Managing and Editing Firearm Information

You will likely encounter situations where you need to manage or edit your firearm information..

There will surely be times where you have found an error in the ATF-required information of a firearm and you’d like to edit it, there will be times that you’d like to add extra information about a firearm (in addition to the ATF-required information you entered when acquiring the firearm) and there may be times when you simply wish to add a note about a firearm.

Editing ATF-required Firearm Information

As far as your Bound Book is concerned, there are 5 core pieces of firearm information for most FFLs (Importer FFLs need one additions piece of info: Country of Manufacture):

  • Manufacturer/Importer (if any)
  • Model
  • Serial Number
  • Firearm Type
  • Caliber/Gauge

There are two main reasons why you might need to edit the ATF-required information in your system. 

These two different types of errors are important to distinguish as there are different ways we suggest fixing them.

Correct Firearm / Incorrect Info

First, there is incorrect information such as an incorrect spelling or other typo. An example of this is you accidentally acquired a “Glok” instead of a “Glock.” In this example, you have the correct firearm but there’s something wrong with the information.

Correct Info / Wrong Firearm or Contact

Second, you may have the incorrect firearm as part of a Bound Book transaction.

This is where the information is correct for a particular firearm but it is the wrong firearm for that transaction.

An example of this is you accidentally acquired Glock serial number 1234 on to your books (a gun you sold last week) when you meant to acquire a new and different firearm, Glock serial number 1235.

In this example, you have the incorrect firearm for that transaction even though the information for that firearm or contact is correct.

Fixing Typos/Incorrect Information (Correct Firearm)

If there’s something wrong with the information for a particular firearm (e.g. incorrect caliber, model, etc. or a typo), then we recommend editing the information on the firearm’s information page.

Firearm Info Page
Firearm Info Page

We recommend fixing errors in a firearm’s information on the firearm information page because that is the core record for that firearm and updating/fixing the information there will ensure that the information is fixed everywhere (that same firearm may appear more than once in your bound book and may appear again in the future).

Once you’ve edited the information on the firearm’s information page, it will be automatically updated everywhere that firearm or contact appears in the Bound Book and the notes in the Bound Book will automatically show the edit (in accordance with ATF regulations).

Step 1 – Go To Firearm’s Information Page

You can get to the firearm’s information page by either clicking on the serial number in the Bound Book entry, finding the firearm in your inventory, or by searching for the firearm.

Step 2 – Open Edit Window

From the firearm’s information page, click on the “Edit” button at the top right of the window.

Step 3 – Edit Firearm Information

In the firearm info edit window, you will see the ATF-required information and you can edit it as you need.

Be very careful here as this is important information and changes to the ATF info will update the bound book entires for this firearm wherever they appear.

Step 4 – Confirm Changes

Confirm the changes you’ve made and the firearm’s information is now updated.

Any Bound Book entries including this firearm will now be updated and the notes for each transaction will include a reference to the edit in the log.

Fixing Incorrect/Wrong Firearm (With Correct Information)

If your Bound Book line has the incorrect firearm and you ONLY want to edit that one transaction/line for now (and not every instance that particular firearm or contact appears), then you should edit the Bound Book directly.

Again, editing the Bound Book directly ONLY changes that one line/transaction and does NOT update the information everywhere else that firearm or contact appears.

To see how to edit Bound Book information, please see Editing Acquisition and Disposition Information

Managing and Editing “Extra” Firearm Information

If you want to add or edit firearm information other than (in addition to) the ATF-required information, the process is completed by using the “Edit” button on the firearm information page.

This process is exactly the same as the steps outlined above, however, the ATF-required information is not changed and only the “extra” information is addressed.

The optional or extra information for firearms includes:

  • Owner
  • Condition
  • SKU
  • Item Number
  • Total Length
  • Barrel Length
  • Consigned
  • Location
  • Purchased
  • List Price
  • Minimum Sales

None of this information will affect the bound book when used or modified.

Adding Notes to a Firearm

If you’d simply like to add a note to a firearm, you do not need to enter the edit process from above.

Instead, from the firearm information page, you may simple click on “Add Note” and enter any notes that you need.

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