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Applying Trade Credits to Sales When a customer with a trade credit balance makes a purchase, you can apply their credit as a discount on the sales order. This is done through the Trade Discount Wizard, which handles the math and creates the proper records au...

NFA Transfers (Forms 3, 4, 5) NFA stands for the National Firearms Act. It covers a special category of regulated items: suppressors (silencers), short-barreled rifles (SBRs), short-barreled shotguns (SBSs), machine guns, and destructive devices. Transferring...

Reporting Theft or Loss If a firearm in your inventory is lost, stolen, or destroyed, federal law requires you to report it promptly. CloudFFL allows you to record the loss in your bound book through a special disposition type, but you also have obligations t...

Stock Reconciliation (Odoo vs FastBound) Your shop has two systems tracking firearms: Odoo (your business inventory) and FastBound (your electronic bound book). These two systems must agree. If Odoo says you have a firearm in stock but FastBound does not (or ...

Serial Number Audits A serial number audit is a physical inventory count of your firearms. You go to each firearm in your shop, scan or read its serial number, and the system compares what you scanned against what your records say you should have. This is the...

Product & Inventory Reports CloudFFL's product report gives you a high-level view of your compliance inventory, aggregated by manufacturer, type, and model. While the Stock Report and Serial Audit focus on individual serial numbers, the Product Report answers...

NMI vs Authorize.net — Choosing Your Provider CloudFFL supports two payment gateways: NMI and Authorize.net. You can use one or both, depending on how your dealership operates. This page breaks down what each one does and helps you decide which to set up. NM...

How Payment Processing Works Understanding the basics of how card payments work helps you troubleshoot issues and answer customer questions with confidence. This page explains the payment flow in simple terms — it applies whether you use NMI, Authorize.net, o...

Connecting Your NMI Account Before you can accept credit card payments through CloudFFL, you need to connect your NMI (Network Merchants Inc.) account. This is a one-time setup that links your payment processor to your CloudFFL system. What You Need Before Y...

Configuring Payment Methods Once your NMI account is connected to CloudFFL, you need to configure which payment methods are available and how they work. This includes enabling card types for online payments and setting up payment methods for your Point of Sal...

Going Live — Test Mode to Production After you have verified that test payments work correctly, it is time to switch to live (production) mode so you can accept real payments. Pre-Launch Checklist Test payment succeeded — You processed at least one test tr...

Taking a Card Payment on a Sales Order When a customer is ready to pay for a confirmed sales order, you can collect their credit card payment directly from the invoice. CloudFFL supports two payment processors — NMI and Authorize.net — and the steps are nearl...

Taking a Card Payment at the POS When a customer is standing at your counter ready to pay, the Point of Sale (POS) is where you'll process their card payment. CloudFFL supports two ways to take card payments at the POS through NMI: using a physical card termi...

Issuing a Refund to a Card When a customer returns an item or you need to reverse a charge, you can issue a refund directly from CloudFFL. The refund goes back to the same card (or bank account) the customer originally used to pay. Both NMI and Authorize.net ...

Setting Up NMI Payment Terminals This guide walks you through connecting a physical card reader (payment terminal) to your CloudFFL POS system through NMI. Once set up, customers can tap, swipe, or insert their card at the terminal during checkout and the pay...