Switching to a new FFL

If you are changing your FFL and need to create a new bound book to show you received the firearms from the previous FFL and dispose them from the old book these are the steps you would want to follow.

Changing company info

 First thing you will want to do is change your company info. You can do this by going to company>locations>edit the location>bound book tab. Update all field regarding FFL.

Create new bound books

You will want to create a new bound book for the new FFL. You can do this by going to bound book>manage bound book>add new bound book these will have to be different name then the old bound book. You can rename the old bound book to old primary or the new one to new primary up to your personal preference. Make sure to uncheck the box for the default book, work order, and transfer boxes and check them for the new books.

Tools that will be used in excel-

Control+F- This will be used to click on the column and select replace to replace a specific value with a different value Ex. Replace 1 with 0.

Quick Fill- The little box on the bottom right of the excel cell (the box). If you double click that it will auto fill the column in a series or with the same value.

After you double click at the bottom of the page you will see this box

 You can click this to change how it fills the data. 

-Copy cells to copy the same value into every cell

-Series fill to fill the value in a series Ex.1,2,3,4,5

BACK UP YOUR BOUND BOOK BEFORE DOING ANYTHING ELSE 

 To do this go to bound book>dashboard>click on the book you need to change>3 dot menu>excel export. This is an extremely important step just in case a mistake is made you can restore your bound book to the way it was prior to making changes.

Export all in stock records

 (do this step twice we will need one file to dispose the in stock records and one to acquire the records into the new book)

 To do this go to bound book>dashboard>click on the book you are working with>change status to in stock and then click search.

Then click the 3 dot menu and export like you did when you backed up the bound book.

Changes for the file to dispose the records in the old book (1st file)

Make the following changes to these columns

In stock- Change all values in this column to 0. (You can do this by using Ctrl+F>replace to replace all ones with zeros or you can use the quick fill)

Disposed- Change all values in this column to 1.(You can do this by using Ctrl+F>replace to replace all zeros with ones or you can use the quick fill)

Disposed...-All fields with disposed followed by another term you can delete besides Disposed individual, Disposed date, disposed FFL number, Disposed FFL Expires, and Dispose Company name. (These should be the remaining fields to the right of Acquire Source)

Disposed date- set all values in this column to todays date using the quick fill option

Dispose Individual- Change all values in this field to 0 (You can do this by using Ctrl+F>replace to replace all ones with zeros or you can use the quick fill)

Dispose FFL number- set all of these values to your new FFL number using quick fill

Dispose FFL Expires- set all of these values to the date your new FFL number expires using quick fill

Dispose Company Name- Set all values in this column to your company name using quick fill.

Now save this file as something like old book update

Changes for the file to acquire records in the new book (2nd file)

Make the following changes to these columns.

Boundbook ID- These values need to be sequential starting with whatever the next value should be in the new bound book (if this is a brand new book it should be 1) you can do this using quick fill>series fill

Boundbook book ID- This is the ID of the actual bound book in CS. You can find this by going to bound book>manage bound book>ID column.

Acquired date- These values should be todays date you can do this using quick fill

Acquire Individual These values should be set to 0   (You can do this by using Ctrl+F>replace to replace all ones with zeros or you can use the quick fill)

Acquire FFL number-  These values should be your old FFL number you can do this using quick fill

Acquire FFL expires- These values should be your old FFL's expiration date you can do this using quick fill

Acquire Company Name- These values should be your company name

All fields after Acquire source can be deleted

ID column- This is the furthest right column it needs to be deleted or it will overwrite the old bound book and remove all the records from the old book.

The rest of the acquired fields- These are not required to be filled in but you can if you would like.

Now save this file as something like new book update

Importing the files

You will want to import the first file first for the old book by going to bound book>dashboard>3 dot menu>excel import>choose the file>click yes to proceeding to step 3 and click complete excel import

Then follow the same steps to import the second file for the new book.

After importing

After you import your files you will want to reconcile your serial numbers to inventory by going to bound book>dashboard>3 dot menu>Reconcile serial numbers to inventory.

If you have any questions please reach out in our live chat or submit a ticket at help.coreware.com