Performing Special Transactions

Performing Special Transactions

The instructions below will guide users on how to perform more uncommon transactions within the eBound book

Corrections

This transaction should be used by an FFL to correct Serial Number records in compliance with ATF Ruling 2016-1.
  1. Under the heading Special Transactions, select Corrections. Alternatively, from any other screen click on Special Transactions, and select Corrections from the dropdown menu.

  2. The Corrections screen will now display. Enter the Serial Number of the record to be Corrected in the Serial Number field. Move the cursor to the Confirm Serial Number field and re-enter the Serial Number. Click Search. If the Serial Number entries do not match, the User will be asked to reenter the Serial Number correctly.
  3. The Serial Number record will appear below for the Serial number queried. If the Serial Number has multiple line item entries in the A&D Book, all entries for that Serial Number will appear below.
  4. Identify the line item entry desired to be corrected. Click the Edit button on the left side of the line item to modify that record. 
  5. A dialog box will open with each A&D Book field present and open for modification.
  6. To modify any field simply select the applicable field and modify the text. The field will highlight itself green, alerting Users to the fact that the field has been modified.
    Corrected fields highlight in green
  7. Carefully review all edits made. After review and confirmation that the modifications are correct, click Save to save modifications to entry or click Cancel to abandon changes.
  8. A dialog box will open asking the User to confirm they would like to apply the correction. To save changes and post the corrections to the A&D Book, click Yes. To cancel and abandon save, click No
  9. The correction has now been posted to the A&D Book and a record of that correction has been saved to the Correction Log per ATF Ruling 2016-1. Users may now proceed to the A&D Book to verify the A&D entry has been updated. Additionally, Users may proceed to the Correction Log to view the report identifying all corrections.


A Special Note on Correcting Complete Entries

At times an FFL may incorrectly acquire a serial number (ex: 124000 instead of 123000). The licensee may either use the correction tool indicated above to change the serial number, or alternatively, dispose of the serial number to themselves and add a note to the record “Incorrect entry – SN 124000 was entered instead of 123000.” Then, the licensee would create a separate, new entry for serial number 123000 as it should have been and on the date it was originally performed.

 

Take note – if you remove all fields from the Corrections Tool a skeleton of the transaction will remain in your bound book as it is not permissible to delete records. We strongly suggest that you use one of the two proposed methods (shown above) or consult the Orchid team for guidance.


Theft/Loss 

This transaction should be used by an FFL to record the theft or loss of firearms with the ATF-issued Theft/Loss Incident Number
Compliance Alert - If an FFL is aware firearms have been stolen or lost the FFL has obligations to report that theft or loss to local authorities and the ATF. Check ATF regulations and local laws.
  1. Under the heading Special Transactions, select Theft/LossAlternatively, from any other screen click on Special Transactions, and select Theft/Loss from the dropdown menu.
  2. The Theft/Loss screen will now display. Prior to entering any information, first assure the correct A&D Book is displayed in the Dispose from FFL/A&D field. If the FFL is incorrect, select the correct FFL via the Set FFL option.
  3. Set the date of Theft/Loss Disposition in the Physical Date field. Users may manually type in the date, or, alternatively, click on the calendar icon and select the date. The Physical Date selected is the date that will write to the A&D Book for the date of the Disposition. Per ATF Guidance this date must equal the date firearms were physically lost or stolen, not the date on which the User is performing the transaction.
  4. Enter the quantity of firearms reported as Theft/Loss in the Pre Count field.
  5. Enter the Theft/Loss Incident Number issued by ATF. Recording the Theft/Loss Incident Number issued by ATF is a regulatory requirement. As such, the Theft/Loss transaction will not allow Users to proceed unless the Theft/Loss Number has been entered.
  6. Enter the Serial Number individually the Serial Number field. ***NOTE*** The Theft/Loss transaction only allows for the addition of Serial Numbers to the Transaction List by Dual Blind Entry.
  7. After entering the Serial Number move the cursor to the Confirm Serial Number field –the Serial Number will become hidden – and re-enter the Serial Number.
  8. Click Add Firearm.
  9. If the Serial Number entries do not match, Users will receive an error and be asked to re-enter the correct Serial Number.
  10. The Serial Number will be added to the Transaction List to the right.  ***NOTE*** If a User happens to mistype a Serial Number two times in a row and add it to the Transaction List, incorrect Serial Numbers may be removed simply by clicking the trash can icon for that line item.
  11. Review the Serial Numbers in the Transaction List and the Physical Date prior to posting the transaction to ensure accuracy and compliance.
  12. Once all information has been validated, click Save. This will process the Theft/Loss Disposition and record the Incident Number in the A&D Book. Users may now proceed to the A&D Book to verify the appropriate Disposition.   
    Theft/Loss Transaction Screen

Found

This transaction should be used by an FFL who has found a firearm previously recorded as Theft / Loss to record the re-Acquisition of that item. ***NOTE*** The Found transaction was specifically designed to Acquire a single Manufacturer, Model, Type, Caliber firearm at a time due to the low likelihood that FFLs will find multiple types of firearms at the same time which were previously reported as Theft/Loss. As such, the Found transaction will only process groups of the same Manufacturer, Model, Caliber, Type combination at one time.
  1. Under the heading Special Transactions, select Found.  Alternatively, from any other screen click on Special Transactions, and select Found from the dropdown menu.
  2. The Found screen will now display. Prior to entering any information, first assure the correct A&D Book is displayed in the Acquire to FFL/A&D field. If the FFL is incorrect, select the correct FFL via the Set FFL option.
  3. Set the date of Acquisition in the Physical Date field. Users may manually type in the date, or, alternatively, click on the calendar icon and select the date. The Physical Date selected is the date that will write to the A&D Book for the date of Acquisition. This date must equal the date firearms were physically found, not the date on which the User is performing the transaction. 
  4. Enter the quantity of firearms found in the Pre Count field.
  5. Enter the firearm item details. This may be accomplished in one of two ways: Utilize Part Master Item or Manual Item Detail Entry.
  6. Review the Serial Numbers in your Transaction List, the firearm details, and the Physical Date prior to posting to the A&D Book to ensure accuracy and compliance.
  7. Once all information has been validated, click Save. This will process the Serial Number Acquisition and post the Acquisitions to the A&D Book. Users may now proceed to the A&D Book to verify that all Serial Numbers have been Acquired correctly.  
    Found Transaction Screen

Destroy

This transaction should be used by an FFL to record the destruction of firearms.
  1. Under the heading Special Transactions, select Destroy.  Alternatively, from any other screen click on Special Transactions, and select Destroy from the dropdown menu.
  2. The Destroy screen will now display. Prior to entering any information, first assure the correct A&D Book is displayed in the Dispose from FFL/A&D field. If the FFL is incorrect, select the correct FFL via the Set FFL option. The Physical Date selected is the date that will write to the A&D Book for the date of the Disposition. This date must reflect the date of physical destruction of the item, not the date on which the User is performing the transaction.
  3. Enter the quantity of firearms being destroyed in the Pre Count field.
  4. Enter the Serial Number individually the Serial Number field. The Destroy transaction only allows for the addition of Serial Numbers to the Transaction List by Dual Blind Entry – the best way to guard against incorrect Acquisitions and/or Dispositions
  5. A list of Serial Numbers will appear under the field matching the criteria entered. As Users continue to type the Serial Number, the list will automatically filter out nonmatching results. Users may select the applicable Serial Number entry with the mouse or finish typing in the entire Serial Number.
  6. After entering the Serial Number move the cursor to the Confirm Serial Number field –the Serial Number will become hidden – and re-enter the Serial Number. • Click Add Firearm.
  7. If the Serial Number entries do not match, Users will receive an error and be asked to re-enter the correct Serial Number.
  8. The Serial Number will be added to the Transaction List to the right.
  9. As the Serial Number is already on the A&D Book, there is no need to re-enter the firearm information.
  10. If a User happens to mistype a Serial Number two times in a row and add it to the Transaction List, incorrect Serial Numbers may be removed simply by clicking the trash can icon for that line item.
  11. Review the Serial Numbers in the Transaction List and the Physical Date prior to posting the transaction to ensure accuracy and compliance.
  12. Once all information has been validated, click Save. This will process the Destruction Disposition. Users may now proceed to the A&D Book to verify the appropriate Disposition
    Destroy Transaction Screen

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