How to Import Your Records into FFLSafe

If you’re coming to FFLSafe from another electronic system for your Bound Book, whether that be a spreadsheet or other FFL Software, you likely have some records that you’re going to need to move over before you get started with FFLSafe.

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If you do have current records, you MUST import those records before you start working on new transactions.

DO NOT PROCESS ANY TRANSACTIONS IN YOUR NEW BOUND BOOK UNTIL YOU IMPORT YOUR PREVIOUS SYSTEM’S RECORDS

NOTE: The ATF requires that only “Open Dispositions,” those firearms that are currently in your inventory (those that have been acquired but not yet disposed), be moved over to the new system.

This means that ALL past records of firearms that have already been disposed must stay on your old system/book.

This does NOT mean, however, that you still have to pay for software from your old system or keep it up and running – after all, there’s a good chance you’re moving over to FFLSafe because it’s free and it’s much simpler and faster to use and you don’t want to keep paying for other FFL software that makes things more difficult for you.

Here’s the good news: After you’ve imported your current inventory and you’re up and running on FFLSafe, you can simply print out your old system’s record (the full A&D book) and keep the printed copy as your old records, get rid of whatever old system you were using and then be off and running on FFLSafe going forward.

Before you start, here’s a note of encouragement – this may seem daunting. That’s perfectly normal because this is very important. You do NOT want to bring in bad data or your system will be wrong from the start. Take your time and work through each step and you’ll be fine.

Step 1 – Gather Your Data

Before you can import your bound book records into FFLSafe, you must have a CSV file in the proper format.

If you’re using FFL Software, you’ll need to export your current Bound Book into a spreadsheet or CSV file.

If you’re using a spreadsheet, you already have a spreadsheet file.

If you open your CSV file in Excel, you may see a warning asking about whether it should “remove leading zeros” – do not allow this! Leading zeros are zeros at the beginning of a number and Excel doesn’t like those but they may be necessary for your records.

For example, Excel will not like the number 000123 in a cell – it would rather just show 123. However, if you have a firearm with serial number “000123” then you MUST have those first three zeros present.

Step 2 – Format Your Records

In this step you’re going to get your data into the proper format to upload into FFLSafe.

The proper format can be seen in the FFLSafe Import File template.

You should download the file linked in the button below and save it to your computer for editing (right click, save file). Simply clicking/opening the link will display the CSV data in your browser.

Open BOTH your current snapshot of your bound book and the FFLSafe Import File in Excel.

Next, you’re going to move over the data to import.

Step 2a – Hide Disposed Firearms

If this is feeling like too much for you, you can completely skip Step 2a because our system will NOT use any disposition data to try to give it.

Remember, ONLY the current inventory will be moving to FFLSafe.

To help make it easier to check and confirm that the data you’re moving over is exactly what you intend to move over, we’ve added this step and, if you can, we encourage you to hide the disposed firearms so that they’re not even copied over.

To do this in Excel, first select and highlight all of the columns of information,

Next, apply a filter to all of the columns. To do this, select “filter” while the columns are still highlighted.

After the filter has been applied, select the new filter dropdown arrow on the “Disposition Date” Column, Deselect the “Select All” button so that no dates are selected. Then, select only the “Blanks” button.

Now, all of your disposed firearm data should be hidden from view.

Step 2b – Copy and Paste Data

Next, you’re going to copy and paste your remaining acquisition data from your file into the FFLSafe Import File.

Please follow the order of columns in the FFLSafe Import File.

For example, the first column in the FFLSafe Import File is Manufacturer so you’ll highlight all of the Manufacturer information from your current file, select “Copy” and then Paste the information into the FFLSafe Import File.

Then, you’ll continue along with the next column, Importer (if any) and then along to Model and so on.

A few items to note:

  1. Don’t forget to keep any “leading zeros” if there are any
  2. The information for column H, the Name and Address or FFL Number from where the firearm was acquired, must all be in the same cell. The name must be on one line and the address or FFL number must appear below it within the same cell.
    • If you are using a Windows PC, pressing Alt + Enter will create a new line in a cell. If you are using a Mac, pressing Control + Option + Enter will create a new line.
  3. Columns I, J, and K will be left blank

Step 2c – Confirm Your Data

If there is a most important step, this may very well be it.

You must stop and confirm that your data is what you intend to move over.

This is a GREAT time to conduct an internal audit/inventory and confirm that the information for each firearm is correct and that there are no extra firearms listed that shouldn’t be nor firearms missing from the record that should be present.

A common mistake here is to have a firearm record missing because something was in the disposition field when there shouldn’t have been. If a firearm is part of your inventory, then the disposition fields should be completely blank.

Step 2d – Save your Data

The final step in preparing your data is to save it as a CSV file – NOT an Excel file.

This means that the filename extension at the end of your file should be .csv and NOT .xlsx, .xls, or anything else.

To save your spreadsheet as a CSV file, click on FILE, then select EXPORT and choose CSV as the export file type.

Step 3 – Import Your Records

If you have not created an account in FFLSafe yet, go ahead and do so.

Once you’re logged in, navigate to your “My Account” page by clicking on your name in the upper right hand corner of FFLSafe and then clicking on “My Account”.

On the left hand side of the screen, you will see the import boundbook option.

If you do not see the purple “Import Boundbook” box, then you have already conducted transactions in your new book and can no longer bulk import your records. However, you may still manually acquire each firearm. Do not hesitate to reach out to us if this happens.

Click on “browse”, select your CSV file, then click import.

If your file is formatted correctly, you’ll receive a confirmation message.

Step 4 – Confirm Your Records

FFLsafe will open a previewer for you with your uploaded records. Remember, according to the ATF, only the open acquisitions (what is currently in your inventory) will be transferred into FFLSafe.

Review the records on screen to make sure they are correct, then click confirm.

BE VERY CAREFUL HERE AND CHECK YOUR RECORDS CAREFULLY

If the records are not correct, click cancel and revise them in your CSV file before re-uploading.

That’s it! Your records are now in FFLSafe, and you are good to go!

Click on the boundbook tab in order to view them.

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