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The bound book

Two record types hold the acquisition and disposition book: FFL Acquisition for a gun coming in, FFL Disposition for a gun going out. Both are created for you by the pages you already use. A third record sits beside them: the 4473 record, one per completed Form 4473, which is kept even when the order it ran on is deleted.

You do not normally create these by hand

Every routine path writes them.

Acquisitions:

  • Receive Goods writes one FFL Acquisition per firearm serial when the Purchase Receipt submits. That covers distributor orders, parcels ordered outside the POS that you receive from Incoming shipments, and a gun bought from a private seller.
  • Trade-ins write one with source type Trade-in. A trade-in applied as credit is held as a draft and booked when the sale completes. A trade-in the store pays for on the spot is booked at once, on a receipt from the seller dated today.
  • Guns taken in from a partner store on Consignment In, and guns recalled or received back from a consignment dealer, are booked in when you receive them.

Dispositions:

  • The register writes the disposition for a retail sale once the 4473 is complete. That includes the $0 pickup ticket for a gun ordered to the store.
  • The Pending Order queue and the shipping flows write the disposition for a dealer transfer or a web order. A gun shipped to a C&R (Type 03) collector from Create Order leaves as an FFL Transfer.
  • Shipping a consignment writes a Dealer Transfer, and Send back on Consignment In writes a Return to the consignor.

In the sidebar, open Compliance → Acquisitions or Compliance → Dispositions to read them, search them and check a gun's history. A counter account with the Sales User or Sales Manager role can read acquisitions. Dispositions open for Stock User, Stock Manager and System Manager only.

Creating one by hand is for the rare case a routine path cannot reach, and the forms refuse several shapes outright to keep that honest.

The FFL Acquisition list

Every gun the store has received. One row is one physical firearm.

FFL Acquisition

The A side. One record per physical gun received, named ACQ-<year>-<number>.

An FFL Acquisition

One acquisition: when the gun arrived, who it came from, and which serial it names.

Acquisition

Field Notes
Acquisition Date Required. When the store took possession.
Source Type Required. See below.
Receive Source Your own procurement channel, carried from the Purchase Receipt. The list is managed under FFL Settings.
Acquisition Type The FastBound acquisition type. The list is synced from your FastBound account. Blank falls back to a default derived from the source type.
Company Required.

Source Type options are Individual, FFL Dealer, Manufacturer, Importer, Estate, Pawn and Trade-in. The choice drives what the form demands next.

Source

Who the gun came from. Which fields show depends on the source type.

Field Shown for
Source Name Always. Required.
Source First Name, Source Middle Name, Source Last Name, Source Suffix Individual, Trade-in, Estate, Pawn. FastBound records a private seller's name in parts.
Source Address Always.
Source FFL Number FFL Dealer only, and required there. Format 1-XX-XXX-XX-XX-XXXXX.
ID Type, ID Number Individual, Trade-in, Estate, Pawn.
Seller (Customer) Individual, Trade-in, Estate, Pawn. Links to the customer record.
ID Document Individual, Trade-in, Estate, Pawn. Stored privately.
Transfer For (Customer) Always. Set when the gun arrived as a customer transfer-in. Drives the Pending Transfer Pickups report.

The form refuses two shapes. A dealer source with no license number is rejected under the title FFL Required: "Source FFL number is required when source type is 'FFL Dealer'." A private-party source with no identification is rejected under ID Required: "ID type and number are required for source type ''."

Item

Item, Serial and Cost. The serial is filled in automatically when the item has exactly one in-stock serial.

FastBound Sync

FastBound ID, Last Synced and FastBound Sync Error are read-only. See FastBound for what they mean and what to do when the error field is not empty.

Submitting the record is what puts the gun in the book. Amending means cancelling and creating a replacement that names the original.

FFL Disposition

The D side. One record per gun leaving, named DISP-<year>-<number>.

An FFL Disposition

One disposition: the type, the destination FFL and the serial that left. The 4473 and NICS fields sit below on a retail sale.

Disposition Type

Type Used for
Retail Sale A sale to an individual buyer with a 4473. Created by the register, not by hand.
FFL Transfer Sending a gun to another licensee.
Return Sending a gun back to where it came from.
Scrap Destruction. Both witnesses are required.
Gunsmithing Work by another licensee.
Dealer Transfer A transfer to a dealer.
NFA An NFA transfer.

The dropdown is replaced by your FastBound account's own disposition list when FastBound is reachable, so you may see types beyond these. Three are always removed because they are not supported here: Sale, Donation and Private Party Transfer. Picking one anyway is refused under Disposition Type Not Supported, which says to handle that kind of transfer directly in FastBound.

Retail Sale is hidden from the dropdown on a new record. It is created by the 4473 flow, and creating one by hand is refused under 4473 Handled by FastBound: "Retail Sale dispositions are created by FastBound after 4473 + NICS completion — do not create them manually."

Destination

Customer shows and is required for a Retail Sale. Destination FFL shows and is required for FFL Transfer, Dealer Transfer and Return, and points at a record in your ATF FFL Record library.

The Lookup FFL via ATF button appears on the toolbar for exactly those three types. It opens Lookup Destination FFL via ATF EZ Check, takes an FFL Number in the format 1-99-999-99-9X-99999 with hyphens optional, and on Lookup & Use hits the live ATF check, caches the record locally and fills the field. Next time that dealer is already in the dropdown. See Verifying an FFL.

For Scrap, a Destruction Witnesses section appears and both Witness 1 and Witness 2 are required.

Item

Item, Serial, and optional links to the Sales Invoice and Sales Order. Changing the item clears a serial that no longer belongs to it, so a leftover value cannot dispose the wrong gun.

Compliance

These fields show for a Retail Sale. The last two appear once the override is ticked.

Field Options Notes
4473 Status N/A, Pending, Completed Must be Completed to submit.
NICS Status N/A, Proceed, Delayed, Denied, Cancelled Must be Proceed to submit.
Manual Override (4473 bypass) Checkbox See below.
Override Reason Free text Required whenever the override is ticked.
Override By Read-only The user who asserted it.

Manual Override marks a disposition somebody asserted rather than one FastBound committed. Its description reads: "Set when a manager force-completed the sale because FastBound was unavailable/diverged (the 4473 was completed in FastBound but didn't sync back). Requires Sales Manager / System Manager + a reason."

Federal recordkeeping

The override is not a second gate. A hand-asserted disposition satisfies the sale exactly like a FastBound-committed one, so the marking exists only for the people who read the book afterwards. Every one of them lands on the Hand-Asserted 4473 Dispositions report, which a manager is expected to read back, and gets a 4473 record with Source Paper / override and no PDF. See Form 4473 and NICS.

Creating a manual-override disposition needs the Sales Manager or System Manager role. The exception is when Paper 4473 Mode is on, where a counter role is enough, because recording the paper form is then the store's ordinary way of working.

When the checks apply

Most checks run at submit, not at save, so a draft can be staged. That is deliberate: it lets a manager stage a transfer and then look the receiving dealer up with Lookup FFL via ATF before submitting.

Message you see What it means
Serial number is required to submit a disposition. Pick the gun.
Serial No <n> does not exist. Receive the gun first, or pick from the in-stock list.
Serial No <n> belongs to Item <a>, not <b>. The serial and the item disagree.
Retail Sale disposition requires 4473 status = 'Completed'. The form is not recorded yet.
Retail Sale disposition requires NICS status = 'Proceed'. The check has not cleared.
Destination FFL number is required for <type> disposition. Pick or look up the receiving dealer.
<type> disposition requires both destruction witnesses Fill in Witness 1 and Witness 2.
A manual-override disposition requires an Override Reason. Say why.

The FFL Disposition list

Every gun booked out, with the disposition type that took it out.

Antique firearms

A gun marked Antique on its item gets no acquisition and no disposition. It is pre-1899 or otherwise exempt, so it never enters the bound book, nothing is pushed to FastBound, and there is no 4473 or NICS check at sale. It is still serialized stock and still shows on Firearms In Stock. See Receive Goods.

The flag can only be set on an item with no guns in the bound book. Ticking Antique on an item that already has a gun in stock with a bound-book entry is refused under Already in Bound Book: "A gun in the bound book leaves only via a disposition, not by flagging its Item antique."

If a record was booked by mistake for an antique, FastBound refuses it (it never acquired that gun), and the record waits on the Dashboard's not-logged list. A Stock Manager or System Manager who has checked it can mark it as not belonging in the bound book. See FastBound.