During this time of year, we reflect on all the blessings we have as a company and as a family. We are so thankful for our clients and each of you that we have the pleasure of working with. We hope this holiday season brings you peace, joy and much love. We also wish prosperity and happiness for the new year and new decade. 2020 and beyond should be such an exciting time. Imagine the changes we will see in technology in the next ten years. We look forward to continuing to work with you to maximize the right mix of that technology with our practical business experience to help make your ATF compliance easier than ever.
From all of us at Easy Bound Book
by Business Automation Specialists
Shot Show – Supplier Show Case
Once again, we will be participating in the Supplier Show Case at the Shot Show in Las Vegas, Nevada on January 21-24th. The Supplier Show Case is open January 20-21 from 8:30 AM-5:30 PM. Please stop by to see us. We are in the first row, near the main entrance with a direct aisle to the Lounge at booth #51805.
Easy Bound Book Explosives will be participating in the 46th Annual Conference on Explosives and Blasting Technique, and hope you will stop by our booth if you are attending. Our President, Ron Ketterling, will also be presenting a breakout session on
“6 Pillars of ATF Record Keeping and Inventory Management”.
The event is January 26-29, 2020 in Denver, Colorado. Easy Bound Book will be at booth #816 in the Exhibit Hall by the Food and Beverage Area. For more information on the conference, visit the website at www.isee.org
FFL Requirements and ATF Inspections: Make Sure You’re in Compliance
Start off the new year and new decade on the right foot – make sure you are in compliance with the FFL requirements. It’s never been easier with electronic bound book software. Included in this article are some of the common violations and how to avoid them, what to do when a firearm is missing or stolen, and what to do when it’s recovered.
As a business owner in the firearms industry, you have some special demands imposed on you that are not required in other fields. You have to keep up with all FFL requirements as a condition of continuing to be licensed. ATF inspections are performed to ensure that records are being kept correctly. With the right record-keeping tools, you can ensure that your business is in compliance. You’ll also find ATF compliance inspections less stressful when you know you’ve filled out the required ATF forms correctly, lower the instance of errors, and lower the number of (incorrect) lost or stolen firearms reported for your business.
Federal Firearms Licensees Requirements
When the ATF released its 2018 FFL Theft/Lost Report, the results were interesting, to say the least. These figures reflected losses and thefts that occurred during the period from January 1, 2018-December 31, 2018 but don’t include firearms reported as lost, but rather categorized this way in error.
- A total of 16,256 firearms were reported lost or stolen from Federal Firearms Licensees (FFLs) nationwide. This number represents a 12 percent reduction from 2016 statistics, when 18,394 firearms were reported stolen.
- Pistols were the type of weapon most likely to be reported lost or stolen (7,842), followed by rifles (3,733), shotguns (1,579), and revolvers (1,574).
- The state reporting the highest number of theft/loss reports was Texas, with 207, followed by Florida with 159, and Georgia with 110.
- Washington, DC; Puerto Rico; and Guam reported no thefts or losses in 2018.
Facility security continues to be of utmost importance, even with these encouraging figures. Part of the ATF’s stated mission is to protect the public from violent crime involving the use of firearms, including those stolen from FFLs.
Just over one-half (54 percent) of the numbers refer to lost firearms for 2018. These 8,814 firearms were put into inventory by an FFL and then could not be accounted for at a later time. Some of the discrepancies may be due to inventory errors; however, improved inventory tracking can greatly reduce these types of issues.
Keeping track of where your firearms inventory is means you will be prepared for ATF inspections when they occur. As a federal firearms licensee, you can expect that you will get audited by the ATF to ensure that you’re in compliance with the Gun Control Act of 1968 and related laws and regulations.
To make this process run more smoothly, you can integrate your inventory software with electronic bound book software. The result is a streamlined, accurate process that will keep accurate records. You don’t have to deal with lost pages, trying to decipher illegible handwriting, or wondering whether an entry was duplicated in error. Easy Bound Book™ can be integrated with Microsoft Dynamics NAV or Microsoft Dynamics 365 Business Central for a complete inventory, accounting and A&D bound book package. Contact us today by calling our toll-free number (1-877-571-8580) or filling out our online form.
Common Issues Found at ATF Compliance Inspections
No one wants their ATF inspection to result in a finding that they have one or more issues. The following are some of the most common compliance violations found during inspections.
Violation 1: Failure to Record Entries in the Bound Record (Acquisition and Disposition Book) in a Timely Manner
This issue usually comes down to a misunderstanding of the requirements for recording firearms being purchased and then sold to customers. You may not be entirely clear on the applicable laws or you may have recorded the date incorrectly in your records. If you’re focused on working in your business day to day, your paperwork may have gotten away from you or your employees may not have been paying attention to detail in the way they should.
When it comes to keeping your Acquisition and Disposition Book (A&D Book), the details are important. When you choose an automated A&D bound book for your business, you greatly lower the risk of errors and increase the likelihood that you and your staff will be able to follow the required processes correctly.
Violation 2: ATF Forms that are Incomplete or Contain Errors
In most instances, mistakes will be found during ATF inspections in the A&D Bound Book, ATF Form 4473 (Firearms Transaction Record) and ATF Form 3310.4 (Report of Multiple Sale …). These can be simple oversights, such as the customer purchasing a firearm neglecting to include his middle name or indicating “NMN” (No Middle Name) as instructed on Form 4473. These errors may also occur because you or your employees aren’t fully aware of the legal requirements you must fulfill.
Everyone on your team needs to be aware of the applicable laws when dealing with firearms. You also need to be diligent in filling out and keeping your ATF records up to date. Putting a process in place to record and keep the A&D Book means you will be in compliance with the law and greatly reduce the risk of your next ATF compliance inspection revealing any violations. Easy 4473™ can help reduce your risk in reviewing 4473s.
FFL Requirements When a Firearm is Lost or Stolen
When a firearm is lost or stolen, there are special FFL requirements that must be performed. You must notify the ATF within 48 hours of discovering the theft or loss, by phone (Toll-free at 1-888-930-9275) or by submitting Form 3310.11 (Federal Firearms Licensee Firearms Inventory Theft/Lost Report) by fax or e-mail (instructions on the form). The ATF’s stated service standard is that it will respond to phone messages and e-mails within one business day. If you have more than one incident of theft or loss to report, a separate form must be used for each one.
Keep track of the date you made your report to the ATF and the Incident Number for the theft or loss assigned by the ATF. The number must be recorded in your A&D Book and on Form 3310.11. The theft or loss is to be recorded as a disposition, as required by 27 CFR Part 178 Subpart H. To fully account for this entry, be sure to include whether the disposition is the result of a theft or a loss, the Incident Number from the police report, and the ATF Incident Number.
To keep track of lost or stolen firearms, add a designation for them in your A&D Book. By creating a “customer” with the name “Lost” or “Stolen” plus your name, your business address and FFL (since ultimately you will be disposing of the firearm to yourself), you can perform a search in your software for all records quickly and easily when needed during an ATF compliance inspection.
Add the ATF Incident Number to the User Note field to keep track of this valuable information. (Be sure to add the words “ATF Incident No. or #” in front of the figures.) This is another way to bring up this valuable information if you prefer to search for the records in this manner.
FFL Requirements When a Firearm is Recovered
If you have previously reported firearms lost or stolen that you subsequently find or recover, record it as an acquisition in your A&D Book. Contact the ATF by phone (1-888-930-9275) to report the recovery.
There is no margin for error in keeping track of your firearm inventory if your goal is to be in continual compliance with FFL regulations. Call us at 1-877-571-8580 or complete our online form today to learn more about Easy Bound Book and which version is right for your business.
Would you like to get more information on the screen?
Here are two options for you:
1) Get a larger monitor – yes really – it makes a “huge” difference – no pun intended. I have 2 monitors (22″ and 27″). I see double the rows of the Bound Book on the larger monitor. The cost is well worth the time saved. Experts say that two monitors will improve productivity between 20% and 40%.
2) Use the built-in zoom in Chrome. Click the vertical ellipsis and + to make the type larger or – to make it smaller. You can also use the Ctrl key and the scroll button on your mouse to do the same thing. The difference between 100% and 80% is three extra rows on the screen. I highlighted it in this image.
Here are two more tricks:
1) Right Click on a menu option and click Open in new window. This will give you another open Easy Bound Book. Drag one image to each monitor to do research on one screen and use the other as the item list to research.
2) Right Click on a menu option and click Open in new Tab. You will now have two tabs with Easy Bound Book open. Not quite as useful as a new window, but still helpful.