GunShop Blog

FFL Software / Gun Store Software

Edit Bound Book – With Auditing

Gun shops keeping digital records of their acquisition and disposition data need to be able to edit their original entries, and keep an audit trail of any changes made to firearm attributes such as manufacturer, model, type, caliber or gauge, barrel, finish, receipt info, serial number, and disposition data.

GunShop Software has a new module that makes it easy to do this, as well as change a firearm from its original (after acquisition) “InStock” status to “Stolen”, “Missing”, or “Sold”. This functionality allows you to bypass the sales procedure to effect the disposition of a firearm.

Included is an audit report showing the original entry and any changes made over time.

Digital Bound Book with serial sequencing

GunShop Software includes Acquisition & Disposition (“Bound Book”) records management. An acquisition of a firearm in GS starts the life of a permanent association between a firearm acquisition (seller/distributor, cost/sell price, date, etc) and a “serial” record in the database (serial number, firearm, etc). The “serial” record has “serialTrx” records that provide a history of actions (acquisition, layaway, sale, etc) taken against it over time. The date of the acquisition (month, day, year) and time (hours, minutes, seconds, milliseconds) has served as a unique, sortable identifier.

In the latest release of GunShop Software you will notice a new (first) column on the “Bound Book” report. This is the “Seq” column and derives from a database sequence number assigned to the creation of that “serial” record mentioned above. I have made my long story about dates and milliseconds go away and replaced it with certainty all around – that the digital “Bound Book” entries are accurate, permanent, and obviously ordered and specifically identifiable. An A&D record can now be identified by it’s sequence number.


GunShop Software consignment solution

Some gun shops provide a consignment service where the consignor (seller) and the dealer agree to some basic terms and the FFL dealer places the firearm on his “bound book” and becomes the legal owner.  If the firearm sells, the consignee usually takes a percentage of the sale price. If an agreed upon period of time lapses and the firearm hasn’t sold, the “owner” will then return the firearm to the consignor (this step requires selling the consigned firearm back to the consignor). I thought about how to accommodate this type of transaction to our already solid FFL dealer software and came up with a fluidly consistent solution (I think).

During an acquisition in GunShop Software, for each firearm, you assign a type to the acquisition. If from a distributor it is “Standard“, if from a walk-in (firearm is not new) then “Private“, and if a repair then “Repair“. I’ve added “Consignment” to the list and a new column on the extended version of the “bound book report” (see the sales videos for background). During an acquisition (see the video) you enter the cost and selling price of the firearm. This is prominent on various reports and appropriately provides defaults during the sale of the firearm. Since this is not a purchase, the cost will not be include in the Purchases Column on the “Day Book” sales report.

So far, so good. I then created an acquisition report that is a receipt to the consignor.


Next step is to produce paperwork when the firearm sells (see videos) to alert the shop that a consigned firearm has now been sold.

If you have suggestions please comment on this post.