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Set a Transfer Date for a Firearm Record in a Bound Book

Complete the following procedure to establish a firearm's transfer date in a bound book firearm record.

Note: Per the ATF, the transfer date is the actual date the customer takes possession of the firearm. The transfer date cannot be set until after the customer has paid for and taken possession of a firearm at the register. Manually setting a transfer date will cause the system to deactivate the current record and create a new record to reflect the modified information.

1. Navigate to the desired Bound Book screen.

   1. Log In to the Data Center Application to display the Data Center Ribbon Menu.

   2. Select the appropriate option to display the desired Bound Book screen:

      • 

        Select Firearms > Bound Books > Non-NFA from the ribbon menu to display the Firearms Bound Book screen.

      • 

        Select Firearms > Bound Books > Gunsmith from the ribbon menu to display the Gunsmith Bound Book screen.

      • 

        Select Firearms > Bound Books > NFA from the ribbon menu to display the NFA Bound Book screen.

   

2. Select onscreen options to determine which records are displayed on the screen:

   • Filter by Active Status:
     Check the Include Active Records Only checkbox to display only active records. (Uncheck the checkbox to display both active and inactive records.)

   • Filter by Date:
     Enter starting and ending dates in the Acquisition Date Range fields and press the Enter key to display only records from a specific time frame.
   • Click the Refresh button to display recent updates.
   • Use the scroll bar(s).
   • Sort and Filter Onscreen Data.

3. Click an active firearm record to display its Information for Log # (number) window.

   Note: A firearm record (Log #) may be associated with multiple, sequential Bound Book # values, each of which is presented as a single line item in the list. The highest/last Bound Book # associated with a given Log # is its active record. Click this entry to display the firearm's active Information for Log # window. (Clicking a lower/earlier Bound Book # displays a grayed out, inactive, historical window that cannot be modified.)

   

4. Enter the transfer date (mm/dd/yyyy) or Select a Date with the calendar button in the Transferred Date field.

   Note: Changes made will not be saved unless the Save Changes button is clicked and confirmed.

5. Click the Save Changes button to display a confirmation window.

   Note: If the changes do not require the current record to be deactivated, the system updates the record and displays it in the Information for Log # (number) window. Click the Close button to close the Information for Log # (number) window.

   

6. Click the Save Changes button in the confirmation window to deactivate the current record, create a new record with the modified information and a new, system-generated Bound Book #, and generate Notes for both records.

   Note: The new record’s number will be the current record’s number with the next sequential letter. (For example, if a firearm record with Bound Book # 1001 were manually changed, the newly generated record would be assigned Bound Book # 1001A. If this record were changed, the new record would be assigned Bound Book # 1001B.)

   

7. If needed, refer to Maintain a Bound Book for more information on maintaining firearm records.

8. Click the tab's Close button to close the screen.