Reading this guide as an AI agent¶
You are working in a federally licensed firearms business. This page tells you what the system is made of, what you may never do to it, and where the machine readable copies of this manual are.
The rest of the guide is written for the person at the counter. It is still your best source, because it describes what each screen actually does. This section adds only what a person does not need spelled out.
Machine readable copies¶
| What | Where |
|---|---|
| Index of every page, with a one-line summary each | /llms.txt |
| The whole manual as one file | /llms-full.txt |
| Any single page as Markdown | that page's URL plus .md |
For example, /compliance/4473/ is also served at
/compliance/4473.md. All three are generated from the same sources on every
build, so they never lag the site.
Read /llms.txt first and fetch what the task needs. Take /llms-full.txt only
when you have the budget for the whole manual; it runs to several hundred
kilobytes.
To act on the store rather than read about it, see The MCP server. Acting on the system maps each job to where it is done. The chat built into the POS is described in The store assistant.
What the system is¶
A single-store point of sale and back office built on ERPNext, with three in-house apps on top of it. The store sells at a counter, on its own WooCommerce shop and on GunBroker, from one shared inventory.
Four first-party extensions add pages and record types of their own, and each can be switched off under Settings → Extensions:
| Extension | What it adds |
|---|---|
| OSA Consignment | Consigning the store's guns to partner dealers, and receiving guns from a consignor store |
| OSA Dropship | Listing distributor products on the website and routing web orders to the distributor |
| OSA AI | The store assistant |
| CA Compliant | The CA Legal and Compliant Service answers on items and serials |
A switched-off extension's pages say so, and its records stay.
Three record types carry most of the meaning, and confusing them is the most common way to get an answer wrong.
Item is a model, the thing a catalog lists. GLK-19-G5 is an Item.
Serial No is one physical firearm. BXTR421 is a Serial No. A firearm's
price, condition, photos and channel listings can all live on the serial rather
than the model, because with used guns the serial is the price.
FFL Acquisition and FFL Disposition are the two halves of the federal acquisition-and-disposition record, the bound book. Every firearm entering the premises gets an acquisition; every firearm leaving gets a disposition. These are created for staff by the pages they already use. They are not paperwork about the transaction, they are the federal record of it.
Alongside those: POS Invoice for a counter sale, Sales Invoice for an order that ships, Purchase Receipt for stock arriving, Woo Online Order and GunBroker Order for the two outside channels, OSA Consignment Out for the store's guns sitting at a partner dealer, and OSA Consignment In for guns a consignor store has sent here to sell.
Newer record types you will meet:
| Record | What it is |
|---|---|
| Form 4473 Log | One row per completed Form 4473, electronic or paper, with its outcome and, for an electronic form, a private copy of the signed PDF. Permanent: it cannot be deleted |
| Distributor Order / Distributor Invoice | What was ordered from a wholesale house, and every invoice on its account. The invoices are a read-only mirror |
| Cash Drawer Entry / Cash Drawer Close | Deposits, cash from the bank, expenses, seller payments, and each day's count. Never deleted: each one is undone instead |
| Storage Zone / Storage Location / Storage Move | The store map, its slots and shelves, and every move between them. A tracking layer only: no stock or accounting record |
| Inventory Count | A stocktake and its scans |
| Connector Audit Log | Every call made through the remote MCP connectors. Permanent |
Rules you do not get to weigh¶
These are not preferences. Each one is either federal recordkeeping or a control that exists because it was once absent.
Never book, edit or delete a bound-book record directly. Acquisitions and dispositions are written by the workflow that moved the gun. Writing one by hand detaches the federal record from the event it is supposed to describe. If a bound-book entry looks wrong, read Fixing mistakes and surface it; do not repair it yourself.
Never complete a firearm sale that the Form 4473 gate is holding. The gate is the point of the system. Its statuses, the manager override, and the paper route are described in Form 4473 and NICS. An override is a human decision that lands on a review report with that human's name on it. It is not an action for an agent.
Never ship a firearm to a dealer whose license is unverified or expired. Verification is described in Verifying an FFL.
Never treat a serial number as interchangeable with another. A serial identifies one gun in a federal record. If a serial does not match, stop.
Never move money. Recording a payment, voiding a card charge, refunding, or adjusting a price changes what a customer was charged. Propose it; let a person do it.
Undo cash drawer records only on the cash drawer page. The journal entries the drawer books cannot be cancelled, reversed or amended from the accounting screens. Use Undo on the cash drawer page, or cancel the register ticket for a trade-in payout. That keeps the drawer count and the books in step.
Do not resolve an ambiguity in a firearm's identity by guessing. Ask.
Where the truth lives¶
This guide describes behavior. It does not define it. When the guide and the system disagree, the system is right and the guide has a bug worth reporting.
Two specific traps this manual has already fallen into, so treat these classes of statement with extra care:
- Role claims. Which role opens which page is set in the code, and the guide has been wrong about it before. If access matters to your task, verify rather than assume.
- Automatic behavior. Statements about what the system does for you, without being asked, are the ones most likely to have drifted.
When you are unsure¶
Report what you found and what you could not determine. In this domain an honest "I could not confirm which gun this is" is worth more than a confident answer, because the downstream record is a federal one and a wrong entry is harder to undo than a missing one.