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Issuing a Credit Note / Refund When a customer returns an item or needs a refund after an invoice has been created and paid, you issue a credit note. A credit note reverses all or part of an invoice. When to Use a Credit Note Customer returns a defective p...

What is a Product in Odoo? In CloudFFL, a product is anything you sell, buy, or keep in stock. Firearms, ammunition, accessories, optics, services like FFL transfers or gunsmithing — they are all products in the system. What Counts as a Product? Firearms —...

Product Types: Storable, Consumable, Service Every product in CloudFFL has a type that tells the system how to handle it. There are three types, and choosing the right one is important. Storable Product Use this for items you track in inventory with specifi...

Creating a New Product Here is how to add a new product to CloudFFL. Step by Step Go to Inventory → Products → Products (or Sales → Products → Products). Click New. Enter the Product Name — be descriptive so you can find it later. Example: "Glock 19 Gen5 9...

Setting Sales & Purchase Prices Every product has two key prices: what you charge customers and what you pay your distributor. Setting these correctly ensures your sales orders and purchase orders use the right amounts. Sales Price The Sales Price field on ...

Product Categories Product categories help you organize your inventory into logical groups. Instead of scrolling through a flat list of hundreds of products, you can filter and report by category. Common Categories for FFL Dealers Handguns Rifles Shotguns ...

Barcodes & Internal References (SKUs) Two fields on the product form help you identify products quickly: the Internal Reference (your SKU) and the Barcode (the manufacturer UPC). Internal Reference (SKU) This is your own code for the product. You can make u...

Adding Product Images Adding images to your products helps your team identify items quickly and makes quotations and invoices look more professional. Step by Step Open the product record. Click the camera placeholder (or existing image) in the top-right co...

Product Variants (Size, Color, etc.) Sometimes a single product comes in multiple options — a holster in left-hand or right-hand, a rifle sling in different colors, or an AR-15 lower in different finishes. Instead of creating separate product records for each...

What is Inventory in Odoo? The Inventory app is where CloudFFL tracks everything you have in your store or warehouse. It knows how many of each product you have, where they are, and when they move. What You Will Use Inventory For Checking stock levels — Ho...

Warehouses vs Locations CloudFFL uses two levels to organize where your products are stored: warehouses and locations. Warehouse A warehouse represents your physical building — your shop, store, or storage facility. Most FFL dealers have one warehouse (thei...

Checking Stock Levels Need to know how many of a product you have in stock? Here are the quickest ways to check. From the Product List Go to Inventory → Products → Products. The list shows On Hand and Forecasted columns for each product. Use the search bar...

Understanding On Hand vs Forecasted Qty You will see two quantity numbers on product records: On Hand and Forecasted. They tell you different things. On Hand On Hand is how many you physically have right now. This number changes when you validate receipts (...

What are Transfers? In CloudFFL, every time products move — into your shop, out to a customer, or between locations — the system creates a transfer. Transfers are how Odoo tracks the movement of inventory. Three Types of Transfers Receipts (Incoming) — Pro...

Receiving Products (Incoming Transfers) When a shipment arrives from your distributor, you need to validate the receipt in CloudFFL to add the products to your inventory. Step by Step Go to Inventory → Receipts. You will see pending receipts for all undeli...

Shipping Products (Outgoing Transfers) When you sell a product, CloudFFL creates a delivery order to track the product leaving your inventory — whether the customer picks it up in your shop or you ship it. Step by Step Go to Inventory → Deliveries. Pending...

Internal Transfers (Moving Between Locations) An internal transfer moves products between locations within your warehouse — for example, from your Back Room to the Showroom, or to the Repair Bench. When to Use Internal Transfers Moving newly received firea...

What are Routes? Routes tell CloudFFL how to get products when they are needed. For most FFL dealers, the concept is simple: when you need more stock, you buy it from a distributor. That is the "Buy" route. Common Routes Buy — Purchase the product from a v...