Glossary

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.

4473 record. The POS's own permanent row for each completed Form 4473, electronic or paper, with the outcome and, for an electronic form, a private copy of the signed PDF. It cannot be deleted, and it survives the order being deleted or the form being redone. The Form 4473 Records report lists them. See 4473 records.

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.

Antique. A firearm made before 1899, marked Antique on its item. It is serialized, but it is never entered in the bound book and needs no 4473 at sale. A record booked for an antique by mistake can be marked by a manager as not in the bound book, so it stops being retried. See FastBound.

Approval code. The code the card terminal or the Payroc Virtual Terminal gives for an approved charge. A card already run on the Virtual Terminal is recorded with Already charged on Virtual Terminal and its approval code, instead of being charged again. See Taking payment.

Automatic sourcing. An OSA Dropship setting, off by default. When on, each drop-ship product on the website moves every 15 minutes to its cheapest source that has stock, which can be the store's own shelf. See the Drop-ship Center.

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.

CA Legal, Compliant Service. Two Yes/No answers on an item and on a serial, from the CA Compliant extension. CA Legal says whether the firearm is legal to sell to a California buyer as configured. Compliant Service says whether the shop can do its paid CA-compliance conversion on it. A serial left blank takes the item's answer, and blank means not answered, not No. See Items and serial numbers.

Card charge check. A daily job that reads the last week's card charges back from Payroc and emails the managers about any that were voided or refunded outside the POS. See What runs automatically.

Cash drawer. The page where the day's cash is counted and closed, and where every cash movement outside a sale is recorded. Terms on it:

• Expected cash is what the drawer should hold according to the books.
• Close the day is one count and one confirmation. A count difference above Count difference that needs a reason in Cash Drawer Settings ($20 by default) needs a reason.
• Deposit to bank takes cash to the bank. Add cash from bank brings it back. A Cash expense pays for something out of the drawer.
• Undo reverses an entry. Cash records are never deleted.

See The cash drawer.

Charge exactly. A box under the total on the register and on Create Order. Type the total the customer pays, tax included, and the line prices are worked back from it.

Connector Audit Log. The permanent record of every call made through the store's remote MCP connectors: who, which tool, with what, and whether it worked. See The MCP server.

Consigned gun. A gun a customer leaves with us to sell on their behalf. Its Serial No is ticked Consignment and names the Consignor. We hold it, we sell it, and the owner is paid out of the proceeds less our commission.

Consignment In. A page of the OSA Consignment extension for guns a partner store has sent us to sell. They are received as pay-on-sale stock, and their sales report back to the partner by themselves. See Receiving from a partner store.

Consignment Out. The opposite direction: we send our own guns to a partner dealer's rack to sell for us, through the OSA Consignment extension. The gun is disposed in the bound book when it ships to them, and it stays our inventory here until it sells. A dealer that runs our POS receives the shipment there automatically. 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.

Customer status. Active, Inactive, Prospect or Banned on a customer's Profile tab. A banned customer needs a reason, and shows in red on the customer list. Two records for one person are joined with Merge into…. See Customers.

Dashboard. The page staff land on after signing in: today's sales, open 4473s, guns waiting on pickup, the cash drawer, records not yet in the bound book, and distributor orders arriving, with All records at the bottom. See the Dashboard.

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.

Distributor invoice. A read-only copy of an invoice on a distributor account, pulled every hour, matched to the POS order it belongs to. One with no POS order behind it is marked Outside POS. See Distributor orders.

Distributor order. One purchase from one wholesale house, numbered like DO-2609-0001 (year, month, running number). It waits in Draft until a person confirms it. See Distributor orders.

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-shipping.

Drop-ship Center. The OSA Dropship page that decides which distributor products the website sells, from which house, at what price and with how much stock. See the Drop-ship Center.

Extension. An add-on that brings its own pages and records, installed and switched on or off under Settings → Extensions. This store runs OSA Consignment, OSA Dropship, OSA AI and CA Compliant. See Extensions.

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.

Incoming shipments. The list on Receive Goods of distributor parcels on their way to the store, including parcels ordered outside the POS. See Receive Goods.

Inventory count. A stocktake: scan or type what is on the shelves, see what is missing or unexpected, and correct the quantities of items without serial numbers in one step. Guns are only reported, never adjusted. See Counting the shop.

Item groups. The families items are filed under. Firearms are Pistol, Revolver, Rifle, Shotgun and Receiver. Gun parts are under Parts: regular items with no serial number. The old Handgun, Long Gun, New Firearm and Used Firearm groups are retired. See Items and serial numbers.

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.

Listing rule. A rule in the Drop-ship Center that says which distributor products the website lists automatically, by brand, class, cost, stock or department. See the Drop-ship Center.

Manager Override 4473. A manager's button that finishes a firearm sale whose 4473 was completed but is stuck electronically, or was done directly in the bound book. It records who overrode it and why, and every override lands on the Hand-Asserted 4473 Dispositions report. See Form 4473.

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. For drop-ship products on the website, MAP is enforced per brand in the Drop-ship Center: never below MAP by default, or the price hidden until the cart. The counter price is never raised to MAP.

MCP connector. The address an AI assistant connects to so it can read, or work, the POS, signed in with a person's own POS account. Each store has a read-only one and a full one, switched on in MCP Settings. See The MCP server.

MSRP. Manufacturer's Suggested Retail Price. The list price from the manufacturer. It is a starting point for pricing, not a rule.

Never sell from here. A Drop-ship Center action that rules one distributor out as a source for one product.

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.

Not placed. A tab on the Storage Locations page listing guns and stock with no location yet, and units sold without saying which location they came from. See Storage locations.

Notifications bell. The bell at the top of every desk page. It rings in the app, never by email, for NICS verdicts, new web and GunBroker orders, a distributor shipping to the store, and a record FastBound refused. See Notifications.

Outside POS. A distributor invoice, or a parcel, for an order placed somewhere other than the POS, such as the distributor's website.

Partner POS. A partner dealer that runs our POS. Consignments to it are pushed to its own system, and the queue card reads Partner POS ✓, Partner POS pending or Partner POS push failed. See Shipping a consignment.

Pay-on-sale. Stock received as ours whose seller is paid only once it sells. Guns from a partner store through Consignment In arrive this way.

Pickup ticket. A $0 POS draft that hands over a gun somebody already bought on a counter order or a web order collected at your counter. The money stays on the order; the ticket carries the gun and its serial so the Form 4473 can run on the register and the gun leaves the bound book at Complete Order. Its label in Recent Orders reads the order's money: Paid, Deposit … · … due or Unpaid · … due. See Pickup tickets.

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.

Private seller. A person, not a business, who sells us a gun. The seller is paid on Receive Goods or in the Trade-in dialog by Cash, Zelle, Check or ACH. A purchase with no seller payment recorded shows on the cash drawer page and on the Seller not settled card of the Inventory Receipts report. See Receive Goods.

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.

Redo 4473. Starting a sale's 4473 again. The earlier form shows as Cancelled in the 4473 records, and a paper 4473 or a manager override can finish the sale afterwards. See Form 4473.

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 storage location, 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. ShipStation only sees what the store ships itself: lines a distributor ships direct never reach it. See Integration settings.

Storage location. Where a gun or an item sits in the store. A zone is either a run of numbered slots, one gun per slot, or one open location such as a shelf, case or safe that holds anything. The store map draws the zones on a floor plan. Locations are a tracking layer: moving something changes no stock and no books. See Storage locations.

Store assistant. The chat built into the POS by the OSA AI extension. It answers questions about the store and, when a manager allows it, takes actions after a person presses Allow. It never writes to the bound book. See The store assistant.

Store pays customer. What the register shows when a trade-in is worth more than the sale: one ticket, no sales tax, and the store pays the difference by Cash, Zelle, Check or ACH. See Trade-ins.

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.

Virtual Terminal. Payroc's web page for keying a card by hand. A charge taken there is recorded in the POS with its approval code, not charged again.

Warehouse. A named stock location in the books. 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. Where it sits on the floor is its storage location.