vbound User Guide vbound User Guide Version Revised: 10/10/2017

Transcription

1 vbound User Guide Version Revised: 10/10/2017 Copyright FFL Solutions Inc. Page 1 of 87

2 Table of Contents Using vbound...5 Starting vbound... 5 Bound Book List... 6 vbound Ribbon Menu... 7 Acquisition... 7 Acquisition Ribbon Menu... 8 Entering Acquisition Information... 8 Auto-Fill From List Example... 9 Add/Edit FFL List or Customer List... 9 Entering Firearms Multiple Serial Numbers Wizard Acquire from Previous Disposition Acquire from File Saving an Acquisition Cancelling an Acquisition Disposition Disposition Ribbon Menu Entering Disposition Information Auto-Fill From List Example Add/Edit FFL List or Customer List Entering Firearms Multiple Serial Numbers Wizard Saving a Disposition Cancelling a Disposition Transfer Inquiry Entering Criteria Display Firearm Detail Copyright FFL Solutions Inc. Page 2 of 87

3 Correcting a Firearm Record Reviewing a Correction Voiding a Firearm Record Correct/Void Multiple Reports Print Preview Ribbon Menu Acquisition & Disposition Report Multiple Sales Report Reprints Inventory vbound List Maintenance Working with Lists Adding an Item to a List Editing an Item on a List Deleting an Item from a List Previewing a List Report Sorting and Filtering on a List Exporting Data from a List Customer List FFL List ATF EZCheck FFL Expiration Date Validation Master Firearm List Caliber/Gauge List Firearm Type List Import List Wizard vbound Administration User Logins User Login admin User Login List Copyright FFL Solutions Inc. Page 3 of 87

4 User Login Security Permissions Adding a User Login Edit a User Login Delete a User Login Reset Password for a User Login vbound Registration New Registration Current Book Setup General Tab Address Tab Settings Tab Bound Book Administration Create a New Book Delete a Book Export Book Importing Data from ebound Import ebound Data Steps Transfer On-Hand Database Maintenance Database Backup/Restore Clear Locks Copyright FFL Solutions Inc. Page 4 of 87

5 Using vbound Starting vbound The installation program will place a group on your Start Menu for starting vbound, and a shortcut on your desktop as well. After selecting vbound from the Start Menu or double-clicking on the shortcut, vbound will start and present you with the following User Login form. Your system administrator will provide you with a User Login and Password. If you are the system administrator, refer to the Administration section of the User Guide for information on User Logins. The default User Login and Password is admin. vbound requires you to always have ONE bound book open. The bound book name is displayed to you in the middle of the vbound title bar. By default, when you log into vbound it will automatically open the last book you were using. You will be prompted with the following dialog: Copyright FFL Solutions Inc. Page 5 of 87

6 If this is the book you want to use, just click <OK> and the dialog will close. If you would like to open a different book, click the <Bound Book List>. Bound Book List The Bound Book List is used to open a bound book in vbound. It is accessible from the <Bound Book List> button on the Open Bound Book form displayed above, or from the ribbon menu. To open a book, click on any column in the row for the book you wish to open and click the <Open> button. Use the <Cancel> button to close the list without opening a different book. Copyright FFL Solutions Inc. Page 6 of 87

7 vbound Ribbon Menu The vbound Main Menu tab of the ribbon menu includes all of the most common functions used within vbound. This ribbon menu will be referred to in the several sections on Using vbound. Acquisition The acquisition process is used to enter firearms into the bound book. To begin an acquisition, click the <Acquisition> button in the Main group on the vbound Main Menu tab on the ribbon menu. An Acquisition form will open in a tab within the application, along with a unique ribbon menu. The Acquisition form has two main parts. The top part is for specific information to all the firearms being acquired: Date, Acquisition Type, Name and Address info, etc. The bottom part is a list of all the firearms for the acquisition. Copyright FFL Solutions Inc. Page 7 of 87

8 Acquisition Ribbon Menu The following ribbon menu will be active when the Acquisition form is displayed. The buttons available on this ribbon menu will be referenced throughout the descriptions below. Entering Acquisition Information The section below is used to enter specific information that is used for all of the firearms for this acquisition. Acquisition Date will default to the current system date. You can manually change it OR click the calendar icon next to the date field to select a different date. Acquisition Type is a vbound field used to differentiate the types of acquisitions. This is required, but will always default to a value you specify. The options are: New, Used, Consignment and Repair. Name and address information is required on the acquisition. This data can be typed into the entries, or they can be auto-filled by selecting an FFL or a Customer from the Auto-Fill from List feature. An example will be presented later. The FFL# field will either need to be left blank, or entirely filled in per the ATF format of FFL#. If you select an FFL using the auto-fill feature the FFL# will be entered from that list. Acq UDF 1 and Acq UDF 2 are user defined fields ; these informational fields are available for you to enter any relevant information for all firearms on the acquisition. The captions of the user-defined fields can be customized within the bound book settings. (e.g. Acq UDF 1 can become UPS Tracking#) Copyright FFL Solutions Inc. Page 8 of 87

9 Auto-Fill From List Example The auto-fill feature is used to quickly enter all pertinent information into an acquisition for a specific FFL or a specific customer. In the example below, clicking on the Customer drop-down will display the list of customers in the system. Selecting one of the customers from the list will fill in the Name and address fields on the Acquisition form as follows: Add/Edit FFL List or Customer List If you wish to add an FFL or a Customer to their respective wish, or need to edit an address, use the <Edit> button next to their respective drop-down list. This will open up the associated list in a tab and allow you to enter/edit the list without cancelling the Acquisition form. Copyright FFL Solutions Inc. Page 9 of 87

10 Entering Firearms Firearms can be entered on the Acquisition by editing the list within the Acquisition form or by using the <Add Firearms> button on the ribbon menu. The following data fields are available for each firearm on the Acquisition: Data Fields Serial Number Master Firearm ID Manufacturer/Importer Model Firearm Type Caliber/Gauge Description Cost Retail Firearm Notes Notes Not required Not required Not required Not required Not required A typical method of entering firearms would be to click on the Serial Number column of the blank row at the bottom of the list and type in the serial number to start the entry. If you have items in the Master Firearm List, you can click on the down-arrow in the Master Firearm ID column to display the list, OR start typing the Master Firearm ID and if it matches an item on the list it will display that entry. After either typing a Master Firearm ID or selecting one from the list, the rest of the data fields for the firearm will fill in for you. And you will be moved to the next blank row on the list. Copyright FFL Solutions Inc. Page 10 of 87

11 To use the Firearm Detail form to enter firearms on an Acquisition form, click the <Add Firearms> button on the ribbon menu. Just like on the list, selecting a firearm from the Master Firearm ID list will populate the data fields on the detail form. Clicking the <Save & Close> button will save your entry and return you to the Acquisition form. Clicking the <Save & New> button will save your entry, then present you with another blank detail for entering another firearm. The Quick Entry check box is available when adding firearms to the list. This is designed to speed the process of entering firearms by automatically saving the firearm and moving you to the next entry screen, once you have entered the Serial Number and selecting a firearm from the Master Firearm list. This feature is an especially powerful feature if you are able to use scanning equipment to replace typing in vbound. Copyright FFL Solutions Inc. Page 11 of 87

12 Multiple Serial Numbers Wizard This wizard is used to speed the entry of acquiring a group of firearms where the firearms are all the same except for the unique Serial Number. 1. Click the <Multiple Serial Numbers Wizard> button on the Acquisition form ribbon menu. The following form will be displayed: Copyright FFL Solutions Inc. Page 12 of 87

13 2. Select an option for entering serial numbers and click <Next>. a. Specifying a range of sequential serial numbers requires you to specify a starting number portion of the serial number and the total number of serial numbers to add. Enter a number for the Sequence Start Enter the total number to acquire Enter any prefix or suffix information as needed (or leave blank) Click <Next> Copyright FFL Solutions Inc. Page 13 of 87

14 b. Entering serial numbers in a list option requires you to type in serial numbers. Type the first Number part of the Serial Number into the box. Specify any Prefix and/or Suffix if needed Click <Add Number to List> Once you add a number, the number box will be incremented by one each time. You may skip numbers as you need by overtyping the number at any time. You may also delete any number from the list, or delete them all if needed. Click <Next> when done adding numbers. Copyright FFL Solutions Inc. Page 14 of 87

15 c. Importing serial numbers from a file requires you to have a properly formatted text or Excel file to import. You must specify a File Format Use the <Browse> button to select the file name of the file to import. To import an Excel file: o The file MUST have the first column be the Serial Number. o The text entered in cell A1 must be Serial Number o The file may contain other data columns, but they will be ignored. To import a text file: o The file must be in tab-delimted format o The first row must contain the label Serial Number o A CR/LF (carriage return, linefeed) should be at the end of each row. o Additional columns MAY be on each row, as long as they are separated by a TAB control. Click <Next> when the information has been entered. Copyright FFL Solutions Inc. Page 15 of 87

16 3. Enter the firearm information and click <Next>. 4. Verify the information and click <Finish> to add the serial numbers. 5. The wizard will close and the serial numbers will be added to the Acquisition form. Copyright FFL Solutions Inc. Page 16 of 87

17 Acquire from Previous Disposition The Acquire from Previous Disposition function allows you to select a previous disposition from a list and add all the firearms on that disposition to the current Acquisition firearms list. Click the <Acquire from Previous Disposition> button on the Acquisition ribbon and the following form will appear: The list of Dispositions will contain all the dispositions for this book in descending date order. To help identify the disposition, the name, type of disposition, and number of firearms on the disposition is displayed. Copyright FFL Solutions Inc. Page 17 of 87

18 Acquire from File The Acquire from File function allows you to import a list of firearms into an Acquisition from a properly formatted Excel or text file. Click the <Acquire from File> button on the Acquisition ribbon and the following form will appear: The following format is required for the Acquire from File function: Column Column Heading Notes A* Serial Number Required. Must be <30 characters. B Master Firearm ID Must be <30 characters and must match an entry on the Master Firearm ID list. C* Manufacturer/Importer Required. Must be <50 characters. D* Model Required. Must be <20 characters. E* Firearm Type Required. Must be <15 characters and must match an entry on the Firearm Type list. F* Caliber/Gauge Required. Must be <20 characters and must match an entry on the Caliber/Gauge list. G Firearm Description Must be <50 characters H Cost Must be numeric I Retail Must be numeric J Firearm Notes * Indicates columns where a data value is REQUIRED. Excel Example: Copyright FFL Solutions Inc. Page 18 of 87

19 Saving an Acquisition After entering the firearms and the required information on the top of the Acquisition form, you must save the Acquisition. Using the <Save and Create New Acquisition> button will perform the save and, if successful, provide you with a new blank Acquisition form. Using the <Save and Close> button will perform the save and close out the form. Both options will display a dialog to ensure you wish to save the Acquisition: Note that once the Acquisition is saved it will be saved in the system. You can make a correction or void an entry later, but will not be able to use this form to make changes. Cancelling an Acquisition At any time during the entry process the Acquisition can be cancelled. Click the <Cancel> button on the ribbon menu and the following dialog will be displayed. Click <Yes> to cancel the Acquisition or click <No> to continue working. Copyright FFL Solutions Inc. Page 19 of 87

20 Disposition The acquisition process is used to dispose firearms from the bound book. To begin a disposition, click the <Disposition> button in the Main group on the vbound Main Menu tab on the ribbon menu. A Disposition form will open in a tab within the application, along with a unique ribbon menu. The Disposition form has two main parts. The top part is for specific information to all the firearms being disposed: Date, Disposition Type, Name and Address info, etc. The bottom part is a list of all the firearms for the disposition. Disposition Ribbon Menu The following ribbon menu will be active when the Dispostion form is displayed. The buttons available on this ribbon menu will be referenced throughout the descriptions below. Entering Disposition Information Copyright FFL Solutions Inc. Page 20 of 87

21 The section below is used to enter specific information that is used for all of the firearms for this disposition. Disposition Date will default to the current system date. You can manually change it OR click the calendar icon next to the date field to select a different date. Disposition Type is a vbound field used to differentiate the types of dispositions. This is required, but will always default to a value you specify. The options are for Disp Type are: 4473 Used when dispositioning to a non-ffl holder. This will generate a 4473# for you to use (based on settings for this book). FFL Used when dispositioning to an FFL holder. Does not generate a 4473#. Other Used for any disposition that does not fit into the other two. (e.g. Return of a repaired firearm to the owner) Does not generate a 4473#. Name and address information is required on the disposition. This data can be typed into the entries, or they can be auto-filled by selecting an FFL or a Customer from the Auto-Fill from List feature, based on the Disp Type selected. The FFL# field is required if the Disp Type is FFL, otherwise it is blanked out and not required. Disp UDF 1 and Disp UDF 2 are user defined fields ; these informational fields are available for you to enter any relevant information for all firearms on the disposition. The captions of the user-defined fields can be customized within the bound book settings. (e.g. Disp UDF 1 can become UPS Tracking#) Auto-Fill From List Example The auto-fill feature is used to quickly enter all pertinent information into an acquisition for a specific FFL or a specific customer. In the example below, clicking on the Customer drop-down will display the list of customers in the system. Copyright FFL Solutions Inc. Page 21 of 87

22 Selecting one of the FFL from the list will fill in the Name and address fields on the Disposition form as follows: Copyright FFL Solutions Inc. Page 22 of 87

23 Add/Edit FFL List or Customer List If you wish to add an FFL or a Customer to their respective wish, or need to edit an address, use the <Edit> button next to their respective drop-down list. This will open up the associated list in a tab and allow you to enter/edit the list without cancelling the Acquisition form. Entering Firearms Firearms can be entered on the Disposition by editing the list within the form or by using the <Add Firearms> button on the ribbon menu. You can only enter 3 columns on the firearm list for a Disposition Data Fields Serial Number Cost Retail Notes Not required Not required When a Serial Number is entered, vbound will verify that the firearm is available to be disposed, and fill in the other informational fields for you. A typical method of entering firearms would be to click on the Serial Number column of the blank row at the bottom of the list and type in the serial number to start the entry. OR you could click on the dropdown arrow in the Serial Number column to display the list of serial numbers available to be disposed. Copyright FFL Solutions Inc. Page 23 of 87

24 After either typing a Serial Number or selecting one from the list, the rest of the data fields for the firearm will fill in for you. And you will be moved to the next blank row on the list. To use the Firearm Detail form to enter firearms on a Disposition form, click the <Add Firearms> button on the ribbon menu. Copyright FFL Solutions Inc. Page 24 of 87

25 Just like on the list, selecting a firearm from the Serial Number list will populate the data fields on the detail form. Clicking the <Save & Close> button will save your entry and return you to the Disposition form. Clicking the <Save & New> button will save your entry, and then present you with another blank detail for entering another firearm. Multiple Serial Numbers Wizard This wizard is used to speed the entry of a group of firearms where the firearms are all the same except for the unique Serial Number. 1. Click the <Multiple Serial Numbers Wizard> button on the Acquisition form ribbon menu. 2. Select an option for entering serial numbers and click <Next>. Specifying a range of serial numbers offers you a starting number and a number to acquire. The enter serial numbers in a list option requires you to type in serial numbers. Copyright FFL Solutions Inc. Page 25 of 87

26 3. Enter serial numbers by specifying a range of serial numbers. Enter a number for the Sequence Start, enter the total number to acquire and enter any suffix or prefix information for the serial numbers; and click <Next> Copyright FFL Solutions Inc. Page 26 of 87

27 OR Enter serial numbers in a list. Use this form to enter the numbers you wish to use; also specify a prefix, suffix, and whether or not to use leading zeroes; and click <Next> Once you add a number, the number box will be incremented by one each time. You may skip numbers as you need by overtyping the number at any time. You may also delete any number from the list, or delete them all if needed. Copyright FFL Solutions Inc. Page 27 of 87

28 4. Verify the Serial Numbers available and not available based on the range or list you entered; click <Finish> to continue. 5. The wizard will close and the serial numbers will be added to the Disposition form. Saving a Disposition After entering the firearms and the required information on the top of the Disposition form, you must save the Disposition. Using the <Save and Create New Disposition> button will perform the save and, if successful, provide you with a new blank Disposition form. Using the <Save and Close> button will perform the save and close out the form. Both options will display a dialog to ensure you wish to save the Disposition: Note that once the Disposition is saved it will be saved in the system. You can make a correction or void an entry later, but will not be able to use this form to make changes. Copyright FFL Solutions Inc. Page 28 of 87

29 Upon a successful save of a 4473 type disposition, the following dialog shows you the system generated 4473# to record for this disposition. Other types of dispositions will receive a dialog similar to this: Note that you can change the number of copies of the Disposition Report that will print upon the save of a disposition by modifying that value in the settings of the current bound book. Copyright FFL Solutions Inc. Page 29 of 87

30 Cancelling a Disposition At any time during the entry process the Disposiition can be cancelled. Click the <Cancel> button on the ribbon menu and the following dialog will be displayed. Click <Yes> to cancel the Disposition or click <No> to continue working. Transfer The Transfer function is used to transfer firearms from one book to another within vbound. The top portion of the form requires you to specify the book you want to Transfer To, this is a required field, and also allows you to enter Disposition User Defined Fields (Disp UDF 1, 2) if you wish. The bottom portion of the form works just like the standard disposition form. You use it to select whatever firearms you wish to transfer from the current book to the book specified in the Transfer To Book: entry. When you save this transaction, the firearms on the list are dispositioned out of the current book and acquired into the book specified in the Transfer To Book. Copyright FFL Solutions Inc. Page 30 of 87

31 Inquiry The Inquiry function is a powerful, yet easy to use, search tool for the current bound book. Inquiry allows you to find information, print reports, and correct or void bound book entries. To perform an inquiry, click the <Inquiry> button in the Main group on the vbound Main Menu tab on the ribbon menu. The inquiry screen is split into two main parts, the top half allows you to enter search criteria to find firearms in the bound book, and the bottom grid displays the firearms that match the current applied criteria. You may view firearm detail from this screen, see Display Firearm Detail below for more information. Clicking the <Preview Report> button will preview a report listing all of the firearms currently displayed in the bottom grid. This report may then be printed if you wish. Clicking the <Excel> button on the ribbon menu allows you to export the data from the list of firearms into an Excel file of your choice. This form also includes the Correct/Void Multiple function that allows you to make a correction or void to ALL of the firearms on the current list within Inquiry. Copyright FFL Solutions Inc. Page 31 of 87

32 Entering Criteria You many enter criteria in any of the fields in the Criteria section of the screen. Entering criteria in more than one field implies an AND for the criteria. For example, entering Vendor 1 in the Acquired From field and 1/1/2013 thru 12/31/2013 Acquisition Date fields will only yield firearms from that vendor for the date period specified. After entering or changing criteria, you must click <Apply> to apply the new criteria and update the data grid. Clicking <Cancel> will revert the criteria to the last applied criteria, and will not update the data grid. The <Clear Criteria> button may be used to clear all the criteria fields and revert the criteria section to its initial state. The picture below indicates the criteria fields that have default values. The Master Firearm ID, Firearm Type and Caliber/Gauge selection fields are pulled from their respective lists maintained in vbound. However, you may enter a value that is not on the list if so desired. (e.g. If you have discontinued using a firearm type and removed it from the list, firearm records using the old firearm type will still be in the bound book and may be search using the firearm type as criteria.) By default on the criteria fields where you normally enter text type of data (names, address, serial number, etc.), vbound automatically uses a contains anywhere in the data match to return data to the Inquiry form. For example, entering just a B in the Disp Last Name criteria and clicking apply would list EVERY row where the Last Name starts with B or includes the better b. Copyright FFL Solutions Inc. Page 32 of 87

33 Display Firearm Detail Firearm detail may be viewed from the Inquiry screen. To display the detail simply double-click on any of the data fields of the firearm in the grid, or click on any of the data fields and then click the <View Detail> button on the ribbon menu. If you have permissions, you will be able to make a correction or void a record using the <Correct/Void> button on this form. You may also print the detail using the <Print> button. Or close the form using the <Close> button. Copyright FFL Solutions Inc. Page 33 of 87

34 Correcting a Firearm Record The correction/void process uses a wizard to help you through the process of making a correction to a bound book entry, or entirely voiding an entry. All changes to bound book transactions are tracked by User ID and can easily be reviewed and/or searched for using the Inquiry function. At any time while using the wizard, you may cancel the process by clicking the <Cancel> button. Use the <Back> and <Next> buttons as appropriate to move through the wizard. 1. To begin the correction/void process, click the <Correct/Void> button from the Inquiry Detail form. The following screen will be displayed: 2. To correct a firearm, click the option I want to connect the firearm, and then click <Next>. Copyright FFL Solutions Inc. Page 34 of 87

35 3. Make any corrections you need to the firearm information. Click <Next> 4. Make any corrections you need to the Acquisition information. Click <Next>. Copyright FFL Solutions Inc. Page 35 of 87

36 5. If the firearm has been disposed, you will see the form above and will be able to make any corrections to the Disposition information. If the firearm has not been disposed, you will NOT see the screen above but will go directly to the following. 6. You must enter comments to complete a void or a correction. When you have entered comments and are ready you may click the <Finish> button, the following will be displayed: Copyright FFL Solutions Inc. Page 36 of 87

37 7. If you are sure, click the <Yes> button to complete the correction. Clicking <No> will return you to the wizard. After a successful correction, you will be returned to the inquiry detail screen displaying the corrected information. The upper right area of the screen will display the status Current, reflecting that his firearm has been corrected and this is the current bound book record. An example is pictured below. Copyright FFL Solutions Inc. Page 37 of 87

38 Reviewing a Correction If a firearm record has been corrected, you will see the indicator and related buttons in the upper right corner of the Inquiry Detail form. Current indicates the current record, and Corrected will be displayed for any previous data. Clicking the <Prev> button will display the previous data for this record. When reviewing a Corrected record, you may click on the <Correction Details> button to display the notes that were entered when the correction was made. Copyright FFL Solutions Inc. Page 38 of 87

39 Voiding a Firearm Record The correction/void process uses a wizard to help you through the process of making a correction to a bound book entry, or entirely voiding an entry. All changes to bound book transactions are tracked by User ID and can easily be reviewed and/or searched for using the Inquiry function. At any time while using the wizard, you may cancel the process by clicking the <Cancel> button. Use the <Back> and <Next> buttons as appropriate to move through the wizard. 1. To begin the correction/void process, click the <Correct/Void> button from the Inquiry Detail form. The following screen will be displayed: 2. To correct a firearm, click the option I want to void this firearm, and then click <Next>. Copyright FFL Solutions Inc. Page 39 of 87

40 3. You must enter comments to complete a void or a correction. When you have entered comments and are ready you may click the <Finish> button, the following will be displayed: 4. If you are sure, click the <Yes> button to complete the correction. Clicking <No> will return you to the wizard. After a successful void, you will be returned to the inquiry detail screen. The upper right area of the screen will display the status Voided, reflecting that his firearm has been voided. Click on the <Void Details> button to display the notes that were made for the void. Copyright FFL Solutions Inc. Page 40 of 87

41 Correct/Void Multiple The <Correct/Void Multiple> button on this form brings up a form that allows you to make a correction or void to ALL of the firearms listed on the Inquiry List. This function is generally to be used ONLY when a large amount of corrections is required on a set of serial numbers. Note the function will make the change to every firearm on the list. The list of corrections possible using this function will be modified in future versions as requested by our user community. WARNING: This is a very powerful function that could be used to edit a very large amount of records. We strongly recommend you follow this procedure whenever using this function: 1. Perform a database backup BEFORE doing any Correct/Void Multiple work. 2. Use the Correct/Void Multiple function to make the changes as needed. 3. Verify the data has been modified as expected. Copyright FFL Solutions Inc. Page 41 of 87

42 Reports Print Preview Ribbon Menu Most reports in vbound will display in a Print Preview window instead of automatically printing. The following ribbon menu will be displayed for reports in print preview mode. <Print> will display the print dialog to allow you to print the report or parts of the report. The <Save as PDF> button allows you to save a report as a computer file (PDF) on your computer or a flash drive. This is an easy and economical way to make a historical record of a report or data without wasting paper. On reports, the FFL and specific bound book information can be found at the bottom of each page. Copyright FFL Solutions Inc. Page 42 of 87

43 Acquisition & Disposition Report The Firearms Acquisition & Disposition Report is a printed version of a bound book. At this time we have three separate version of the printed report available. The A & D Report is a more compressed version that stacks data to save some space. The A & D Report (ATF Format) contains the specific columns in the same order as the ATF regulations book. The A & D Report (Legal Paper) uses legal size paper and has larger columns than the other version. Copyright FFL Solutions Inc. Page 43 of 87

44 Multiple Sales Report The Multiple Sales report is used to identify any customer who has purchased more than one of the selected firearm types for the report. This report is typically used to perform checks for any customer purchasing more than one handgun in a 5-day period. See documentation in the Administration section for changing the number of days to look back. This report can check for multiple sales within the Current Book Only or within All Active Books. You are able to specify a date to use as the Start Date for the look back period. The report will always run, however if there are no Multiple Sales you will receive a note in the body of the report as follows: Copyright FFL Solutions Inc. Page 44 of 87

45 Reprints vbound allows you to reprint any of the transaction reports (Acquisition or Disposition) as needed. To reprint a report, click the <Reprints> button on the ribbon menu. Select an Acquisition or a Disposition from the list and click the <Preview> button to preview the associated report. Inventory A separate document is available to guide you in planning your Inventory process. Please look for the document named vbound Inventory Guide available in the Support Documents portion of our web site. Copyright FFL Solutions Inc. Page 45 of 87

46 vbound List Maintenance Lists are used throughout vbound to speed entry of repeated data. All of the lists can be maintained from buttons in the Maintain Lists group on the Administration tab on the ribbon menu. The forms for working with lists are all very similar, with just a few minor variations depending on the list. The section below titled working with lists will familiarize you with the basics for all of the lists, while any differences will be noted in the section on the list itself. Working with Lists When you click on a button to maintain a list, a tab will open in your system for that particular list, as shown below. Copyright FFL Solutions Inc. Page 46 of 87

47 The list displayed is very similar to a spreadsheet. You can not only view the data on the list, but you may also edit data, delete rows, or even add rows right on the list! While the list is the active tab, a specific ribbon menu tab for the list will be displayed. The ribbon menu tabs for the lists contain the same functionality. An example using the Customer list is below. Adding an Item to a List One method for adding an item to a list is to navigate to the last row of the list, as indicated by an asterisk in the row selector. This blank row is available for you to add an item to the list. Copyright FFL Solutions Inc. Page 47 of 87

48 Another method for adding an item to a list is to click the <Add > button that will appear on the ribbon menu for the list. Doing so will bring up a detail form for you to enter one or more new items onto the list. The <Save & Close> button will save the item and return you to the list. The <Save & New> button will save the item and present you with a blank form to add another item. Copyright FFL Solutions Inc. Page 48 of 87

49 Editing an Item on a List One method for editing an item on a list is to simply modify the data in a row on the list. When the data in a row has been changed, the row selector will include a pencil icon indicating the data has been changed but not saved yet. The edit can be saved by moving to a different row or by clicking on the row selector. (e.g. the pencil icon) Another method for editing an item on a list is to use the detail form. To open a detail from for an item on a list you can select the row by clicking on one of the columns in the row and then click the <Edit > button that will appear on the ribbon menu for the list; or you can simply double-click on any column in the row you wish to edit. Copyright FFL Solutions Inc. Page 49 of 87

50 Deleting an Item from a List One method for deleting an item from a list is to select the row by clicking on one of the columns in the row, and then clicking the <Delete > button that will appear on the ribbon menu for the list. Another method for deleting an item from a list is to select the row by clicking on the row selector to select the entire row, and then pressing the Delete key on your keyboard. Both methods will display a dialog prompting you for confirmation that you wish to delete the item from the list. Clicking<Yes> will delete the item. Clicking <No> will cancel the delete and return you to the list. Previewing a List Report Each list has a default report which you can preview or print. Click the <Preview Report> on the ribbon menu for the list and a report will display in preview mode within a tab. The Print Preview tab will have its own menu ribbon that allows you to print, zoom the image, save the report to a PDF, and to close the preview. Sorting and Filtering on a List Each list defaults to being sorted in a particular order, and always includes all the items on the list. You may use the Sort and Filter buttons on the ribbon menu, or the features of the column header explained below to change how the list is sorted or what items will be displayed. The <Remove Sort> and <Toggle Filter> buttons can be used to clear sorting and filtering. Copyright FFL Solutions Inc. Page 50 of 87

51 Sorting Example 1 By default, our Customer List is sorted alphabetically by Last Name and First Name. If you want to sort the list by First Name, you can click in the First Name column on one of the rows, the column header will be highlighted, as below. Clicking on the <Ascending> button in the Sort & Filter group on the ribbon menu will sort the list. The system will give you an indicator to the right of the column name indicating that the list is now sorted by that column. Copyright FFL Solutions Inc. Page 51 of 87

52 Sorting Example 2 Clicking on the arrow indicator just to the right each column header, you are provided a choice for both sorting and filtering. In this example, we would click the column indicator, then click Sort A to Z, and the list will be sorted. Copyright FFL Solutions Inc. Page 52 of 87

53 Filtering Example 1 By default, our Customer List includes all items in the list. If you want to filter the list by displaying only items where the First Name is Peyton, you can click in the First Name column on one of the rows; the column header will be highlighted, as below. Clicking on the <Filter Options> button in the Sort & Filter group on the ribbon menu will display a context menu for that column. Copyright FFL Solutions Inc. Page 53 of 87

54 Selecting the Equals context menu choice will bring up a dialog box for you to enter the value for the First Name filter. Typing in the word Peyton and clicking <OK> would refresh the list to display only those items where the First Name is equal to Peyton. The system will give you an indicator to the right of the column name indicating that the list is now filtered by that column. Sorting Example 2 Clicking on the arrow indicator just to the right each column header, you are presented with the same context menu for filtering as when you select the Filter Options button on the ribbon menu. Copyright FFL Solutions Inc. Page 54 of 87

55 Exporting Data from a List Each list in vbound includes the ability to export the data out of vbound. Currently, the only option is to export the data to Microsoft Excel format. Click the <Excel> button in the Export group on the ribbon menu. A dialog similar to the following will be displayed: The default file name will be based on the list you are exporting, and the default folder will be the currently active Windows folder. Use the <Browse> button if you wish to change the folder location or file name. The default file format will be an Excel Workbook (XLSX) file. You may also export the book to an Excel Workbook file. Click <OK> to export the data. You will be presented with the following dialog. Copyright FFL Solutions Inc. Page 55 of 87

56 Customer List The Customer List can be used during the Acquisition or Disposition process. Customers are non-ffl holders. The following data fields are available for each Customer: Data Field Length Notes First Name 15 Middle Name 15 Last Name 30 Country n/a US or International Address1 40 Address2 40 Address3 40 Available and Required only for International Address City 25 Available and Required only for US Address State 2 Available and Required only for US Address Zip 9 Available and Required only for US Address Home Phone n/a Mobile Phone n/a 100 Notes Memo DOB n/a Drivers License 50 Other ID 50 Data Fields highlighted in gray are REQUIRED FFL List The FFL List can be used during the Acquisition or Disposition process. FFL Number is required. The following data fields are available for each FFL: Data Field Length Notes FFL Name 50 Address1 40 Address2 40 City 25 State 2 Zip 9 FFL Number 15 Phone n/a 100 Notes Memo Contact Name 50 Expiration Date n/a Data Fields highlighted in gray are REQUIRED Copyright FFL Solutions Inc. Page 56 of 87

57 ATF EZCheck If your vbound computer is connected to the internet, you may use the ATF EZCheck system to look up and enter the FFL entry for you. This feature is available only by clicking the <Add FFL> button on the FFL List ribbon menu. FFL Expiration Date Validation If you enter and maintain the Expiration Date for each FFL, vbound will use that data to validate the expiration date of an FFL before any Acquisition or Disposition. If an FFL is selected from the drop-down list has an Expiration Date entered and the current date is past the Expiration Date, the system will provide a warning dialog. The dialog allows the user to continue, cancel, or view the FFL detail so it can be edited. Copyright FFL Solutions Inc. Page 57 of 87

58 Master Firearm List The Master Firearm List is used to keep a list of unique firearms to speed entry into vbound. During acquisition, you can pick a firearm from the master firearm list and have all the required data automatically filled in for you. The Master Firearm List uses the data field Master Firearm ID as a unique identifier. This can be a UPC, a part number, a number you just make up, whatever. The only requirement is that each firearm in the list needs to have a unique Master Firearm ID. The following data fields are available for each firearm: Data Field Length Notes Master Firearm ID 30 Unique ID Manufacturer/Importer 50 Model 20 Firearm Type 20 Selected from a list Caliber/Gauge 20 Selected from a list Description 50 Optional, not required in Bound Book Data Fields highlighted in gray are REQUIRED If you choose to use the Master Firearm Detail form to enter items on this list, you have the option of letting the system calculate the next number for you by selecting the Auto-Number ID on Save? check box. When this is checked, and you click the <Save & New> button, the Master Firearm ID will be incremented by 1 for the next item. Copyright FFL Solutions Inc. Page 58 of 87

59 Caliber/Gauge List The caliber/gauge list comes prepopulated with several entries, but you may need to add or edit the items to fit your needs. This list is used both when adding a firearm to the Master Firearm List and when adding a firearm to an acquisition and not using the Master Firearm list. The following data fields are available for each caliber/gauge: Data Field Length Notes Caliber/Gauge 20 This must be unique Data Fields highlighted in gray are REQUIRED Firearm Type List The Firearm Type List is used when entering firearms, and also used to prepare data for the Multiple Sales report. The following data fields are available for each Firearm Type: Data Field Length Notes Firearm Type 20 Unique entry. Default List n/a Check box to include on dropdown list of firearm types Multiple Sales Report n/a Check box to include on the Multiple Sales Report Data Fields highlighted in gray are REQUIRED Copyright FFL Solutions Inc. Page 59 of 87

60 Import List Wizard vbound includes a wizard to import items into the following lists: Caliber/Gauge FFL Master Firearm You start the wizard by clicking the <Import List Wizard> button in the Maintain Lists group on the Administration tab on the ribbon menu. The data files you import must be in one of the following formats: Excel Workbook (*.xlsx) Excel 97 Excel 2003 (*.xls) Tab-Delimted Text Each list has it s own required set of data columns, pictured below. The data contained within each column must match the type of data required for that column. (e.g. A date in the Expiration Date, FFL Number in format of ) The following format is required for a Caliber/Gauge data file. Column Data Notes A Caliber/Gauge Copyright FFL Solutions Inc. Page 60 of 87

61 The following format is required for an FFL data file. Column Data Notes A Name FFL Name B Address 1 C Address 2 D City E State F Zip G FFL Number All 15 characters H Expiration Date Must be formatted as date I Contact J Phone K L Notes The following format is required for a Master Firearm data file. Column Data Notes A Master Firearm ID Unique ID. Example could be UPC or a user assigned unique number to ID the same firearm that would be entered multiple times with only the serial # being different. B Manufacturer/Importer C Model D Firearm Type Must match an entry on the Firearm Type list. E Caliber/Gauge F Description Copyright FFL Solutions Inc. Page 61 of 87

62 Importing a List Example 1. Click the <Import List Wizard> button in the Maintain Lists group on the Administration tab on the ribbon menu. 2. Select the type of list to import. 3. Select the File Format of the data file. 4. Click the <Browse> button and select the data file to import. Copyright FFL Solutions Inc. Page 62 of 87

63 5. Click the <Next> button to continue. 6. The wizard displays the data from the import file. Verify the data and click <Next> to continue. Copyright FFL Solutions Inc. Page 63 of 87

64 7. The wizard initially validated the data, select an import option for the data and click <Finish> to continue. You will be presented with the following dialog: vbound Administration User Logins To use vbound, you must login to the application with a User Login and a case-sensitive password. The Login form is presented to you when you first start vbound. The User Login will determine the permissions and features you may use within vbound. After successful login, the User Login used will be displayed in the lower left corner of the application window. Both the User Login and Password can be 1 to 20 characters long and can include alphabetic characters, spaces, or numbers. Leading spaces and the following special characters are not supported: * +, / : ; < = >? [ \ ] Passwords are case-sensitive. User Login admin The User Login of admin is a special user that is set up on installation of vbound, it cannot be deleted and its security permissions cannot be altered. The initial password for this user is admin. It is strongly recommended you change this initial password and record the new password in a secure location. Copyright FFL Solutions Inc. Page 64 of 87

65 User Login List To add, modify or delete a User Login, select the <User Login> button in the Setup group on the Administration ribbon menu. The following form will be displayed: Copyright FFL Solutions Inc. Page 65 of 87

66 User Login Security Permissions Each User Login has security permissions that allow users access to specific functionality in vbound. These can be edited when adding a User Login, or modified any time by a user with Administrator permissions. The following security permissions are in vbound: Permission Acquisition Disposition Inquiry / A&D Correct/Void Administration Maintain Lists Inventory Allows User Login to: Use the Acquisition function Use the Disposition function. Use the Inquiry function. Print/Preview the A&D report. Use the Correct/Void wizard within the inquiry function to make corrections or voids of A&D data. Use Bound Book Administration function. Use the Current Book Setup function. Use the Registration List function. Use the User Login function. Use the Backup Database function. Use the Restore Database function. Use the Online Backup Management function. Maintain the following lists: Customer, FFL, Master Firearm, Caliber/Gauge, Firearm Type. Use the Import List Wizard. Print/Preview the Inventory report. Copyright FFL Solutions Inc. Page 66 of 87

67 Adding a User Login 1. Select the <User Login> menu option in the Setup group on the Administration ribbon menu. 2. On the User Login List, click the <Add> button. The following form will display: 3. Type in the User Login you wish to add. Note the Default Password will always be the same as the User Login entered. This can be changed by the user later. 4. Click to select/un-select the security permissions for this User Login. 5. Click <OK> to add the User Login. You will be prompted with a dialog stating the User Login was added successfully, and you will be returned to the User List. Edit a User Login 1. Select the <User Login> menu option in the Setup group on the Administration ribbon menu. 2. Click on the User Login you wish to edit on the list of User Logins. 3. Click the <Edit> button, the Edit User Login form will display. 4. Click to select/un-select the security permissions for this User Login. 5. Click <OK> to save the changes or <Cancel> to cancel the changes. User Login; you will be returned to the User List. Copyright FFL Solutions Inc. Page 67 of 87

68 Delete a User Login 1. Select the <User Login> menu option in the Setup group on the Administration ribbon menu. 2. Click on the User Login you wish to edit on the list of User Logins. 3. Click the <Delete> button. 4. A dialog will display asking if you are sure you wish to delete the User Login. Click <Yes> to delete the User Login or <No> to cancel the delete. You will be returned to the User List. Reset Password for a User Login 1. Select the <User Login> menu option in the Setup group on the Administration ribbon menu. 2. Click on the User Login you wish to edit on the list of User Logins. 3. Click the <Reset Password> button. 4. A dialog will display asking if you are sure you wish to reset the password for this User Login. Click <Yes> to rest the password or <No> to cancel. You will be returned to the User List. Copyright FFL Solutions Inc. Page 68 of 87

69 vbound Registration vbound requires customers to register each FFL they wish to use. vbound can support multiple FFL licenses to be used within the same installation. vbound is installed with a Trial registration that may be used to test vbound before a registration license is purchased. To work with vbound registrations, select the <Registration List> button in the Setup group on the Administration ribbon menu. The form pictured below will be displayed. This form allows you to view current registrations or add a new registration. Copyright FFL Solutions Inc. Page 69 of 87

70 New Registration To begin using vbound for your FFL, you must purchase a registration license. Once a license is purchased, a Registration File will be ed to you. Once you have received the registration file, perform the following to complete registration. 1. Copy the registration file to your computer or network; place it on a folder that you will remember, as you will access this file later during the registration process. 2. Select the <Registration List > menu option in the Setup group on the Administration ribbon menu. 3. Click the <New Registration> button. The following dialog will display: 4. Click the <Browse> button to select the registration file (vboundregistration_xxxxx.txt) you saved to your computer or network in Step #1 above. 5. Click the <OK> button to complete the registration process. You will receive a confirmation dialog and the Registration List will be updated. Copyright FFL Solutions Inc. Page 70 of 87

71 Current Book Setup To modify settings on a Bound Book, you must first have that book open as the current book. Then select the <Current Book Setup> button in the Bound Book group on the Administration ribbon menu. General Tab The FFL Name, Unique FFL#, and Registration # associated with a book cannot be changed. This information is specified when creating a new book only. Book Name and Book Description can be changed at any time as needed. Note that Book Name must be unique within vbound. The additional segments needed to form a complete 15 character FFL# are specified on this form. These are also entered when first creating a book, but can be edited as needed. Book Status can be changed at any time as needed. Possible values are Active or Inactive. If a Bound Book s status is set to Inactive, you will not be able to perform acquisitions, dispositions or corrections to any of that book s data. Copyright FFL Solutions Inc. Page 71 of 87

72 Address Tab All address fields expect Address 2 and Phone are required for the book. This address will print on various reports. Copyright FFL Solutions Inc. Page 72 of 87

73 Settings Tab You may specify 0-3 copies of a report to print for acquisitions or the three different types of dispositions. Default is 0 and no report will print. The Disposition Report for the three different types can be changed based upon your needs. Currently there are two options: Standard Report and Packing List. Note, if you have a need for an additional report style, please contact support. You may specify the captions to be used in vbound to label the user defined fields. (e.g. If you want to record a drivers license number in Disp UDF 1, you could have the label read Drivers Lic. ) You can select the default type for both acquisition and disposition. You may edit the last used 4473 at any time. On a 4473 disposition, vbound will use the NEXT number as the 4473 number. You may edit the number of look back days specified for the Multiple Sales Report. vbound will always use this value for determining criteria for the report. Copyright FFL Solutions Inc. Page 73 of 87

74 Bound Book Administration To add or delete a Bound Book, select the <Bound Book Administration> button in the Bound Book group on the Administration ribbon menu. The following form will be displayed: Copyright FFL Solutions Inc. Page 74 of 87

75 Create a New Book 1. Select the <Bound Book Administration> button in the Bound Book group on the Administration ribbon menu. 2. Click on the <Create New Book> button. The New Bound Book Wizard will be displayed to walk you through the process of creating a new book. 3. Select the FFL you wish to use for this book. Click <Next>. Copyright FFL Solutions Inc. Page 75 of 87

76 4. Enter a name and description for the book. Enter the additional segments of the FFL number for this book. Click <Next>. 5. Enter the address information for this book. Click <Next>. Copyright FFL Solutions Inc. Page 76 of 87

77 6. Modify any of the default settings you wish to change for this book. Click <Next>. 7. Verify the information. Click <Finish> to create the new book. You will receive the following confirmation dialog. 8. You will return to the Bound Book Administration form and see your new book on the list. Copyright FFL Solutions Inc. Page 77 of 87

78 Delete a Book Please note that while vbound does allow you to delete a book, this is a permanent delete and should only be used when you are absolutely certain you want to delete the book and all of its data. 1. Select the <Bound Book Administration> button in the Bound Book group on the Administration ribbon menu. 2. Select the book you wish to delete by clicking on it. 3. Click on the <Delete Book> button. The following dialog will be displayed: 4. Click <OK> to continue. The system will prompt you one last time with a warning dialog before the delete is completed. Copyright FFL Solutions Inc. Page 78 of 87

79 5. Click <Yes> if you are sure you want to permanently delete the book. The following dialog will be displayed: 6. You will return to the Bound Book Administration form and the book you deleted will no longer be on the list. Export Book The <Export Book> function is available in the Bound Book group of the Administration ribbon menu. This function will export all of your A&D book transactions to a data file that can be submitted to ATF upon discontinuance of a license. Copyright FFL Solutions Inc. Page 79 of 87

80 Importing Data from ebound If you previously used ebound and wish to transfer that data into vbound, you can use a wizard to either create a brand new book for the imported data or import the data into an already existing book. The import process does the following: Transactions Master Firearm Caliber/Gauge Vendors All of the data for the bound book (acquisition/disposition) from ebound, including corrected/voided records. All items listed in the Master Firearm List in ebound. Note the identifier of Inventory # in ebound is now labeled as Master Firearm ID in vbound All items listed in the Caliber/Gauge List in ebound All items listed in the Vendors list in ebound. Note the vendors are imported into the FFL List in vbound. Copyright FFL Solutions Inc. Page 80 of 87

81 Import ebound Data Steps 1. Select the <Bound Book Administration> button in the Bound Book group on the Administration ribbon menu. 2. Click the <Import ebound Data> button, the Import ebound Data wizard will be started: 3. If you are importing ebound data into an existing book, select that option and select a book from the enabled drop-down menu. Click <Next> and skip ahead to Step #11. If you are importing into a new book, select that option and click <Next>. Copyright FFL Solutions Inc. Page 81 of 87

82 4. Select the FFL you wish to use for the new book. Click <Next> 5. Enter a name and description for the book. Enter the additional segments of the FFL number for this book. Click <Next>. Copyright FFL Solutions Inc. Page 82 of 87

83 6. Enter the address information for this book. Click <Next>. 7. Modify any of the default settings you wish to change for this book. Click <Next>. Copyright FFL Solutions Inc. Page 83 of 87

84 8. Click on the <Browse> button to open the Select File dialog. 9. Navigate to the folder where your ebound data file resides, it will always be named ebound_data.mdb. Select the file and clock the <OK> button. You will be returned to the wizard and your selected file name will be displayed. Copyright FFL Solutions Inc. Page 84 of 87

85 10. Click <Next> to continue. 11. Verify the information. Click <Finish> to create the new book. You will receive the following confirmation dialog. 12. You will return to the Bound Book Administration form and see your new book on the list. NOTE: In the event of any errors with the conversion, you will receive a more detailed notification that will include information on success or failure of the various data being imported. You will need to contact support and possibly provide a data file for troubleshooting. Copyright FFL Solutions Inc. Page 85 of 87

86 Transfer On-Hand This function will transfer ALL of the On-Hand firearms from one book to another. Copyright FFL Solutions Inc. Page 86 of 87

87 Database Maintenance Database Backup/Restore A separate document is available to guide you in planning your database backup. Please look for the document named vbound Backup/Restore Guide available in the Support Documents portion of our web site. Clear Locks The <Clear Locks> function is available in the Database Maintenance group on the Administration ribbon menu. This function will clear out any internal locks used by the vbound program. This function should only be run when directed so by customer support! Copyright FFL Solutions Inc. Page 87 of 87