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 support@flowretail.no.

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.

Releases 2025

How often do you release?

We normally roll out new features and improvements on a weekly basis.

Flow Retail consists of a few different components, and where we release slightly differently depending on each component.

How do you categorize what is being released?

We categorize everything we do in these four categories:

1. Added 🚀

This is basically newly introduced features that was previously not part of the platform, and can be anything from a small thing to extensive features like a new payment solution.

2. Improved / Changed 🛠️

This can be anything from a new field on the product to faster processing of an API request.

3. Fixed 🤦‍♂️

Features that we previously had messed up / broke, and that we have now fixed 🤞

4. Removed 🧹

We actually have a focus on also removing things!

These are features that are either obsolete or have been replaced with better alternatives.

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.

We are working on a Self-Service client, for stores which wants to offer its customers self-service (e.g checking out themselves).

Intro

Choosing the right POS hardware depends on several factors, from requirements on aesthestics (basically how nice/slim should it look) to stability (basically how much dust shall it withstand) to cost.

Learn what type of equipment is recommended, alongside our general requirements.

What type of devices do I need for the various Flow Retail clients?

In addition to the various POS-specific hardware, a user must operate Flow Retail using a device.

Flow Retail can run on more or less any devices, with a shortlist below:

In general, what type of hardware is required for a store?

In its absolutely simples variant, you only need a device (iPad, laptop, etc) and a card terminal.

With this setup you can add products and other data, create sales, charge money paid by card or tapping, do refund, and more.

Most stores however would want some additional POS hardware, including:

• To add products to a sale quickly or check prices, a barcode reader/scanner is required.

• Some customers still prefer a physical receipt, so a receipt printer like a thermal printer is needed.

• To handle cash in addition to card payments, a cash drawer is required.

• To print price labels (those small stickers with EAN, price, SKU on it), a label printer is needed. This printer is also used for printing gift card numbers to stick onto some nice-looking gift cards.

• Some stores want to print out pick lists, delivery notes, invoice papers, etc. and then a laser printer is needed, eventually an ink jet printer, however we do not recommend ink jet as they tend to dry literally dry out.

• If you want to be more mobile, and check prices or inventory, register sales, delivery out products, do stock taking and more, then a mobile device like a Zebra mobile device or simply a modern smart phone is also needed.

To connect all these peripherals to Flow Retail, you will also need a Flowbox, which is a cute tiny little box that connects Flow Retail with the devices connected to it. The Flowbox is delivered by us.

Specific hardware recommendations

Our general recommendation for a small to medium store, where esthetics and ease-of-use is very important:

Device

• Apple iPad's for each till, with external keyboard and a barcode reader. The keyboard and barcode reader are both so-called input-devices, and shall be connected directly to the iPads.

  • We also recommend a powerful (...) power supply, with at least 60W, to be able to give enough power to both the iPad and to the peripherals, like the barcode scanner

Price

A typical iPad is relatively expensive, however they are extremely robust, and also has a very sensitive touch interface, which makes it very effective to use. The price ranges from NOK 8.000 and upwards for the iPad Air. In general we do recommend iPad Pro (which starts as around NOK 12.000), however iPad Air will also work flawlessly in most scenarios.

The hub costs around NOK 800.

The extra powerful power supply costs around NOK 600-800.

The stand/cradle costs around NOK 500.

The total price for the till without barcode scanner, etc. will therefore be between NOK 10.000 and NOK 15.000 depending on the specs.

Alternative devices

As an alternative to an iPad, all of the following options are fully supported:

• Windows computer, running Windows 10 / 11, or a later version, preferably with a touch monitor

• Mac / Macbook, basically of any kind

• Android tablet, basically of any kind

• Linux computers, running a relatively modern distribution like Ubuntu

For devices in-store, in the warehouse, and on other fixed locations, we in general recommend using simply a Windows-based computer.

For stores with tills where more operations than just registering sales are needed, we also recommend using Windows computers instead of iPad's.

Handheld device / smart phone

With our Flow Retail Assistant native app for iOS and Android, you basically have Flow Retail in your pocket. For stability and robustness, we do recommend a professional handheld device like a Zebra handheld. These cost anywhere from NOK 3000 for a relatively cheap and OK version, to NOK 10.000 to NOK 20.000 for the top models.

Based on the exact requirements, we will give more concrete recommendations.

Barcode reader

This depends a lot on whether you would want to move the barcode reader away from the till, for example to scan large products which cannot be put on top of the till.

There are dozens of variants, and we give concrete recommendations based on each store's needs.

In general a barcode reader will cost anywhere between NOK 1500 and NOK 3000.

Strict requirements

• Needs to handle 2D barcodes

• Should be USB connected (however Bluetooth connected in most scenarios works, at least until the bluetooth connection or pairing is lost)

Thermal receipt printer

For receipt printers, most modern variants works fine. There are "cheap" variants which costs around NOK 2000, and more expensive and solid variants like the Epson TMT series, which costs around NOK 4500.

Strict requirements

• Needs to be USB connected

Cash drawer

Here basically all drawers will work, as there is very little logic in a cash drawer.

The price is normally around NOK 1500 for a fully functional cash drawer.

Strict requirements

• Needs to be USB connected

  • The cash drawer is connected to the Flowbox

Labels printer

The labels printers is for some reason relatively expensive, and normally clocks in at around NOK 4000-5000, however they are built to last for decades.

Strict requirements

• Needs to be USB connected

  • The labels printers are connected to the Flowbox

• Support for TPL / ZPL (zebra printing language) - basically all such printers support this printing language

Card terminals

Flow Retail supports all major PSPs (Payment Service Providers), like Nets, Verifone, Adyen, Stripe and more.

The integrations are all cloud-based, meaning Flow Retail communicates with the card terminals over the internet, and the card terminals in turn are connected to the WiFi in the store (most can also be cabled over ethernet).

In most cases, one can use its existing terminals, however some older models are not cloud-ready, and needs to be replaced with a newer version.

Flowbox

The Flowbox is a small physical device delivered by Flow Retail.

The purpose of the box is to handle all communication between the Flow Retail platform and your peripherals, like thermal receipt printer, cash drawer, and labels printer.

Summary

If you wanna go fancy, and esthetics is extra important, and mainly sales operations are being handled in the till, go for iPad's, with the mentioned equipment.

If you have much traffic in the store, and also need to handle other operations in-store, then going all-in on Windows computers is a good choice.

A combination is also perfectly fine.

How do we order the hardware?

Together with our sales staff and our external partners we can help in ordering everything. Just keep in mind we are a software company, and so in general we do not offer hardware support, and so you should use a local IT company to set up the equipment and to support it as you go, or if you have a local IT department, they should also be able to assist on the POS hardware.

We will always do our best to help you getting the best possible setup!

Connecting the POS hardware

Connecting the various hardware differs a bit. See below for how to connect.

Connecting directly to the device over the network

Flow Retail supports printing directly to a network-connected printer, either over the LPD port (515) or the Jetdirect ports (9100-9102).

This option requires the Flow Retail Enterprise option, and with Flow Retail being hosted inside your own infrastructure. This option is only available for clients with a minimum of 100 stores.

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:

|__ Brown Goods   (level 1 node)
   |__ TV         (level 2 node)
      |__ 20-29"  (level 3 node)
      |__ 30-49"  (level 3 node)
      |__ 50-69"  (level 3 node)
      |__ 70-99"  (level 3 node)
   |__ Projector  (level 2 node)
      |__ 40-99"  (level 3 node)
      |__ 99-149" (level 3 node)

Choose the right number of levels in each node

We recommend using 2 to 4 levels in your product group tree, depending on the total number of products in your system. Too few levels can make it harder to organize large assortments, while too many can become unnecessarily complex. Aim for a clear and balanced structure that fits your product range.

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.

Stock Controlled

This is the most common product type. Stock controlled products are physical items with tracked inventory.

To sell these products, you must register stock either through Purchase Orders, ERP integrations, or XLSX spreadsheet imports.

Must be delivered out

Flow Retail tracks delivery for all stock controlled products.

Delivery can happen immediately upon sale or at a later time, such as customer pickup or home delivery.

You cannot deliver out a stock controlled product if there is no stock available.

Examples: Phones, shoes in specific sizes, screwdrivers, etc.

Not Stock Controlled

Not stock controlled products function similarly to stock controlled products but without inventory tracking. You can still add stock for warehouse valuation purposes, but these products do not require post-sale delivery management.

Examples: Shopping bags or small accessories kept in large quantities without detailed stock tracking.

Non-Physical

Non-physical products are intangible items or services without physical delivery.

Examples: Software licenses, shipping fees, service charges, and other virtual or intangible products.

Configurable / Variant

Configurable products organize related stock controlled products under a single "virtual" product for easier management.

Creating a configurable product:

• First, create individual stock controlled products with specific properties (e.g., "Color," "Size").

• Next, create a configurable product by selecting which properties will define its variants.

Important: You cannot change the properties defining variants after creating the configurable product. To adjust later, delete and recreate the product with the new properties.

Examples: Sweaters or shoes in various sizes and colors.

Bundle / Product Sets

Bundles group multiple predefined products together, either with fixed content or customizable options.

• Fixed Price Bundle: Content and pricing are locked, no customer customization.

• Dynamic Price Bundle: Customers can customize bundle contents, affecting the total price.

Gift Card

The gift card product type is exclusively used for Flow Retail Gift Cards and requires additional configuration before use.

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.

Packed with useful features

First and foremost, Flow Retail is much more than just a POS sales application. It’s a complete commerce platform, packed with powerful features to meet the demands of nearly any retailer—whether you’re running a cozy boutique or managing a bustling retail chain.

Super-easy to use

Even though you’re reading this documentation, our goal with Flow Retail has always been to build a platform that doesn’t require a user manual.

We strive every day to make the system so intuitive that guides like this become optional — not essential.

Still, getting the most out of the platform can take your business from good to great. That’s why we encourage you check these guides nevertheless, and/or to let our retail specialists guide you through the system to unlock its full potential.

Of course, if you’re a seasoned retailer who enjoys diving straight in—no worries! You can handle virtually everything on your own, from initial setup and product management to seamless integrations with your existing systems, payment terminals, and other POS hardware.

Super-fast

Retailers using Flow Retail may process thousands of sales each day, which is why ensuring fast and efficient sales handling is absolutely mission-critical. Optimizing this part of the system is something we focus on every single day.

Happy selling! 🚀

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.

Functionality

Some of the functionality includes:

• Selling

• Purchase order receivement

• Product lookup

• Stock taking

• Reports

Requirements

• Apple iOS 15 or later

• Android 11 or later

Installation

Installing the Assistant app

1. Go to Google Play on your Android device, or go to Apple AppStore on your iPhone

2. Search for "Flow Retail Assistant" and install the app

3. Start the app, and choose "Flow Retail Platform". Make a note of the 6-character authentication code

4. Create a new terminal in Flow Retail Backoffice, by navigating to > Stores > select the relevant store > Tills > Add new till

5. Fill in all required fields, hit Save, and go back into the defined till to add the 6-character authentication code

6. You will now be automatically authenticated in the app, and can proceed to log in with your given username and PIN (4-6 digits)

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.

Common retail vocabulary and abbreviations

This document provides an overview of key specialized terms and abbreviations frequently used in the retail industry.

These terms are essential for understanding and navigating the retail sector and not least this documentation efficiently.

• Average Inventory The mean value of your stock over a period. Helps gauge how much capital sits in inventory.

• Average Transaction Value (ATV) Total sales divided by number of transactions. Shows how much a customer spends on average.

• Backorder An order you can’t immediately fulfill due to lack of stock; you ship it later when replenished.

• Basket Size The average number of distinct items per sale. Helps measure how many product types each customer buys.

• Break‑even Point The sales volume at which total revenue equals total costs—no profit, no loss.

• Cash Flow The net amount of cash coming in and out of your business over a period—critical for day‑to‑day operations.

• Category Management The practice of grouping products into logical categories and managing them as individual business units.

• COGS (Cost of Goods Sold) Direct cost to purchase or produce the items you sold during a period.

• Contribution Margin 1 (CM1) Sales minus COGS. Also called gross profit; it’s what’s available to cover overhead.

• Contribution Margin 2 (CM2) CM1 minus variable store‑level expenses (e.g. credit‑card fees), showing what’s left for fixed costs.

• Conversion Rate % of store visitors who make a purchase. = Transactions ÷ Visitors × 100.

• Cross‑sell Offering related products at point of purchase (e.g. batteries with electronics).

• End Cap A display at the end of an aisle used for high‑visibility promotions.

• Foot Traffic Number of customers entering your store over a period—basis for conversion analysis.

• Gross Margin % (GM %) (Sales – COGS) ÷ Sales × 100. Indicates what portion of each sales dollar you keep before other expenses.

• Gross Profit Sales minus COGS. Total “money made” before subtracting operating expenses.

• Gross Sales Total unadjusted sales before returns, allowances or discounts.

• Inventory Turnover How often you sell and replace your stock in a period. = COGS ÷ Average Inventory.

• Lead Time Days between ordering new stock and its arrival in your store.

• Layaway A payment plan where customers reserve items with deposits and pay off the balance before pickup.

• Loyalty Penetration % of customers or sales coming from loyalty‑programme members.

• Loss Leader A product sold at a loss to attract customers into the store.

• Loss Prevention Measures and processes to minimize theft, fraud and errors in a physical store.

• Markup % (Selling Price – Cost) ÷ Cost × 100. How much you add to cost to set your price.

• Mystery Shopping Unannounced visits by evaluators to measure sales staff performance and store standards.

• Net Profit What remains after subtracting all expenses (COGS, rent, salaries, utilities, marketing…) from sales.

• Net Sales Gross sales minus returns, allowances and discounts.

• On‑shelf Availability (OSA) The percentage of time products are in stock and correctly displayed on shelves.

• Open‑to‑Buy (OTB) Budget remaining to purchase new inventory, based on planned sales and current stock.

• Operating Expenses (OPEX) Ongoing costs to run the store (rent, utilities, payroll), excluding COGS.

• Planogram A diagram showing product placement on shelves to maximize sales and traffic flow.

• Planogram Compliance The degree to which store displays match the approved planogram.

• Point of Sale (POS) The system (hardware + software) where sales are completed and recorded.

• Purchase Order (PO) Document sent to suppliers listing items, quantities and agreed prices.

• Reorder Point Inventory level that triggers a new purchase order to avoid stock‑outs.

• Retail Store Layout The floor‑plan design—aisle locations, fixture placement and checkout positioning—to optimize flow and sales.

• Replenishment Cycle The process and frequency of restocking shelves from back‑stock or warehouse.

• Safety Stock Extra items kept in reserve to protect against demand spikes or delivery delays.

• Sell‑Through Rate Units sold ÷ Units received × 100 over a given period.

• Shelf‑to‑Sales Ratio The value of inventory on shelves divided by average daily sales, indicating stocking efficiency.

• Shrinkage Loss of inventory due to theft, damage, administrative error or supplier fraud, expressed as a percentage.

• SKU (Stock Keeping Unit) Unique identifier for each product variant (size, color) used to track inventory.

• Stock‑to‑Sales Ratio Inventory value ÷ Average daily sales. Shows if you’re over‑ or under‑stocked.

• Store Traffic Flow Analysis Study of customer movement patterns in‑store (often via heat maps) to optimize layout.

• Units Per Transaction (UPT) Total units sold ÷ Number of transactions. Measures how many items customers buy per visit.

• Up‑Selling Encouraging customers to purchase a higher‑priced item or add‑on.

• Visual Merchandising The art of presenting products on‑shelf with attractive displays, lighting and signage to drive sales.

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.

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

Various ways to get the data into the system

To get started with selling, you need to get all required data into the system.

In most scenarios there are three (3) alternatives to get started:

1. I have an ERP or OMS system: If you already have an ERP system or PIM system with much of the data

2. I have an old POS system: If you do not have an ERP system, but you have an existing POS system you are replacing with Flow Retail

3. I have nothing: You basically have nothing, and need to get started from scratch

Integrate with an ERP or OMS system

If your organization has an ERP or OMS system today and which you will continue to use, you will most likely want for that to be integrated directly with Flow Retail.

We have several ERP and OMS integrations and partners supplying such integrations, and very concrete recommendations on integrating these system with Flow Retail, and so if that hasn't been settled yet then simply contact us to get that ball rolling.

With an ERP or OMS integration, the workload required in Flow Retail is very limited, as most of the product maintenance and post-order management is being handled through the ERP system.

Import from previous POS system

If you’re replacing an existing POS system with Flow Retail, you’ll likely want to migrate as much of your current data as possible. Flow Retail supports structured data import to ensure a smooth and efficient transition.

In most cases, you would want to migrate the following data as a minimum:

• Products

• Prices

• Stock

• Suppliers

• Brands

• Customers

We do not recommend migrating previous sales, both to get a 'clean cut' and also as order data are often very unstructured and difficult and complex to migrate in a good way.

We support importing all these data from XLSX spreadsheets, and will assist in getting the data migrated as best as possible.

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

Some of the functionality includes:

• Product administration

• Store administration

• User administration

• Configuration

• Payment setup

Requirements

Requirements, operating system

• Windows version 10, 11 or later

• MacOS version 11 or later

Requirements, browser version

• Chrome (version 90 or later)

• Firefox (version 88 or later)

• Microsoft Edge (version 90 or later)

• Safari (version 14 or later)

Accessing Backoffice

Intro

This is basically our main client, covering most features in the platform, from purchasing products and receivement, to doing the actual sales. The client also has various reports, product maintenance, and larger features like the Service system is being run through this client.

The Client runs on most operating system and devices, including:

• Windows (native Windows installer)

• Mac (native Mac OS installer)

• iPad (native iOS installer in the Apple AppStore)

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

* will be offered upon multiple requests.

Functionality

Some of the functionality includes:

• Selling

• Purchase ordering

• Purchase order receivement

• Stock management

• Analytics

• Order handling

• Delivery handling

• Customer orders

Requirements

• The Windows version requires Windows 10, 11 or later

• The Mac version requires MacOS 11 or later

• The tablet version for iPad requires iOS 15 or later

• The tablet version for Android requires Android 11 or later

Installation

Installing the Client on Windows

2. Follow steps 3-6 from above

Installing the Client on Mac

2. Move the application file to the Applications folder on your Mac

3. Hold in the control button while starting the Flow Retail application, and allow/grant the permission coming up. You might need to do this twice

4. Follow steps 3-6 from above

Installing the Client on iPad tablets

1. Go to Apple AppStore marketplace

2. Search for "Flow Retail Client"

3. Install the app

4. Follow steps 3-6 from above

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).

• Display the product images on offers sent to the customers, or simply on the A4 PDF receipts.

Flow Retail fully supports an unlimited number of product images per product, including defining one featured/cover image.

Adding images to products

1. Go to Backoffice > Products, select a product, and choose the Mediatab:

1. Either choose "Upload Image" (NO: "Last opp bilde") or "Add from URL" (NO: "Legg til bilde fra URL")

   1. Upload Image. Choose an image from your local computer. Remember to use JPEG-format!

   2. Add from URL. If you have the images on a publicly availably URL, you can simply paste in the full URL, and Flow Retail will preserve the URL and display it in all clients. Note that this option will NOT download and insert the actual "physical" image into Flow Retail, and if you delete it from the source origin, or the filename or path changes, it wont display in Flow Retail.

1. Choose whether you want to use the image as the main/cover/featured image or just as a regular image alongside the others.

Displaying the images in the client

The images will be displayed in most places where products are listed.

Sales section

You can also browse through the images if there are multiple. Simply select the product and choose "Media" in the left menu. You can use left/right-arrows to scroll through the images.

Offers

Product images will also be displayed in offers:

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 price you sell the product for to any customer.

• Includes VAT.

2. Purchase Price

• The price you pay to your supplier when buying the product.

• Excludes VAT.

• This is the price you actively manage.

3. Average Cost Price

• The average value of a product based on purchase history and stock adjustments.

• Automatically calculated, but you can manually set the cost price for specific quantities.

• May vary per warehouse.

• Excludes VAT.

Cost Price calculation method

Flow Retail uses average cost pricing (also known as weighted average) to calculate the cost price.

This gives a more balanced view over time, especially when purchase prices vary, and differs from FIFO (First In, First Out) pricing, which is used in some other systems and can lead to fluctuating margins depending on purchase order timing.

With this model, you get reliable insights into product profitability — without the volatility of FIFO-based cost tracking.

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.

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.

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.

Products are at the core of Flow Retail. While some retailers manage a few hundred products, others work with tens of thousands.

To get the most out of the platform, it’s essential to invest time in adding accurate and detailed product information. This not only improves daily operations, but also enhances reporting, inventory control, and customer experience — all alongside the most important task: selling.

Adding New Products

To sell products using Flow Retail, you must first add them to the system.

Here, we discuss different methods to accomplish this:

Methods to Add Products:

1. Manually in Flow Backoffice:

   • Ensure your user has Backoffice access with at least Department Manager permissions.

   • Navigate to Products > Products > New Product.

   • Fill in all the required fields and click Save or Save and Create New.

   • This document focuses on this manual method of product addition.

2. Integrating an External System:

   • Integration with an ERP or PIM system that contains the necessary product data.

3. Importing from a Spreadsheet:

   • Use an XLSX file to import product data directly into the system.

4. Cloning Existing Products:

   • Utilize the Clone Product function to create similar product entries quickly.

Choose the method that best suits your needs to efficiently manage and sell products through Flow Retail.

Recommendations for which method to use

General product fields

EAN

Flow Retail supports an unlimited number of EAN/GTIN/barcodes to a product.

Simply add the EAN/GTIN(s) you want to be able to be scanned in any product lookup field in the clients.

Description

There are four available description fields on a product.

Short Description and Description

In Flow Retail, the distinction between Short Description and Description fields facilitates integration with external systems, like e-commerce platforms.

These systems typically support both short and long/full descriptions, enabling seamless interaction, particularly between a PIM system and an e-commerce platform.

Both fields are visible to users, although typically, only one field is utilized in practice.

Internal info

When adding a product to a sale, users will receive a notification if there are specific details in the internal info description field.

This feature is useful for reminding users to inform customers about important precautions or to remember internal sales information related to the product.

External info

Same as internal info, expect that the information in this field will be displayed to the customer, on the receipt or offer.

Advanced section

The Advanced section consists of very specific features that can be added to any product.

Product limitations

Can be sold

Option to disable the possibility of selling a product, either indefinitely or from a set date.

Set expired date

Option to set a date from when the product was expired. This option wont limit either selling or purchasing the product, so it is just an information to the user.

Refund not allowed

Option to disable the product from being allowed to be refunded. A typical use case is for expired products that are sold at high discount, and where the customer has been informed that they cannot return it. Or for custom made products, which normally are not obligated to be returned.

Price change not allowed

Option to block the user from being able to adjust the price during a sale.

Purchase not allowed

Option to block from purchasing the product.

Delivery

Option to disable the product from being delivered out, either indefinitely or from a set date. A typical use case would be a new product that is not allowed by the manufacturer to be delivered to the customer before a certain date, due to a launch campaign.

Other

Commission

Option to set a commission in percentage. Used in for example the Arts functionality in Flow Retail, for payouts to a supplier based upon the number of sales.

Visibility

Option to hide visibility, e.g. when searching for products, a product with visibility Not visible will not be shown.

When entering the exact SKU, products with Not visible set will still be opened.

Limit to specific stores

By default, all products are visible to all stores.

By adding one or more specific stores to the "Limit to stores"-list, only those stores will see the product.

This feature is mainly used for retail chains, where certain stores are purchasing and selling products very specific to them.

Available for webshop

Option to, via Flow Retail, exclude certain products from being syncronized with the e-commerce store.

Exclude from statistics

Option to disable sales statistics for certain products, like gift card, etc.

Conditions

Warranty conditions

Option to select a pre-defined warranty condition text (maintained under Products > Warranty conditions).

Used to inform the customer about specific warranty details, or any other additional details, that are common across multiple products.

The conditions text is being printed on the receipt to the customer.

Package

Pieces

Option to set a custom number of pieces a specific product consists of.

Lets say you sell a sofa which is one SKU with one inventory, however it consists of two physical packages/boxes.

When receiving the product, and printing out labels, Flow Retail will print X number of labels for the product, each presented with "1/3", "2/3", "3/3", etc.

Customer requirements

In this section you can add requirements related to the customer, before the product can be sold.

You can require a basic customer record (name), and email, mobile and/or a delivery address.

Age limit

You can also set an age limit (e.g "18"). This will simply inform the user to do an age verification on the customer. Flow Retail itself wont do any age verification.

Accounting / finance

Option to set a specific accounting number for this product, in terms of accounting/finance.

Media

Flow Retail supports adding product images to a product, either from an external fixed URL (e.g from a PIM or DAM or e-commerce system) or by uploading the actual images to the system.

Linked products

Flow Retail supports linking various types of products to a specific product.

Insurance products

Linked insurance products will appear once a product is being added to an order.

One can only select one insurance product to the order.

If the relevant product is being removed from the order, the insurance product is also automatically removed.

Accessories

Linked accessories appears once a product is being added to an order.

One can any number of accessories to an order.

Accessories will be kept on the order even though the original product is being removed.

Service products

Linked service products can be anything from assembling to delivery.

Spare parts

Linked spare parts are mainly used in the Service system to display relevant spare parts to a specific product.

Properties

Allows for adding any pre-defined properties to the product.

Warehouse

This section allows for adding warehouse-specific details to a product.

Max/Min

Set a pre-defined max/min value per warehouse.

This is mainly used for more efficient and even automatic purchase ordering.

Example:

The Min[imum] is set to 10. The Max[imum] is set to 50.

The product has 20 in stock.

When generating a purchase order based upon Max/Min values, it finds 20 in stock, which is above the Min[imum] threshold of 10. Nothing is then added to the purchase order suggestion.

If the stock would be below 10, lets say 5, then the system would automatically suggest 45, so it reaches the Max[imum] of 50.

Location

Allows for setting a location value of the product, per warehouse.

The location system can be anything, though a basic yet solid system is using XX-YY-ZZ, where XX is the first row in the warehouse, YY is the first section in that row, and ZZ is the floor in that row.

Suppliers

Allows for adding the purchase price per supplier (normally just one), alongside an optional supplier SKU.

These values are used when creating purchase orders.

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.

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 price you sell the product for to any customer.

• Includes VAT.

2. Purchase Price

• The price you pay to your supplier when buying the product.

• Excludes VAT.

• This is the price you actively manage.

3. Average Cost Price

• The average value of a product based on purchase history and stock adjustments.

• Automatically calculated, but you can manually set the cost price for specific quantities.

• May vary per warehouse.

• Excludes VAT.

Recommended retail price

The recommended retail price is basically the price used when selling the product.

The price is set directly on the product, and will be used if no other price regime is active for that specific product.

The price shall be including any VAT.

Set the price in either Backoffice on a specific product in General tab, or use a spreadsheet to import many prices in one go.

Agreed purchase price

This is the price you pay for the product to whomever you purchase it from.

The price is used when you add the product to a purchase order, so that you do not need to add it manually each time.

The price shall be excluding any VAT.

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?

The purpose of a price list is to be able to set custom prices on various levels, either for a time-limited period (typically when working with campaigns) or to let for example a specific customer have its own prices on a set of pre-defined products.

On what is the price list added?

A price list can be added to both the chain itself, each individual store, and to each individual customer. It can also be added to a campaign if you use the Flow Retail Campaign extension.

If there are price lists active, on for example both the store and on the selected customer, then it is always the price on the "nearest" price list to the customer that will be used. So, in this case the price on the price list attached to the customer is the one being used, even if the price on the store might be lower.

Using price lists for price campaigns

If you use the Campaign extension, you can quickly create campaigns by adding a bulk of products all having custom discounted sales prices to a price list.

The price list campaign type can then be set to be active from/to a defined time period, down to the minute.

Creating a new price list

Price lists are created in the client.

1. Navigate to Products > Price lists

2. Create new Price list

3. Add products to the price list by searching on the SKU or name. Optionally set a start time

4. Save the Price list

Once the Price list has been created, it can be attached to either a store and/or a customer from Backoffice.

Introduksjon

Dette dokumentet beskriver varetelling i Flow Retail. Merk at varetelling medfører oppdateringer av lageret og det er derfor viktig at det gjøres så nøye som mulig.

Hvorfor må vi ha varetelling?

For mest mulig effektiv drift

Lagerbeholdningen i en butikk er alltid i bevegelse, med produkter inn (innkjøp) og ut (salg) hver eneste dag, og der det kan oppstå avvik dersom man ikke gjør det skikkelig hver eneste gang. I tillegg kan det forekomme svinn i form av produkter som går i stykker eller blir stjålet.

For å kunne operere mest mulig effektivt i det daglige er det viktig at lagerbeholdningen systemet sier det skal være, stemmer.

For et mest mulig korrekt regnskap

I tillegg er det et regnskapsmessig krav at lagerverdien registreres som en del av balansen i årsavslutningen. Kostprisen (varekostnaden) på alle produktene summeres opp og gir en lagerverdi. Varetellingen vil gi ut rapport på hva lagerverdien var før tellingen, og hva den er etter tellingen når beholdningen er oppdatert til det reelle antallet. I Norge føres varelageret (eiendel) på debet konto 1460 mens beholdningsendringen (differansen, i praksis tapet) føres på kredit konto 4090 (beholdningsendring). Debet 7800 brukes til å føre på beholdningsavvik/svinn, mens debet 7805 brukes til nedskrivning av varelager.

Varetellingen består av tre steg

1) Opprettelse av tellingen (Flow Backoffice), 2) Selve tellingen (Flow Asisstant), og 3) Verifisering og oppdatering av telleresultatet (Flow Backoffice).

Nedenfor er beskrevet de forskjellige stegene i detalj.

1 - Opprette ny telling

1. Gå til Backoffice

2. Opprett ny varetelling

   1. Gå til Produkter > Varetelling, og velg butikk og lager du ønsker å telle på

   2. Velg Ny varetelling

      1. Skriv en informativ beskrivelse, f.eks. “Telling TV Samsung w52 2025

      2. Velg type

         1. Alle produkter = Velg denne når du skal telle HELE butikken. Såfremt man ikke skal ha en komplett varetelling av hele butikken mens den er stengt, frarådes å velge denne. Du kan eventuelt velge å kun ta med varer som har beholdning i systemet fra før, men da vil du potensielt ikke få talt de produktene som i praksis finnes i butikken men som står til 0 i beholdning.

         2. Utvalgte = Velg utvalgte produkter, fra enkeltprodukter, til spesifikk(e) merke(r), til spesifikk(e) produktgruppe(r)
         3. Når alle produktene du ønsker å telle er lagt til, velger du “Start” øverst. Når du har bekreftet at du ønsker å gå i gang med tellingen vil videre arbeid skje i Flow Assistant appen på en håndterminal eller mobil (Android / iPhone).

2 - Den fysiske varetellingen

Den praktiske fysiske varetellingen utføres med Flow Assistant på håndterminaler eller mobiltelefoner med appen installert.

1. Start Flow Assistant appen på en håndterminal eller mobiltelefon der den er installert.

   1. Appen finnes på Google Play og Apple AppStore. Søk på “Flow Assistant”. For å onboarde klienten på din butikk må du få hjelp av en bruker med tilgang til Backoffice og som kan opprette nye terminaler/devicer.

2. Velg Mer > Varetelling

3. Velg aktuelt lager, og velg deretter den tellingen du ønsker å jobbe med

4. Tell varene ved å scanne dem eller skrive varekoden. Registrer det aktuelle antallet enten ved å skrive tallet eller bruke +/- til å justere.

Merk at du kan velger filter-ikonet ved søke-feltet, og for eksempel skjule alle produktene som er registrert på din telle-enhet.

Registrere avviksmelding under telling

Du kan også registrere en avviksmelding mens du teller, for eksempel dersom du har talt 20 stk men ser at den ene er ødelagt.

Legg da inn 20 og skriv melding at den ene er ødelagt.

Den som ser over og kontrollerer tellingen i Flow Backoffice etterpå vil da kunne se denne meldingen, og ta en vurdering på om den skal tas med eller droppes.

Fullfør tellingen ved å registrere telleresultatet

Når du er ferdig med å telle, velg “Registrer”.

Dette vil sende det talte resultatet inn til tellelisten i Flow Retail.

3 - Kontroll + oppdatering av lagerbeholdning

Inne på lagertellingen i Backoffice kan man se hva som er talt, diff og liknende. Merk at Assistant-klientene må trykke "Registrer" for at man skal se den talte beholdningen i Backoffice.

Sett tellingen i Kontroll

Når man mener man har talt alt må tellingen settes i kontroll ved å velge “Sett i kontroll”. Ingen kan da gjøre videre telling på den aktuelle tellingen. Du kan når som helst gjenoppta en telling som er satt i kontroll ved å velge "Gjenoppta".

Filtrer ut de som har diff, eller last ned PDF/Excel (“Last ned som fil” oppe til høyre) for å se gjennom om tellingen ser grei ut.

Fullfør tellingen

Når man har registrert aktuell beholdning på alle produktene innenfor en varetelling må man oppdatere lagerbeholdningen i systemet.

Velg "Fullfør" for å gjøre dette.

Omtelling

Før du velger "Fullfør" i forrige steg kan du velge å flytte de produktene som virker ut til å potensielt være enten talt feil eller som av andre årsaker må sjekkes over på en ny telling, en såkalt omtelling.

Dette er i praksis en ny telling, men da med et mindre antall produkter.

Marker de aktuelle produktene, og velg “Opprett en omtelling med x vare(r)”.

Omtellingen bør ha langt færre produkter.

Tell deretter produktene i omtellingen på vanlig måte, ved å sette tellingen til “Start”, og hente den opp i Flow Assistant.

Noen tips når man teller

• Fordel tydelig hvem som teller hvilke hyller og/eller produktgrupper

• Samme produkt kan i mange tilfeller ligge på forskjellige steder (ikke nok plass i hyllene eller kunder "flytter" produktene rundt i butikken ved at de angrer og bare legger produktet ifra seg en tilfeldig plass). Systemet håndterer dette fint, dvs at forskjellige personer kan telle samme produkt, og så summeres det opp når de er registrert inn, men det kan være at man ønsker å rydde og flytte varene når man først teller, og at en annen person da teller dette ekstra

• Merk produktene eller hyllene når de er ferdig talt, for eksempel ved å feste en Post-it-lapp på de hyllene eller kassene som er talt

• Unngå å utføre varetelling mens butikken er åpen. Det blir raskt uoversiktlig når kunder samtidig henter produkter fra hyllene

Flere spørsmål?

Varetelling er noe mange bare gjør èn gang i året (ved årsavslutning), og således glemmer man litt hvordan det gjøres. Les dokumentasjonen èn gang til, og dersom du fortsatt behøver hjelp er det bare å kontakte kundeservice. De som har utvidet serviceavtale kan også ringe vår vakttelefon som er betjent på helligdager.

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.

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.

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

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

      1. You only need to fill in the name, however we strongly adding as much relevant information as possible, especially the customer's phone number

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

      1. You only need to fill in the name, however we strongly adding as much relevant information as possible, especially the customer's phone number

A supplier is important for all products, as its used on purchase orders and blbla.

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.

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!

Touch mode

This is the most used mode, and is optimized for touch devices such as iPad and similar.

Many stores also use the Touch mode on non-touch-based devices, such as regular Windows or Mac computers, as it is so easy to use.

Keyboard mode

This mode is built for speed, and is for the most used by stores with a continuous queue of customers coming to pay.

Keyboard mode lets you use all sales features with just the keyboard.

In an optimized flow with just one product, it can take as low as 2-3 seconds to fulfill a sale.

The interface

Touch mode

The interface in Touch mode is super-intuitive, and most people would be able to start selling with this mode enabled in just a few minutes of training.

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.

Sending messages

Send messages from basically 'anywhere'

The messages can be sent from numerous places, from the customer details page to the customer overview, to various specific functions where notifying the customer by SMS is relevant, like when informing the customer that a product they have requested has arrived and is ready to be picked up.

Perfectly coupled with Click & Collect

The SMS service also sends pickup notifications on Click & Collect orders, if the Order Handling extension is being used.

Pricing

The standard price per SMS message as of January 1st 2025 is NOK 0,69 (€ 0.069).

Note that all prices are excluding any VAT.

SMS usage is billed monthly in arrears.

Handling SMS messages with more than 160 characters

The world wide SMS protocol used to send SMS messages have a limit of 160 characters, however it is not a problem to send longer messages than 160 characters, and such messages are simply split up in several SMS messages according to the table at the bottom of this page.

Flow Retail automatically handles splitting a longer message into multiple SMS-messages, so that the customer only receives one message.

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.

The accounting reports are mainly for accounting and other financial-related tasks.

Quick version

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.

First, what is a user?

A user is a person, and a person is one specific and totally unique human on earth.

Every user needs a user account, and each user account is set up with different permissions depending on the needs for each particular user (person).

Account types

An account type is one of these: Regular employee, Employee with Backoffice access or Integration.

Below is a list of the various account types:

For each user, the following fields are available:

Access level

For each user, a general access level has to be defined.

Store-specific access

If a user should only have access to one of a few selected stores, then one can define which stores and which access level they should have in each store, respectively.

Pricing

Flow Retail is licensed on a per-user basis.

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.

How is the report mainly 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.

• Accounts receivable section: Displays any customer receivables recorded during the period (if applicable).

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 and to date on this report.

What format is the report in?

• PDF

• Visma.net (ZIP)

• Visma Business (ZIP)

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)!

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

• Can be configured per product, per store, with a date range

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

      1. The seller adds the subsidized product to the order

      2. The subsidized amount is copied onto the order line

      3. The customer pays for the order, and the seller delivers it out immediately from Flow

      4. Flow sets the final cost price on that order line to the Average Cost minus the subsidized cost

   2. Selling a subsidized product with later delivery

      1. The seller adds the subsidized product to the order

      2. The subsidized amount is copied onto the order line

      3. The customer pays for the order, and the seller does NOT deliver out the product from Flow

      4. When the order line is later delivered out, Flow finds the current Average Cost, and substracts the subsidized cost, and adds that total onto the order line as the final cost

      5. Flow sets the cost price on that order line to the Average Cost minus the subsidized cos

4. The selling price remains unchanged.

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

• Product(s): Selected by SKU or through filtering (e.g., brand, category, tags)

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”)

   • Amount: Fixed subsidy per unit (e.g., 100)

   • From / To: Dates for when the subsidy is active

   • Stores: One or more stores where it applies

   • Products: Add manually by SKU or use filters

4. Save and activate the subsidy.

After the subsidy period

• The cost price returns to its original value.

• Reports will reflect:

  • Total number of subsidized items sold

  • Total subsidy used

  • Gross margin improvement

• Data can be exported for supplier reimbursement if needed.

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.

Understanding the key concepts

• Issuer: The entity responsible for generating, validating, and managing gift cards at a system-wide level. This can be seen as the ultimate owner of the gift card.

• Brand: Represents the brand or type of gift cards. Each brand can have its own set of configuration. Typically a store has two brands (type of cards) in use; Gift Cards and Credit Voucher (Norwegian: "Tilgodelapp").

• Merchant: Individual store or location using Flow Retail POS together with the Flow Gift Card service. Merchants sell and redeem gift cards under specific brands configured for their store.

Detailed features

• 100% integrated in Flow Retail

• 100% integrated in Shopware e-commerce

  • Learn how to integrate it with any other e-commerce platform

• Supports both digital and physical cards

  • Either print or pre-print card number (and optionally CVC) onto the cards, or issue the cards digitally by mail (typical with e-commerce)

    • Flow Retail POS also supports printing the card number and its bar code on a label printer, to be sticked onto any type of gift card paper handed out to the customer

• Generate an unlimited number of cards in advance

• Use the card unlimited times to pay with (as long as there are funds available)

• Unlimited deposits (adding funds) to any card

• 16 digit card number

• Optionally enable CVC (Card Verification Code) for additional security

• Sell in any store - use in any store

  • Easily use one type / brand of gift card across an unlimited number of stores (e.g. a retail chain)

How it works

Below is the basic flow for when using a gift card using the Flow Gift Card service.

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.

Selling gift cards is super-easy.

Simply follow the below steps.

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

Insufficient funds on your gift card?

If the available amount remaining on the gift card is below the total order amount, you will need to add other payment methods for the remaining amount. Note that you can use multiple gift cards on the same order.

Want to only use partly funds on your gift card?

No problem. Simply enter the amount you want to deduct from the card, and only that amount will be withdrawn.

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
   3. Done! The order will now have a pre-payment on it, and is set in PARKED mode

3. The receipt contains information on whether the order has a remaining pre-payment on it
4. When the customer comes to pay the remaining amount, simply open the parked order and choose to pay the remaining amount as wanted by the customer. The previously paid pre-payment will be automatically deducted from the total amount.

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?

By creating various service types (e.g "Computer service", "Replace battery", or "Calibrate before use"), each with its own set of statuses (e.g "New", "In Progress", "Waiting external supplier", etc.), you can quickly register a new service with the customer in front of you.

Add all relevant data to the service

The Service system supports adding lots of optional, relevant data, like:

• A full description about what needs to be done, or what is the fault of the product

• Guarantee information

• Which order and product it is related to

• Initial estimate

• Maximum estimate

• Assignee

Communicate directly with the customer

In the Service system, you can add both internal and external notes to a service case. External notes can be sent to the customer via SMS, email, or both.

The customer will receive the message along with a link to a mobile-optimized web page where they can view all relevant details about their service case.

Register time spent

Register both time spent and time the customer shall be charged for.

Add products like spare parts to the service

Add any product(s) to the service, like spare parts used to complete the service.

Paying for a service

Flow Retail Service fully supports letting the customer pay for the service (time and eventual spare parts).

Keep full track of all services for a specific customer.

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)

   3. We will do one test sale to confirm everything is working, whereas you need to do at least another actual sale to cross-check and confirm everything works as expected

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).

The Campaign extension allows you to create virtually any type of price campaign in your store — from targeted discounts on individual products to broader campaigns covering entire product groups or brands.

It’s a flexible and powerful tool designed to support both simple promotions and complex pricing strategies.

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

  • Email

  • Phone

• Set a pre-defined due date on invoice payments

  • Example: "45 [days]"

• Set a pre-defined Credit Limit

  • Example: "20000 [NOK]"

• List all sales/invoices for a B2B customer

• Add a manual payment to an invoice, including adding an optional reference

  • Example: The customer pays an invoice through your accounting system solution, and you want to manually register that specific payment on the actual sale in Flow Retail

• Make a payment of an invoice with any of the other existing payment methods

  • Example: The B2B customer comes into the store, and want to pay an invoice by credit card

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 seamlessly 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.

Hva er inkludert i Arts extension?

Kort oppsummert lar Arts extensionen deg selge kunst-produkter med de krav myndighetene stiller i forhold til kunstavgift og annen rapportering. I tillegg er det funksjonalitet for å kunne regne ut provisjon (commission) for kunst-salg, og herunder også generere utbetalingsbilag til kunstnere ved salg av kunst, samt relevante rapporter for å danne grunnlag for registrering inn til relevante myndigheter.

Hva er ikke inkludert i Arts extension?

• Integrasjon mot systemer fra myndigheter og andre som måtte kreve innsikt i kunstsalg. Dette må man selv besørge registrert inn i relevante systemer, gjerne med grunnlag basert på det Arts extension gir

• Automatikk i utbetaling til kunstnere. Arts extension gir ut data man kan bruke som grunnlag for utbetalinger, men selve utbetalingene må man selv besørge

Oppsett av Arts extension

Selve Arts extension må aktiveres av Flow personell. Videre oppsett av Arts extension er relativt enkel, men det er viktig at det gjøres korrekt, og vi anbefaler derfor at vi bistår i dette.

Opprett produktgruppe for kunst-produkter

Kunst-produkter er i praksis som alle andre lagerstyrte produkter man selger, men det er spesielle behandlingsregler på kunst-produkter så det kreves at de ligger i en spesiell produktgruppe.

1. Opprett derfor en produktgruppe "Kunst" eller "Formidlingssalg" der alle kunst-produkter vil bli lagt inn

2. Legg inn "Uid" til denne produktgruppen i oppsettet til Arts extension

Opprett produkt for kunstavgift

Når man selger kunst legges automatisk på kunstavgift på ordren. Denne avgiften er et eget produkt. Dersom man fjerner kunst-produktet fra ordren vil avgift-"produktet" også automatisk fjernes.

1. Opprett et nytt produkt med produkttype "Ikke fysisk". Kall produktet "Kunstavgift 5%". Legg det i en annen produktgruppe enn kunst-produktene, for eksempel en produktgruppe kalt "Avgift og gebyrer"

2. Gå til oppsettet av Arts extension, og skriv inn "Uid" for kunstavgift-produktet, hvilken moms-prosent det skal ha (default = 5%, som ikke bør endres til noe annet uten at det er sjekket nøye) samt legg inn minstebeløp på produkt for at kunstavgift skal legges til (default = NOK 2000, som ikke bør endres til noe annet uten at det sjekkes nøye). Produkter som koster under kr 2000 vil ikke få kunst-avgift lagt til seg, og dette er per 2025 gjeldende for salg av kunst i Norge

Oppsett av inntektsandel til kunstner og provisjon

Når man selger kunst skal man normalt motta en provisjon på salget. Når Arts extension er aktiv, og man oppretter eller lagrer et produkt i "Kunst-produkter"-produktgruppen, vil produktet automatisk få satt den aktuelle inntektsandelen i prosent som er satt i oppsettet, såfremt man ikke velger å skrive en egen for det aktuelle produktet.

1. Gå til oppsettet av Arts extension og sett en standard inntektsandel til kunstner i prosent (default = 60)

2. Overstyr denne til det du ønsker på de aktuelle produktene

Eksempel:

Et kunstverk koster 10.000 (pris bestemt av kunstneren).

Det er avtalt 40% provisjon til butikken/galleriet som selger kunstverket.

Det er 5% pålagt kunst-avgift.

Kunden betaler 10.000 + 5% (500) = 10.500.

Galleriet får 4.000 (40% av 10.000) i provisjon.

Kunstneren mottar 6.000, som i praksis blir butikken/galleriets innkjøpspris for produktet.

Opprettelse av kunst-produkter

Før du oppretter kunst-produktene må du opprette en leverandør per kunstner, da kunstnerne er definert som leverandører. Det er krav om merke på alle produkter, og hver kunstner må derfor også opprettes som et eget merke.

1. Kunst-produkter er som tidligere beskrevet i utgangspunktet helt vanlige lagerstyrte produkter, og der det viktigste man må tenke på er å opprettet produktene i "Kunst-produkter"-produktgruppen

2. Skriv navn og annen nødvendig inforamasjon på kunst-produktet, samt veiledende salgspris

Du er nå klar til å selge kunst!

Rapporter til kunstner og myndigheter

Rapport til kunstnere + Formidlingssalg-rapport

Alle kunstnere kan til enhver tid få tilsendt en oversiktlig rapport basert på en gitt periode over hva som er på lager i butikken/galleriet, både hvilke produkter (kunstverk) og hva lagerbeholdningen er, samt hva som eventuelt er solgt i den aktuelle perioden. Denne rapporten kan enten lastes ned eller sendes direkte på mail til kunstneren (dersom de har en gyldig epost-adresse registrert på seg som leverandør).

I tillegg produseres en Formidlingssalg-rapport, som er ment til internt bruk samt rapportering til relevante myndigheter. Denne rapporten inneholder alle salgsbilagene, med dato, hvilke varer det gjelder, fullpris, salgspris, kostpris samt bruttomargin i prosent og kroner.

Slik genereres disse rapportene:

1. Gå til Backoffice > Kunst > Kunstprovisjon

2. Velg butikk (galleri)

3. Velg kunster (leverandør). Her kan det legges til flere

4. Velg produktgruppe for hvor kunst-produktene er

5. Velg fra-til dato

6. "Vis kunstnere med salg" eller "Last ned rapporter"

Dette vil generere èn ZIP-fil per kunstner (leverandør), med rapporten til kunstneren samt en egen intern rapport "Formidlingssalg".

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'.

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.

How do I set up KID support?

1. Enable the KID extension

   Contact us to have it enabled. Note that most extensions has an added monthly cost.

2. Configure the KID mask

   The KID mask can consist of n, c, or fixed numbers. It can have a minimum of 1 character and a maximum of 24 characters (KID can be a maximum of 25 characters in total).

   1. Key Elements:

      1. n: Represents the voucher number, invoice number, or document number

      2. c: Represents the customer number or account number.

      3. Combination: The KID can be a combination of n, c, and fixed numbers.

   2. Examples:

      1. Example 1: You want the KID to be nine characters long and consist only of the invoice number.

         1. Use the mask: nnnnnnnn.

         If the invoice number is shorter than eight characters, leading zeros will be added to make it eight digits. A control digit will then be appended at the end.

      2. Example 2: You want the KID to consist of four characters from the customer number and four characters from the invoice number.

         1. Use the mask: ccccnnnn.

      3. Example 3: You want the KID to start with the number 5, followed by six digits from the invoice number.

         1. Use the mask: 5nnnnnn.

   This flexible masking system ensures that the KID is generated consistently and meets your specific requirements.

3. Choose the Modulus Type In most cases this should be MOD10, so unless you have very specific needs, simply type MOD10 in this field, and you should be good to go.

   1. Alternative modulus type is "MOD10_FIN" for Finland specifically.

4. Thats it! When creating new sales with the payment method Invoice, every invoice should now get its unique KID assigned to it (and displayed in the invoice PDF)

Notes

• If you are using an accounting system integration, it is very important that the KID mask is aligned with whatever your acocunting system use.

• This feature only adds the KID to the invoices. You need to make sure to check for payments in the bank, and register the payments manually.

Flow Retail fully supports creating all common types of sales campaigns for the stores, and any campaign can be assigned to any specific or all stores.

The campaign is always either of the following types: CAMPAIGN or PRICELIST.

• PRICELIST: This type is simply a list of products with specific discount prices. No rules are applied.

• CAMPAIGN: This type has a set of rules that must be applied before the campaign is valid. You can specify which product(s) the rule applies to and which product will receive the discount.

'PRICELIST' Campaign Type

The PRICELIST campaign type is the simplest form of campaign. It consists of a price list with a specific set of products at specified prices. You can set a time range for when the pricelist should be active using the validFrom and validTo fields.

Creating a new PRICELIST Campaign

• name: The internal name of the campaign.

• displayName: The name of the campaign displayed to the customer (e.g., on receipts).

• validFrom / validTo: The time period during which the campaign should be valid.

• type: The campaign type.

• discountType: Specifies how the discount should be applied (for PRICELIST campaigns, the only valid type is QUALIFIED_PRODUCT).

• storeUids: A list of stores where the campaign should be active.

• pricelistUid: The pricelist that should be used for this campaign.

The optional fields applicable for PRICELIST campaigns are:

• priority: The priority of the campaign if more than one campaign applies. A lower number indicates higher priority.

• campaignUid: An identifier for the current campaign.

• campaignCode: A campaign code to manually activate the campaign. Leave it empty to automatically activate the campaign.

• preventCombinations: A flag to indicate if the campaign can be combined with other campaigns.

Example request

{
  "name": "August 2024",
  "displayName": "Back to school!",
  "validFrom": "2024-08-04T08:00:00Z",
  "validTo": "2024-08-20T23:59:59Z",
  "type": "PRICELIST",
  "discountType": "QUALIFIED_PRODUCT",
  "storeUids": [
    "sandnes-1",
    "sandnes-2"
  ],
  "pricelistUid": "pricelist-august-2024"
}

The response will be something like this:

{
  "amountThreshold": 0,
  "campaignCode": "",
  "campaignUid": "backtoschool",
  "discountAmount": 0,
  "discountPercent": 0,
  "discountType": "QUALIFIED_PRODUCT",
  "displayName": "Back to school!",
  "maxUsage": 0,
  "name": "August 2024",
  "preventCombinations": false,
  "pricelist": {
    "name": "Kampanje - August 2024",
    "pricelistUid": "pricelist-august-2024"
  },
  "priority": 0,
  "quantityThreshold": 0,
  "selection": {
    "exclude": {
      "brands": [],
      "categories": [],
      "productGroups": [],
      "products": []
    },
    "include": {
      "brands": [],
      "categories": [],
      "productGroups": [],
      "products": []
    }
  },
  "status": "NEW",
  "stores": [
    {
      "name": "Apple Store Sandnes sentrum",
      "storeUid": "sandnes-1"
    },
    {
      "name": "Apple Store Sandnes Kvadrat",
      "storeUid": "sandnes-2"
    }
  ],
  "type": "PRICELIST",
  "validFrom": "2024-08-04T10:00:00+02:00",
  "validTo": "2024-08-21T01:59:59+02:00"
}

You will then need to activate the campaign by updating its status.

{
  "status": "ACTIVE"
}

Once a campaign is active, you cannot change its details, but you can add or remove products from the pricelist.

'CAMPAIGN' Campaign Type

The CAMPAIGN campaign type is rule-based. In this campaign, you can specify brands, categories, product groups, or specific products that should be applicable. The campaign types include:

• QUALIFIED_PRODUCT: The discount applies to all products that qualify for the campaign.

• CHEAPEST_PRODUCT: The discount is applied only to the cheapest product.

• ORDER_DISCOUNT: The discount is applied to the entire order.

The discount can be either a specific amount or a percentage, specified by the fields discountAmount and discountPercent. Only one of these can be specified.

• amountThreshold and quantityThreshold can be used to set thresholds for when the campaign should be active. quantityThreshold limits it by the number of products in the order, while amountThreshold limits it based on the order's total sum.

• The maxUsage field limits the number of times a rule can be applied to an order, which is mostly used in "X for Y" type campaigns.

Selection

The selection of products is vital for the CAMPAIGN type. To specify which products are included or excluded from the campaign, you need to set up a selection.

When including or excluding products, you can use four types of identifiers: product group, category, brand, or product uid.

The selection of included products happens when you activate the campaign. If you create a campaign for a specific product group, activate the campaign, and then add new products to that group, the new products will not be included in the campaign until you deactivate and reactivate the campaign.

Example Scenarios

• Example 1: Set up a campaign for all products of the brand "Samsung". Create a new selection that includes the brand "Samsung".

• Example 2: Create a general campaign for all products in your store except for those in the "SERVICES" product group. Create a new selection that excludes the "SERVICES" product group.

• Example 3: Set up a campaign for all products in the "PHONES" product group, but exclude the brand "Apple". Create a new selection that includes the "PHONES" product group but excludes the "Apple" brand.

Creating a new CAMPAIGN

• name: The internal name of the campaign.

• displayName: The name of the campaign displayed to the customer (e.g., on receipts).

• validFrom / validTo: The time period during which the campaign should be valid.

• type: The campaign type.

• discountType: Specifies how the discount should be applied.

• storeUids: A list of stores where the campaign should be active.

• discountAmount or discountPercent: The discount as a percentage or a specific amount.

Optional fields applicable for CAMPAIGN types include:

• quantityThreshold: The quantity required for the campaign to be active.

• amountThreshold: The order amount required for the campaign to be active.

• maxUsage: The maximum number of times the campaign can be applied to an order.

• priority: The priority of the campaign if more than one campaign applies. A lower number indicates higher priority.

• campaignUid: An identifier for the current campaign.

• campaignCode: A campaign code to manually activate the campaign. Leave it empty to automatically activate the campaign.

• preventCombinations: A flag to indicate if the campaign can be combined with other campaigns.

Example - a X for Y campaign can be created like this:

{
  "name": "3 for 2 - Socks",
  "displayName": "Socks: 3 for 2",
  "validFrom": "2024-08-04T08:00:00Z",
  "validTo": "2024-08-20T23:59:59Z",
  "type": "CAMPAIGN",
  "discountType": "CHEAPEST_PRODUCT",
  "storeUids": [
    "store-1"
  ],
  "discountPercentage": 100,
  "quantityThreshold": 3,
  "maxUsage": 1,
  "campaignUid": "3for2socks"
}

When the campaign is created, you need to add the selection for the products to be included in the campaign:

{
  "create": {
    "include": {
      "productGroupUids": [
        "string"
      ],
      "brandUids": [
        "string"
      ],
      "categoryUids": [
        "string"
      ],
      "productUids": [
        "string"
      ]
    },
    "exclude": {
      "productGroupUids": [
        "string"
      ],
      "brandUids": [
        "string"
      ],
      "categoryUids": [
        "string"
      ],
      "productUids": [
        "string"
      ]
    }
  }
}

Introduction

Flow Retail and Omnium together delivers an integration between the Flow Retail POS platform and the Omnium OMS platform.

Integrating a POS and OMS is not a straight-forward process, and so the integration is both advanced and flexible to fit the specific needs of most retailers, and customizations will be required in all setups.

This is a 2-way integration, where some data are initiated and sent from and by Omnium, while other data are initiated and sent from Flow Retail, both depending on what makes most sense.

Summary of the integration

• Omnium sends product data (incl prices and optionally inventory) to Flow Retail

• Flow Retail sends customer data to Omnium

• Flow Retail sends order data to Omnium, including checking for changes on orders in Omnium

Pass-through

The integration between Flow Retail and Omnium supports what we call "pass-through" or "proxy". This means that if some of the data or functions required by the POS is not available in Omnium, then Omnium can "proxy" those specific requests "through" Omnium and further on to other backend systems like ERP systems or a WMS/delivery availability system.

Which system is master for which data?

Both systems can be the master for basically all the available data types, however below is a normal setup. As one can see, campaign prices and stock/inventory needs to be decided in all projects.

Note that in practice, the ERP is the master above all, and that the OMS is placed in the middle, between the ERP and the POS.

Customer

Type

2-way integration

From Flow Retail to Omnium

• Create new customer

• Update existing customer

Fields

From Omnium to Flow Retail

• Create new customer

• Update existing customer

Product

Type

One-way

From Omnium to Flow Retail

Brand