Importing a Bound Book

General Notes

• Any field below marked with a * means it’s required. Not all fields are listed below.
• It is recommended to import Items first before the bound book, when importing the records the system tried to connect an inventory item to the bound book record based on the UPC Code, Product Id or Item Id field. It’s important for the two records to be connected, otherwise the sales screen won’t recognize the item properly. If there is no match then someone should manually enter the information into any bound book record that is in stock. The system will add the item as a new item in inventory if there is no match. Make sure that there is a Product Id or UPC specified.
• Individual names should be separated into First, Middle, Last. If not possible you could put everything into First or Last name, but this is not ideal. There are Excel formulas that could be used if necessary to parse out the name (assuming first, middle and last name are all in one column):

First Name = LEFT (A2, SEARCH (" ", A2))

Middle Name =MID(A2,SEARCH(" ",A2,1)+1,SEARCH(" ",A2,SEARCH(" ",A2,1)+1)-SEARCH(" ",A2,1)) 

Last Name = RIGHT(A2,LEN(A2)-SEARCH(" ",A2,SEARCH(" ",A2,SEARCH(" ",A2)+1))) 

IMPORTANT – If the last name contains more than 3 names this won’t work entirely (for example john william smith jr)  Some manual work may be required

• The address should be separated into Address, City State

Excel Formula to Parse out Address where the format is all in one field (e.g. 100 Main Street, Austin TX 78642). Below the assumption is that the address is in Column A:

Address  = LEFT(A1,FIND(",",A1,1) -1)

City  = MID(A1,FIND(",",A1,1)+2,FIND(",",A1,FIND(",",A1,1)+1)-FIND(",",A1,1)-2)

State =MID(A1,FIND(",",A1,FIND(",",A1,1)+1)+2,FIND(" ",A1,FIND(",",A1,FIND(",",A1,1)+1)+2)-FIND(",",A1,FIND(",",A1,1)+1)-2)

Zip Code =RIGHT(A1,LEN(A1)-FIND(" ",A1,FIND(",",A1,FIND(",",A1,1)+1)+2))

Item Fields

Location Id* – This field is required and is typically 1. For multi location situations check the location id field that is setup in Corestore.

Boundbook Book Id* –This is the bound book book id.  Not to be confused with the Boundbook Id.  Typically this will have a value of 1, unless there are multiple bound books being setup.  For example one for NFA items and a PRIMARY one) then this field would designate which book id the record is imported into

Boundbook Id* – This is the unique log number (within each bound book), that designates each individual record.  It’s typically a sequential number

Serial Number* – Item Serial Number

Product Id* – This is the internal product id designated to an item.  Sometimes referred to as a SKU number.

Manufacturer Name* - Name of manufacturer

UPC/EAN/ISBN  - Not a

Model*- The model number

Type* – Must be one of the ATF firearm types (Frame, Machine Gun, Pistol, Pistol-Grip Firearm,Receiver, Revolver, Other Firearm, Rifle,  Shotgun, Suppressor). You can add your own types but these are the types the ATF recommends.

Caliber* – The caliber of the item

In Stock* – Should be set to 1 if the item is in stock, 0 if the item is not in stock

Used – Set to 1 if the item is used or 0 if it’s new

Acquisition Fields

Acquire Individual* – This should be set to 0 if acquired form an FFL, 1 if it was acquired from an individual

Acquired Date* – This should be in the format of yyyy-mm-dd. 

In Excel you can make a formula:  =TEXT(M2,”yyyy-mm-dd”)   In the example column M contains the date.

Acquire FFL Number - FFL# from where the item was purchased from

Acquire CompanyName – The company name the item was purchased from

Acquire First – If acquired from an individual this is the first name

Acquire Middle – If acquired from an individual this is the middle name

Acquire Last – If acquired from an individual this is the last name

Disposition Fields

Disposed Individual – This should be set to 0 if acquired form an FFL, 1 if it was acquired from an individual

Disposed Date – This should be in the format of yyyy-mm-dd.  See example above

Dispose FFL Number - FFL#  the item was sold to

Acquire CompanyName – The company name the item was sold to

Acquire First – If sold to an individual this is the first name

Acquire Middle – If sold to an individual this is the middle name

Acquire Last – If sold to an individual this is the last name