Searching your A&D Book

Searching your A&D Book

Search / Query

• Under the heading Bound Book Search, select Search / Query. Note ONLY users with assigned permissions may access the Search / Query area.
• The A&D Book screen will now display. Entries are sorted automatically by most recent date of Acquisition.
• There are multiple ways to query the A&D Book in the browser itself without exporting the file.

Quick Search (Serial Number Only)

When the User accesses the A&D Book to conduct a search, a Search Bar appears above the A&D Book. This search which will only query the serial number field. Users will only be able to this to search for a specific serial number or a group of serial numbers containing the same characters for example 001, the user will return all serial numbers containing the characters 001.
To query terms in specific fields, click the Advanced Search button above the general search bar.
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 A&D Book results below will filter according to the inputs
Searches by Any Other Field
The bottom row of fields in Advanced Search relate to all other A&D Book fields. First, select the field desired to be queried. Second, select whether the text in the applicable A&D Book field should exactly match the search term (very specific search) or whether the A&D Book field should simply contain the query text (broader search). Finally, enter the search text. Click Add Filter and the A&D Book results below will filter according to the inputs. 

 Add a Note

• To add a note to any Serial Number line item, navigate to the A&D Search/Query page.
• Locate the serial number you wish to notate and click the Notes button; a dialog popup box will appear. 
• Enter the desired Note and click Save to document notes or click Cancel to abandon without saving.
• 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.
  1. NOTES can also be added in Item Details and notes are now a searchable field in the Advanced Search.

Export CSV 
• To export a particular A&D Book as a CSV file, navigate to the A&D Search/Query page.
• Click the Export CSV button above the Disposition column. 
• 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.
• Click the link; the Reports: Export Downloads page will now display.
• If the Status of the requested report is In Progress, allow the report additional processing time and refresh the page. • Once the requested report is available, Download will display in the Status column. Click Download to save report.
• 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. 
Compliance Alert -If any Serial Numbers in the A&D Book contain leading zeroes (e.g., 001, 00900ADE, etc.), simply double clicking the file to open in most spreadsheet programs will drop those leading zeroes. This is a function of data in the spreadsheet program, not Orchid eBound Book.  

Export Limited Data

• To export a limited set of data from particular A&D Book as a CSV file, navigate to the A&D Search/Query page.
• To query terms in specific fields, click the Advanced Search button above the general search bar.
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 A&D Book results below will filter according to the inputs.
Searches by Any Other Field
The bottom row of fields in Advanced Search relate to all other A&D Book fields. First, select the field desired to be queried. Second, select whether the text in the applicable A&D Book field should exactly match the search term (very specific search) or whether the A&D Book field should simply contain the query text (broader search). Finally, enter the search text. Click Add Filter and the A&D Book results below will filter according to the inputs.
• Once you are happy with your data filter(s), Click the Export CSV button above the Disposition column. 
• 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.
• Click the link; the Reports: Export Downloads page will now display.
• If the Status of the requested report is In Progress, allow the report additional processing time and refresh the page.
• Once the requested report is available, Download will display in the Status column. Click Download to save report.
• 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.
 Compliance Alert -If any Serial Numbers in the A&D Book contain leading zeroes (e.g., 001, 00900ADE, etc.), simply double clicking the file to open in most spreadsheet programs will drop those leading zeroes. This is a function of data in the spreadsheet program, not Orchid eBound Book.

Export PDF

• To export a particular A&D Book as a PDF file (Adobe Acrobat Reader ® Required), navigate to the A&D Search/Query page.
• Click the Export PDF button above the Disposition column. 
• If the Status of the requested report is In Progress, allow the report additional processing time and refresh the page.
• Once the requested report is available, Download will display in the Status column. Click Download to save report.
• 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.

 Item Detail

• Under the heading Bound Book Search, select Item Detail. Note ONLY users with assigned permissions may access the Item Detail area.
• The Item Detail screen will now display.
• Under the heading Serial Number, enter the serial number for the firearm details you would like displayed.
• Select Serial Number from type ahead display or input Serial Number and press Enter to proceed.
• All details for Serial Number as entered will display, including:
      • Firearm Details
      • Serial Number
      • SKU • Manufacturer
      • Country of Manufacture
      • Importer
      • Model
      • Type
      • Caliber/Gauge
      • 3310.12 Reportable Indicator
• Acquisition Information (for all acquisitions)
      • Acquired from FFL
      • eBound Book Name
      • Date of Acquisition
      • Acquired from Name
      • Acquired from Address
      • Acquired from City
      • Acquired from State
      • Acquired from Zip
• Disposition Information (for all dispositions)
      • Disposed to FFL
      • eBound Book Name
      • Date of Disposition
      • Disposed to Name
      • Disposed to Address
      • Disposed to City
      • Disposed to State
      • Disposed to Zip
 • Notes
      • All item notes
• Corrections
      • All correction details
• Loan History
      • Employee
      • Date Out
      • Date In  
• Under the heading Bound Book Search, select Multi Book Search. Note ONLY users with assigned permissions may access the Multi Book Search area.
• The Multi Book Search screen will now display.
• Under the heading Select Bound Books, select the bound books to be including in the search.
      • Clicking Select All selects all bound books displayed; clicking Clear Selection clears all books selected.
• Under the heading Select Report, select the report you wish to display.
      • A&D: History: Displays all acquisitions and dispositions for the bound book(s) selected.
      • A&D: Open Dispositions: Displays firearms in open disposition status only for the bound book(s) selected.
      • Loan: History: Displays all firearm loan history for the bound book(s) selected.
      • Loans: Open Loans: Displays firearms in open loan status (not yet returned) only for the bound book(s) selected.
      • NFA: History: Displays only NFA item (Title II) acquisitions and dispositions for the bound book(s) selected.
      • NFA: Open Dispositions: Displays only NFA (Title II) items in open disposition status for the bound book(s) selected.
      • Correction Log: Displays all corrections completed for the bound book(s) selected.
• Click Run Report to generate report as selected.
• There are multiple ways to query the selected report in the browser itself without exporting the file.
      • Keyword Search When the User accesses the Multi Book Search, 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 “arms” in it.
• Advanced Search To query terms in specific fields, click the Advanced Search button above the general search bar. 
      • 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.
      • 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.
• To add a note to any Serial Number line item, navigate to the A&D Multi Book Search page.
• Locate the serial number you wish to notate and click the Notes button; a dialog popup box will appear.
• Enter the desired Note and click Save to document notes or click Cancel to abandon without saving.
• 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.
• To view any notes for a particular Serial Number line item, navigate to the A&D Multi Book Search page.
• Locate the serial number you wish to view notes and click the Notes button; a dialog popup box will appear.
• Any Existing Notes will display below the Add Note area.
• Click Cancel to exit viewing Existing Notes
• To export a particular Report as a CSV file, navigate to the A&D Multi Book Search page.
• Make bound book selections, select report, and click Run. Once report is generated, click the Export Data button on the far right side.
• The report 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. 

Compliance Alert -If any Serial Numbers in the A&D Book contain leading zeroes (e.g., 001, 00900ADE, etc.), simply double clicking the file to open in most spreadsheet programs will drop those leading zeroes. This is a function of data in the spreadsheet program, not Orchid eBound Book.

Avoid Losing Leading 0’s in Exports

• 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:
• Open Microsoft® Excel®.
• Open the Text Import Wizard.
• When the dialog box opens prompting the User to select the file to import, select the .csv file of the Corrections Log Report export.
• Select the Delimited radio button. Click Next
• In the Delimiters list, deselect the default delimiter (if applicable), and select Comma. Click Next.
• 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. Continue this process for all fields with leading 0’s.
• 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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