FFL Bound Book Reporting
When it comes to running a gun shop, having a book that is well managed, easily maintained, quickly accessible, and compliant with the requirements of the Bureau of Alcohol, Tobacco, Firearms and Explosive (ATF) ensures the continued success of your business as a Federal Firearms License (FFL) holder.
ATF Ruling 2013-5 authorizes an alternate method for firearm record-keeping in the form of an electronic bound book report. Windward Software's System Five e-Bound Book is a complete electronic solution that allows you to access all reporting information easily, without relying on paper/manual systems for any of the requirements – no more duplicate entries, illegible handwriting, lost records, misplaced inventory, or confusing records.
System Five e-Bound Book is fully compliant with ATF requirements — including 27 CFR 478.122 — and offers you invaluable benefits, including:
- The system allows you to review the data prior to loading it into System Five to ensure that your records are accurate and intact. Creating default unit records eases your workflow whenever you load in data, make a purchase order, or receive product in against the item.
- With preset and customizable fields, you can:
- Capture specific information against your inventory, supplier and customer;
- Validate the accuracy of your inventory in the system;
- Review entries prior to committing them to the bound book; and
- Carry transaction information over into your bound book for easy reporting and audit preparation.
- Committed entries are displayed in two formats – the Audit Trail format and the FADR (Firearms Acquisition and Disposition Record) format – which can be printed out or saved digitally. Both formats allow you to search and report on any combination of bound book data, making auditing a breeze. Robust query options and filters customizable to your business needs allow you to do all of the following:
- Display only the firearms that are still in your possession;
- Display only the firearms that you've disposed of;
- Sort acquisitions and dispositions by either including or excluding transaction types (trade-ins, purchases, or returns to suppliers) and/or FFL and NICS numbers in conjunction with inventory categories;
- Look up a specific serial number; and
- Retrieve bound book entries for a specific date range.
- for both the buyer (Section A) and seller (Sections B & D), featuring:
- Smart field auto-fill based on buyer's address.
- Firearm information automatically brought in from the sale.
- Form stored against the invoice and made available for later recall with the click of a button.
- Missing information identified and flagged at each step in the form completion process to ensure data integrity.
- The system notifies you when the ATF Form 3310 is required, and makes the form readily available for completion.
- System Five makes it easy for you to capture NICS numbers (or FFL numbers (for dispositions to FFL holders)) for firearm transactions within your bound book, allowing you to:
- Add in the NICS number at the time the bound book entry that needs review is displayed;
- Transfer multiple firearms on the same invoice that will share the same NICS number; and
- Display the NICS number for firearm transactions on your bound book report.
- Streamlined Point of Sale (POS) processes. System Five e-Bound Book is fully integrated with System Five's Point of Sale (POS) module and is designed to save you time and effort by handling , , , and . The POS offers you:
- Quick and efficient check-out;
- Acquisitions automatically created when you receive a firearm in the POS system;
- Dispositions automatically created when you sell a firearm in the POS system; and
- Automatic updates to the bound book report for painless auditing.
- Recording an incorrect firearm serial number in your bound book can create a lot of headaches. Within System Five, you can easily adjust a wrong serial number acquired or disposed of to ensure that your transaction is 100% accurate even after the transaction has been committed to the bound book, and that both your inventory and your record-keeping are in good standing.
- To ensure your firearm transactions are intact and valid in preparation for an ATF-compliant bound book report, the system prevents you from committing entries to the bound book report prior to reviewing them, and flags all of the missing requirements. The system also provides you with preset and customizable fields for ease of entry and management of the missing requirements within your bound book.
- . System Five retains each correction of errors as an entirely new entry, without deleting or modifying the original entry, and allows you to enter comments to explain any correction you've made to the original entry. The original voided entry is shown in strikethrough font, and the corrected entry is displayed below it.
- Manage parent-child account information and track the disposition of firearms to child (end-user) accounts within your bound book.