Generating Reports

Generating Reports

Temp. Assignment Status Report

This transaction should be used by an FFL to view and query the firearms that are and have been out on Temporary Assignment to employees.
  1. Under the heading Reports and Closure, select Temp. Assignment Status. Alternatively, from any other screen click on Reports and Closure, and select Temp. Assignment Status from the dropdown menu.
  2. The Temp. Assignment Status screen will now display, showing all Serial Numbers that have ever been Loaned Out, to whom, and on what date.
  3. Additionally, the report shows whether they have been returned (the Date In field will be populated), when, and by whom returned (the employee’s name identified as returning the Serial Number will overwrite the name of the employee who had the Serial Number on loan).  
To search for a particular Temp. Assignment Status, navigate to the Temp. Assignment Status Report screen. 
When the User accesses the Temp. Assignment Status report, a search bar appears above the report. This is a general search which will query all fields. For example, if the User types Thompson in the general search bar, and the word appears both in the Manufacturer column and in the Employee column, the Temp. Assignment Status Report, after clicking search, will filter out all other results and only display line items with the word Thompson in it.
Compliance Alert - Although it is not a specific requirement in ATF regulations to maintain a Loan Status Report, it is a requirement to maintain accountability and know the location of all Serial Numbers with an Open Disposition on an FFL’s A&D Book. FFLs are urged to maintain a log of all Serial Numbers off-premises in the hands of employees on Temporary Assignment.

Correction Log Report

This transaction should be used by an FFL to view record corrections made to Serial Number entries in the A&D Book; required per ATF Ruling 2016-1.
  1. Under the heading Reports and Closure, select Correction Log. Alternatively, from any other screen click on Reports and Closure, and select Correction Log from the dropdown menu.
  2. The Corrections screen will now display. By default, the report shows the Serial Numbers which have been Acquired over the course of the last 30 days and the corrections made to those Serial Numbers.
  3. To change the date range, select the Acq. Date Range field. A drop down list appears allowing the User to select the desired Acquisition Date range of Serial Numbers.
  4. To query the report by Serial Number, move the cursor to the Serial Number field and enter the Serial Number. The corrections report will automatically filter through the results to locate the correction record.  ***NOTE***: If you corrected a Serial Number itself, to search by Serial Number you must enter the Serial Number as corrected, not the original Serial Number.
  5. To export the Correction Log as a .csv file, navigate to the Corrections Log Report screen.
  6. Click the Export Data button above the Disposition column.
  7. A dialog popup box will appear with a link to the Export Downloads page where the file will be available for download once processing is completed.
  8. Click the link; the Reports: Export Downloads page will now display.
  9. If the Status of the requested report is In Progress, allow the report additional processing time and refresh the page.
  10. Once the requested report is available, Download will display in the Status column. Click Download to save report.
  11. The export file download location depends upon the User’s browser settings. If the User’s settings are set to always inquire to which location to download files from the internet, the browser’s standard dialog box will open asking for the location to save the file. If the User’s settings are set to always download internet files automatically to the same location, the export will download to that location.

Open Dispositions 

This transaction should be used by an FFL to view all firearms on the A&D Book which have Open Dispositions.
  1. Under the heading Reports and Closure, select Open Dispositions. Alternatively, from any other screen click on Reports and Closure, and select Open Dispositions from the dropdown menu.
  2. The Open Dispositions report screen will now display.
  3. By default, the report displays all items with an Open Disposition (i.e., should be on premises or with an employee).
  4. The User may limit the Acquisition Date range of Serial Numbers if desired by moving the cursor to the Acq. Date Range and selecting their desired filter.
  5. Users may query the Open Disposition report by Serial Number by typing the Serial Number in the Serial Number field. The Open Disposition report will automatically filter through the results to locate the applicable record.
  6. To export the Open Dispositions Report as a .csv file, navigate to the Open Dispositions Report screen.
  7. Click the Export Data button above the Disposition column.
  8. A dialog popup box will appear with a link to the Export Downloads page where the file will be available for download once processing is completed.
  9. Click the link; the Reports: Export Downloads page will now display.
  10. If the Status of the requested report is In Progress, allow the report additional processing time and refresh the page.
  11. Once the requested report is available, Download will display in the Status column. Click Download to save report.
  12. The export file download location depends upon the User’s browser settings. If the User’s settings are set to always inquire to which location to download files from the internet, the browser’s standard dialog box will open asking for the location to save the file. If the User’s settings are set to always download internet files automatically to the same location, the export will download to that location.

NFA History & Open Dispositions 

This transaction should be used by an FFL to view NFA firearms on the A&D Book which have Open Dispositions.
  1. Under the heading Reports and Closure, select NFA: Open Dispositions. Alternatively, from any other screen click on Reports and Closure, and select NFA: Open Dispositions from the dropdown menu.
  2. The NFA: Open Dispositions report screen will now display.
  3. By default, the report displays all NFA items with an Open Disposition (i.e., should be on premises or with an employee, and for which the FFL should have an NFA registration form).
  4. The User may limit the Acquisition Date range of NFA Serial Numbers if desired by moving the cursor to the Acq. Date Range and selecting their desired filter.
  5. Users may query the NFA Open Disposition report by Serial Number by typing the Serial Number in the Serial Number field. The NFA Open Disposition report will automatically filter through the results to locate the applicable record.
  6. To export the NFA: Open Dispositions Report as a .csv file, navigate to the NFA: Open Dispositions Report screen.
  7. Click the Export Data button above the Disposition column.  

NFA: History Report

This transaction should be used by an FFL to view the history of all NFA firearms ever appearing on the A&D Book.
  1. Under the heading Reports and Closure, select NFA: History. Alternatively, from any other screen click on Reports and Closure, and select NFA: History from the dropdown menu.
  2. The NFA: History report screen will now display.
  3. By default, the report shows the Serial Numbers which have been Acquired over the course of the last 30 days.
  4. The User may limit the Acquisition Date range of NFA Serial Numbers if desired by moving the cursor to the Acq. Date Range and selecting their desired filter.
  5. Users may query the NFA History report by Serial Number by typing the Serial Number in the Serial Number field. The History report will automatically filter through the results to locate the applicable record.
  6. To export the NFA: History Report as a .csv file, navigate to the NFA: History Report screen.
  7. Click the Export Data button above the Disposition column. 

 Vendor FFL Expiration

This transaction should be used by an FFL to view the expiration dates of FFLs appearing in their Vendor Master.
Compliance Alert - FFLs must transact with current, valid licensees only. 
  1. Under the heading Reports and Closure, select Vendor FFL Expiration. Alternatively, from any other screen click on Reports and Closure, and select Vendor FFL Expiration from the dropdown menu.
  2. The Vendor FFL Expiration report screen will now display.
  3. By default, the report shows the longest expired / first to expire Vendors at the top of the list
  4. To search within Vendor FFL Expiration report, navigate to the Vendor FFL Expiration report screen.
  5. When the User accesses the Vendor FFL Expiration report, a search bar appears above the report. This is a general search which will query all fields. For example, if the User types Thompson in the general search bar and the word appears both in the Vendor Name column and in the Address column, the Vendor FFL Expiration report will, after clicking search, filter out all other results and only display line items with the word Thompson in it.   

Customer FFL Expiration

This transaction should be used by an FFL to view the expiration dates of FFLs appearing in their Customer Master.
Compliance Alert - FFLs must transact with current, valid licensees only.
  1. Under the heading Reports and Closure, select Customer FFL Expiration. Alternatively, from any other screen click on Reports and Closure, and select Customer FFL Expiration from the dropdown menu.
  2. The Customer FFL Expiration report screen will now display.
  3. By default, the report shows the longest expired / first to expire Customers at the top of the list.
  4. To search within Customer FFL Expiration report, navigate to the Customer FFL Expiration report screen.
  5. When the User accesses the Customer FFL Expiration report, a search bar appears above the report. This is a general search which will query all fields. For example, if the User types Thompson in the general search bar and the word appears both in the Customer Name column and in the Address column, upon clicking Search the Customer FFL Expiration will filter out all other results and only display line items with the word Thompson in it.  

My FFL Expiration

This transaction should be used by an FFL to view the expiration dates of the FFLs associate with their eBound Books.
Compliance Alert - FFLs must transact with current, valid licensees only.
  1. Under the heading Reports and Closure, select My FFL Expiration. Alternatively, from any other screen click on Reports and Closure, and select My FFL Expiration from the dropdown menu.
  2. The My FFL Expiration report screen will now display.
  3. By default, the report shows the longest expired / first to expire FFL at the top of the list.
  4. To search within My FFL Expiration report, navigate to the My FFL Expiration report screen.
  5. When the User accesses the My FFL Expiration report, a search bar appears above the report. This is a general search which will query all fields. For example, if the User types Thompson in the general search bar and the word appears both in the FFL Name column and in the Address column, upon clicking Search the My FFL Expiration will filter out all other results and only display line items with the word Thompson in it.  

Transfer Report

This report should be used by an FFL to generate detailed reports of item(s) disposed on selected days and criteria.
  1. Under the heading Reports and Closure, select Transfer Report. Alternatively, from any other screen click on Reports and Closure, and select Transfer Report from the dropdown menu.
  2. The Transfer Report screen will now display.
  3. Under the heading Select Bound Books, select the bound books to be including in the search.
  4. Clicking Select All selects all bound books displayed; clicking Clear Selection clears all books selected.
  5. Under the heading Select Date, select the date for the dispositions you wish to display.
  6. Click Run Report to generate Transfer Report for date selected.

Query Transfer Report

Locate Transfer(s)
When the User accesses the Transfer Report, a Search Bar appears above the displayed report. This is a general search which will query all report fields. For example, if the User types “arms” in the general search bar, and the word arms appears both in the Manufacturer column (very common) and in the Acquired From Name column (also very common), upon clicking Search the query will filter out all other results and only display line items with the word Thompson in it. 
Advanced Search 
To query terms in specific fields, click the Advanced Search button above the general search bar.
  1. Date Searches When search by date, there are multiple options for Users. Users can search by specific date, a range preceding a specific date, or a range following a specific date by either Acquisition Date or Disposition Date. The top row of fields in Advanced Search relate to Date searches. First, select whether the filter to be applied is related to Acquisition or Disposition Date. Next, select which date option search is desired; before, after, or on. Finally, select the applicable date. Click Add Filter and the report results below will filter according to the inputs.
  2. Searches by Any Other Field The bottom row of fields in Advanced Search relate to all other report fields. First, select the field desired to be queried. Second, select whether the text in the applicable report field should exactly match the search term (very specific search) or whether the report field should simply contain the query text (broader search). Finally, enter the search text. Click Add Filter and the report results will filter according to the inputs.
Adding and Viewing Notes
  1. To add a note to any Serial Number line item, navigate to the Transfer Report page.
  2. Locate the serial number you wish to notate and click the Notes button; a dialog popup box will appear. 
  3. Enter the desired Note and click Save to document notes or click Cancel to abandon without saving.
  4. After clicking Save, this note will be available for that line item. • Users may add multiple notes to the same Serial Number line item by repeating the process above.
  5. To view any notes for a particular Serial Number line item, navigate to the Transfer Report page.
  6. Locate the serial number you wish to view notes and click the Notes button; a dialog popup box will appear.
  7. Any Existing Notes will display below the Add Note area.
  8. Click Cancel to exit viewing Existing Notes.

 Export Transfer Report CSV

  1. To export the Transfer Report as a CSV file, navigate to the Transfer Report page.
  2. Make bound book selections, select date, and click Run. Once report is generated, click the Export Data button on the far right side.
  3. A dialog popup box will appear with a link to the Export Downloads page where the file will be available for download once processing is completed.
  4. Click the link; the Reports: Export Downloads page will now display.
  5. If the Status of the requested report is In Progress, allow the report additional processing time and refresh the page.
  6. Once the requested report is available, Download will display in the Status column. Click Download to save report.
  7. The export file download location depends upon the User’s browser settings. If the User’s settings are set to always inquire to which location to download files from the internet, the browser’s standard dialog box will open asking for the location to save the file. If the User’s settings are set to always download internet files automatically to the same location, the export will download to that location.

Export Transfer Report PDF  

  1. To export the Transfer Report as a PDF file, navigate to the Transfer Report page.
  2. Make bound book selections, select date, and click Run. Once report is generated, click the Generate PDF button on the far right side.
  3. A dialog popup box will appear with a link to the Export Downloads page where the file will be available for download once processing is completed.
  4. Click the link; the Reports: Export Downloads page will now display.
  5. If the Status of the requested report is In Progress, allow the report additional processing time and refresh the page.
  6. Once the requested report is available, Download will display in the Status column. Click Download to save report.
  7. The export file download location depends upon the User’s browser settings. If the User’s settings are set to always inquire to which location to download files from the internet, the browser’s standard dialog box will open asking for the location to save the file. If the User’s settings are set to always download internet files automatically to the same location, the export will download to that location. 

Multiple Sales Review

This report should be used by an FFL to review transactions across one or many eBound Books for potential Multiple Sales Reporting via ATF Form 3310.4 / 3310.12.
  1. Under the heading Reports and Closure, select Multiple Sales Review. Alternatively, from any other screen click on Reports and Closure, and select Multiple Sales Review from the dropdown menu.
  2. The Multiple Sales Review screen will now display.
  3. Under the heading Select Bound Books, select the bound books to be including in the search.
  4. Clicking Select All selects all bound books displayed; clicking Clear Selection clears all books selected.
  5. Under the heading Report Type, select the Multiple Sales Report type you wish to search for potentially matching transactions. 
    1. 3310.12 – Multiple Sales or Other Disposition of Certain Rifles 
    2. 3310.4 – Multiple Sales or Other Disposition of Pistols and Revolvers 
  6. Under the heading Start Date, select the minimum date for which transactions potentially matching ATF Form 3310.12 or 3310.4 reporting standards will display.
    1. Optional. Under heading End Date, select the maximum date for which transactions potentially matching ATF Form 3310.12 or 3310.4 reporting standards will display. Today’s date will populate by default. 
    2. Optional. Under heading First Name, enter the First Name of individual for which transactions potentially matching ATF Form 3310.12 or 3310.4 reporting standards will display. 
    3. Optional. Under heading Last Name, enter the Last Name of individual for which transactions potentially matching ATF Form 3310.12 or 3310.4 reporting standards will display.
  7. Click Search to generate data for Review.

Export Downloads

This transaction should be used by an FFL to view and query the reports generated within the set eBound Book that have been generated, their status, and download file link.
  1. Under the heading Reports and Closure, select Export Downloads. Alternatively, from any other screen click on Reports and Closure, and select Export Downloads from the dropdown menu.
  2. The Export Downloads screen will now display. By default, all reports generated for the set eBound Book will display from newest to oldest, 10 reports per page.
  3. The following columns will display on the Export Downloads page:
    1. Report Type: Type of report generated 
    2. Date Generated: Date the report was generated within the set eBound Book 
    3. Status: Status of report generation within the set eBound Book 
    4. Download: Button allowing user to click to download associated report file

Filter Export Downloads 

Lists by specific report generated can be created, filtered by start date and/or end date, and exported in CSV or PDF format.
  1. Under the heading Report Type, select the type of report for which you would like a list generated:
    1. All: List includes all reports generated for export within the set eBound Book 
    2. A&D History: List includes only A&D History reports generated within the set eBound Book 
    3. Open Dispositions: List includes only Open Dispositions reports generated within the set eBound Book 
    4. Loan History: List includes only Loan History reports generated within the set eBound Book 
    5. Open Loans: List includes only Open Loans reports generated within the set eBound Book 
    6. NFA History: List includes only NFA History reports generated within the set eBound Book 
    7. NFA Open Dispositions: List includes only NFA Open Dispositions reports generated within the set eBound Book 
    8. Correction Log: List includes only Correction Log reports generated within the set eBound Book 
    9. Transfer Report: List includes only Transfer Reports generated within the set eBound Book 
    10. Daily Bound Book Export: List includes only Daily Bound Book Export reports generated within the set eBound Book
  2. To filter by dates (not required):
    1. Under the heading Start Date, select or input the oldest date of report for which you would like a list generated
    2. Under the heading End Date, select or input the most recent date of report for which you would like a list generated
  3. Click Run Report to proceed or Click Clear to clear all filters.
  4. The Export Downloads page will refresh and display only report(s) meeting the inputted criteria.

 Exporting Report Lists

  1. Select Report Type and input any Start Date or End Date to filter data.
  2. Click Run Report.
  3. Once Export Downloads page refreshes, you may export the list as a PDF or CSV file.
  4. Click the button in the upper, right corner for the type of export you would like to generate, PDF or CSV.
  5. The page will refresh, clearing all data filters, and the new, requested report will display on the top row of the Export Downloads page.
  6. Once report has completed generating, click Download to download requested PDF or CSV file.  

Avoid Losing Leading 0’s in Export

How to avoid losing these leading zeroes depends upon the spreadsheet program itself. To avoid losing leading zeroes in Microsoft® Excel®, follow the following steps:
  1. Open Microsoft® Excel®.
  2. Open the Text Import Wizard.
  3. When the dialog box opens prompting the User to select the file to import, select the .csv file of the Corrections Log Report export.
  4. Select the Delimited radio button. Click Next.
  5. In the Delimiters list, deselect the default delimiter (if applicable), and select Comma. Click Next.
  6. In the screen which prompts the User to select the data format of each column, select the Serial Number column and click the Text radio button to format Serial Numbers as text.
  7. Click Finish. 
To avoid losing leading zeroes in other spreadsheet programs, a quick internet search will point Users in the right direction. 
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