In order to sell firearms from the store's inventory they must be entered into the APS firearm A & D file and the inventory file. Both the existing manual A & D record system and the APS software should be used until and until an ATF variance to use the APS software is received. The following procedure has been developed to be able to track firearms from the manual ATF books during the transition period. The procedure is:
| • | Purchase firearm that are owned by the store and in inventory for sale for zero dollars. In the Last name field enter TRANSFER FROM, in the first name field enter the book-page-line number of the manual A&D book. In the address field enter MANUAL TO COMPUTER. Fill in the rest of the header information with data so that the system "thinks" all the fields are entered. A suggestion for the birthday is to put in the current 010101. This will be a sign that this was an internal transfer. |
| • | At the end of the purchase the system will ask: "Now or Later", enter an "N"=now. The inventory record will be displayed with the cursor on the STOCK NO., push the ENTER key to move to the next field or enter a stock number if the firearm already has one. Enter a sale code, and price and ENTER to get to the "CORRECT Y=Yes..." message. Push ENTER to say that the transaction is NOT correct. The cursor will be placed at the category number, push ENTER until the cursor is at the COST field. Enter the cost of the firearm and then push ENTER to get to the bottom and the "CORRECT Y=Yes ..." message. At this time enter a "Y" to say that this transaction is complete. A stock number will be assigned and displayed on the screen. |
| • | Write the stock number on the current firearm stock tag. |
| • | Use a yellow high lighter (something similar) and make a mark on both sides of the stock tag. This denotes that the firearm is "in" the computer and will keep it from being entered twice. |
| • | In the A & D book in the disposition field enter the firearm number a slash and the new stock number, i.e.: 801/5001 |
The firearm is now entered into the system and ready for sale. This also provides a method to cross reference from the manual book to the computer system and reverse.
To enter the second and succeeding guns use the I=inquire mode and bring up the first first purchase transaction number and then W=Write a purchase from a purchase. REMEMBER during the rest of the purchases of guns to change the first name field to the book, page, and line of the current gun being purchased.
