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Understanding Accounting in CloudFFL
The basics of how accounting works in CloudFFL OS — what the module does, key concepts, and how it connects to the rest of your business.
Creating Invoices
How to create, customize, and send invoices to your customers — from sales orders and standalone.
Recording Payments
Recording customer payments, handling partial payments, and tracking what's still owed.
Managing Vendor Bills
Recording bills from your distributors and suppliers, and matching them to purchase orders.
Paying Vendors
Paying individual bills and processing batch payments to your distributors.
What is the Accounting module?
If you've been running your shop with a separate bookkeeping tool — or worse, a shoebox full of receipts — CloudFFL OS has good news. The accounting module is built right into the system, connected to everything you already do: sales, purchases, inventory, and...
Key concepts: Invoices, bills, and journal entries
Before you start clicking around the accounting module, it helps to understand three terms you'll see everywhere. They sound like accounting jargon, but they map directly to things you already do every day. Invoices — what your customers owe you An invoice i...
The chart of accounts
Every dollar that flows through your business gets categorized somewhere. The chart of accounts is the list of those categories — it's how CloudFFL OS organizes your money into buckets like "Sales Revenue," "Cost of Goods Sold," "Rent Expense," and "Bank Accou...
How accounting connects to sales, purchasing, and inventory
One of the biggest advantages of running your business on CloudFFL OS is that everything is connected. When you sell a firearm, the system doesn't just update your inventory — it also records the revenue, tracks the customer payment, and updates your financial...
Creating an invoice from a sales order
Most invoices in CloudFFL OS are created directly from sales orders. You've already done the work — confirmed the sale, picked the products, delivered to the customer. The invoice is the last step: making it official and recording the revenue. When to create ...
Creating a standalone invoice
Not every charge goes through a sales order. Sometimes you need to invoice a customer for something outside the normal sales flow — a repair service, a range fee, a custom engraving job, or a restocking fee. That's where standalone invoices come in. When to u...
Sending invoices to customers
Once an invoice is confirmed, you need to get it to the customer. CloudFFL OS can email invoices as PDF attachments, print them for in-store pickup, or both. Emailing an invoice Open the confirmed invoice (from Accounting → Customers → Invoices or directly ...
Credit notes and refunds
When a customer returns a product or you need to adjust a charge, you don't delete the original invoice — you create a credit note. A credit note is the accounting-correct way to reverse all or part of an invoice. It keeps your records clean and your audit tra...
Recording a customer payment
When a customer pays an invoice — whether by card, check, cash, or bank transfer — you need to record that payment so the invoice shows as paid and your books stay current. CloudFFL OS makes this straightforward. Recording payment on a single invoice Go to ...
Partial payments and payment plans
Not every customer pays the full amount at once. Maybe a dealer-to-dealer buyer is paying half now and half on delivery. Maybe a customer put down a deposit on a special order. CloudFFL OS handles partial payments without any extra setup. Recording a partial ...
Tracking overdue invoices
When invoices go past their due date, you need to know about it — and you need an easy way to follow up. CloudFFL OS gives you several ways to find and manage overdue invoices without digging through spreadsheets. Finding overdue invoices The fastest way to ...
Recording a vendor bill
Every time a distributor ships you product, they send a bill. Every month your landlord, alarm company, and internet provider send bills. Recording these in CloudFFL OS keeps your expense tracking accurate and makes sure nothing falls through the cracks when i...
Matching bills to purchase orders
When Lipsey's sends you a bill for 10 firearms and you only received 8, you need to catch that before paying. Matching vendor bills to purchase orders lets you verify that what you're being charged matches what you actually ordered and received. How matching ...