Clear, step-by-step walkthroughs with real screenshots — for every page and task in FoolProof, from your first sale to end-of-day reporting.
Find your way around, get help, and ask the assistant.
Every page is in the menu on the left, grouped into Sell, Inventory, Customers, Records, Compliance and Settings — pin the ones you use most to the top.
Read guide →Click the ? at the top right for the guide to the page you're on, search the Help Center, or send our team a ticket with Contact support.
Read guide →When your store has it turned on, the Ask button at the top right answers questions about your sales, stock and orders from your real reports — and it only suggests changes, you confirm them.
Read guide →When you call us, we can look at your screen with Windows Quick Assist — you start it, read us nothing secret, and can stop it any time.
Read guide →My account is where you set your clock PIN, change your password and turn on two-factor sign-in — click your name at the bottom of the menu.
Read guide →Ring up sales, take payment, check IDs, and handle layaways and quotes.
On New Sale, scan or search each item into the cart, set quantities, then press Pay to take payment.
Read guide →Pick Cash, tap the bills you were handed (or type the amount), read the change due, then Complete sale.
Read guide →Pick Card and press Complete sale; the card terminal asks the customer to insert, tap or swipe.
Read guide →Turn on Split payment, add each part with its type and amount until Remaining is $0.00, then Complete sale.
Read guide →Automatic discounts are set up once in Admin → Discounts & price rules; to change one line's price at the register, type the new price on the cart line and pick a reason.
Read guide →With ID scanning on, scan the barcode on the back of the license — New Sale asks for it on age-restricted sales, and Check ID lets you scan any time.
Read guide →On a phone or tablet, tap the camera button in the New Sale search box and point it at the barcode.
Read guide →Register mode strips New Sale down to scanning, the cart and payment; turn it on for the store in Admin → New Sale settings, then each device taps Register mode.
Read guide →On New Sale press Gift card, scan the card, pick its value and Add to sale — it activates when the sale is paid.
Read guide →Press Park to set the cart aside for the next customer, then Parked → Resume to bring it back.
Read guide →Attach the customer, then pick On account at payment to put the sale on their house-account tab.
Read guide →At New Sale, add the items, attach the customer and press Layaway to take a deposit; pickup is a normal register sale for the balance.
Read guide →At New Sale, add the items, attach the customer and press Quote; under Sell → Quotes you can print or email it and ring it up at the quoted prices.
Read guide →On Special Orders, start an order for the customer, add what they want, and move it along from ordered to arrived to picked up.
Read guide →Admin → New Sale sets the cash drawer rules, default tender, ID checks, payment layout, Register mode, quotes, layaway, customer lookup, category chips and loyalty sign-up.
Read guide →Open and close the drawer, pay-ins and payouts, and the close-out slip.
On the Register page, tell this computer which register it is, count the starting cash, and press Open Register.
Read guide →Count the drawer on the Register page, press Close Register, check the variance and confirm; the close-out slip prints.
Read guide →In Register Operations, pick Pay In or Payout, enter the amount, choose a reason and press Apply.
Read guide →Press No Sale or Open Drawer under Quick actions on the Register page; it's recorded as a no sale.
Read guide →On the Register page, press Close its shift from here (or Close this shift under Other open shifts), enter the counted cash, and confirm.
Read guide →Find a past sale, reprint it, refund it, or fix how it was recorded.
Every completed sale is on Transactions — search or scan the receipt to open it, then print it again.
Read guide →Open the receipt on Transactions, click Refund, and pick the items to return — or leave them all at 0 to refund the whole sale; the money goes back the way it was paid.
Read guide →Voiding cancels a whole sale — every item goes back to inventory and every payment is reversed; use it for a sale rung by mistake.
Read guide →If an item on a past sale was rung under the wrong tax class or category, correct it on the receipt — reports change, the money doesn't.
Read guide →Keep the catalog clean and stock counts right.
Inventory lists every product you carry — search or scan to find one, filter and sort the list, and pick the columns you want to see.
Read guide →Click Add item on the Inventory page to create a product of your own — a name and price are all it needs; add its barcode and picture as you go.
Read guide →Add from Catalog lets you search FoolProof's catalog and add products in a few taps — name, barcode, size and picture come along; you set the price.
Read guide →Open a product from Inventory to change its details, barcodes and picture, and to see its history, sales and performance.
Read guide →Change one price right in the Inventory list or on the product's page; use Markup to price from cost, and Pricing levels for wholesale or staff prices.
Read guide →Fix one item's on-hand from its Case breakdown tab — add, remove or set the amount, with a reason that's saved in its History.
Read guide →On a pack's Case breakdown tab, you choose what it can be opened into — ringer 6-packs, singles, or any size that divides evenly.
Read guide →On Case Breakdown, open a pack into the smaller items you set up — the stock moves from the pack to the smaller items in one step.
Read guide →On Counts, start a count, scan what's on the shelf, then review and post — only the differences change your on-hand.
Read guide →On Write-offs & Damage, pick a reason, scan the item, enter how many, and click Write off — it comes off your on-hand and shows on your Shrinkage report.
Read guide →Shrinkage shows what you lost over a date range — split into losses somebody wrote off and stock a count found missing — with the worst items and register activity to look into.
Read guide →Click Print tags on the Inventory page, choose which products, and print to your label printer — or on plain paper.
Read guide →Pair each electronic shelf label with a product on the Shelf Labels page once FoolProof has turned them on for your store; tags show your live price and update themselves once your label system is connected.
Read guide →When two products share a barcode, Admin → Merge duplicate products folds them into the one you keep.
Read guide →Admin → Reference lists holds the categories, brands, departments, tax classes and containers you pick from on a product; Admin → Pack units holds the sizes your packs are counted in.
Read guide →Order from vendors, receive deliveries, and work distributor invoices.
Book stock in on Receiving — scan each item and enter how many arrived, or open the purchase order and mark what came in.
Read guide →Build a purchase order on Receiving → Orders (or from the reorder suggestions), save it as a draft, then place it.
Read guide →Distributor invoices land on the Distributor Feed by themselves — open one, tie each line to your product, and receive what arrived right on the invoice.
Read guide →The PO vs Invoice Diff tab on the Distributor Feed compares what each invoice billed with what you actually received, biggest gaps first.
Read guide →Send damaged, expired, recalled or extra stock back to a distributor from Vendor Returns — sending the return takes it out of inventory.
Read guide →A retail licence covers one location, so FoolProof doesn't allow moving stock between separately licensed Alabama stores — Transfers is switched off for Alabama stores — each store buys and receives its own stock.
Read guide →Keep your distributors, suppliers and the Alabama ABC Board in Admin → Vendors — name, type, contact, terms and ordering schedule.
Read guide →Work pickup and delivery orders from your storefront.
Orders lists every pickup and delivery order — move each one along with the button on its row: Accept, Mark ready, then Hand over or Dispatch.
Read guide →Use New order on the Orders page for a call-in pickup, or New delivery order to take a delivery over the phone.
Read guide →The Delivery page shows every delivery on the road, where your drivers are, and which drivers can't get offers yet.
Read guide →Drivers use the FoolProof Driver app on their phone (drive.foolproofpos.com) to take offers, check ID at the door, and get a signature — you turn it on per employee and verify them first.
Read guide →Admin → Delivery sets whether you deliver, how far, what you charge, how drivers check ID, and the hours you take delivery orders.
Read guide →Customer records, marketing, gift cards and house accounts.
Customers lists everyone on file — search by name or phone, add a new customer, or click Edit to change their details.
Read guide →Marketing sends a promo by email or SMS to customers who opted in — only opted-in customers are ever contacted.
Read guide →Gift Cards lists every card with its balance — search a code to check it, add value with Reload, or Void a card; selling a new one happens on New Sale.
Read guide →A house account lets a trusted customer buy now and pay later: ring the sale On account, then record their payment under Admin → House accounts.
Read guide →See how the store is doing, run reports, and match card deposits.
Today is the store at a glance: whether the register is open, today's sales, orders waiting, and anything that needs attention.
Read guide →Reports has sales, tax, accounting, inventory, cash and labor reports — pick one, set the dates, and export it to CSV or PDF.
Read guide →Product cost, margin and profit show only to roles that have "See product costs, margins, and profit" — turn it off for counter staff who don't need them.
Read guide →Card Deposits puts each day's card sales next to what your processor paid into the bank, and says Matched, Short, Over, Fees deducted, Pending or Overdue.
Read guide →Age checks, refusals, licenses and trade-practice rules.
Record every alcohol sale you turn away on Refused Sales — the log is your record if a sale is ever questioned (dram-shop / liability).
Read guide →ID Checks lists every ID scanned at the register, passed or failed, so you can show an ABC agent that your store cards.
Read guide →The Compliance page shows what needs fixing, your alcohol licenses, sale hours, where you may legally deliver, and Alabama's trade-practice rules, plus the records an inspector asks for: inspection packet, delivery log and annual report, tastings, compliance checks, Responsible Vendor Program, wholesaler payments and sharing with regulators.
Read guide →With ID scanning on, an alcohol sale can't be paid until a license is scanned — every check is logged, and a failed one is added to Refused Sales automatically.
Read guide →Your sales, orders, refused sales, ID checks, consent records, delivery and pickup logs, purchase records and audit trail are kept for as long as your account exists — and never less than three years.
Read guide →Mark a product as consumable hemp, tobacco, a vape or alternative nicotine and the register always asks for a 21+ ID; Admin → Regulated products decides whether each store check warns, blocks or is off.
Read guide →Compliance → Hemp report lists the month's consumable hemp sales and the 10% hemp tax collected, for your monthly ABC Board filing — and keeps each product's certificate of analysis.
Read guide →Tick SNAP-eligible food on a mixer or snack and it is taxed at Alabama's reduced state food rate (2%), with your local rates unchanged — alcohol, tobacco and hemp never qualify.
Read guide →Employees, roles and permissions, timesheets and pay.
On Employees, use Invite employee for someone with an email inbox, or Create manually for floor staff who only need a clock PIN.
Read guide →Roles decide which pages and actions each employee can use. Edit the starter roles or click New role to make your own.
Read guide →Staff clock in and out from the Shift card or New Sale; managers review and fix hours on Employees → Timesheets.
Read guide →Hourly pay shows in a Pay column on Employees, and in each person's Edit window — only for roles allowed to view pay rates.
Read guide →Admin → Sign-in & security sets when an idle device locks or signs out, and whether staff can switch users with a PIN.
Read guide →Settings, printers and scanners, vendors, the assistant and data export.
Admin is the menu of every store setting, grouped by what it controls — pick a tile to open that setting's page.
Read guide →Setup shows the few steps to start selling; Admin → Setup checklist walks every group of settings once, shows what's set now, and links to the page that changes it.
Read guide →Admin → Business details holds your legal name, license number, sales-tax rate, contact info, time zone and opening hours — they print on receipts and fill your storefront's policy pages.
Read guide →Admin → Receipts sets the receipt logo, messages and lines with a live preview; Storefront and Storefront pages set up your public website.
Read guide →Admin → Today dashboard turns each Today widget on or off and sets which comparisons the key-metric cards show.
Read guide →Admin → Hardware is where you add and test your receipt and label printers, set up each register, and choose when the cash drawer opens.
Read guide →Choose which ways of paying the register offers, turn on tipping, see your card-surcharge settings, and set up bottle deposits and other fees — all under Admin.
Read guide →Admin → Refund & void reasons sets the list cashiers pick from when they refund or void a sale.
Read guide →Admin → Activity is the record of who did what at your store — stock received, sales refunded or voided, registers opened and closed, settings and permissions changed.
Read guide →Admin → AI Assistant turns the store assistant on or off and chooses its parts — alerts, chat and a daily digest email.
Read guide →Admin → Export your data downloads your products, customers, sales, purchasing and settings as a ZIP of spreadsheet-ready CSV files.
Read guide →Billing shows your FoolProof plan, what you owe, and every invoice — open one to print it or save a PDF.
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