Restaurants run on speed and consistency, so your POS data must stay stable, searchable, and recoverable. Floreant POS supports that goal by storing information in a database instead of random files. Therefore, when you understand the storage design, you reduce downtime, protect sales history, and simplify operations.
This article explains what Floreant POS stores, where they are stored, and how to manage them for both single-terminal and multi-terminal setups. Additionally, it covers habits that keep data safe during upgrades, power interruptions, and staff changes, so you avoid surprises during peak hours and staff turnover.
Understanding the Storage Approach
Floreant POS writes business data into a structured database. Consequently, the system retrieves menus, tickets, and reports quickly because it reads organized tables instead of loose documents. At the same time, it stores transaction histories efficiently and consistently reports across shifts, staff, and busy service hours.
Floreant POS commonly uses an embedded database for simple installations, and it can also work with a server-style database for larger environments. Therefore, you can start small on one computer and move to a shared database model as you add terminals. Learn more about Best Restaurant POS.
What Floreant POS Stores Inside the Database
Floreant POS stores both operational data and configuration data. Moreover, the database holds relationships between records, so a ticket links to line items, taxes, payments, and staff activity.
- Menu structure and pricing: categories, items, modifiers, combos, taxes, and service charges.
- Orders and tickets: open tickets, closed checks, voids, refunds, and discount actions.
- Payments: cash, card, split payments, tips, and settlement totals.
- Users and permissions: cashier accounts, manager roles, and access controls.
- Store configuration: receipt formats, kitchen printing rules, and operational preferences.
- Terminal-specific settings: device mapping like printers, cash drawers, and display behaviors.
Because the database stores these elements together, you can reprint receipts, audit activity, and analyze performance without rebuilding data manually.
Where the Data Lives on Your System
Floreant POS stores database files within the application’s environment, and the database folder holds the active data for local setups. Therefore, you should treat that folder as critical business property and protect it during cleanup or reinstallations. Additionally, you should keep regular backups before updates, migrations, or system resets.
If you run a server database, your data lives on the database server machine instead of each terminal. Consequently, terminals behave like clients that read and write through the network rather than keeping separate histories. Therefore, you should secure, back up, and monitor the server first, because it becomes the single source of truth.
Embedded Database vs Server Database
Your setup choice changes how Floreant POS stores and shares data. So, you should match the database mode to your operations.
1) Single Terminal with Embedded Storage
A single terminal setup uses an embedded database on one machine, so it works offline. However, that machine is a single point of failure, so back up early. Best practices for embedded mode:
- Use scheduled backups daily, and keep multiple copies.
- Store a backup on an external drive, and keep another copy off the machine.
- Use a UPS if power cuts happen often, because sudden shutdowns can interrupt writes.
- Avoid forced restarts during service, because they increase corruption risk.
Therefore, when you follow these habits consistently, you protect data, reduce downtime, and keep operations smooth.
2) Multi-terminal Setup with Centralized Storage
Multi-terminal setups use one shared database server, so all terminals stay in sync. If a terminal fails, you can replace it without losing history. Best practices for centralized mode:
- Host the database on a stable machine, and keep it powered and protected.
- Keep terminals on a reliable LAN, and separate POS traffic from guest Wi-Fi.
- Use consistent naming and configuration, so staff see the same behavior everywhere.
- Limit database access to trusted devices, because POS data carries financial value.
Therefore, when you standardize this setup, you reduce conflicts, improve reliability, and keep reporting consistent across every terminal.
Backups that Actually Protect You
Backups must support real recovery, not just “we copied a folder once.” So, you should build a simple routine your team can follow consistently.
- Back up on a schedule: run daily backups for busy stores, and weekly backups for low-volume operations.
- Keep version history: store several past backups, because issues often appear later.
- Test restores monthly: restore onto a spare machine or test environment.
- Document your setup: record database type, server address, and terminal mappings.
When you follow these steps, you reduce downtime risk and gain confidence during upgrades.
Security and Access Control for Stored POS Data
POS data includes sales history, staff activity, and payment totals, so you must protect it. Therefore, you should enforce role-based access and limit admin credentials to managers.
- Use separate logins for each staff member.
- Restrict advanced settings that can disrupt service.
- Protect the database machine with strong passwords and firewall rules.
- Limit who can access backups, because they contain sensitive records.
Additionally, store backups securely and avoid leaving them on public-facing computers.
Common Storage Mistakes that Cause Confusion or Loss
Small errors create big operational pain. So, you should watch for these issues early:
- No backup discipline: one disk failure wipes history and settings.
- Wrong database mode for multiple terminals: terminals drift and reports conflict.
- Mixed terminal configurations: printers and receipt rules differ.
- Permissions problems: after OS or security changes.
- Unplanned reinstalls: without data migration.
When you prevent these mistakes, you stabilize workflow and reporting accuracy.
Conclusion
Floreant POS stores menus, tickets, payments, and settings in a database, supporting fast operations and reliable reporting. However, setup choice still matters, so use embedded storage for single terminals and centralized storage for multi-terminal environments. Additionally, consistent backups, secure access, and standardized terminal settings protect history and reduce downtime. Moreover, when you document database type, server details, and terminal mappings, you speed up restores and reduce confusion during upgrades. As a result, you keep the service smooth and reports accurate. Floreant POS remains a strong option for local-first performance with flexible scaling.
