chain price - if a tenant-specific price list is set

3. Item price - the price set on the product

4. Campaign price - if it is lower than any of the above

You don't need to worry about managing the sorting - this happens automatically ✨

Only one campaign applies per product

When a product qualifies for multiple campaigns, the system picks the most beneficial one for the customer.

Example scenario:

• Campaign A: "20% off all products"

• Campaign B: "30% off shirts"

• Customer buys a shirt → Gets Campaign B (30% off)

The system does this automatically - you don't need to set priorities or worry about conflicts.

Confirmed orders

If you Confirm an order, the prices on the existing order lines are "locked", e.g. wont get new campaign updates if there are relevant changes on the order that would otherwise affect any of the existing order lines.

Activating campaigns on existing order lines on Confirmed orders

To activate campaign discounts on a confirmed order, simply remove and add the relevant product(s) on that order.

To prevent this from happening, simply don't confirm orders until the customer is ready to pay.

Key concepts explained

Discount Types

These determine how the discount is calculated:

• Price List Set specific campaign prices on individual products. Use when you want complete control over final prices. Example: "Summer shorts now $19.99"

• Cheapest Product Give a discount on the cheapest item in a set. Perfect for quantity deals. Example: "Buy 3, get the cheapest free" or "Buy 2, save 30% on cheapest"

• Percent Take a percentage off qualifying products or the entire order. Example: "20% off all shoes" or "Members get 15% off everything"

Qualified Products

Choose which products can receive the discount:

• Specific products - Select individual items or categories

• All products - Leave empty to include everything

Most campaigns target specific products or categories. Leave this empty only for store-wide campaigns or member discounts that apply to everything.

Rules

Add conditions that must be met for the campaign to activate:

• Minimum amount - Order must reach a certain total Example: "Spend $100 to get 10% off"

• Minimum quantity - Must have X qualifying products in the order Example: "Buy 3 or more to get discount"

• Required products - Specific products must be in the order Example: "Buy laptop to get discount on accessories"

Customer Groups

Limits who can use the campaign:

• Specific groups - Members, employees, VIP customers, etc.

• All customers - Leave empty for everyone

Use this to create exclusive offers for your best customers or special pricing for employees. If you don't have customer groups set up yet, leave this empty.

Remember

• The system always finds the best price - you don't need to manage it

• Customers automatically get the best campaign - no stacking needed

• Don't confirm order lines until checkout is complete

• Simpler campaigns are easier to understand and maintain

Understanding these principles helps you create campaigns that work smoothly and avoid common pitfalls.

Quick version

Simply navigate to using your favorite browser, then go to Users > New User, and fill in the required fields.

Make sure to choose the correct account type and access level for each user, as you will be charged depending on the account type, and as users with more access than strictly needed is normally not a good idea.