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Essential App Settings

The last step in your initial setup is to turn on a few key settings across CloudFFL's apps. These settings control how sales, purchases, and inventory behave. We will walk through each one with the recommended default for FFL dealers.

Inventory Settings

These are the most important settings to get right because they affect how you track firearms.

    Go to Inventory from the app grid. Click Configuration → Settings. Under Traceability, enable Lots & Serial Numbers.

    Important: This is required for firearms tracking. Every firearm has a unique serial number, and this setting lets you record it in CloudFFL. Without this turned on, you cannot track individual firearms through your system.

      Under Operations, enable Barcodes (if you plan to use a barcode scanner). Click Save.
      SettingRecommendedWhy Lots & Serial NumbersONRequired for tracking individual firearms by serial number BarcodesONSpeeds up receiving, sales, and inventory counts with a scanner Storage LocationsOptionalTurn on if you want to track which safe, shelf, or display case items are in PackagesOFFNot needed for most FFL dealers Expiration DatesOFFNot needed for firearms or most accessories

      Sales Settings

        Go to Settings from the app grid. Scroll down to the Sales section (or click Sales in the left sidebar). Find Invoicing Policy and set it to Invoice what is ordered.

        This means you can create an invoice as soon as a customer places an order, without waiting for the item to be delivered. For a retail shop where the customer takes the item home right away, this is the simplest option.

          Click Save.
          SettingRecommendedWhy Invoicing PolicyInvoice what is orderedCreates invoice immediately — best for walk-in retail Lock Confirmed Sales OrdersOFFKeeps things flexible for small shops where orders may need editing DiscountsOptionalTurn on if you regularly give line-item discounts to customers

          Purchase Settings

            Still in Settings, scroll to (or click) the Purchase section. Find Bill Control and set it to On received quantities.

            This means you only record a bill (what you owe the vendor) based on what you actually received — not what was on the purchase order. If a distributor shorts you on a shipment, you only get billed for what showed up.

              Click Save.
              SettingRecommendedWhy Bill ControlOn received quantitiesOnly bill for what actually arrived — protects against shorted shipments Purchase Order ApprovalNo approval (one step)Simplest for small shops — owner/manager creates and confirms POs directly

              Payment Terms

              Payment terms tell the system when invoices are due. CloudFFL comes with several pre-configured options. The most useful ones for FFL dealers are:

                Immediate Payment — Due right now (best for walk-in counter sales) Net 15 / Net 30 — Due in 15 or 30 days (common for invoiced sales to other dealers or law enforcement)

                To set a default payment term for all new invoices:

                  Go to Settings. Scroll to the Invoicing section. Find Default Payment Terms. Select Immediate Payment (recommended for retail — most customers pay at the counter). Click Save.

                  Tip: You can always change the payment terms on individual invoices. The default just saves you from having to set it every time. If most of your sales are walk-in customers paying at the register, "Immediate Payment" is the way to go.

                  You Are All Set

                  That is it for the initial configuration. Your CloudFFL system is now set up with:

                    US fiscal localization and the correct chart of accounts Your state sales tax applied automatically to sales and purchases USD currency confirmed and your bank account on file Serial number tracking enabled for firearms Sensible defaults for sales, purchasing, and invoicing

                    Next, head to the General Settings chapter to set up your company information (business name, address, and logo) and create user accounts for your team.

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