GlossaryΒΆ
Terms you will meet in this system, in alphabetical order. Written for a new hire on their first week.
4473. ATF Form 4473, the Firearms Transaction Record. A buyer fills one in for every firearm they take away from a licensed dealer, and the dealer keeps it. In this system a firearm sale cannot be completed until the order's 4473 status is Completed and the NICS status is Proceed. See Form 4473.
A&D, bound book. The Acquisition and Disposition record every licensee must keep: what firearms came in, from whom, and what went out, to whom. It is the federal record of the gun's chain of custody through the store. Ours lives in FastBound, and the system writes to it automatically. See the bound book.
ACH. Automated Clearing House, the American bank-to-bank transfer network. It exists here as a mode of payment for a manual bank transfer, alongside Zelle, check and wire. There is no gateway behind it: someone confirms the money arrived and records the tender.
Acquisition. A firearm entering our inventory, and the bound book entry that records it. Every gun that comes through the door creates one, whether it was bought from a distributor, taken in trade, received on consignment or shipped in for a customer transfer. See Receive Goods.
Brady date. The third business day after a background check was started. If NICS is still Delayed past that date, federal law permits the dealer to transfer at their own discretion. The Pending 4473 Orders report prints it as Brady Day 3 and highlights a Delayed row once it has passed.
C&R, Type 03. A Curio and Relic collector's license. A Type 03 holder is a
real licensee, so a collectible firearm may ship directly to their home address
with no dealer at the far end. The license number's fourth group is 03, as in
1-23-456-03-7C-89012. The ATF's public FFL directory does not list Type 03
collectors, so their license cannot be looked up and a person has to read the
copy at disposition time.
Consignment in. A customer leaves their own gun with us to sell on their behalf. The gun is marked as consigned on its Serial No record. We hold it, we sell it, and the owner is paid out of the proceeds less our commission.
Consignment out. The opposite direction: we send our own guns to a partner dealer's rack to sell for us. The gun is disposed in the bound book when it ships to them, and it stays our inventory here until it sells. See Consignment.
Custody warehouse. A stock location holding firearms that belong to customers rather than to the store, typically a gun received for a transfer and waiting for its owner to collect it. A gun in a custody warehouse is not ours to sell, so it is excluded from sellable stock and hidden from Inventory Receipts unless you ask for it.
Disposition. A firearm leaving our inventory, and the bound book entry that records it. A retail sale, a dealer transfer, a shipment to a consignee, a destroyed or stolen gun: each is a disposition, and each must name where the gun went.
Drop-ship. A distributor ships a product straight to the customer or to the receiving dealer without it passing through our building. The order and the paperwork are ours; the box never touches our shelf. See Drop-ship.
eZ Check. The ATF's public service for confirming that an FFL number is valid and unexpired. This system checks other dealers against it before receiving or shipping firearms, either by querying the ATF form directly or through a shared data service. See FFL verification.
FastBound. The commercial electronic bound book service the store uses. It holds the authoritative A&D record and it is where an electronic 4473 is completed. Our acquisitions and dispositions are pushed to it, and its webhook tells us when a 4473 finishes. See FastBound.
FFL. Federal Firearms License, and by extension the business that holds one.
"Ship it to their FFL" means ship it to the licensed dealer who will run the
buyer's 4473. An FFL number looks like 1-23-456-78-9A-01234.
FFL type codes. The two-digit group inside the license number that says what kind of licensee it is. The common ones are 01 for a dealer in firearms, 02 for a pawnbroker, 03 for a Curio and Relic collector, 07 for a manufacturer and 08 for an importer. Type 03 is the one that matters day to day, because a collector's license changes where a gun may be shipped.
Item versus serial. An Item is the model: "Glock 19 Gen5 9mm". A Serial No is one physical gun with its own serial number, its own cost, its own photos and its own bound book history. Ammunition and accessories are items with a quantity and no serials. Firearms are items whose individual units are each a Serial No. Pricing, listings and reports all distinguish the two. See Items and serials.
MAP. Minimum Advertised Price. The lowest price a manufacturer or distributor permits you to advertise a product at, which is not the same as the lowest price you may sell it at. When a distributor's catalog supplies both, the system prefers MAP over MSRP as the default selling price on a new item.
MSRP. Manufacturer's Suggested Retail Price. The list price from the manufacturer. It is a starting point for pricing, not a rule.
NICS. The National Instant Criminal Background Check System, run by the FBI. Every retail firearm buyer goes through it. It answers Proceed, Delayed or Denied. A firearm sale needs Proceed before it can complete. A Delayed answer starts the Brady date clock above. Denied means the gun does not leave.
POS Invoice versus Sales Invoice. A POS Invoice is a counter sale rung up on the register. A Sales Invoice is the ordinary ERPNext invoice, used for web orders, marketplace orders and anything built through Create Order. At the end of the day the register's POS Invoices are consolidated into Sales Invoices, which is why the Sales Report reads both and excludes consolidated invoices, so nothing is counted twice.
Purchase Receipt. The ERPNext document that books goods into stock when they arrive. Receive Goods creates one, and submitting it is what puts the units on the shelf and creates the bound book acquisitions for any firearms on it.
Serial No. The per-gun record. It carries the serial number itself, the manufacturer, model, caliber, importer, condition and year, the purchase cost, the selling price, the warehouse it sits in, its photos, its listing state on each sales channel and its link to the FastBound item. Almost everything the store does to a single gun happens on this record.
ShipStation. The shipping service used to buy labels and get tracking numbers for outbound parcels. The Ship button on the Pending Order page pushes to it, and a scheduled job reads tracking numbers back. See Integration settings.
Transfer. A customer buys a gun somewhere else, has it shipped to us, and completes their 4473 here. We charge a transfer fee, run the 4473 and NICS, and hand over a gun that was never our inventory to sell. The gun still passes through the bound book both ways. See Customer transfers.
Warehouse. A named stock location. The store has ordinary sales warehouses, plus special ones: a custody warehouse for customer property and a consignee warehouse for guns sitting at a partner dealer. Which warehouse a gun is in decides whether it can be sold, so it is more than a shelf label.